Council Meeting – 14th April 2025 – 7pm Cothill School, Music Room
Agenda
- To note apologies for absence
- To receive any Declarations of Interest from Councillors relating to items on the Agenda – Members to declare any interests, including Disclosable Pecuniary Interest they may have in agenda items that accord with the requirements of the Parish Council’s Code of Conduct and to consider any prior requests from members for dispensations that accord with the Localism Act 2011 s33(b-e). (NB this does not preclude any later declarations)
- To receive updates relating to airfield events and related issues – MOD Station Admin Manager, David O’Hara & Cllr S Rusby
- To receive reports from District and County Councillors
- To note matters raised by members of the public
- To confirm the Minutes of the meeting held on 3rd March 2025
- To receive the Clerk’s Report
- To receive updates on the following items:
- Sandleigh Road Recreation Ground – Cllr Littleboy
- Road Verges Grass Cutting – Cllr Littleboy
- Community Support Group – Cllr Littleboy
- Highways Issues – Cllr M Rusby
- Firework Events – Cllr S Rusby
- Defibrillator in Cothill – Cllr S Rusby
- War Memorials in the Parish – Cllr S Rusby
- Dalton Barrack Development and engagement with the Defence Infrastructure Organisation – Cllr Bahu
- To note the Clerk’s advice to follow Mick Herring’s recommendation that the grass around the play area fence and the equipment should be strimmed.
- To approve the purchase of a defibrillator unit and cabinet to be sited at the Merry Miller in Cothill
- Governance
- To agree the Parish Council Vision, Aims and Objectives document
- To agree the updated Communication Policy document
- To consider any training opportunities and requirements and review any training attended.
- Finance
- To agree the list of payments and any additional invoices presented for payment in since the circulation of the agenda:
| Ref | Invoice Date | Payee | Amount | Method |
| b101 | 18/02/2025 | Virtual Landline | £ 8.75 | card |
| b102 | 27/02/2025 | Lloyds Monthly Fee | £ 3.00 | card |
| b103 | 28/02/2025 | Unity Bank/Service Charge | £ 6.00 | DD |
| b104 | 28/02/2025 | Unity Bank/Service Charge | £ 6.00 | DD |
| b105 | 31/01/2025 | MRH Services/SID sign relocation | £ 35.00 | bacs |
| b106 | 09/03/2025 | Talk Home Mobile | £ 2.74 | card |
| b107 | 24/03/2025 | Rawlins/Paint Exercise Equipment Paint | £ 151.22 | card |
| b108 | 27/04/2025 | Shield Maintenance Ltd/Bin Emptying | £ 46.80 | bacs |
| b109 | 28/02/2025 | MRH Services/SID sign relocation | £ 35.00 | bacs |
| b110 | 30/04/2025 | Payroll | £ 601.23 | bacs |
| b111 | 30/04/2025 | Nest Pension | £ 120.24 | bacs |
| b112 | 30/03/2025 | MRH Services/SID sign relocation | £ 45.00 | bacs |
| b113 | 09/04/2025 | Talk Home Mobile | £ 2.74 | card |
| b114 | 18/03/2025 | Virtual Landline | £ 8.75 | card |
| b115 | 31/03/2025 | Lloyds Monthly Fee | £ 3.00 | card |
| b116 | 31/03/2025 | Unity Bank/Service Charge | £ 6.00 | DD |
- To note the list of receipts
| Receipt Date | Ref | Received From | Amount |
| 31/03/2025 | R16 | Credit Interest | £424.70 |
| TBC | R17 | Oxfordshire County Council – SID funds | £1750.00 |
- To receive the Finance Report to 31st March 2025
- To approve the Bank Reconciliation to 31st March 2025
- To approve the updated Asset Register to 31st March 2025
- To approve the list of regular expenditure, including standing orders and direct debits for the forthcoming year:
| Payee | Reason | Frequency | Amount |
| Shield Maintenance Ltd | Bin Emptying | Monthly | £46.80 |
| Confidential | Employee Salary | Monthly | £751.49 |
| Nest | Employee Pension | Monthly | Advised by payroll provider |
| HMRC | PAYE&NI | Quarterly | Advised by payroll provider |
| MRH Services | Playground Inspections | Quarterly | £86 per visit |
| MRH Services | To turn SID & change battery | Bi-Monthly | £38.50 |
| MRH Services | To turn SID & change battery | Bi-Monthly | £49.50 |
| Unity Bank | Service Charge | Monthly | £6.00 |
| Talk Home Mobile | SIM Card | Monthly | £2.74 |
| Virtual Landline | Landline Charge | Monthly | £8.75 |
| Lloyds Commercial Cards | Monthly Fee | Monthly | £3.00 |
- To consider any request for grant funding
- Friends of Shippon
- Planning:
- To consider any Planning Applications received:
Reference
Location/Description
Date Registered
The Gables Faringdon Road Shippon Abingdon OX13 6LW
Proposed detached single garage to the front garden, accessed from the existing driveway.
