Bloxham Parish Council Meeting - Monday 3 April 2017

at 7.30pm at St Mary's Parish Rooms, Bloxham

If you would like to download the pdf of the minutes, please click below.

Bloxham Parish Council Minutes 9 May 2016

MINUTES OF THE ANNUAL PARISH COUNCIL MEETING HELD AT

ST MARY’S PARISH ROOMS BLOXHAM ON MONDAY 9 MAY 2016 AT 7.30PM

PRESENT:   Councillors Mary Groves, Gloria Lester-Stevens, Stephen Phipps, Gillian Roberts, Sue Slater, Andrew Taplin and Jenny Yates.

ALSO IN ATTENDANCE:  Theresa Goss (Clerk & Responsible Financial Officer), Brian Smith, Mike Hawtin and Steve Craggs.

APOLOGIES:  Parish Councillor Nick Rayner.

Parish Councillor Tom Smith was not present.

The Vice-Chairman welcomed everyone to the meeting and reminded the Councillors and the public that recording of the meeting was permitted.  However, she asked that should anyone wish to record the proceedings, could they please advise the Parish Council so that this could be facilitated.

1/16       APPOINTMENT OF CHAIRMAN – Councillor Jenny Yates advised the meeting that Geoff Mollard had resigned from the Parish Council.  Councillors expressed their thanks and appreciation for all of the work Geoff had undertaken in the village during his time as a Councillor and also as Chairman.

Councillor Yates then asked for nominations for Chairman for 2016/2017.  Councillor Yates was proposed and seconded for the position of Chairman.

Resolved that Councillor Jenny Yates be appointed as Chairman for 2016/2017.

 2/16       APPOINTMENT OF VICE-CHAIRMAN – The Chairman asked for nominations for Vice-Chairman for 2016/2017.  Councillor Sue Slater was proposed and seconded for the position of Vice-Chairman.

Resolved that Councillor Sue Slater be appointed as Vice-Chairman for 2016/2017.

3/16       CO-OPTION ONTO THE PARISH COUNCIL – The Parish Council considered two applications for co-option onto the Parish Council.  The applications were from Steve Cragg and Mike Hawtin who were both present at the meeting.

Following the resignation of Geoff Mollard, there was now a further vacancy on the Parish Council.

Resolved that:

  • Steve Craggs and Mike Hawtin be co-opted onto the Parish Council; and Action TG
  • the vacancy continue to be advertised. Action TG

4/16       DECLARATIONS OF INTEREST – There were no declarations of interest.

Members were reminded that advice on declarations of interest should be sought from the Clerk prior to the meeting, as advice could not be given to Councillors at Parish Council meetings.

Resolved that the report be noted.

5/16       MINUTES – The minutes of the meetings held on 4 April 2016 were taken as read and duly adopted and signed by the Chairman.

Resolved that the minutes be approved.

6/16       MATTERS ARISING FROM THE MINUTES 4 APRIL 2016

Minute Number 160/15 – DBS Checks for Volunteers – The Clerk reported that she had been working on this but was having trouble finding an ‘Umbrella Body’ in the area who could carry out the checks on behalf of the Parish Council.  She had contacted the Safeguarding Team at the County Council but they had just referred her to the Government web site.  It was suggested that Godswell Park or the schools in the village could be approached for advice as DBS checks would be completed for their staff.  Action TG

Minute Number 160/15 – Queens Street Proposed Right of Way – The Clerk advised that she had forwarded all of the information onto the County Council and was waiting for a reply.  She had also copied in County Councillor Kieron Mallon, as requested at the last meeting.

165/15 (iii) Church Footpath – The Clerk reported that she was waiting for feedback from the County Council with regard to the use of Section 106 funds for part funding of the Church footpath. She would chase this up again with Geoff Barrell.  Action TG

7/16       RESIDENTS’ ISSUES – The only residents’ issue to be discussed was the flooding and water issues in the village.  Therefore, as Brian Smith was in attendance at the meeting, the Parish Council agreed to move this item forward on the agenda.

 

8/16       FLOODING/WATER & DRAINAGE ISSUES IN BLOXHAM – Brian Smith addressed the Parish Council with regard to flooding issues in the village.  Prior to the meeting, Mr Smith had circulated to the Parish Council, a copy of a report of a meeting he had with the County Council and also an update by email on the progress since that meeting.

Mr Smith reported that he had written to Neil Urquart with regard to water running from the Bloxham School playing field, towards his property, but he had not as yet, had a response.  He also had concerns that it was unclear who was responsible for the drain on the corner of Courtington Lane and Workhouse Lane and how many other drains in the village were also in this situation relating to the unknown ownership.

Mr Smith requested the Parish Council’s support whilst he tried to resolve these issues and the Parish Council would support Mr Smith with his request to Bloxham School, should he not receive a positive response.

