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OXTON PARISH COUNCIL MINUTES OF THE MEETING HELD ON 12th May 2009 AT OXTON VILLAGE HALL
Present: Cllr. M. Cooper (Retiring Chairman) Cllr. J. Jones (New Chairman) Cllr. L. Jacobs (Vice-Chairman) Cllr. R Aldridge Cllr. I. Johnson Cllr. I. Kilpatrick Cllr. D. Wilkes
Mrs. K. Birks (Clerk) 1. APOLOGIES NOTED the apologies for absence from County Councillor A. Stewart. 2. ELECTION OF CHAIRMAN AND VICE CHAIRMAN Cllr. Jones was elected Chairman and Cllr Jacobs Vice Chairman both unanimously. Cllr. Jones signed the Chairmans Declaration of acceptance of Office and Cllr. Jacobs signed the Vice-Chairmans acceptance of Office. A vote of thanks was given to Cllr. Cooper for all her dedicated work for Oxton Parish Council as chairman. 3. MINUTES The minutes of the meeting held on 7th April 2009 were accepted as a true record and signed by the Chairman.
4. MATTERS ARISING (a) Placement of bench on Main Street, Oxton It was noted that Mrs Meldrum has withdrawn her interest in placing a bench in memory of her husband. Cllr. Cooper suggested that the bench outside the Green Dragon in memory of Percy Cooper might be swapped for the older bench opposite the Post office. It was agreed that the issue of benches be placed on the agenda for the next meeting. (b) Play Area Cllr. Wilkes informed the meeting that there had been little response to requests from the village for ideas for the new play area. Cllr. Aldridge suggested that the council should produce a village plan to link in with the issue of the play area and it was noted that a village appraisal had been carried out in 2003 which not all the councillors were aware of. It was agreed that the clerk would send out copies of the village appraisal to all councillors and place this matter on the agenda for the next meeting. (c) Dog bins The clerk reported that all councils in the district and in other districts all paid the same amount for the emptying of dog bins and that N&SDC would not consider including this as part of any other budget (d) Tree branches on road opposite Olde Bridge Inn Cllr. Johnson reported that the fallen/overhanging branches had been cleared by Oxton Estates and the council expressed their thanks for this. Cllr. Aldridge reported that he had previously had a site meeting with N&SDC about this issue and N&SDC are to check who has responsibility for this area of land and report back to the Parish Council (e) Community resilience Cllr. Aldridge reported on the flood team which has been set up in Oxton. This consists of 6 people (Janet and David Calloway, Robin and Sue Aldridge, Carol Buchan and Roy Walker) and each person has been allocated a section of the village to check watercourses and report on their findings accordingly. Each person is to have a key to the garage where the resilience equipment is stored. The team are planning to put together a flood plan which will be presented to the Parish Council in September to ensure that people know who the flood wardens are, what will happen in a flood, contacts, how to get the equipment to the people who need it, how to cope with flooding based on advice from the environment agency etc. Cllr. Johnson reported on the issue of raising the banks on Waterlane. Mr Rooks from N&SDC was to visit the site on 13th May and following this produce of plan on what work should be done. It was suggested that Oxton Estates would carry out the work depending on the details of the plan. (f) Village of the Year Competition Cllr. Jones reported that the village had been entered into the competition and were awaiting a response. (g) Response to JMP Consultants regarding water related issues It was agreed that the clerk would send a response to JMP Consultants noting the issue of low water pressure in the village and its consequences. Also to ensure JMP are aware that the council had previously passed their comments about flooding issues to N&SDC. 5. COMMUNICATIONS (a) The clerk gave details of the County Council Civic Service to be held on the 12th July. Any councillors who would like to attend to let the clerk know by 19th May and she will respond to Notts County Council accordingly. (b) Notts County Council has informed the council that it will receive £189 as funding for the Oxton flyer for the next 6 months until September 2009 but the future arrangements for financial support for this service were being reviewed and the Parish Council will be informed in due course of the outcome of this review. (c) The clerk gave details of training on the Code of Conduct to be held on 3rd July. No Councillors expressed an interest in attending this training. (d) Notice of the County Council and European Parliamentary elections have been received and details placed on the village notice board. (e) The clerk showed a draft version of the Strategic Housing Land Availability Assessment Report which showed that Oxton was not a settlement which had been prioritised for assessment. A copy is to be circulated around all the councillors. (f) Cllr. Cooper reported that she had been asked by the Chair of the Oxton Village Hall Committee if a number of items currently stored in the garage were still required. Agreed that Cllr. Aldridge would check and advise Colin Rieley. 