31 March 2025
Land at Honeybottom Lane Dry Sandford Abingdon
Erection of an agricultural barn with associated works
- March 2025
- b) To note Planning Applications decisions:
Reference
Location/Description
Date Registered
Decision
37 Spey Road Abingdon OX13 6HR
Retrospective application for the erection of a single-storey outbuilding (reduced height as shown on drawings submitted 14 March 2025)
15 January 2025
Planning Permission
60 Barrow Road Shippon Abingdon OX13 6JQ
Erection of a notice board (positioning as amended by plans received 05 March 2025)
14 January 2025
Consent to Display Advertisement
Lenthalls 76 Church Lane Dry Sandford Abingdon OX13 6JP
Installation of 1no. external boiler with associated flue.
27 January 2025
Listed Building Consent
- To review and note Communications received and to consider any responses if required
- To note matters raised by members of the Council and Clerk.
- Date of next meeting:
To confirm the date of the next Parish Council Meeting, which is scheduled for 7.00 p.m. on Monday 19th May 2025.
Minutes
Present: Cllr. M. Page (Chair), Cllr D. Churchouse, Cllr P Lane-Evans, Cllr M. Littleboy, Cllr M Rusby, Cllr S Rusby
Absent: Cllr R. Bahu
Also in attendance: W Bates (Clerk), District Cllr Clegg
- To note apologies for absence – Cllr R Bahu
- To receive any Declarations of Interest from Councillors relating to items on the agenda – Cllr M Page and Cllr P Lane-Evans declared an interest in item 12g.
- To receive updates relating to airfield events and related issues – Cllr S Rusby
It was noted that the Springfest on the Airfield was much better managed. Those following Google Maps were incorrectly directed; however, they were redirected by marshals for the event. Cllr S Rusby to follow up to extend thanks to the organiser and with the Chair of the Safety Advisory Group to ensure ongoing involvement.
The noise of the MX event was very loud in the houses in Cothill. Confirmation that the event will be held elsewhere to be sought. - To receive reports from District and County Councillors
District Cllr Clegg provided updates on the Joint Local Plan examination, Local Government Reorganisation, Climate Action Fund and tougher fines for fly-tipping, littering, and graffiti.
Cllr Stevens sent his apologies.
- To note matters raised by members of the public – none
- To confirm the Minutes of the meeting held on 3rd March 2025 – the minutes were approved.
- To receive the Clerk’s Report
Paint has been received – MRH Services aware and will undertake painting once grass has been strimmed
Body Twist has been repaired by Caloo at no cost
Planning Permission for the noticeboard in Shippon has been approved
Natwest bank accounts closed and funds transferred
VAT Claim submitted but not refund not yet received
Internal Audit in progress
Currently 14 hours of additional hours worked since the start of January 2025.
Items still to be actioned- order of noticeboards, SID signs, Speedwatch Signs
- To receive updates on the following items:
- Sandleigh Road Recreation Ground – Cllr Littleboy –A resident who plays football has a goal which he takes onto the recreation ground; the trees are doing ok; the first cut is still not required.
The tree in the Shippon Churchyard planted in February 2023 has died. - Road Verges Grass Cutting – Cllr Littleboy – BGG have been requested to cut the verges;
- Community Support Group – Cllr Littleboy – this item is closed.
