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MINUTES OF THE ANNUAL MEETING OF THE OXTON PARISH COUNCIL HELD ON TUESDAY 11^TH MAY 2004.

Children’s Play Area: The meeting was preceded by an inspection of the play area to ascertain the need for work to the safety surfaces.

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Meeting commenced at 7.30p.m

Present: Mrs. Cooper. Messrs. Johnson, Bayliss and Colston. Clerk Mr. B Machin. County Councillor Mr. Stewart.

Apologies for absence: Received from Mrs. Bennett and Miss Roe.

ELECTION OF CHAIRMAN AND VICE CHAIRMAN.

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Mrs. Cooper was proposed and seconded as Chairman with a unanimous vote of approval.

Mrs. Jacobs was proposed and seconded as Vice Chairman with a unanimous vote of approval.

DECLARATION OF ACCEPTANCE OF OFFICE:

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The Chairman signed her Declaration which was countersigned by the Clerk.

MINUTES OF THE MEETING HELD ON 22^nd APRIL 2004:

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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 22^nd APRIL 2004

Thorndale Plantation: Mr. Bayliss asked that the Clerk chase the Environment Agency for the report into flooding. This was agreed.

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Beanford Splash: Mr. Johnson reported the tyres were still there, the Clerk was asked to report them again.

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Outstanding Highways Work: Mrs. Cooper reported that she and Miss Roe had met Mr. Freeman of the Highways Dept. It had been agreed that the mile post be replaced by a boulder marked as one mile. They had also visited New Road and agreed on the repainting of the ‘duck’ sign and the provision of a new ‘Ford’ sign and Beanford Splash where they emphasied the seriousness of the road surface and the dangerous state of the footbridge.

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Orchard Court: The clerk reported that the notice regarding the inspection of Severn Trents work did not appear in the May edition of the Dover Beck but will appear in the June edition.

Mrs. Jacobs arrived at this point.

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Insurance: The Clerk reported he had been unable to obtain an alternative quote due to time constraints.

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Recycling Bins: It was noted that the recycling bins had been surrounded by a

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fence obscuring them from view, a sign was required to indicate the location of the bins. The Chairman agreed to speak to the Landlord.

The Chairman agreed to change the agenda at this point to allow Councillor Stewart to attend another meeting.

EPPERSTONE ROAD/A6097 JUNCTION:

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Councillor Stewart presented the analysis of accident statistics but these only show numerical figures of accidents and casualties and not the cause of the accident. He said that a roundabout was proposed at the Epperstone junction but no decision had yet been taken on the Old Epperstone Road Junction and there was still time for the Council to submit its views, any proposal by the Highways Dept. would of course include consultation with the Council.

Mr. Bayliss suggested that central refuges would be preferable to closing the junction or making the Old Epperstone Road one way. Concerns were also expressed about the Oaks Lane Forest Road junction with the by-pass which was very dangerous particularly at this time of year when the grass needed cutting.

Mrs. Cooper suggested further discussion be held over to the June meeting when the full accident analysis would be available and the views expressed at the Annual Parish Meeting could be taken into account, this was agreed.

HIGHWAYS:

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Highways Defects: The following defects were noted the Clerk to report as appropriate:

Mr. Stewart left the meeting at this point and gave his apologies for the June meeting.

COMMUNICATIONS:

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Affordable Housing: The Clerk reported that Leanne Hutchison of N&SDC had asked if she could attend a meeting of the Council in order to explain the proposals and procedures involved in a Housing Needs Survey. The Clerk was asked to make the necessary arrangements.

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Periodical Electoral Review of Notts. CC: A final copy of the Boundary Commissions proposals is now available for inspection, it was agreed to take no action.

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Notts. RCC – AGM: The meeting is to be held on 19^th October, Council had no nominations for Officers etc.

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Register of Members interests: The Monitoring Officer has asked if the Council would like the Clerk to hold a copy of the Members Interests as recommended by the Standards Board. It was agreed the Clerk should not maintain a copy of the Register.

PLANNING:

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Sunnyside Cottage Water Lane: N&SDC has given approval to tree work on  a Prunus and Rowan tree,

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Planning Decisions: N&SDC has made the following decisions:

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Rivendale Forest Road: Mrs. Bennett queried whether the building works currently in progress required planning permission. The Clerk was asked to check.

FINANCIAL MATTERS:

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Invoices and Payments The following were approved for payment:

Discussion took place on the need to keep renewing the Ordnance Survey Licence in view of the limited copying done by the Council. It was agreed the licence be renewed for this year.

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Financial Report for April: The Clerk reported a current account balance of £5342.69 with receipts of £3780.00 and payments of £663.10 and a balance of £4054.83 in the sinking fund.

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Receipt of Final Accounts for 2003/2004: The Clerk presented the final accounts comprising the Receipts and payments Summary and Supporting Statements explaining variances of over 10% between these figures and the previous years. The accounts as presented were accepted and signed by the Chairman and Clerk. The Clerk also presented the Annual Return for the External Audit, the Section 2 Statement of assurance was completed and the return agreed and signed by the Chairman and Clerk.

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RECREATION FACILITIES:

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Monthly Inspection Report: Mrs. Jacobs presented the report for April May which had one item a loose bolt on the muti-play which had been remedied.

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Quotations for Repairs to Play Equipment: Discussion took place on the repairs to the play area. It was agreed the Clerk obtain a quotation from G Baggalley for the general repairs but that the repairs to the safety surfacing be held pending the annual ROSPA inspection.

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Walls Leaflet Dispenser: The Chairman pointed out that the dispenser had been vandalised and suggested it should be replaced at a cost of £25 to £30. This was agreed.

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Poop Scoop Bin: A quotation for the supply and fixing of a bin has been received from S Paver & Sons Ltd in the sum of £165.00 plus VAT. The quotation was accepted.

VILLAGE APPRAISAL:

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It was agreed the Chairman would take the lead in the discussion of the items previously agreed in minute 04.02.5.4. Mrs. Jacobs would speak on speeding traffic and the Clerk would speak on Communications. The Crime statistics for the area would also be displayed.

RINGMASTER SYSTEM:

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Discussion took place as to how information from the system could be disseminated to residents, it was suggested feedback from Neighbourhood Watch may be a better approach to the issue. The Chairman suggested raising the proposal at the Annual Parish Meeting to obtain feedback before proceeding further, this was agreed.

Mrs. Jacobs reported that the issue of community operated speed guns looked increasingly likely and that the Crime & Disorder Partnership are considering purchasing the equipment for loan to Councils.

DATES OF FUTURE MEETINGS:

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The Following were agreed:

ANY OTHER BUSINESS?

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Mr. Colston proposed a vote of thanks to the Clerk for his efforts during the last financial year, this was unanimously agreed.

Meeting Closed at 21.35

Signed:

Chairman

Date: