Council Meeting – 4th August 2025

Council Meeting – 4th August 2025 – 7pm Cothill School, Music Room

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.

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 23^rd June 2025
• To receive the Clerk’s Report
• Governance
  1. To consider Health and Safety Issues
     • To review the Playground Inspection report and agree necessary actions

• To consider any training requirements and to receive an update on any training attended.

• Finance
  1. To agree the list of payments and any additional invoices presented for payment in since the circulation of the agenda:

• To note the list of receipts

1. To confirm receipt of the bank reconciliation for the first quarter of the financial year.

• To review the budget and agree any actions required.

1. To consider priorities for future projects
2. To consider any grant applications

• To consider the quotes for the refurbishment of the War Memorial situated at St Mary Magdalene Church
• To consider the quote for the installation of the noticeboards
• To consider the quotes for a tree survey for Parish Council trees
• To agree the renewal of the Clerk’s Society of Local Council Clerk’s (SLCC) membership at £150
• To consider the Clerk’s attendance at the SLCC National Conference
• To consider Oxfordshire Neighbourhood Plan Alliance membership at £50
• To agree the proposal to include articles and information in Shippon News, Wootton Newsletter and The Marcham and District News
• To consider the suggestion to engage with Age Concern over the provision of scam awareness events
• To receive updates from Councillors:
  1. Cllr Littleboy –
     1. Sandleigh Road Recreation Ground
     2. Road Verges Grass Cutting
  2. Cllr M Rusby
     1. Highways Issues
  3. Cllr S Rusby
     1. Defibrillator
     2. War Memorials

• Airfield

1. Fireworks Events

1. Cllr Bahu
   1. Dalton Barracks Development and engagement with the Defence Infrastructure Organisation

• Planning:
  1. To consider any Planning Applications received:

1. To note Planning Applications decisions:

• 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 15^th September 2025.

Minutes of St Helen Without Parish Council Meeting

held in The Music Room, Cothill School on Monday 4th August 2025 at 7.00 p.m.

Present: Cllr. M. Page (Chair), Cllr R. Bahu, Cllr D. Churchouse, Cllr P Lane-Evans, Cllr M. Littleboy, Cllr M Rusby, Cllr S Rusby, Cllr V Talbot
Absent: none

Also in attendance: W Bates (Clerk), District Cllr Robert Clegg, County Cllr James Plumb, MOD Station Staff Officer, David O’Hara

