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 draft minutes, please click below.

Bloxham Parish Council Minutes 5 September 2016

MINUTES OF THE PARISH COUNCIL MEETING HELD AT

ST MARY’S PARISH ROOMS BLOXHAM ON MONDAY 5 SEPTEMBER 2016 AT 7.45PM

 

PRESENT:   Chairman, Councillor Jenny Yates; Councillors Steve Craggs, Mary Groves, Gloria Lester-Stevens, Stephen Phipps, Gillian Roberts, Sue Slater, Tom Smith and Andrew Taplin.

 

ALSO IN ATTENDANCE:  Theresa Goss (Clerk & Responsible Financial Officer), District Councillor Christine Heath and two members of the public.

 

APOLOGIES:  Councillor Nick Rayner submitted his apologies because he was on holiday and these were accepted.  Parish Councillor Mike Hawtin submitted his apologies because he had a prior engagement and these were accepted.  District Councillor Mike Bishop and County Councillor Kieron Mallon also submitted their apologies.

 

The 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.

 

62/16   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.

 

63/16   MINUTES – The minutes of the meetings held on 1 & 23 August 2016 were taken as read and duly adopted and signed by the Chairman.

 

            Minute Number 53/16 (5) Village Matters – Parish Council wish-list – Councillor Stephen Phipps proposed that the wording of the minute should state that the neighbours would be consulted on the footpath proposal, not just approached to seek their support.

 

Resolved that the minutes of the meeting held on 1 August 2016 be approved, with the following amendment to minute number 53/16 (5):

 

‘it was agreed to add the proposal for a footpath along the Barford Road in front of the existing houses.

There would be a consultation process with immediate neighbours as part of the process.

 

Proposed by Councillor Stephen Phipps

Seconded by Councillor Mary Groves

 

Resolved that the minutes of the meeting held on 23 August 2016 be approved.

 

Proposed by Gloria Lester-Stevens

Seconded by Steve Craggs

 

64/16   MATTERS ARISING – Matters arising

 

1 August 2016 – Minute Number 53/16 (5) Village Matters – Parish Council wish-list – Councillor Stephen Phipps asked for clarification about who would be taking forward the matter of the wish-list.  The Chairman advised that the footpath had already been added to the wish-list and sent to the District and County Councils.  Maurice Sheehan would also be carrying out a site visit in due course.

 

It was agreed that the Parish Council Wish-List be added to the next agenda for discussion.  Action TG

 

It was also agreed that an update on the actions agreed at the Parish Council meetings would be included in Drop Box.  Action TG

 

There were no matters arising from the meeting held on 23 August 2016.

 

            Resolved that report be noted.          

 

65/16   RESIDENTS’ ISSUES – There were two residents in attendance.

 

Mr Wyatt attended the meeting and thanked the Parish Council for its comments on his planning application for another polytunnel.

 

Councillor Gloria Lester-Stevens reported that trees on Tadmarton Road, opposite Walsingham Close, had been removed and there was now a lot of open space.  It was agreed that this matter would be referred to the Environment Committee to discuss whether the trees could be replaced.  Action TG

 

Councillor Gloria Lester-Stevens also reported that Thames Water were carrying out works within the pumping station and the adjacent verge on Tadmarton Road and had dug a hole in the grass verge and had filled it in with what appeared to be bricks and stones, this could cause problems for the grass cutting contractor. She asked whether Thames Water would be reinstating the grass and filling in the hole properly. There was also a concern that the vehicles are parking on the pavement in this area resulting in pedestrians walking into the road.  The Clerk would contact Mark Matthews at Thames Water, to find out the reason for the work, to remind the contractors not to park on the pavement and to make sure that the verge surface was made good.  Action TG

 

District Councillor Chris Heath reported that a resident had contacted her about the mobile library and he had advised that the County Council had an obligation to provide a library in certain villages, one of which was Bloxham.  Councillor Heath would be contacting County Councillor Kieron Mallon about this matter.

 

It was agreed that the Resources Committee would look at the funding of a library at its next meeting on 28 September 2016.  Action TG

 

The Chairman and Councillor Sue Slater agreed to speak to the Head Teacher at Bloxham Primary School about whether the provision of a library, could be included at Butterfly Meadow.  Action JY/SS

 

The Chairman reported on a request for a new dog bin on Bloxham Road on the right hand side, between Ells Lane and the driving range.  It was agreed to refer this to the Environment Committee.  Action TG

 

The Clerk was also requested to obtain a map of the location of the dog bins in village.  Action TG

 

66/16   REPORTS FROM COUNTY AND DISTRICT COUNCILLORS – Councillor Chris Heath did not have any reports from Cherwell District Council.  However there was a District Council election in the Bloxham, Adderbury and Bodicote Ward on 22 September 2016 for the seat which became vacant following the resignation of Nigel Randall.

