STANDLAKE PARISH COUNCIL

Minutes of the Annual General Meeting of Standlake Parish Council, held in the Methodist Chapel, Standlake, on 13^th May 2008 at 7.45 pm

Present:

Mr. E. F. Tolputt Chairman

Mr. C Naylor Vice Chairman

Mrs. J. Bayliss

Mr. J. Rippin

Mr. R. Reddy

Mr. A. Lowe

Mr. D. C. Bevan Clerk

Mrs. B. Smith, Mr. C. Mathew, Mr. A. Kingston (Swift Cottage) Ms. J. Elliot ( Thames Water Customer Coordinator Western Provinces (Waste), Mr. G. Hunt OCC Drainage Engineer)

1. APOLOGIES were received from Mrs. Perry, Mr. Lowe and Mrs. Fenton (new WODC councillor)

2. ELECTION OF OFFICERS

Mr. Tolputt stood down as chairman and Mr. Naylor asked for nominations for chairman.

Mr. Reddy proposed Mr. Tolputt as chairman; seconded by Mrs. Bayliss, passed unanimously.

Mr. Tolputt re-convened the meeting as chairman and asked for nominations for vice chairman.

Mr. Rippin proposed Mr. Naylor as vice chairman; seconded by Mr. Reddy, passed unanimously.

Mr. Tolputt proposed Mr. D. Bevan (Clerk) as Responsible Financial Officer to the council; seconded by Mr. Naylor, passed unanimously.

Mr. Rippin agreed to continue as the council trustee on the Poor’s Allotments Charity.

The appointment of a Council representative to the Village Hall committee was left vacant until the next meeting.

Mr. Tolputt and Mr. Naylor signed their acceptance of office as Chairman and Vice Chairman respectively.

3. THAMES WATER/OCC HIGHWAYS HIGH STREET FLOODING

After a general introduction and confirming that Ms. Elliott had received the package of past correspondence and minutes on the subject, the clerk proceeded to explain the reason for requesting the meeting. While accepting that the July 07 event was unprecedented, the resulting flooding in the High Street and lower Abingdon Road was merely an extreme example of earlier, documented, occurrences going back to the early 1990s. Some of the worse effects in the Abingdon Road have been eliminated following the work carried out by TW in 2005/6 which involved laying a much larger pipe in a portion of that road. Nevertheless, on this occasion, properties in the lower High Street and on the lower Abingdon Road still suffered from sewage flooding and inoperative toilets.

The council wished to explore the reasons for, and possible solution to, the apparent failure of the Black Horse sewage pumping station to cope with high volumes of rainfall. A failure of pumping equipment and, or, the lack of capacity in the rising main connecting the station to the sewage plant have long been suspected by the Parish as the major cause. It was stressed that the July 2007 events in the High Street preceded the overflowing of the Windrush and continued for several days after the river had been contained and the flooding in Rack End had subsided.

It is clear that very heavy rainfall has caused the High Street to flood; road gulleys are unable to clear the surface water quickly; water literally fountaining up out of manholes running along the centre of the carriageway exacerbates the effect of rainfall and continues for days after the rainfall ceases. The origin of this flow is not clear but it was almost certainly a factor in the flooding of some of the properties on the High Street. On an inspection carried out by the clerk and Mr. Hunt in August 07 while dealing with another matter, these manholes appear to give access to a foul sewer and not surface water drains. Previously, this phenomena has only been observed as far as the Post Office, but in July 07 water issued from these sources as far as The Green and gulleys were full to overflowing as far as The Butts.

It would appear that two conditions are present; very high rainfall results in excessive water entering the foul sewage system thus, for whatever reason, overwhelming the pumping station; the drainage of the surface water off the roadway is inadequate and possibly exacerbated by the overflowing foul sewage system. For these reasons the council invited Ms. Elliott and Mr. Hunt together to apply their expert knowledge in a quest for a solution.

