03.09.1

MINUTES OF THE MEETING OF THE OXTON PARISH COUNCIL HELD ON TUESDAY 2^ND SEPTEMBER 2003.

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Meeting commenced at 7.30p.m

Present: Mesdames Cooper, Jacobs and Roe. Messrs. Johnson and Colston. District Councillors Nora Armstrong & Bruce Laughton. Clerk Mr. B Machin.

Apologies for absence: Received from Mrs. Bennett and Mr. Bayliss. County Councillor Mr. Stewart to arrive later.

MINUTES OF THE MEETING HELD ON 24^TH JUNE 2003:

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The minutes, having been circulated prior to the meeting, were confirmed and signed as a correct record.

MATTERS ARISING FROM THE MINUTES OF 24^TH JUNE 2003:

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Grass & hedge cutting: The Clerk reported that the tree surgery had been completed and that Mr. Bayliss was pleased with the work done.

4

Signs to play area: The Clerk reported quotations for the sign as follows.

It was agreed to place an order with City & county Signs.

5

Additional cheque signatory: Mrs. Jacobs confirmed she had submitted the necessary documentation.

6

Police contact point: The notification of the dates is received too late to publicise it was agreed to request earlier notification.

7

A614 Detrunking:  This came into effect in July.

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Completion of submission to external audit: The Clerk reported that the auditor had returned the submission because the Chairman’s signature was not dated and the minute reference was completed as ‘to be determined’, the latter being covered by an explanatory note indicating that minutes had not yet been completed and approved, a fee of £15.00 plus VAT is charged to cover the cost of returning the form for completion. It was agreed the Clerk point out to the auditors that it considered the charge unjustifiable and request they withdraw it.

9

Footpaths leaflet: The Chairman reported that she had obtained the following quotations.

In accordance with minute 03.04.3.4 she has placed an order with Minta’s.

Mr. Johnson reported that dispensers cost £25.15 plus VAT it was agreed to order one dispenser.

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The Chairman thanked the County Council for it’s assistance in publishing the leaflet.

1

Sign Old Hall Nurseries: The Clerk reported he had written to the Highways on the assumption that the sign was on the highway verge, as the sign is in private property he would now have to contact N&SDC planning dept.

2

Thorndale Plantation: A letter from the Environment Agency indicated that as the section of the Dover Beck was upstream of the Main River the responsibility was that of the riparian owner, also that the District Council had powers to enforce work where there was a significant risk.

Mr. Johnson said that the Estate is the riparian owner but that the situation had been created by the Environment Agency’s pumping and their work to line the stream bed upstream of the plantation, prior to this there was no problem. Mrs. Armstrong suggested the Internal Drainage Board may be able to help.

The Chairman was concerned that this may become a ‘football’ kicked between the parties with no resolution in sight and suggested the Clerk arrange a site meeting between the Agency, Oxton Estates, Internal Drainage Board, N&SDC and the Council. This was agreed.

Mr. Stewart arrived at this point.

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New Ethical Framework Regulations: Council noted that the Local Authorities (Code of Conduct) (Local Determination) Regulations 2003 came into force on 30^th June 2003.

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Kerbside collection of newspapers & magazines: N&SDC are currently achieving a 6% recycling rate which they need to increase to 8% this financial year and hope to do this by building on and improving the existing kerbside collection. All houses in the Parish are to be circulated with details of the new targets, the Council has been requested to support the relaunch by placing an article in the Dover Beck, and this was agreed.

Council discussed the options proposed for future recycling improvements to meet government targets.

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NALC – AGM: Is to be held on 12^th November Miss Roe and Mr. Colston will attend as voting delegates. There were no nominations for Election of Officers or Executive Committees.

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NALC – Budgeting: As the Clerk has attended an earlier seminar no-one will be attending the seminar on 14^th October.

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2001 Census User Survey: Council completed a questionnaire indicating its preference for information to be available on the County Council web site.

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Health & Safety Inspections: A letter from Mr. Laughton outlining information from Zurich Municipal Insurance received at a recent meeting was noted. It was agreed that Council had undertaken a thorough risk assessment and had

03.09.3

identified the risks that required regular inspection, the matter would receive

attention at the annual review.

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Snow Warden: Mr. Colston agreed to act as warden for the coming winter.

2

Newark & Sherwood Primary Care Trusts AGM:  The meeting on 24^th September was noted no-one can attend.

3

Best Kept Village Competition: Oxton has been judged winner of section C and will receive a cheque for £125 at the NALC AGM. The usual plaque will be erected in the village by the CPRE.

It was agreed to have an unveiling ceremony on Remembrance Day 9^th November. The Chairman asked councillors to consider, for the next meeting, what format the ceremony should take.

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N&SDC Draft Regeneration Strategy: Council noted the publication and had no comment.

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Parish Council Conference: Mrs. Jacobs and the Clerk are to attend the conference on 17^th November.

Mr. Laughton left at this point

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N&SDC Housing strategy Panel: Chairman hopes to attend the meeting on 26^th September.

