03.05.1

MINUTES OF THE ANNUAL MEETING OF THE OXTON PARISH COUNCIL HELD ON TUESDAY 13^TH MAY 2003.

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Meeting commenced at 7.30p.m

Present: Mesdames Cooper, Bennett, Jacobs and Roe. Messrs. Johnson, Bayliss and Colston. Clerk Mr. B Machin. County Councillor Mr. Stewart.

Apologies for absence: Received from Councillors Armstrong and Laughton.

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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All Councillors signed their Declaration which was countersigned by the Clerk. The Clerk asked Councillors to complete a Declaration of Interest and return this to the Monitoring Officer within 28 days of election.

MINUTES OF THE MEETING HELD ON 8^TH APRIL 2003

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Minute 03.04.2.2 should read Mr. Wilkins in lieu of Mr. Hose and minute 03.04.2.2 should read Audit Briefing in lieu of Risk Assessment Seminar otherwise the minutes having been circulated prior to the meeting were confirmed and signed as a correct record.

MATTERS ARISING FROM THE MINUTES OF 8^TH APRIL 2003:

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NALC Risk Assessment Seminar: Mr. Bayliss and Mr. Colston reported on the seminar which they had attended and were satisfied that no items came up that Council need consider that were not already covered by its own Risk assessment.

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Grass and hedge cutting: The Clerk reported that he had received approval via  Mr. Walker of English Nature to proceed with the tree pruning he had also received quotations as follows for the work.

·           Forest Farm Tree Services               £300.00 plus VAT

·           WKW Tree Services                        £360.00 plus VAT

It was agreed the Clerk seek approval from N&SDC on the basis of the report and quotation and subject to this approval place an order with Forest Farm Tree Services.

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Beanford Lane rubbish dumping: Mrs. Bennett reported that the rubbish had not been cleared and more had been dumped. Additionally the footbridge banking was being washed away and debris lying in the splash. It was noted that responsibility for these matters lie with several authorities, Mr. Stewart agree to pursue the problem and seek to get the authorities to liaise to resolve the issues.

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Footpath through Oxton Bogs: Mr. Stewart reported the person responsible had left and their replacement would not be in place until June when he would pursue the matter.

03.05.2

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Lay-by Old Epperstone Road: Mr. Stewart reported that the matter was in hand but not yet commenced on site.

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Signs to play area: The Clerk suggested all signs other than the ‘dog sign’ on the play area gate should be removed and replaced by one sign on the field gate worded as the suggestion presented. It was agreed the suggested sign was too wordy and that Mrs. Jacobs précis the wording for approval at the next meeting.

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Footpaths leaflet: The Chairman reported that as the leaflet was in colour the offer she had received for free printing had been withdrawn and that she was now getting quotations for printing.

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Pleasure Grounds gate: Mr. Johnson reported the gate was only ten years old and to his knowledge was never used. He agreed the estate would remove the gate and fence the gap in a sympathetic manner.

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Dog walking in access fields: Mr. Johnson reported that there was no restriction on dog walking in the fields provided dogs were kept under control.

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Village benches:  Mr. Bayliss reported the gates were now complete other than the bench on Old Epperstone Road which was beyond repair, it was agreed Mr. Bayliss get a quotation from Doughtys to erect a new bench. Mr. Bayliss and Mr. Leafe were thanked for their efforts in improving the benches throughout the village. The Clerk was asked to chase the installation of the Kissing Gate. Mr. Johnson agreed the Estate would remove the dead tree.

COMMUNICATIONS:

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Use of Playing Field for fireworks display: The Clerk reported a request from Dr. Davies of Hatfield View Forest Road to hold a display at 10.30pm on 5^th July which would be organized by 1^st Galaxy Fireworks. Permission was granted provided insurance cover was obtained by Dr. Davies to cover all risks and the area was made good and rubbish removed after the event.

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Local Code of Conduct training seminar: No one would be attending the seminar on 21^st May.