 

The Chairman thanked Councillor Heath for her report.

 

67/16   PLANNING

 

  1. Planning Items (not covered within the minutes of the Planning Committee meetings held on 9 & 25 August 2016) – Councillor Sue Slater reported there was nothing further to add to the minutes.

 

Resolved that the report be noted.

 

  1. Flooding/Water & Drainage Issues – Councillor Gloria Lester-Stevens reported that a request needed to be made to the Environment Agency to remove the debris from Bloxham Brook under the bridge on the opposite side to the telemetric box on Tadmarton Road.

 

Resolved that the report be noted and contact be made with the Environment Agency asking for the ditch on Tadmarton Road to be cleared of debris.  Action TG

 

  • Bloxham Neighbourhood Development Plan (BNDP) – The Chairman reported that Cherwell District Council’s Executive had met that evening and approved the BNDP and a referendum would now be held in due course.

 

The Parish Council asked that it thanks be passed to John Groves and the rest of the Steering Group for all of their work on the BNDP.

 

Resolved that the report be noted.

 

68/16   PARISH COUNCIL MATTERS

 

  1. Agendas/Minutes/Broadsheet Report – The Chairman highlighted to the Parish Council, the changes to the format of the agenda, minutes and information reported in the Broadsheet. The changes were as follows:

 

  •   to avoid duplication, the Parish Council agenda would no longer include items which had been discussed at a Committee, as these details would be within the Committee minutes. Councillors were reminded to read the minutes of the Committee meetings, prior to the Parish Council meeting;
  •   reports which were purely for information only, would be circulated to the Parish Council by email and not listed on the agenda.  Parish Council meetings were for decisions to be made, not for noting items where no action was required;
  •   the above two actions, would free up time at the Parish Council meetings for strategic items which needed to be discussed and addressed;
  •   minutes would have a limited pre-amble as the main purpose of minutes was to record decisions, not discussions; and
  •   the reports for the Broadsheet would not only contain the decisions made at the Parish Council meetings, they would now include more information about the actions of Committees and individual Councillors.  Councillors were asked to advise the Clerk on any tasks or activities they undertake as part of their role, for inclusion in this monthly report.  This report would then give the village more of a feel of the broad role of a Councillor and how much work and effort Councillors put into the village, on a voluntary basis, which mainly went un-noticed.

 

Resolved that the report be noted and the changes be supported.  Action TG

 

Proposed by Councillor Jenny Yates

Seconded by Councillor Sue Slater

 

  1. Committee Minutes and Recommendations.

 

  • Environment Committee – In the absence of Councillor Nick Raynor, the Chairman of the Environment Committee, the Chairman proposed to the Parish Council, the minutes and recommendations of the Environment Committee held on 23 August 2016.

 

Resolved that:

 

  • the minutes be noted and approved; and
  • the quote for work to trees in the village, dated 9 August 2016, from Treetops be accepted, once copies of their public liability insurance and references had been obtained and clarification had been sought on whether or not VAT and stump grinding had been included in their quote.

 

Proposed by Councillor Jenny Yates

Seconded by Councillor Steve Craggs

 

  • Resources Committee – The Chairman of the Resources Committee, Councillor Andrew Taplin, proposed to the Parish Council, the minutes and recommendations of the Resources Committee held on 10 August 2016.

 

Resolved that:

 

  • the minutes be noted and approved;
  • the costs of the new fence, surrounding the play area at Jubilee Park, be funded from New Homes Bonus, if Section 106 funds could not be secured to cover it; and
  • the Committees of the Parish Council, are to submit their budget requests to the Resources Committee by the 26 September 2016. Action SS & NR

 

Proposed by Councillor Gloria Lester-Stevens

Seconded by Councillor Steve Craggs

 

  • Planning & Strategy Committee – Chairman of the Planning and Strategy Committee, Councillor Sue Slater, proposed to the Parish Council, the minutes of the Planning and Strategy Committee held on 9 & 25 August 2016.

 

Resolved that:

 

  • the minutes be noted; and
  • it be noted that, Planning and Strategy Committee meetings will be held on the second Tuesday of every month.