Councillor Sue Slater highlighted that the Parish Council had also met with the County Council, Environment Agency and Thames Water to discuss flooding in the village. A report on the meeting had been circulated.  Thames Water would be installing a new water pipe in Milton Road and providing leaflets for residents about what should and should not be put into the sewage system.

During 2016/2017, the Environment Agency would be starting a project to manage the water levels in Bloxham Brook.

Also discussed, was the issue of flooding in Barford Road.  The Parish Council’s Environment Committee, would be investigating setting up a flood group as well as a flood plan, as part of a Community Emergency Plan.

The notes of the meeting were available on the Parish Council web site www.bloxhamparishcouncil.co.uk

Councillor Sue Slater was thanked for her report.

Resolved that:

  • the Parish Council will support Brian Smith with his requests to the County Council and Bloxham School, should he not receive a positive response;
  • Thames Water be asked where the new pipe due to be installed in Milton Road, would run to and from: Action TG
  • Thames Water be reminded to provide the Parish Council with leaflets about what can and cannot go into the sewage system; Action TG
  • investigations into a Flood Plan/Community Emergency Plan and a Flood Group be made by the Environment Committee. Action TG/KM

9/16       REPORTS FROM COUNTY AND DISTRICT COUNCILLORSThere were no reports from the District Councillors and the County Councillor.

The Parish Council asked the Clerk to pass congratulations on its congratulations to Christine Heath, Nigel Randall and Mike Bishop on their election to Adderbury, Bloxham and Bodicote Ward.  Action TG

10/16     PLANNING

A report on the planning applications considered by the Parish Council’s Planning Committee and the decisions made by Cherwell District Council had been circulated to the Parish Council prior to the meeting and could be accessed by Councillors in Dropbox.

Minutes of the Planning Committee meetings were available on the Parish Council web site and all comments on planning applications were also available to view on CDC’s planning portal.

                        Resolved that the planning applications and decisions be noted.

  1. Planning Matters – Councillor Sue Slater gave an update on the following planning applications:
  • 14/01017/OUT, Milton Road (Miller Homes) – There was no update on this application.
  • 14/01634/REM, Land to the rear and north of 29 to 33 Quarry Close, Bloxham (Miller Homes) – A meeting with The Slade Management Team, Tim Screen from Cherwell District Council and Miller Homes, to discuss the issues of the boundary and planting was being arranged.

Resolved that the report be noted.

  • 14/00761/REM, Wellington Park, Barford Road (Bovis) – Work was being undertaken on the hedge and the improvement of the drainage to the site. The Parish Council would be monitoring this work.

Issues with regard to the damage caused to the grass verges in the area, as well as the footpaths on Barford Road from the vehicles visiting the site, would be reported to the County Council again and a progress report would be requested.

The Environment Committee would be requested to sort out the installation of the ‘no parking’ signs in the grass verges

Resolved that:

  • the report be noted;
  • the County Council be contacted again about the issues with the grass verges and footpaths on Barford Road around the entrance to the Bovis site; and Action TG
  • the Environment Committee be asked to install the ‘no parking’ signs in the village. Action TG/KM
  • 15/01528/F, Church Street, Bloxham (Taylor Wimpey) – There was no update on this application.

The Chairman thanked Councillor Sue Slater for her reports.

  • Bloxham Neighbourhood Development Plan (BNDP) – The Chairman reported that there was currently a delay with the examination of the BNDP due to the work load of the examiner. It was now being worked on and a result would be received in due course.

Resolved that the report be noted.

11/16     PARISH COUNCIL MATTERS

  1. Committee Memberships, Terms of Reference, Responsibilities and Appointments to Outside Bodies – The Parish Council discussed the membership of the Committees, the terms of reference and the appointments to outside bodies.

Councillor Stephen Phipps advised the Parish Council on his reasons why he did not wish the reports with regard to The Slade to be submitted directly to the Environment Committee, rather than the Parish Council.

Other Councillors felt that there was a risk to the Parish Council, if one Councillor took all of the responsibility for The Slade, or for any other Parish Council projects.

The Chairman proposed that Councillor Stephen Phipps remained as The Slade Co-ordinator and that future reports be submitted to the Environment Committee.   This proposal was seconded.

There were five votes in favour of this proposal, one against and one abstention.  Therefore the proposal was carried.

