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MINUTES OF THE  MEETING OF THE OXTON PARISH COUNCIL HELD ON TUESDAY 8^TH JULY 2008

Meeting commenced at 7.30p.m

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Present: Mesdames Cooper and Jones. Messrs. Johnson, Kilpatrick (part) and Aldridge. Clerk Mr. B Machin. District Councillor Armstrong, County Councillor Stewart and Mr. Andy Statham Environmental Services N&SDC. 

Apologies for absence: Apologies for absence were received from Mr. Wilkes.

ELECTION OF VICE CHAIRMAN:

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In her absence Mrs. Jacobs was unanimously elected Vice Chairman.

With agreement the Chairman now changed the order of the meeting.

COMMUNITY RESILIENCE:

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The Chairman welcomed Mrs. Armstrong and Mr. Statham to update Council on progress with flooding related issues.

Mr. Statham reported the recently published Pitt Report had identified several areas that hindered action in the floods of last year and set down a series of recommendations e.g. clearance of road gullies; Meadow View has been identified as a problem area. The County Council now has a programme to cleanse road gullies twice a year. Pitt has changed the landscape by giving first and second tier Local Authorities responsibility for flooding; N&SDC is seeking to improve its local knowledge by surveying initially problematic watercourses and identifying land owners having responsibility for maintenance with whom they will try to develop a dialogue and relationship.

N&SDC will also continue to maintain Oxton flood channel for which it has a budget; currently negotiations are taking place with the Internal Drainage Board to undertake the work on its behalf, it has met with Oxton Estates to look at ways of mitigating flood problems around the weir at the head of Water Lane and presented a preliminary idea of works to ensure flood water will be diverted down the flood channel, this is still under discussion with the Estate and the proposal, if implemented, was expected to significantly reduce, but not eliminate flooding in Water Lane from water by passing the weir. N&SDC has already spent in excess of £35000 to date in flood alleviation works and would be looking to Oxton Estates and possibly the Parish Council to fund the proposed works. Mr. Aldridge said luckily someone in N&SDC had the foresight to build the flood channel and it should remain its responsibility he also said he considered the proposal to be a cheap option as asking flood water to turn through two ninety degree bends was shortsighted, Mr. Statham said the alternative of extending the flood channel in a straighter line would be more expensive and would require an ongoing sluice management system to be put in place to control flows on Oxton Dumble as required by the Environment Agency. N&SDC is willing to provide an estimate for the proposed work but asked Council for assistance in identifying the owners of the land affected by the scheme.

Mr. Aldridge pointed out that a concrete block across the base of the flood channel affected flow in the channel; Mr. Statham said this was to ensure compensation

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water is forced into the Dumble and cannot be removed. Mr. Aldridge also pointed out that the water flowing into the Dumble was controlled by timber weir boards which are inadequate, Mr. Statham undertook to look at this problem and determine appropriate levels for the boards, it may be necessary to ask local people to maintain these to ensure a speedy response.

Mrs. Jones said the proposed scheme would build up a head of water in the channel which could over top the embankment; Mr. Statham said the scheme would cope with a 1 in 25 year event but not a repetition of last years event.

As Flood Warden Mr. Aldridge expressed concern about the number of agencies involved and suggested N&SDC took the lead role as a focal point for issues related to flooding; he also asked what we are to expect in relation to other watercourses in the village; Mr. Statham said these will be surveyed and riparian owners identified; N&SDC would enforce maintenance of watercourses but this action could only be taken against a definite impediment to flows not merely for weed growth etc.

Mr. Aldridge said as flood warden he was expecting the Environment Agency to provide training but to date nothing has been arranged he also has names of four volunteer wardens who would require training; he considered that N&SDC as the local authority is better placed to undertake this training; Mr. Statham agreed to speak to Ian Harrison to see if this could be arranged.

Mr. Aldridge reported that N&SDC are willing to provide a metal storage container as a resilience store preferably sited on land off Sandy Lane or the village hall car park; the Chairman asked Mr. Aldridge to circulate details of the proposed container so that a decision can be made at the next meeting.

Councillor Armstrong and Mr. Statham left at this point. Dr. Kilpatrick arrived.

MINUTES OF THE MEETING HELD ON 15^TH MAY 2008:

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The minutes having been circulated before the meeting were confirmed and signed as a true record.

MATTERS ARISING FROM THE MINUTES OF 15^TH MAY 2008:

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Grass Cutting: The Clerk reported that he had again pointed out to Ulyetts his dissatisfaction with the grass cutting alongside the hedge, they had today rectified the problem but had asked if weed killer could be used to suppress weeds under the hedge; Council confirmed it would not allow the use of weed killer.