1) To note apologies for absence – none
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 – MOD Station Staff Officer, David O’Hara & Cllr S Rusby – a minor amendment to the events calendar which will be shared once this has been confirmed. The signage for the Car Boot sale was raised as it is not being removed each week as had previously been agreed. A reminder was raised about hedges along Barrow Road needing cutting.
4) To receive reports from District and County Councillors –
a) County Councillor James Plumb sent a report ahead of the meeting covering the option to opt into part-time street lighting, consultation on household waste centres ongoing, date for resurfacing on Barrow Road to be confirmed. A question was raised as to whether there is an option to dim the lights at night rather than a switch off.
b) District Councillor Robert Clegg sent a report ahead of the meeting. The plan for Didcot Gateway Council Offices has been put on hold due to the uncertainty of the future regards the formation of a unitary authority.
5) To note matters raised by members of the public – none
6) To confirm the Minutes of the meeting held on 23rd June 2025 – it was resolved to approve the minutes.
7) To receive the Clerk’s Report – following CotFest it was agreed that the tables and chairs would be stored in the Police Office. They will be made available to residents of the Parish for a deposit of £50. It was agreed that this should be taken by bacs.
8) Governance
a) To consider Health and Safety Issues
– To review the Playground Inspection report and agree necessary actions – it was agreed to ask MRH Services to address the issues raised in the report.
b) It was agreed that a contractor would be sought to undertake the weed clearance on the gravel along the path to the recreation ground. Initially BGG would be contacted to provide a quote for this.
c) To consider any training requirements and to receive an update on any training attended – Cllr Lane-Evans reported on the new councillor training which she attended. Cllrs M and S Rusby gave highlights of the Talking Tables event: advice was given by the monitoring officer not to engage over council business on social media; a suggestion to attend unconscious bias training was put forward; the importance of keeping in touch with District and County Councillors was stressed in light of the Unitary Proposals and to ensure that the Parish Council has sufficient funds to manage any additional functions which are devolved to the Parish Council. A suggestion to consider making arrangements to protect the recreation ground and the army playing fields was put forward.
9) 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
B149 27/06/2025 Shield Maintenance Ltd/Bin Emptying £ 46.80 Bacs
B150 17/06/2025 Greenbarnes/2 Noticeboards £ 4,969.28 Bacs
B151 22/07/2025 The Play Inspection Company Ltd £ 198.00 Bacs
B152 08/07/2025 Local Authority Tech/Parish Online £ 504.00 Bacs
B153 21/07/2025 Costco/Tables £ 201.98 Card-paid
B154a 21/07/2025 Amazon/Chairs £ 91.10 Card-paid
B154b 21/07/2025 Amazon/Chairs £ 91.10 Card-paid
B155 31/07/2025 Payroll £ 601.23 SO
B156 31/07/2025 Nest Pension £ 120.24 DD
B157 30/06/2025 BGG/Rec cutting £ 150.00 Bacs
B158 18/07/2025 Virtual Landline £ 8.75 Card-Paid
B159 09/06/2025 Talk Home Mobile £ 2.74 Card-paid
B160 09/07/2025 Talk Home Mobile £ 2.74 Card-paid
B161 27/05/2025 Lloyds Monthly Fee £ 3.00 Card-paid
B162 30/06/2025 Unity Bank/Service Charge £ 6.00 DD
B163 30/06/2025 Lloyds Monthly Fee £ 3.00 Card-paid
B164 31/07/2025 Unity Bank/Service Charge £ 6.00 DD
B165 31/07/2025 Lloyds Monthly Fee £ 3.00 Card-paid
B166 22/07/2025 ILovePDF subscription £ 60.00 Card-paid
B167 20/06/2025 Amazon/A4 Paper £ 23.46 Card-paid
B168 25/07/2025 Shield Maintenance Ltd/Bin Emptying £ 46.80 bacs
B169 03/08/2025 Alexander Carver/Cotfest £ 100.00 bacs

b) To note the list of receipts
Receipt Date Ref Received From Amount
30-Jun-25 R25/6 Credit Interest £ 397.06

