Council Meeting – 16th February 2026

Agenda
Minutes

To be held in the Music Room, Cothill School OX13 6JN at 7pm

Members of the public and press are welcome to attend and may make representations when invited by the Chair. Anyone wishing to address the Council will be given five minutes to do so. The public participation section is limited to 15 minutes. They may then observe the rest of the meeting but will not be able to speak other than at the express request of the Chair. No alcohol is to be consumed at the meeting.

Agenda

1) To note apologies for absence
2) 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)
3) To receive updates relating to airfield events and related issues – MOD Station Staff Officer, David O’Hara & Cllr S Rusby
4) To receive reports from District and County Councillors
5) To note matters raised by members of the public
6) To confirm the Minutes of the meeting held on 12th January 2026
7) To receive the Clerk’s Report
8) To consider the quotes for tree works on the recreation ground.
9) To consider quotes for the surveying of the stone walls in Barrow Road.
10) To consider joining the Great British Spring Clean initiative.
11) Governance
a) To consider Health and Safety Issues
i) To note the playground report
ii) To consider the Roadside Working Risk Assessment
b) To consider any training requirements
c) To consider the proposed safeguarding policy
d) To consider any applications for co-option to the Council
e) To consider the Council’s response to the Local Government Reorganisation Consultation – Details can be found on the St Helen Without Parish Council Website under News.
12) To consider any grant applications
13) Finance
a) To agree the list of payments and any additional invoices presented for payment since the circulation of the agenda:

Reference
Location/Description
Date Registered

P26/V0115/HH
3 White House Close Shippon Abingdon OX13 6LP
Demolition of existing attached garage and conservatory to be replaced with a single storey side and rear extension.
20 January 2026

b) To note Planning Applications decisions:
Reference
Location/Description
Date Registered
Decision
P25/V2717/DIS
Land off Spey Road Shippon Abingdon
Discharge of condition 6(Unexploded Ordnance Threat and Risk Assessment) on planning permission P23/V1360/O Construction of 9 dwellings with associated landscaping and open space to include access from Spey Road. (As Per Site Contamination Assessment Received 16 January 2026)
12 December 2025
DIS Details Agreed

P25/V1547/RM
Land at Spey Road Shippon Abingdon
Reserved Matters application following outline approval P23/V1360/O for appearance, landscaping, layout and scale. Discharge of condition(s) 11 (Preliminary Ecological Assessment) and 12 (LEMP) (Amended plans and information received 23 October and 24 November 2025) (Construction of 9 dwellings with associated landscaping and open space to include access from Spey Road. (Outline Application with Appearance, Landscaping, Layout and Scale Reserved))
6 August 2025
Approval of Reserved Matters

P25/V2523/LDP
Lashford House Church Lane Dry Sandford Abingdon OX13 6JP
Certificate of Lawfulness for a proposal to install a ground mounted solar array on a prepared base, consisting of crushed stone topped with a decorative gravel.
3 December 2025
Refusal of Lawful Use or Development

P25/V2122/S73
The Manor Preparatory School Faringdon Road Shippon Abingdon OX13 6LN
Variation of condition 4 (Approved plans) for a small change to the layout of the AstroTurf pitch on application P16/V1088/FUL. (As amended by plans received 10/11/2025 and 13/01/2026). “Hybrid application comprising a detailed application for a sports hall, AstroTurf pitch and pavilion, relocated netball and tennis courts, new canopy to lower school building, car park extension to rear and rearranged access, car park and drop off at front of school; and an outline application for erection of a swimming pool, two classroom buildings and extension to dining room (all matters reserved except access).” (Additional information received 10 November 2025)
7 October 2025
Planning Permission

P25/V2400/HH
16 Rookery Close Shippon Abingdon OX13 6LY
Two storey side and single storey rear extensions
7 November 2025
Planning Permission

P25/V2715/NM
Laburnum Cottage 90 Church Lane Dry Sandford Abingdon OX13 6JP
Non material amendment to application P24/V1737/HH (Single storey rear extension) – standing seam metal cladding was originally proposed for the West facing aspect of the new single storey extension. This is now proposed to be painted smooth render, in order to better match the existing property.
12 December 2025
Agree NMA

c) To discuss Planning Notice P25/V2122/S73 Decision Notice for the Manor School
16) To review and note Communications received and to consider any responses if required
17) To note matters raised by members of the Council and Clerk
18) Date and location of next meeting:
30th March 2026 at 7pm in the Music Room, Cothill School.