Regarding the apparent failure of the pumping station, Ms. Elliott stated that TW’s telemetry monitoring system did not detect any pump failure during the period. Mrs. Bayliss pointed out that each time sewage flooding has occurred TW’s response has been the same, yet tankers have been observed pumping out the station; if there is no failure, then why is this action necessary? Mr. Mathew said that TW must not dismiss what local people report when the locals can clearly see that something is wrong. Mr. Tolputt suggested that, if there was no mechanical or electrical failure, this led back to the suspicion that the capacity of the rising main to the sewage works was insufficient. Mrs. Bayliss also complained that valves fitted in her property by TW in the 1990s to prevent the backflow of sewage no longer worked and she, and another property fitted with the valves, still experienced sewage flooding. Ms. Elliott said she would have these valves inspected as it appeared that they were malfunctioning.

The reporting of sewage flooding incidents was discussed and Ms. Elliott said that residents should have been given an incident number when making the report and subsequently completed a report form. The purpose was twofold: the resident had a reference if follow-up was necessary and TW had evidence to support their budget planning. Even at this late stage it would be helpful for those affected to complete the forms and Ms Elliott will send forms to the clerk for distribution by the council.

Ms. Elliott then briefly described the sewage system in Standlake. In short, from two pumping stations (Church Mill and Rack End) the system followed the High Street and finished at the Black Horse pumping station; she apologised for being unable to provide plans at this meeting but will post copies to the clerk. At the request of Mr. Rippin, Ms. Elliott kindly agreed to attend another meeting to explain the system from the plans; she also suggested that it would be beneficial if she met with members for an on foot inspection of the system. This was welcomed and will be arranged through the clerk.

Ms. Elliott referred to the work carried out in the Abingdon Road in 2005/6. The decision to address the problem in this way was the result of flow modelling carried out by TW engineers which indicated that this option was the most cost effective. Mr. Tolputt pointed out that this view had been challenged by local residents at the public presentations prior to commencement of the work. Ms. Elliott said she would ask the engineers to look again at the models, but she warned that even if replacing the rising main was identified as an option, money would not be available in the present budget period (up to 2010). What can be done in the short term is to identify leakages into the system.

Both Ms. Elliott and Mr. Hunt stated that, as far as is known, there is no connection between gulley drains and the foul sewage system, so there should be no direct flow from one into the other. However, excess water does get into the sewer system from various sources including leaking pipes and inspection chambers as well as unauthorised connection of private drainage.

Ms. Elliott said the way forward will be to survey the system using CCTV to identify where water is entering the system; the first priority being TW’s areas of responsibility and, secondly, from private property. While funding would not be available for a full relining of the system, problem areas identified would be sealed and attention given to making manhole covers watertight where appropriate. This was to prevent water entering from outside and not to stop the effects described of water exiting through covers; any attempt to do this would result in blown pipes and damaged road surfaces. If significant leakage is identified from private property TW has no legal authority to force residents to take action, but would expect local authorities to bring pressure to bear.

As to road drainage, Mr. Hunt informed the meeting that there were no definitive plans of the drainage system in the High Street, as work had been done piecemeal when the original drainage ditches were covered over and piped. He gave an assurance that a full survey would be carried out from the Post Office to the main highway drain on the Abingdon Road (A415). He reiterated that while he had no knowledge of any connection between the gulley drains and the sewer system, if any existed they would be removed.

Asked by Mr. Kingston (Swift Cottage) as to the drainage from The Green, Mr. Hunt said that the gulleys on the Swift Cottage side drained across The Green and then down Rack End. Mr. Kingston expressed his concern that the was unable to pump out water from his property as the gulleys were full. On examining the timetable, Mr. Hunt said that it appeared the gulleys on the far side of The Green were under water from the overflowing Windrush and it would be impossible for water to drain away as long as that condition existed. After some discussion, it was agreed that the Rack End drainage system worked satisfactorily once the Windrush had ceased overflowing into Rack End.