Resolved that:

  • The Committee memberships be approved as follows:

 

Environment                          Resources                            Planning and Strategy

Nick Rayner                             Nick Rayner                          Gillian Roberts

Mary Groves                            Jenny Yates                          Tom Smith

Gloria Lester-Stevens             Andrew Taplin                       Mary Groves

Steve Craggs                          Stephen Phipps                    Stephen Phipps

Tom Smith                               Steve Craggs                        Gloria Lester-Stevens

Mike Hawtin                                                                          Sue Slater

Patricia Hopkins (non-councillor                                               Jenny Yates

with no voting rights)                                                             Mike Hawtin

Patricia Hopkins (non-councillor with no voting rights)

Staffing Committee

Chairman

Vice-Chairman

Andrew Taplin

Gillian Roberts

  • the terms of reference for the four Committees be deferred to the next meetings of the Committees and then submitted to the Parish Council for approval;
  • Councillor Stephen Phipps to remain as The Slade Co-ordinator and that future reports be submitted to the Environment Committee and this be incorporated into the Environment Committees’ Terms of Reference; and
  • the appointments to other bodies be approved as follows:

Bloxham Festival:                                            Councillor Mary Groves

Environment (including Flooding):                   Councillor Gloria Lester-Stevens

Jubilee Park Management Committee:           Councillor Sue Slater

Neighbourhood Action Group (NAGS):           Councillor Mary Groves

Bloxham Neighbourhood                                             Councillors Stephen Phipps, Sue Slater and Jenny

Development Plan (BNDP):                            Yates

St Mary’s Thursday Club:                                            Councillor Gloria Lester-Stevens

The Slade:                                                                   Councillor Stephen Phipps

  1. Committee Minutes and Recommendations.
  • Environment Committee – There had not been a meeting of the Committee since the last meeting of the Parish Council. The next meeting was on 19 May 2016.
  • Resources Committee – There had not been a meeting of the Committee since the last meeting of the Parish Council.
  • Planning and Strategy Committee – Prior to the meeting, the minutes of the Committee meetings held on 12 April 2016 and 3 May 2016, had been circulated to the Parish Council.

Resolved that the reports be noted.

  • Section 106 Working Group – The Chairman reminded members that the Parish Council had agreed to establish a Working Group of volunteers from the village, to look at allocating the Section 106 funds of up to £250,000 for open space, outdoor sport and recreation in Bloxham.

Those who had volunteered to be on the group were:

Steve Craggs

Carmen Guard

Mike Hawtin

Ian Holroyd

Mel Rayner

Zoe White

Resolved that a meeting be arranged and the Chairman and Vice-Chairman to also attend the meeting.  Action TG

  1. Drop-in and Chat – The next drop-in and chat sessions were being held at the Ex-Serviceman’s Hall, Bloxham from 1030am to 1130am on the following dates:

 Saturday 14 May 2016 – Councillors Gloria Lester-Stevens and Jenny Yates

Saturday 11 June 2016 – Councillors Gillian Roberts and Nick Rayner

Resolved that the report be noted.

  1. Jubilee Park Management Committee (JPMC) – Prior to the meeting, Councillor Sue Slater circulated a report on the AGM which had been held on 28 April 2016. The notes of the meeting were available on the Parish Council web site bloxhamparishcouncil.co.uk

Resolved that the report be noted.

  1. Parish Transport Representative’s Meeting – Prior to the meeting, the Chairman had circulated a report on the meeting held on 3 May 2016. The notes of the meeting were available on the Parish Council web site bloxhamparishcouncil.co.uk

Resolved that the report be noted.

  • Areas of Responsibility – Due to the lateness of the hour, this item was deferred to the next meeting of the Parish Council.

Resolved that the report be noted and this item be deferred to the next meeting on the Parish Council.  Action TG

12/16     FINANCE

  1. Accounts for Payment – The Clerk submitted to the Parish Council, the accounts to be paid.

Resolved that the following accounts be approved for payment:

Payments Amount Cheque No.
 
Theresa Goss – Salary for May 2016 £638.96 1007
Theresa Goss – Expenses for May 2016 £21.06 1007
Katherine Mills – Salary for April 2016 £162.54 1008
HMRC Payment for May 2016 £234.17 1009
OCC Pension Fund – Clerks Pension £189.90 1010
Bloxham Mill Ltd – Room Hire £45.00 1011
Jubilee Park Management Committee – Room Hire £50.00 1012
Jenny Yates – Mileage to training and ink cartridges and paper £78.50 1013
David Etherington-Smith – Equipment for The Slade £65.97 1014
Adderbury Parish Council – Use of laptop and printer (2014/2015 & 2015/2016) £60.00 1015
St Mary’s Parish Rooms – Room hire £140.00 1016
Viking – Stationery order £80.35 1017
OALC – training event £78.00 1018
Eton College – Permissive path, Neylands Farm £1.00 1019
Nigel Prickett – Grass cutting for April 2016 £1218.00 1020
Arrow Accounting – Internal Audit 2015/2016 £314.63 1021
Treetops Ltd – Tree work in The Goggs £110.00 1036

 

Grants 2016/2017

 