Minutes

Present: Cllr. M. Page (Chair), Cllr P. Lane-Evans, Cllr M. Littleboy, Cllr M Rusby, Cllr S. Rusby, Cllr V. Talbot
Absent: Cllr R. Bahu

Also in attendance: W Bates (Clerk), District Cllr Robert Clegg, County Cllr James Plumb

1) To note apologies for absence – Cllr R. Bahu, David O’Hara
2) To receive any Declarations of Interest from Councillors relating to items on the Agenda – none.
3) To receive updates relating to airfield events and related issues – Cllr S Rusby provided the update – the schedule of activities for 2026 has been shared by David O’Hara. Due to operational reasons, the MX event cannot be held at an alternative location and will be held at Abingdon Airfield. This is included within the 14 days of permitted motorsport events. Two Xplosive Events displays will be held. The calendar will be posted on the parish noticeboards and the website.
4) To receive reports from District and County Councillors
James Plumb gave a report; the County Council has a large backlog of pothole repairs which has been made worse by the rainfall. This means that only more temporary sweep and fill repairs can be undertaken rather than the more permanent cut and fill repairs. The team responsible for road maintenance has been doubled. Barrow Road will be resurfaced in March. Flooding on Long Tow – gully clearance has been changed to an annual basis whereas it was previously on a 4-year basis. Speed limit on Honeybottom Lane is determined by the regulations set by the department of transport; other options are being explored. Council tax will be increased by the full permitted amount of 4.99%. This will result in an increase for social care of 2%. A proposal to increase the budget for highways repairs was rejected.
Robert Clegg gave a report covering the Joint Local Plan, the Oxford City Plan and Local Government Reorganisation.
5) To note matters raised by members of the public – Cllr Lane-Evans spoke on behalf of a resident who is having issues with the light pollution from the Manor School flood lights.
6) To confirm the Minutes of the meeting held on 12th January 2026 – the Minutes were confirmed and signed.
7) To receive the Clerk’s Report – new bin has been ordered; delivery is still awaited. Speed Camera will be ordered shortly. The Clerk raised awareness that every letter received via the Freepost address is delivered in a plastic bag and advised that the Council may wish to review this arrangement prior to renewal in 2027. The Clerk requested that any assets known to Councillors that belong to the District or County Council should be added to the Parish Online map of the parish, ahead of Local Government Reorganisation.
8) To consider the quotes for tree works on the recreation ground. It was agreed to use Wood Dragon at £580.00 for the works required. It was agreed to request additional works to be done up to £300 ex VAT in order to address the remedial work identified in the tree survey.
9) To consider quotes for the surveying of the stone walls in Barrow Road.
The Vale of White Horse District Council Conservation Officer advised that the walls should be re-pointed by the owners. They advised contacting Oxfordshire County Council to have the verges reinstated, as they were originally, to further protect the walls.
Lucion quoted £695 for an initial visit with additional visits being £600 per visit.
Solid Engineering quoted £2000 and gave advice similar to the Conservation Officer as follows: that the owners of the walls would need to arrange for any survey to be conducted as this could not be done by a 3rd party (i.e. not the Parish Council) and the owners should address OCC Highways if the road usage and water is washing away the verges and causing damage to the foundations of the walls.
It was agreed that the Parish Council would not arrange for, or pay for, a survey. However, the Parish Council will work with the owners of the walls and residents and continue to press Oxfordshire County Council to clarify the width of the road and to re-instate the verges. Cllr James Plumb agreed to contact Highways Operations in order to seek to progress the review of the verges and consider any preventative measures.
10) To consider joining the Great British Spring Clean initiative – Cothill has registered for this and will be taking part from the 20th- 23rd March.
11) Governance
a) To consider Health and Safety Issues
i) To note the playground report – the reports were noted. MR Herring reviewed the Annual Inspection report and provided a report in response to the Annual Inspection Report.
ii) To consider the Roadside Working Risk Assessment – the proposed Roadside Working Risk Assessment was approved.
b) To consider any training requirements – Cllr Lane-Evans requested to be signed up for the Planning Training being offered by the Vale of White Horse District Council.
c) To consider the proposed safeguarding policy -the safeguarding policy and warm hub safeguarding add-on were approved.
d) To consider any applications for co-option to the Council – none.
e) To consider the Council’s response to the Local Government Reorganisation Consultation. Details can be found on the St Helen Without Parish Council Website under News.
It was agreed to submit a response in favour of Option 2 in the consultation for two Unitary Authorities – one UA is the Ridgeway and West Berkshire, which would include SHWPC; the second is Oxford and Shires UA . Cllrs Bahu and Page will draft the response.
12) To consider any grant applications – none.
13) Finance
a) To agree the list of payments and any additional invoices presented for payment since the circulation of the agenda. The following payments were approved:

Ref Date Payee Amount Method
B240 13/01/2026 Wendy Bates – Warm Hub £ 40.95 bacs
B241 08/12/2025 Royal Mail/Freepost Charges £ 6.12 bacs
B242 15/01/2026 Royal Mail/Licence Fee £ 466.80 bacs
B243 14/01/2026 Jaydee Living Ltd/Hooded Litterbin £ 287.94 card
B244 26/01/2026 Appleton Christmas Barn £ 259.99 bacs
B245 02/02/2026 Monica Littleboy £ 35.01 bacs
B246 31/01/2026 Coop/Warm Hub Supplies £ 3.65 card
B247 30/01/2026 Shield Maintenance Ltd/Bin Emptying £ 54.59 bacs
B248 13/01/2026 Amazon/Warm Hub Supplies £ 11.40 card
B249 13/01/2026 Amazon/Warm Hub Supplies £ 9.49 card
B250 13/01/2026 Amazon/Warm Hub Supplies £ 29.49 card
B251 13/01/2026 Amazon/Warm Hub Supplies £ 8.54 card
B252 13/01/2026 Amazon/Warm Hub Supplies £ 5.50 card
B253 30/01/2026 MRH Services/SID sign relocation+locks £ 67.00 bacs
B254 30/01/2026 MRH Services/PLAY Area Inspection £ 86.00 bacs
B255 28/02/2026 Payroll £ 619.31 so
B256 28/02/2026 Nest Pension £ 124.10 DD
B257 31/01/2026 Unity Bank/Service Charge £ 6.00 DD
B258 31/01/2026 Lloyds Monthly Fee £ 3.00 card
B259 06/02/2026 Talk Home Mobile £ 2.74 Card
B260 31/01/2026 Virtual Landline £ 8.75 card
B261 04/02/2026 NALC – Planning Training £ 16.00 card
B262 30/01/2026 WADSCC/Room Hire £ 40.00 bacs
B263 16/12/2025 Amazon/Hi Viz Jackets £ 40.98 card
B264 17/12/2025 Amazon/Hi Viz Jackets £ 251.91 card
B265 09/02/2026 Amazon/Warm Hub Supplies £ 24.99 card
B266 23/11/2025 MRH Services/SID sign relocationx2 £ 88.00 bacs
B267 08/12/2025 Citizen’s Advice £ 500.00 bacs
b) To note the list of receipts
The following receipt was noted:
Receipt Date Ref Received From Amount
23/01/2026 R25/10 VOWH Grant – Winter Warmer £2,565.00
14) To receive updates from Councillors:
a) Cllr Littleboy –
i) Sandleigh Road Recreation Ground – raised the issue of the brush growing around the edges and suggested this be cut back.
ii) Road Verges Grass Cutting – no update.
b) Cllr M Rusby
i) Highways Issues – the report covered the Barrow Road issues, Community Speedwatch and SID sign rotation. New observation points for Speedwatch have been approved on Besselsleigh Road looking east towards the shops and Cothill looking north east towards Oxford.
ii) Community use of Cothill School Sports Hall – after discussion it would appear that the School is facilitating Community Use where requested.
c) Cllr S Rusby
i) Airfield Matters – this has been covered above.
d) Cllrs Rusby & Cllr Lane Evans
i) Community Orchard Project – The Manor School is reviewing the use of the orchard so will not be taking the proposal forward at this stage. A survey for the proposed Orchard on the recreation ground has been delivered to residents in the area and responses have been received.
e) Cllr Lane Evans
i) Scam Awareness Talk 14th April 2026 at 2pm – posters have been requested but are yet to be received.
f) Cllr Bahu
i) Dalton Barracks Development – there has been no further movement on this.
15) Planning:
a) To consider any Planning Applications received:
Reference
Location/Description
Date Registered

P26/V0115/HH
3 White House Close Shippon Abingdon OX13 6LP
Demolition of existing attached garage and conservatory to be replaced with a single storey side and rear extension.
20 January 2026
The Council had no objections to this.

b) To note Planning Applications decisions. The following decisions were noted:
Reference
Location/Description
Date Registered
Decision
P25/V2717/DIS
Land off Spey Road Shippon Abingdon
Discharge of condition 6(Unexploded Ordnance Threat and Risk Assessment) on planning permission P23/V1360/O Construction of 9 dwellings with associated landscaping and open space to include access from Spey Road. (As Per Site Contamination Assessment Received 16 January 2026)
12 December 2025
DIS Details Agreed

P25/V2400/HH
16 Rookery Close Shippon Abingdon OX13 6LY
Two storey side and single storey rear extensions
7 November 2025
Planning Permission

c) To discuss Planning Notice P25/V2122/S73 Decision Notice for the Manor School – the school has responded to the Council’s concerns and expressed that their relationship with its neighbours is important.
16) To review and note Communications received and to consider any responses if required – none.
17) To note matters raised by members of the Council and Clerk – none.
18) Date and location of next meeting:
30th March 2026 at 7pm in the Music Room, Cothill School.

The meeting closed at: 21:28

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