As a matter of information, the clerk asked Ms. Elliott what, if any, consideration was given to the effect of new housing development on sewage capacity? Ms. Elliott replied that TW were not a statutory consultee in planning matters and, even where they were consulted, they could not legally refuse connection to the system. Most planning authorities did consult if the development was of a significant size, but in a village such as Standlake, where development was primarily infilling and rounding off, it would be quite possible for none of the new dwellings to be notified. Ms. Elliott was of the opinion that the number of dwellings would have been updated when the 2005/6 work was carried out and this would have been taken into consideration when the modelling was done.

Summary of agreed action:

Ms. Elliott:

Check validity of modelling and report back

Arrange for inspection of back flow valve problems reported by Mrs Bayliss

Arrange for survey of system for leaks etc and report back

Provide maps of system in Standlake

Arrange with clerk for meeting to explain maps and onsite visit

Forward flood report forms to the clerk

Mr. Hunt:

Survey the whole gulley system on High Street to Abingdon Road/A415

Mr. Tolputt thanked Ms. Elliott and Mr. Hunt for their attendance and they left the meeting at 9.30pm.

4. MINUTES

Minutes of the meeting held on 18^th March 2008, copies of which had been previously circulated to all members, were agreed as a true record and signed by the chairman.

5. MATTERS ARISING

Flooding July 07 – see above item. A WODC draft report on the 2007 flooding in Standlake has been presented by Mr. Hands. Mrs. Smith, Mrs. Perry and Mrs. Bayliss attended the presentation and a response is required by 16^th May. It was stressed that this was a proof reading exercise to identify gross errors and not every member had to read the document. Mr. Rippin will read the document and return it to Mrs. Smith for delivery to WODC. It will be published on 4^th June and residents will have the opportunity to respond at that time.

It was agreed that a letter of thanks be sent to Mr. Kingswood at the EA for his work in delivering the flood defences on the Windrush along Rack End. However, it was noted that both WODC (Mr. Hands) and some residents were concerned that the far bank had not been lowered enough. This, and the council’s stated belief that the bund and bank lowering should have been taken all the way to the end of Rack End, will be noted in the letter.

Mr. Tolputt has completed the survey of ditches in the village and has sent the information to WODC.

Trees in Playground – The council considered two estimates for thinning out the trees blocking light to Myrtle Cottage. Despite the fact that it was the higher estimate, it was decided to accept the proposal by the tree surgeon proposed by Mrs. Perry. The reason is that the work required, the removal of up to 5 trees and thinning the remainder, seems to be of a more specialised nature than the simple felling of trees. The cost is estimated at £500 and it was decided to take the funds equally from the tree maintenance and playground maintenance budgets. The clerk will inform the residents and Mrs. Perry.

Bus Stop Signs –Mrs. Smith confirmed that the policy for the 18 service is that it operates on a ‘hail and ride’ basis. It was decided that this should remain and, while not suiting everyone, the flexibility this provides is better than the provision of fixed bus stops. The matter of provision of a timetable was raised and Mrs. Smith will arrange for one to be provided at the Post Office

A415, Newbridge –The minutes of the OCC Newbridge Project meetings continue to be received. It would appear that, at last, repair and strengthening work has been agreed with English Heritage and is to be carried out; work on examining alternatives to a new crossing and mitigation along the A415 is also underway; a new crossing is still being planned and it would appear that, at the moment, they are looking at a single carriageway bridge controlled by traffic lights; an informal public consultation is still planned for June.

Mr. Naylor has produced the flyer ‘Save our Ancient Bridge’ for distribution to all residents to encourage reporting of HGVs violating the weight limit. The clerk will arrange to have these printed and members will distribute them.

Traffic/Speeding – Mr. Rippin said that two electronic speed devices have been in use in both the Abingdon Road and the High Street. The High Street monitoring showed no significant violations of the limit but the Abingdon Road results did; enforcement action will be taken in the Abingdon Road.