 

  • Staffing Committee – The Chairman of the Committee, Sue Slater, proposed to the Parish Council that the minutes of the Staffing Committee held on 24 August 2016, be deferred to later in the meeting and be considered when the press and public had been excluded.

 

            Resolved that the report be noted.

 

  • Review of Future Options for Local Government – The Parish Council discussed the possible impact on the Parish Council following the two studies on the future of Local Government. It was noted that the Secretary of State would make the final decision on any new structure and there would be further consultation, which would involve Parish Councils.

 

            Resolved that the report be noted.

 

  1. Ellen Hinde Hall – The Parish Council considered a request from the Ellen Hinde Hall, that the Parish Council applied for a Certificate of Lawfulness for work at the Hall, so that no costs were incurred during the application process. However, advice had been sought from Cherwell District Council and the Parish Council was unable to make the application as it did not own the property or the land.

 

            Resolved that the Parish Council did not make this application on behalf of Ellen Hinde Hall.  Action TG

 

Proposed by Councillor Stephen Phipps

Seconded by Councillor Gillian Robert

 

69/16   FINANCE – The Clerk submitted to the Parish Council, the accounts for payment.

 

Resolved that the following accounts be approved for payment:

 

Payments Amount Cheque No.
 
Theresa Goss – Salary for September 2016 £644.33 1068
Theresa Goss – Expenses for September 2016 £30.18 1068
Katherine Mills – Salary for August 2016 £38.28 1069
HMRC Payment for September 2016 £236.15 1070
OCC Pension Fund – Clerks Pension £191.71 1071
Treetech – Tree works in Painters Close and emergency works behind 22 Greenhills Park £546.00 1072
Playsafety Ltd – Annual play area inspection at Jubilee park £96.60 1073
OALC – Chairmanship training £156.00 1074
NR Prickett – Grass cutting for July 2016 £1218.00 1075
NR Prickett – Grass cutting for August 2016 £774.00 1076
Jubilee Park Management Cttee – Room Hire £60.00 1077
Glasdon UK – Dog Bin £346.22 1078

 

Resolved that, it be noted that, the following payment had been made since the last meeting:

Payments Amount Cheque No.
Marie Jones – Grass hook and hay rake for The Slade £180.06 1067

 

70/16  VILLAGE MATTERS

 

  1. ‘Hands off Our Horton’ – The Parish Council discussed how it could support the ‘Hands off our Horton’ campaign. The Chairman advised that a decision had been made by the Oxford University Hospitals NHS Foundation Trust (OUHT), to suspend consultant led maternity services at Horton General Hospital.

 

The Councillors felt that as this decision had already been made, a letter should be sent to Victoria Prentis MP, the ‘Hands off the Horton’ campaign organisers and the OUHT advising that the Parish Council’s would like to be kept informed of developments relating to this matter.

 

          Resolved that a letter be sent to Victoria Prentis MP, the Hands off the Horton Campaign and the OUHT asking to be kept informed of developments.  Action TG

 

71/16   CORRESPONDENCE – There were no further items of correspondence.

 

72/16   PUBLIC AND PRESS

 

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 73/16 on the grounds that it could involve the likely disclosure of private and confidential information which was not in the public domain.

73/16   STAFFING – The Chairman of the Staffing Committee proposed to the Parish Council, the recommendations of the Staffing Committee held on 24 August 2016, relating to the posts of Clerk and Responsible Financial Officer and the Administration Assistant.

 

Resolved that:

 

1)               the hours for the Clerk and Responsible Financial Officer be increased to 20 hours per week, from 1 October 2016 to cover work relating to and attendance at, the Parish Council, Environment Committee, Staffing Committee and Resources Committee and all associated tasks;

2)        the Administration Assistant position be advertised at 90 hours per annum (minimum 12 evening meetings per year) at an hourly rate of £7.80 – to £8.72 (depending on experience) to cover work relating to and attendance at, the Planning Committee meetings and to cover for the Clerk and Responsible Financial Officer, as and when necessary.

 

Proposed by Councillor Steve Craggs

Seconded by Councillor Gillian Robert

 

(At the conclusion of this item, the public and press were invited back into the meeting)

74/16   MEETING DATES

 

            Resolved that it be noted that, future meeting dates for Bloxham Parish Council are 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:

 

  • 3 October 2016
  • 7 November 2016
  • 5 December 2016
  • 9 January 2017

 

75/16   ITEMS FOR THE NEXT AGENDA

 

  1. Parish Council Wish-List

 

 

(The meeting ended at 9.20pm)