- Highways Issues – Cllr M Rusby – two additional sites for Speedwatch have been agreed, one on Honeybottom Lane and one on Lashford Lane. Additional volunteers are being sought for Honeybottom Lane. No information was available from the Speed Indication Devices. The capital programme map has not been updated with the white lines in Barrow Road and Cothill. The patching of the Road from Walnut Paddock to Barrow Road is programmed but without a date.
The Vehicle Activated Sign on Honeybottom Lane is not working; Cllr Rusby to contact OCC to sort this. - Firework Events – Cllr S Rusby – no update
- Defibrillator in Cothill – Cllr S Rusby – see item 10
- War Memorials in the Parish – Cllr S Rusby – The Churchwarden is in the process of contacting the Commonwealth War Graves Commission to arrange the refurbishment of the war memorial in St Mary Magdalene Churchyard .
- Dalton Barrack Development (DBD) and engagement with the Defense Infrastructure Organisation (DIO) – Cllr Bahu – this is in progress.
WSP has completed the Stage 1 consultation workshops. The results will inform Stage 2 (Masterplan Themes), which includes additional workshops and surveys planned for Spring/Summer 2025. The full four-stage process is outlined on the DBD
- Sandleigh Road Recreation Ground – Cllr Littleboy –A resident who plays football has a goal which he takes onto the recreation ground; the trees are doing ok; the first cut is still not required.
A Transport Assessment Scoping Report had gone to OCC for discussion. The report will become a public document in due course.
The proposed Reservoir’s impact on DBD is now being discussed between the DIO and Thames Water. The SESRO project is planning on sharing a new junction to serve the reservoir and the Dalton Barracks Development.
OCC has published a walking and cycling greenways map for consultation. The proposed Wootton Greenway currently ends at the northern boundary of DBD and should be extended to link to the development.
- To note the Clerk’s advice to follow Mick Herring’s recommendation that the grass around the play area fence and the equipment should be strimmed. The Parish Council agreed to arrange for this to be strimmed.
- To approve the purchase of a defibrillator unit and cabinet to be sited at the Merry Miller in Cothill. It was proposed to purchase a Zoll AED 3 plus external Cabinet at a cost of £2130 incl VAT plus installation. The Merry Miller will meet the electricity cost of heating the cabinet if needed.
It was suggested that an agreement be drawn up with The Merry Miller. The maintenance costs are currently £800 over 10 years. It was RESOLVED to purchase the proposed defibrillator, the external unlocked cabinet, to pay for the installation costs and to meet the maintenance costs. Councillors wished to extend their thanks to the pub’s landlords for this and for agreeing to site the defibrillator on their premises.
- Governance
- To agree the Parish Council Vision, Aims and Objectives document; it was RESOLVED to adopt the proposed document.
- To agree the updated Communication Policy document; it was RESOLVED to adopt the proposed document.
- To consider any training opportunities and requirements and review any training attended.
- Cllr M Rusby and Cllr M Page attended the County Council Training Day; topics included Oxfordshire County Council Tree Service which will survey trees, plant trees and manage these, including Community Orchards; developer schemes and Section 106; contacts have been obtained regarding the infrastructure provision of the Dalton Barracks development and with the Director of Highways.
- It was agreed to enroll Cllr P Lane-Evans on the Roles and Responsibilities training in June with OALC.
- Finance
- To agree the list of payments and any additional invoices presented for payment in since the circulation of the agenda:
| Ref | Invoice Date | Payee | Amount | Method |
| b101 | 18/02/2025 | Virtual Landline | £ 8.75 | card |
| b102 | 27/02/2025 | Lloyds Monthly Fee | £ 3.00 | card |
| b103 | 28/02/2025 | Unity Bank/Service Charge | £ 6.00 | DD |
| b104 | 28/02/2025 | Unity Bank/Service Charge | £ 6.00 | DD |
| b105 | 31/01/2025 | MRH Services/SID sign relocation | £ 45.00 | bacs |
| b106 | 09/03/2025 | Talk Home Mobile | £ 2.74 | card |
| b107 | 24/03/2025 | Rawlins/Paint Exercise Equipment Paint | £ 151.22 | card |
| b108 | 27/04/2025 | Shield Maintenance Ltd/Bin Emptying | £ 46.80 | bacs |
| b109 | 28/02/2025 | MRH Services/SID sign relocation | £ 35.00 | bacs |
| b110 | 30/04/2025 | Payroll | £ 601.23 | bacs |
| b111 | 30/04/2025 | Nest Pension | £ 120.24 | bacs |
| b112 | 30/03/2025 | MRH Services/SID sign relocation | £ 45.00 | bacs |
| b113 | 09/04/2025 | Talk Home Mobile | £ 2.74 | card |
| b114 | 18/03/2025 | Virtual Landline | £ 8.75 | card |
| b115 | 31/03/2025 | Lloyds Monthly Fee | £ 3.00 | card |
| b116 | 31/03/2025 | Unity Bank/Service Charge | £ 6.00 | DD |
- To note the list of receipts – the following lists were noted.