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Rural Services Standards: Council noted the publication of the standards for 2003 by DEFRA and their availability.

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East Midlands Development Agency - AGM: Council noted the meeting on 1^st October no-one can attend.

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N&SDC Planning Telephone Call System: Council noted the new system to be introduced on 1^st September.

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County Council Policy Overview Committee: A letter from Mr. Laughton indicated that the Chief Constable had given plausible answers to the following issues.

·           Late response to 999 calls.

·           Ineffectual telephone system.

·           Increase in rural crime.

·           Lack of visible Police presence.

Also the County Council had agreed that interactive speed signs had a beneficial affect in reducing speed and accidents and that testing of different systems was ongoing.

Miss Roe pointed out that she had received complaints about speeding traffic. Mr. Stewart pointed out that recent speed monitoring and accident statistics did not indicate a problem.

03.09.4

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Godfrey’s Charity Field:  A Letter from the Trustees alluded to a tree overhanging neighbouring property which could potentially cause damage. The Trustees do not wish to fell the tree and have no insurance cover for damage should such an event occur the cost of which would be prohibitive. The Trustees pointed out that as, under the Parish Council’s powers it can appoint trustees, they are exploring the possibility that any liability the Trustees might incur could come under the Parish Councils public liability insurance.

The Clerk pointed out that for the Councils insurance to provide cover Council would have to have to control the function.

It was agreed that this appeared to be an issue that can be resolved between the Trustees and their neighbours by suitable attention to the tree.

HIGHWAYS:

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Highways issues raised at June meeting: The Clerk pointed out that he had not had a reply to his letter covering the items raised at the June meeting. Mr. Stewart agreed to pursue.

3

Speeding traffic: Miss Roe drew Councils attention to a press article about the use of speed guns by Councils. Mr. Stewart pointed out that the Chief Constable is against the idea.

4

Highways defects: The following defects are to be reported to the County highways.

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Southwell car parking: Mr. Stewart noted that the new library would result in the loss of public car parking. Mrs. Armstrong pointed out that parking requires active management and she was in favour of a nominal charge.

Mr. Stewart and Mrs. Armstrong left at this point.

PLANNING:

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The Coach House Blind Lane – Conservatory: This application has now been withdrawn.

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Planning Approvals: Full planning permission has been granted to the following.

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6 Manor Close Main Street-retention of boundary wall. A retrospective application to retain the brick front boundary wall was approved.

03.09.5

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Marsett House: The Clerk was asked to determine if the substantial earthworks being undertaken at the above property required planning approval.

FINANCIAL MATTERS:

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Invoices & payments: The following were approved for payment.

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Financial report for June, July & August: The Clerk reported a current account balance of £3777.90 plus £3516.24 in the sinking fund with receipts of £36.60 and payments of £984.42.

RECREATIONAL FACILITIES:

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Monthly Inspection Report:

Mrs. Jacobs reported verbally that a hole under the multi-play equipment required filling. The Clerk agreed to fill the hole.

She also reported Rabbit activity which had required a large hole filling on two occasions.

Mr. Colston reported that the wire stock fence to the Children’s play area had been cut and was potentially dangerous, Mr. Johnson agreed to inspect.

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Litter bin: The Clerk reported that the litter bin on the wooden shelter was being used for disposal of dog dirt and that emptying the bin was not pleasant and there was no satisfactory means of disposal. It was agreed the Clerk remove the bin.

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ROSPA Annual Report: Due to time constraints it was agreed to hold this item over to the next meeting.

VILLAGE APPRAISAL:

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 The Chairman reported she had produced a volunteer list from the appraisal data; she also thanked Susan Hackett of the Notts.RCC for her assistance.

It was generally agreed that guidance was needed on how to analyze the results, the Chairman agreed to approach Notts RCC for guidance and probably comparable results from appraisals in similar parishes.

Due to time constraints it was agreed to include the précis on Parish Plans on the next agenda.

ANNUAL BONFIRE:

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The Clerk reported a request from the VHMC to use the recreation field to hold their bonfire on 5^th November.

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Council expressed concern over the previous lack of supervision of materials deposited on the bonfire and the potential pollution by burning unsuitable material.

It was agreed permission be granted subject to the material on the bonfire being environmentally suitable, that the gate opening be limited and that suitable insurance cover be obtained to cover the Parish Council for all risks.

TREE ELMCROFT:

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As Mr. Bayliss was not in attendance it was agreed to hold this item over to the next meeting.

QUALITY PARISH COUNCIL SCHEME:

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Due to time constraints it was agreed to hold this item over to the next meeting.

DATES OF FUTURE MEETINGS:

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The following dates were agreed.

ANY OTHER BUSINESS?

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Oxton Flyer: Mr. Colston pointed out that the form he has to sign when driving the bus includes a £200 excess. The Chairman said she was not aware of the excess and would bring a form to the next meeting.

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Low flying aircraft:  Miss Roe pointed out an apparent increase in low flying aircraft. It was agreed to take no action.

Meeting closed 21.45