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Community Safety Partnership: The Clerk reported that as this was a new Council our representative had to be nominated. Mrs. Jacobs was nominated.

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Notts RCC – AGM: Council had no nominations for the Officers or Committee for the AGM to be held 22^nd October.

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Ethics and Probity seminar: No-one can attend the seminar on 21^st May.

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NALC new councilor training: It was agreed Messrs. Bayliss and Johnson and Miss. Roe attend the seminar on 25^th June at a fee of £12.50 per delegate.

03.05.3

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Best Kept Village: It was agreed Council would enter the competition at a fee of £5.00. Miss Roe agreed to coordinate Councils efforts.

PLANNING:

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Home Farmhouse Forest Road: N&SDC has granted permission to fell five trees.

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Barn conversion – Hatfield Lane: N&SDC has refused permission to the revised plans for conversion.

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Marsett House Oxton Hill: – New porch and new fence: Council had no objection to these proposals.

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Coach House Blind Lane: – conservatory:  Council had no objection to this proposal.

HIGHWAYS:

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Highway defects: The Clerk reported a reply to the issues raised at the March meeting.

·           Main St - defective street light. Done.

·           Elmcroft - pavements. To be inspected and hazardous areas rectified.

·           Forest Rd. – pot hole. To be done.

·           Beanford Lane – shale and litter from footbridge. To be inspected and necessary work arranged.

·           Honeyknab Lane – Aware of problems, no finance available for several years, pot holing worst areas to be carried out.

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Blind Lane:  It was noted that despite the recent work pot holes still existed. Mr. Stewart agreed to pursue the matter.

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Road sweeping: Mrs. Jacobs asked that the village roads be swept prior to the Best Kept village competition. The Clerk to request.

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Oaks Lane: Miss Roe reported pot holes near the by-pass junction and the golf course, Mr. Stewart agree to pursue.

Mr. Stewart left the meeting at this point.

FINANCIAL MATTERS:

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Invoices and payments: The following were approved for payment:

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Financial report for April: The Clerk reported a current account balance of £5857.06 plus £3503.64 in the sinking fund with receipts of £3071.91 and

payments of £400.09.

03.05.4

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Receipt of Final Accounts 2003: The Clerk presented the Final Accounts for 2003 which will be presented for Audit and to the Annual Parish Meeting, the Clerk explained variances from last year which was also a requirement of the Auditor. The Clerk highlighted that the Clerks salary for June(???) 2002 had been overpaid by £4.00 this had been rectified by a similar deduction from this month’s salary. Council accepted the accounts as submitted.

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Appointment of Internal Auditor: The Clerk has spoken to Geoff Perkins who agreed to carry out the audit again this year. Mr. Perkins is a retired accountant and as such qualified to carry out the audit. Council agreed to the appointment of Mr. Perkins.

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Additional Cheque signatory: The Clerk pointed out that following the departure of Mr. Maclaren an additional signatory was required. It was agreed Mrs. Jacobs as Vice Chairman be authorised.

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Review of Insurance cover: The policy is due for renewal and is an appropriate time to review the cover. As the cover is increased by inflation annually it was agreed the cover was adequate. The Clerk highlighted assets not currently insured as follows the actions were agreed.

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Acceptance of revised risk assessment: The Clerk presented the revised risk assessment updated in line with previous discussions. The assessment was agreed.

RECREATION FACILITIES:

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Monthly inspection report: Mrs. Jacobs reported verbally that there were no additional items to report.

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VILLAGE APPRAISAL:

The Chairman reported that due to a computer problem Notts. RCC had been unable to undertake the analysis of the survey and therefore she had nothing to report.

03.05.5

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DATES OF FUTURE MEETINGS:

The following were agreed.

ANY OTHER BUSINESS?

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Tree Elmcoft: It was reported that the tree guard/ support was throttling the tree, Mr. Bayliss agreed to action.

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Plants for planters: Miss Roe reported she had priced the plants required, it was agreed to include this on the June agenda.

Meeting closed 21.40

        Signed

Chairman

Date