| Receipt Date | Ref | Received From | Amount |
| 31/03/2025 | R16 | Credit Interest | £424.70 |
| 10/03/2025 | R17 | Oxfordshire County Council – SID funds | £1750.00 |
- To receive the Finance Report to 31st March 2025 – the finance report to 31st March 2025 was noted.
- To approve the Bank Reconciliation to 31st March 2025 – as the Nat West Bank statements were only received a few days before the meeting the bank reconciliation will be completed and presented at the next PC meeting.
- To approve the updated Asset Register to 31st March 2025 – the asset register was approved
- To approve the list of regular expenditure, including standing orders and direct debits for the forthcoming year – the following expenditure was agreed:
| Payee | Reason | Frequency | Amount |
| Shield Maintenance Ltd | Bin Emptying | Monthly | £46.80 |
| Confidential | Employee Salary | Monthly | £751.49 |
| Nest | Employee Pension | Monthly | To be advised |
| HMRC | PAYE&NI | Quarterly | To be advised |
| MRH Services | Playground Inspections | Quarterly | £86 per visit |
| MRH Services | To turn SID & change battery | Bi-Monthly | £38.50 |
| MRH Services | To turn SID & change battery | Bi-Monthly | £49.50 |
| Unity Bank | Service Charge | Monthly | £6.00 |
| Talk Home Mobile | SIM Card | Monthly | £2.74 |
| Virtual Landline | Landline Charge | Monthly | £8.75 |
| Lloyds Commercial Cards | Monthly Fee | Monthly | £3.00 |
| Wootton and Dry Sandford Community Centre | Charge for File Storage | Monthly | £19.00 |
- To consider any request for grant funding
- Friends of Shippon – it was agreed to request that the Grants form be submitted together with a financial statement for consideration at the next meeting.
- Planning:
- To consider any Planning Applications received:
Reference
Location/Description
Date Registered
The Gables Faringdon Road Shippon Abingdon OX13 6LW
Proposed detached single garage to the front garden, accessed from the existing driveway.
31 March 2025
The Parish Council had no objections to this.
Land at Honeybottom Lane Dry Sandford Abingdon
Erection of an agricultural barn with associated works
21 March 2025
The Parish Council had no objections to this.
- b) To note Planning Applications decisions:
Reference
Location/Description
Date Registered
Decision
37 Spey Road Abingdon OX13 6HR
Retrospective application for the erection of a single-storey outbuilding (reduced height as shown on drawings submitted 14 March 2025)
15 January 2025
Planning Permission
This was noted.
60 Barrow Road Shippon Abingdon OX13 6JQ
Erection of a noticeboard (positioning as amended by plans received 05 March 2025)
14 January 2025
Consent to Display Advertisement
This was noted.
Lenthalls 76 Church Lane Dry Sandford Abingdon OX13 6JP
Installation of 1no. external boiler with associated flue.
27 January 2025
Listed Building Consent
This was noted.
- To review and note Communications received and to consider any responses if required
A communication was received from a resident on Honeybottom Lane about the issues with speeding.
A communication was received from a resident of Shippon covering various issue; this will be circulated - To note matters raised by members of the Council and Clerk – none.
- Date of next meeting:
To confirm the date of the next Parish Council Meeting, which is scheduled for 7.00 p.m. on Monday 19th May 2025 in Shippon Church Hall.
The meeting closed at: 21:12