Highway Maintenance – On 11^th April, Mr. Tolputt and others met with Mr. Wilson (OCC Highways) to examine outstanding works including; the village name on the entrance sign at the Village Hall; extension of the path in Rack End to the Village Hall; the large hole in the Abingdon Road at The Orchard. Mr. Wilson agreed to: repair the sign; instruct his engineers to look at the provision of the path; repair the road at The Orchard. He was to have emailed the clerk with the details but nothing has been received to date. Mr. Mathew asked Mr. Tolputt to email him with the details and he will raise the matter with Mr. Wilson’s superior.

Footpaths – The clerk reported that, as an interim measure, The Butts footpath has been cut back by Mr. Pascoe and weed spraying will take place shortly.

Playground/Recreation Ground & Maintenance – Mr. Naylor has spoken to the youths who built the track and they are concerned because the damage being done is carried out by older youths. There is little that can be done apart from observation by members and possible reporting to the PCSOs..

Graveyard Extension – see below.

Neighbourhood Policing – Nothing further to report at this meeting.

6. APPOINTMENT OF CONTRACTOR FOR GRAVEYARD EXTENSION

Mr. Tolputt said that he and the clerk had discussed the matter of contractors and propose that a project manager be appointed. Mr. Tolputt has approached a local builder, Mr. Chris Horan, who will look at the proposals received so far and give his opinion. This was agreed and the matter of appointing a contractor will be deferred.

7. PLANNING FOR THE FUTURE – WODC consultation on housing

Mr. Reddy has completed the questionnaire after consultation with members and it has been sent to WODC. Thanks to Mr. Reddy for carrying out this task.

8. CORRESPONDENCE - See attached correspondence record.

9. PLANNING - See attached planning record.

10. ADOPTION OF 2007/8 ACCOUNTS

The clerk presented the Accounts for 2007/8 and the Annual Governance Statement in the format required by the auditors. Mr. Tolputt proposed these should be adopted, seconded by Mr. Naylor and passed unanimously. click here for Annual Return 2007/8

11. ACCOUNTS click here for balances

The following accounts were approved for payment:

OALC - Subs 2008/9	252.31
ORCC - Subs 2008/9	20.00
Johnson's Engineering - installation of swings	146.87
Allianz Insurance - ins 2008/9	982.35
John Welch & Stammers - b'ground registry fee	80.00
Cotswold Carpets - V Hall improvements	2,945.00
Standlake PCC - churchyard upkeep 1st half	275.00
M&G Pascoe - grass cutting	410.00

12. MEMBER’S REPORTS

The clerk was instructed to write a letter to Ms. Liz Bickley to thank her for her contribution while a WODC Councillor.

13. ANY OTHER BUSINESS

The next meeting will be on 3^rd June at the Village Hall, which will be the Annual Parish Meeting. It was agreed that the Parish Council meeting should commence at 7.00pm in the Frank Douglas Room and the APM at 8.00pm in the main hall. There being no further business, the meeting closed at 10.10pm.

....................................................................................... Chairman ............................................................................ Date

CORRESPONDENCE RECORD 04/08
DATE	SER		TO/FROM		TOPIC		ACTION		FILE
	A		WODC		Parish Link magazine
	B		OFPA		The Playing Field magazine
	C		OCC		Street lighting at Cotswold Dene Industrial Estate
	D		WODC		Ditch clearing and maintenance
	E		RAF Brize Norton		Invitation to reception
	F		OCC		Consultation on Bus Strategy
	G		Mr & Mrs Bowie		Copy of letter sent to OCC regarding drainage outside Locks Cottage
	H				Clerks & Councils Direct magazine
	I		OCC		Home to School Newsletter
	J		David Cameron MP		Flooding in West Oxon letter
	K
	L
	M
	D
	O
	P
	Q
	R
	S
	T
PLANNING APPLICATIONS/CORRESPONDENCE RECORD No: 04/08
DATE		PLANNING Number		DETAILS		COMMENTS		REPLY BY
		08/0490/P/FP		Erection of 2 storey rear extension and new vehicle access – 22 High Street