COMMUNICATIONS:

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Notts. NHS Future Service Review: Receipt of the consultation document was noted; Mrs. Jones agreed to respond to the document on behalf of the Council.

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NALC AGM: Council agreed to nominate the Chairman as voting delegate at the meeting to be held on19th November.

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Best Kept Village: The village has been placed in the top four of the preliminary round and will go forward to the next round.

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Building Better Communities: Notts. County Council has approved the bid for a village trail but rejected, for this year, the request for a footpath from Sandy Lane to Park Lane.

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Partnerships with Parish Councils Questionnaire: The Clerk was asked to complete the questionnaire from N&SDC on behalf of the Council.

HIGHWAYS:

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Gravelly Hollow – Road Closure: The Clerk reported a response to Councils further letter complaining about the road closure; the letter explains the reason for not consulting the Council prior to closure, the situation of inadequate funding to undertake any other scheme and the evidence of no increase in accidents on Whinbush Lane etc, Councillor Stewart said he was of the opinion that the closure was always intended as permanent and that Council probably has to accept this as a ‘fait accompli’. Mrs. Jones said the closure decision was taken before the Arnold Town football ground was considered and there is a planning appeal against refusal of a crematorium which will further increase traffic if approved.

The Chairman said she was still unhappy that Whinbush Lane with its switchback and adverse cambers etc. was unsuited to additional traffic which will also be increased by the opening of the football ground close to the A614.

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Main Street Tree: The Clerk reported that a complaint that the tree opposite The Lodge was overgrown and obstructing vision to drivers of children alighting from the school bus. The Clerk was asked to report this to Notts. County Council.

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Southwell Road Change of Junction Priorities: Councillor Stewart said he had spoken to Bob Hart regarding prevention of ‘rat running’ through the village and had been told that the traffic survey shows a low flow of traffic and even at peak times does not meet the County Council criteria for action. Dr. Kilpatrick pointed out that the County Council had turned this into a traffic issue whereas Councils bid was on a quality of life issue under the BBC scheme; Councillor Stewart agreed and said the money had been approved prior to the intervention of the Highways section.

Councillor Stewart left at this point.

PLANNING:

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Meadow View Nottingham Road – Tree Works: N&SDC has approved the felling of a Eucalyptus Tree.

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Moorfield Farm Ollerton Road – Change of Use of Barn: N&SDC has approved this change of use.

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Dumble End Farm Oxton Hill- Continuation of Existing Use: N&SDC has approved continuing occupation of the farm without compliance with condition 3 of the planning permission.

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3 Home Court – Conservatory (Retrospective): N&SDC has refused retrospective permission on the grounds that the modern domestic feature is not in keeping with the traditional style of the existing building.

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5 Elmcroft – Conservatory at Front of Property: N&SDC has refused permission on the grounds of detrimental impact on the surrounding area.

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Meadow View Nottingham Road – Extension: Council objects to the proposal on the grounds of inappropriate scale, form and massing in the Conservation Area.

FINANCIAL MATTERS:

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Invoices and Payments: The following were approved for payment:

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Financial Report for May & June: The Clerk reported a current account balance at the end of June of £4943.20 with outstanding receipts of £69.80; with payments of £1491.71 and receipts of £236.82 and a balance of £9517.25 in the sinking fund.

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Internal Auditors Report & Completion of Annual Return: The Clerk reported on the Internal Auditors report which identified;

1. Expense claim from Dr. Kilpatrick not supported by VAT receipt.
2. Clerks omitted to claim £22.00 expenses for May/September 2007.
3. 6 pence VAT claimed on postage in error.
4. VAT not shown in R&P for accounts from IC Wilson and Scientific Solutions.
5. No supporting receipts for cheques 750, 755, 789, and 802.
6. Minor discrepancy of £2.98 on tax return.

The Clerk said that item 4 would be amended on the R&P; VAT has yet to be reclaimed so there is no loss. Item refers to a gift voucher paid for by the Clerk and reclaimed, payments of ground rent to the OVHMC and a receipt for one chiropody session. Item 6 may result in an underpayment claim from the tax office.

Council completed the Annual Governance Statement.

RECREATIONAL FACILITIES:

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As Mrs. Jacobs and Mr. Wilkes were not present it was agreed to leave this item until the August meeting.

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MATTERS ARISING FROM THE ANNUAL PARISH MEETING:

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There were no matters arising.

BUS SHELTER/BENCH:

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As Mrs. Jacobs and Mr. Wilkes were not present it was agreed to leave this item until the August meeting. Councillor Stewart offered £200 towards the cost of a new bench which was gratefully accepted by Council

DATES OF FUTURE MEETINGS:

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ANY OTHER BUSINESS?

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There were no items of Any Other Business.

Meeting closed at 21.45

Signed………………………………..Chairman.    Date……………………..