c) To confirm receipt of the bank reconciliation for the first quarter of the financial year – this was handed to Cllr D Churchouse for review.
d) To review the budget and agree any actions required – the budget was reviewed and the level of reserves was discussed; it was agreed that this should be around £50,000.
e) To consider priorities for future projects – it was agreed that proposals for future projects should be submitted for consideration at the September meeting.
f) To consider any grant applications – none
10) To consider the quotes for the refurbishment of the War Memorial situated at St Mary Magdalene Church – it was agreed to accept the quote from Abingdon Stone at £1185 ex VAT.
11) To consider the quote for the installation of the noticeboards – it was agreed to accept the quote from BGG for £225 ex VAT.
12) To consider the quotes for a tree survey for Parish Council trees – it was agreed to accept the quote for Devey Tree Care at £450 ex VAT.
13) To agree the renewal of the Clerk’s Society of Local Council Clerk’s (SLCC) membership at £150 – it was agreed to approve the renewal of the SLCC Membership.
14) To consider the Clerk’s attendance at the SLCC National Conference – it was agreed that the Clerk would not attend the conference on this occasion.
15) To consider Oxfordshire Neighbourhood Plan Alliance membership at £50 – it was resolved to approve membership of the ONPA.
16) To agree the proposal to include articles and information in Shippon News, Wootton Newsletter and The Marcham and District News – it was agreed to include an article in the Shippon News at £20 per copy up to £240 per year. Cllr Lane-Evans will contact the Marcham and District News and the Wootton Newsletter.
17) To consider the suggestion to engage with Age Concern over the provision of scam awareness events – Cllr Lane Evans to contact Dry Sandford School and the Wootton and Dry Sandford Community Centre and to liaise with Age Concern. Cllr M. Rusby to check with Cothill School.
18) To receive updates from Councillors:
a) Cllr Littleboy –
• Sandleigh Road Recreation Ground – the red paint is showing through on the swings and the sputnik. MRH Services has been contacted about the Sputnik and a response is awaited. The rust has reappeared on the exercise equipment and this needs addressing.
• Road Verges Grass Cutting – a verge cut took place on 21st July 2025. The contractor is to be advised that care should be taken with strimming around the gates to avoid damage to the gates.
b) Cllr M Rusby
• Highways Issues –
– speeds of up to 65mph on Long Tow although most were under 30mph.
– new SID Signs to be installed shortly.
c) Cllr S Rusby
• Defibrillator – this has been installed at the Merry Miller. Defibrillator training is to be investigated.
• War Memorials – this has been covered above
• Airfield – this has been covered above
• Fireworks Events – contact is being made with the organiser
d) Cllr Bahu
• Dalton Barracks Development and engagement with the Defence Infrastructure Organisation – Joint Local Plan 2041 is likely to be delayed. The outline planning for the Garden Village is likely to have the roundabout in the logical place for the development and the reservoir plans will then need to tie in with this.
19) Planning:
a) To consider any Planning Applications received; the following applications were considered:
Reference Location Description Registered
P25/V1105/HH 36 Sandleigh Road Dry Sandford Abingdon OX13 6DP Loft Conversion and Single-Storey Rear Extension 18 June 2025
This application was not received ahead of the deadline. However, there are no issues with the application.

b) To note Planning Applications decisions; the following decisions were noted:
Reference Location Description Decision
P25/V1198/PDH
20 Sandleigh Road Dry Sandford Abingdon OX13 6DP
Single storey flat roof rear extension replacing existing conservatory Depth – 4.6m Height – 2.5m Height to eaves – 2.3m PDH Agreed

P25/V1062/SCR
Cothill Fen SSSI
Completion of Form B prior to an application to the Secretary of State for Energy Security and Net Zero to replace two 11kV electricity wood pole structures (like-for-like) on its North Hinksey (NHIN) E6L5 11kV Circuit as detailed herein and as shown on the attached plan (accompanying Form B). This work is required due to the condition of the existing poles. EIA not required

P25/V1119/DIS
Land at Spey Road Shippon Abingdon OX13 6H
Discharge of condition 6 (Unexploded Ordnance Threat and Risk Assessment) on planning application P23/V1360/O DIS Details Rejected
P25/V1021/HH
75 Lashford Lane Dry Sandford Abingdon OX13 6DZ
Single storey front and rear extensions, extension of existing first floor accommodation and insertion of garden annexe. Dormer windows to be introduced and general changes to the fenestration. (Resubmission of previously approved planning permission P21/V0709/HH) Planning Permission

P25/V1018/DIS
7 Sandleigh Road Dry Sandford Wootton Abingdon OX13 6DP Discharge of condition 3 (Materials – Samples) on application P24/V2390/HH DIS Details Agreed
P25/V0666/HH
The Gables Faringdon Road Shippon Abingdon OX13 6LW Proposed detached single garage to the front garden, accessed from the existing driveway. Withdrawn

P25/V0845/LB
76 Lenthalls Church Lane Dry Sandford Abingdon OX13 6JP Installation of 1no. external boiler with associated flue. Listed Building Consent
20) To review and note Communications received and consider any responses if required – none
21) To note matters raised by members of the Council and Clerk – the letter sent by Wootton Parish Council to MP Layla Moran regarding the concerns of the Greater Oxford Unitary Proposals was noted and it was agreed that a similar letter be sent to the support this.
22) Date of next meeting:
To confirm the date of the next Parish Council Meeting, which has been amended to 7.00 p.m. on Monday 22nd September 2025 in Shippon Village Hall.

The meeting closed at: 21:35