6. HIGHWAYS Gravelly Lane/ Burntstump junction It was noted that there are still outstanding issues with this junction which have not been resolved. It was agreed that this issue will be placed on the agenda for the next meeting. 7. PLANNING (a) Planning Application 09/00615/FUL Demolition of existing bungalow and erection of replacement dwelling at Fosters, Main street, Oxton AGREED to recommend to Newark and Sherwood District Council that planning permission be granted. Clerk to respond to N&SDC. (b) Planning Application 09/00288/FUL Dormer window to side elevation at 7, The Orchards Oxton. This application which was circulated between meetings and has been accepted without comment. (c) Notices of Decision - Planning Application 09/00181/FUL - N&SDC have refused planning permission for erection of two storey and single storey rear extension at Meadow View, Nottingham Road, Oxton. - N&SDC have granted consent for a Dead tree to be felled at the Old Vicarage, Main Street - N&SDC have granted consent for an Ash tree to be felled on Land at Hatfield Barn, Oxton 8. CONTRACT OF EMPLOYMENT FOR NEW CLERK The contract was signed by the chairman and the clerk. 9. FINANCE (a) Invoices and Payments The following payments were authorised: EON Electricity £7.49 Scientific and Medical Solutions Filing cabinet £153.53 Our Centre Mini Bus Hire April £77.90 NALC Local Council Review £13.50 K Birks Clerks Salary April £214.76 K Birks Clerks expenses April £36.49 Came and Co. PC Insurance £742.16 N&SDC Litter bin emptying (for year)£14.95 Oxton Village Hall Hire for chiropody £30.00 Total £1290.78
(b) Financial Report for April 2009 The clerk presented a new format for monthly reconciliations which was accepted by all councillors. The Clerk reported an account balance at the end of April of £4460.31 with outstanding cheque for payment of £68. Payments for April were £844.56 and receipts £4022.36.61.The Sinking Fund balance was £10,157.25. The accounts were reconciled accordingly. (c) Addition of new signatory for Bank of Scotland current account The form was completed and approved to add the new chairman, Cllr. Jones, as a signatory for the current account. (d) Approval of final accounts for 2008/2009 The clerk presented the final accounts (see attached) for 2008/2009 which show a balance of £1422.51 in the current account and £10,353.69 in the sinking fund. The total income for the year was £10,601.44 and expenditure £10,985.72 showing a deficit of £384.28. The accounts were unanimously approved by the Council and signed by the chairman and clerk. (e) The clerk reported that Geoff Perkins was again willing to carry out the internal audit and his appointment was approved by the council unanimously. Clerk to arrange Internal Audit. (f) The clerk informed the council that Clement Keys had been appointed as external auditors and the audit called for the 27th July. The accounts are to be approved by the council by the 30th June. 10. SAFETY LIASON GROUP Cllr. Jacobs reported at this point in the meeting as she had to leave shortly afterwards. It was reported that crime is down 8% in N&SDC mainly due to a reduction in car crime but drink related and serious crime levels were up. The person to contact if speed cameras are required is Stephanie West. The new divisional commander is keen on increasing the knowledge of policing in villages, encouraging the police to give regular feedback to villages and he will also be encouraging villagers to become special constables. The next meeting will be in the CCTV operations room in Kelham Hall. 11. RECREATION (a) Play Area Monthly Report Cllr. Jacobs reported that there is a problem with moles on playing field to the extent where the grass is now very patchy. It was agreed that the clerk would enquire if any grants were available to assist with this issue. Cllr. Jacobs reported that everything is satisfactory in the play area. (b) Interpretation Board Cllr. Cooper presented a draft copy of the interpretation board to the council. It was agreed that a small sub group would meet to discuss this and report any suggestions back to Shani Lambert at Notts County Council. It was also agreed that members of the council would hold a site meeting prior to the Annual Parish Meeting on the 21st May to discuss the possible locations for the board. 12. PARISH WALK Cllr. Cooper informed the council that the Parish Walk is to be held on Sunday 17th May. The Clerk is to provide the boundary maps for this walk. 13. ANY OTHER BUISNESS Cllr. Wilkes reported that he had been handed details of an NS&I passbook account containing £370.52 from the now disbanded playground fund group. It was agreed that the clerk would retain this for safekeeping until the money was required.
The meeting concluded at 9.55 p.m.
Chairman Date
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