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Parish Council Minutes - Wednesday, 18th April 2018

on Thu, 17/05/2018 - 2:18pm



Minutes of Meeting of Sparsholt Parish Council held on

Wednesday 18th April 2018 at Griffin Memorial Hall starting at 7.30pm


Present: Cllrs Comyn, Brown, Barnes and Downie, the Clerk and 3 parishioners.





Apologies:  Cllrs Williams and the RFO.



Declaration of Acceptance of Office, Declarations of Interest & Reminder of the Code of Conduct:  None.



  Minutes of the Meeting held on Wednesday 21st March 2018: 

  Cllr Brown proposed signing the Minutes of Wednesday 21st March as a true record,

  seconded by Cllr Downie and agreed by all. 



Matters Arising: 

  1. B4507 50 mph speed restriction update:  No update.
  2. Cemetery rules:  Cllr Comyn still to send the Cemetery Rules to Nick to publish on the website.
  3. Potholes:  The potholes on the B4507 have been marked up ready for repairing.  Cllr Brown suggested that the Parish Council may have to buy some tarmac and make the repairs themselves.  20 kilo bags can be brought for £8 each and it would need 4/5 bags, Tony Carter has a rammer that could be borrowed.  Cllr Comyn to email Lee Turner and the Clerk suggested that supporting photographs would help.
  4. Tree on Church Way:  Cllr Brown will cut the Ivy off the remaining trees on Church Way.  To be further discussed in item 7.  Cllr Brown now has a map from County Hall showing that the County own the bank and ditch.
  5. Salt rota on the website and Newsletter:  The salt rota is still to be sent by Cllr Comyn to Nick to be posted on the website.
  6. Eastmanton Hedge:  The box hedge is still overhanging and needs to be cut back, Cllr Comyn to add to the email to Lee Turner.



Cllr Comyn




Cllr Comyn





  1. Finance report up to the 31st March 2018:  Cllr Comyn read through the report proposed acceptance and signing of the finance report, seconded by Cllr Brown and agreed by all.  Cllr Comyn initialled the bank statements.  Cllr Comyn has received a letter of thanks from Anthony Lee thanking the Parish Council for the £1,000 contribution towards the war memorial, the letter to be given to the RFO.
  2. Approval of any payments to be made:  Clerks salary £64.91 for April, RFO salary £39.96 for April, PAYE £26.00 all payments proposed by Cllr Comyn, seconded by Cllr Downie and agreed by all. 
  3. Any other Finance matters:  None.












  1. P17/V2786/FUL and P17/V2787/LB Westcot Farm, Westcot, OX12 9QA:  Conversion of the existing listed barn into 2 no residential accommodations.  Granted.

New Aplications:

a)   P18/V0627/FUL Hill Barn Stables road between Sparsholt Firs and Lodge Farm,

      Sparsholt, OX12 9XB:  Erection of new American-barn style stables with 19 horseboxes

      and tack room/store.  Cllr Comyn explained the application and stated that as the yard

      had become successful they needed to expand and house up to 100 horses.  There is a

      historic association in the area with racing and it provides local employment.  Concerns

      were raised that the construction would stick out across the open field and that the

      access road along Clements Lane and entrance to the yard is not only in a bad condition

      but is also only single track.  Cllr Barnes agreed that the road is not fit for the purpose of

      large horse transporter vehicles and that the surface of the B4001 should be improved

      and used rather than the single track Clements Lane.  Cllr Brown also suggested

      screening to break up the line of development, beech trees would be a good example.

      Cllr Comyn proposed the response of “no objections” but wish the following comments to

      be taken into account; the problem of the Clements Lane access being only single track

      and adding a condition to using the B4001 instead, and the suggested screening

      around the proposed new barn, seconded by Cllr Barnes and agreed by all.  Cllr Comyn

      to write the response.     




















Cllr Comyn


Tree Planting:  Cllr Brown talked about replanting the missing trees along Church Way and other areas in the village and suggested that the Parish Council purchase and plant in the Autumn.  Beech trees were suggested, the cost was approximated at £100.  Cllr Brown to get quotations and to raise the matter in the Autumn.



Cllr Brown


Cemetery and Cemetery Rail:  Cllr Brown has visited the cemetery and emptied the bins and composter.  Cllr Brown suggested signs to encourage people to use the correct bin and offered to get a quotation.  Cllr Brown also suggested that Cllr Comyn tell the Funeral companies, to tell their gravediggers not to put the excess soil under the hedge or in the composter.  The cemetery gates have also been cleaned and Cllr Brown will try to repair and re-hang them.  Cllr Brown also agreed to speak to a parishioner about keeping an eye on the bins etc.  Cllr Brown also offered to put a rail around the fence and compost area.  The bench also needs some repair work.

Cllr Comyn has been asked about an internment of the ashes of Mrs Anns.

The Cemetery hedge has been cut in the wrong place making the headstone for Mr and Mrs Seal out of line and on the foot of another grave, this needs to be rectified.  Cllr Comyn to investigate.

The moss needs to be scarified.


Cllr Brown


Cllr Brown

Cllr Brown

Cllr Brown


Cllr Comyn


Cllr Comyn


Parish Councillors email addresses:  It is good practise for all Parish Councillors to have a dedicated email account which is General Data Protection Regulation (GDPR) compliant with a footer added. 

All PC’s


Annual Review and polices for the Clerk and RFO:  The Parish Council prepared a contract for the Clerk when the job was accepted which includes a grievance procedure, dismissal policy and absence policy.  Appraisals are not currently carried out annually.  The contract should be reviewed due to the changes in pension auto enrolment regulations.  Cllr Barnes offered to look into the contract.




Cllr Barnes


GDPR:  The portable hard drive used by the Clerk should be password protected.  Cllr Barnes to investigate what the Date Protection Officer (DPO) job involves.


Cllr Barnes


Registering the Star Public House as an Asset of Community Value:  Cllr Comyn to speak to the current landlords about this.  It was thought to be a good idea while the public house is being run as a successful business.


Cllr Comyn


Correspondence Sheet:  Cllr Barnes asked about footpath no: 5 and was informed that in 1985 a bungalow was built over the footpath.  It should have been re-routed and Angie Brown chased this until 2012. Three is now an informal consultation to re-route the footpath up the driveway of the bungalow.  Cllr Comyn proposed that the Parish Council has no objections to this, seconded by Cllr Downie and agreed by all.  Cllr Brown to respond as the footpath officer for the Parish Council.

Cllr Brown explained the proposed road closure in Westcot Lane on the 23rd April for up to 5 days to fix the drains.  Cllr Brown to update the Parish Council further once the pegs he has set works out the levels for re-routing the overflow water into Rams Paddock.




Cllr Brown


Cllr Brown


Any other business: 

  1. Anthony Lee has offered to relay the lifted parts of the path around the war memorial in the Church Yard.



Dates of Next Meetings: The Annual Sparsholt Parish Meeting and the Annual Meeting of Sparsholt Parish Council Wednesday 16th May 2018 starting at 7.30pm at the Griffin Memorial Hall.

The Parish Council may need to change this date as necessary.



Meeting closed at 8.40pm.

Minutes prepared by Mrs D Lewis-Pryde, Parish Clerk


SPC 18th April 2018