Youth Club – Grant £500 1022
Bloxham Senior Citizen’s – Grant £300 1023
Bloxham Boys Brigade – Grant £700 1024
First Bloxham Scout Group – Grant £499.90 1025
St Mary’s Parish Rooms – Grant £700 1026
Bloxham St Mary’s Thursday Club – Grant £1500 1027
Bloxham Village Museum – Grant £1500 1028
Ellen Hinde Hall – Grant £1000 1029
Bloxham Pre-School – Grant £692.40 1030
Bloxham Flower Club – Grant £450 1031
Jubilee Park Management Committee – Grant £3000 1032
Recreation Ground Trustees – Grant £2500 1033
St Mary’s Church – Grant £2500 1034
Alan Griffin Church Clock for maintenance – Grant £150 1035
  1. Bank Reconciliation – Prior to the meeting, the Clerk had circulated the bank reconciliation as at 9 May 2016 for the Bank of Ireland bank accounts.

Resolved that:

  • the bank reconciliation be noted; and
  • the bank account signatories be confirmed as Councillors Jenny Yates, Susan Slater, Nick Rayner and Andy Taplin. Action TG
  • Section 106 Funding for the Church Footpath – The Clerk reported that she had contacted the County Council for an update with regard to this possible funding, but was still waiting for a reply.

               Resolved that the report be noted and this item be deferred to the next meeting of the Parish Council.  Action TG

 13/16     VILLAGE MATTERS

  1. Old Bridge Road – Due to the lateness of the hour, this item was deferred to the next meeting of the Parish Council.

Resolved that the report be noted and this item be deferred to the next meeting on the Parish Council.  Action TG

  1. ii) Play Provision – Due to the lateness of the hour, this item was deferred to the next meeting of the Parish Council, however discussions were still on going with the District Council on this matter.

Resolved that the report be noted and this item be deferred to the next meeting on the Parish Council.  Action TG

iii)      The Slade – Prior to the meeting, Councillors Stephen Phipps had circulated to the Parish Council an update on the progress of work at The Slade and the TOE2 funding.  The report was available on the Parish Council web site www.bloxhamparishcouncil.co.uk

Resolved that the report be noted.

  1. Bloxham Festival – Prior to the meeting, Councillor Mary Groves had circulated a report to the Parish Council with regard to a meeting which had been held on 7 May 2016. The report was available on the Parish Council web site bloxhamparishcouncil.co.uk

Resolved that the report be noted.

  1. Village Groups – No report.
  1. Youth Club – Alison Bentley had reported to the Clerk that numbers had currently increased to 13, ranging from year 7 – year 10.

 Resolved that the report be noted.

  • Public Service Reorganisation for Oxfordshire – Due to the lateness of the hour, this item was deferred to the next meeting of the Parish Council.

Resolved that the report be noted and this item be deferred to the next meeting on the Parish Council.  Action TG

14/16     CORRESPONDENCE – The Clerk reported that a letter had been received from the United Benefice of Bloxham with Milcombe and South Newington advising that a new Vicar had moved into St Mary’s Vicarage.  There was also a request that there was no parking beyond the entrance to the Vicarage drive.

Resolved that the request be noted.

15/16     Resolved that in accordance with the Public Bodies (Admission to Meetings) Act 1960, the public and press be excluded from the meeting for the minutes numbered 16/16 & 17/16 on the grounds that it could involve the likely disclosure of private and confidential information which was not in the public domain.

16/16     JOB EVALUATION – Prior to the meeting, the results of the Job Evaluation exercise carried out by Bethan Osbourne at OALC had been circulated to the Parish Council.

Resolved that the report be noted.

 17/16     THE SLADE – Councillor Stephen Phipps reported on the request from a resident to purchase a piece of land which currently formed part of The Slade Nature Reserve.

A proposal was put forward to enable this purchase to be progressed, the proposal was not seconded and did not find support from the Parish Council.

Therefore it was agreed that the land would not be sold, would continue to be managed by the Parish Council, and may be a suitable area for a biodiversity project.

Resolved that:

  • the area of land at the Slade not be sold to the resident; and Action TG
  • the Environment Committee to look into this area of the Slade being used as biodiversity project. Action TG/KM

(The public and press were invited back into the meeting at the end of this item)

18/16     MEETING DATES

              Resolved that it be noted that, future meeting dates for Bloxham Parish Council were as stated below.  They would all commence at 7.30pm (unless stated otherwise) in St Mary’s Parish Rooms, Bloxham, and reference should be made to the agenda prior to the meeting:

  • 6 June 106
  • 4 July 2016
  • 1 August 2016
  • 5 September 2016
  • 3 October 2016
  • 7 November 2016
  • 5 December 2016

19/16     ITEMS FOR THE NEXT AGENDA

 Section 106 Funding for the Church Footpath

  1. Areas of Responsibility
  2. Old Bridge Road
  3. Public Service Reorganisation for Oxfordshire

 (The meeting closed at 10.10pm)