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MINUTES OF THE ANNUAL MEETING OF THE OXTON PARISH COUNCIL HELD ON THURSDAY 15^TH MAY 2008

Meeting commenced at 7.30p.m

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Present: Mrs. Cooper. Messrs. Johnson and Aldridge. Clerk Mr. B Machin. 

Apologies for absence: Apologies for absence were received from Mrs. Jones and Messrs Kilpatrick and Wilkes.

ELECTION OF CHAIRMAN AND VICE CHAIRMAN:

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Mrs. Cooper was unanimously elected Chairman. The election of Vice Chairman was held over to the next meeting.

MINUTES OF THE MEETING HELD ON 10^TH APRIL 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 10^TH APRIL 2008:

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Bus Shelter/Bench: The Clerk is to circulate catalogues of benches he has obtained.

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Community Resilience: The Clerk reported a letter from N&SDC acknowledging the problems raised by Council i.e. fencing, cones and growth in the watercourse but there is confusion over the location of the growth in the watercourse which the Clerk is to clarify with N&SDC. The letter also referred to a meeting between Councillor Armstrong and Andy Statham of N&SDC and Oxton Estates to discuss the problems with the weir at the head of Water Lane; a draft scheme of improvements has been proposed to the Oxton Estates Trustees who will be considering this in due course. Councillor Armstrong and Andy Statham intend to attend a meeting of Council to appraise it of progress.

Mr. Aldridge pointed out that Community Resilience should be an item on every meeting agenda. He informed Council that he had reported a branch blocking the flood watercourse to the West of the by-pass to the IDB who had agreed to clear the obstruction. He has also had a complaint from Sandy Lane residents concerning two large concrete pipes and other construction material being left in the field alongside Sandy Lane apparently following clearance of the flood channel; he has reported this to N&SDC. Mr. Johnson said these were on private land and associated with Mr. Asher who rents the fields for grazing.

Mr. Aldridge has also been in contact with the Environmental Agency who is sending him details of the Flood Wardens duties; he is also to put an article in the Dover Beck asking for volunteer assistant flood wardens. He has also informed N&SDC that Council is interested in a resilience store.

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Affordable Housing: The Clerk reported a letter from N&SDC in response to Councils letter indicating support for affordable housing outlining the progress to date and the Pre Application Planning Enquiry; a copy of the letter and planning enquiry is to be given to each Councillor. N&SDC has been in contact with Oxton Estates over several months regarding the land to the rear of Elmcroft and the

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issues are due to be discussed by Oxton Estates later in the summer.

In terms of the validity of the original Housing Needs Survey N&SDC Planners would not be prepared to rely on evidence from a survey more than five years old; if a new survey was required this would cost approx. £2000 which may have to be borne by the Parish Council.

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Flooding (Drainage & Watercourses Select Committee): This Notts.CC Committee has asked Council for written representation about its experiences of the floods of last summer. Mr. Aldridge has agreed to respond on behalf of Council.

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CPRE AGM: It was noted this meeting is to be held on 19^th May.

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Proposed Dog Control Order: N&SDC is seeking confirmation that the proposed control order will apply to the Children’s Play Area and that Council would not be seeking to enforce the order itself. This was agreed.

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Recreation  Ground Charity: Replying to Councils letter Mr. Maclaren has agreed to progress resolution of the disputed assertion by the Charity Commissioners that a charity exists; he will do this free of charge provided he is allowed to do the work in his own time. This was agreed. He now believes there is possibly evidence of a charity but requires access to the deeds pack to further his enquiries; this also was agreed.

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British Telecom Payphone Consultation: Oxton is not included in the current round of consultation over the future of payphones.

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Local Assessment of Standards Complaints: Council noted that regulations introducing the new standards were made on 8^th May.

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Gravelly Hollow Closure: The Clerk reported a letter from Notts. CC following Councils complaint about the closure. The County Council closed the road for a trial period following various earlier measures to reduce the accident rate at the junction which was 7.5 accidents per year. Alternative proposals such as traffic lights and roundabout were considered but rejected for various reasons the latter on cost grounds. Since the closure there have been two slight injury accidents and the decision was taken to make the closure permanent after consultation. Accidents on alternative roads have remained at similar levels. The junction of the A614 and B6386 is to be the subject of an investigation in the coming few months to see what remedial action is appropriate.

It was agreed to write to Notts. CC in response saying that Oxton had not been included in any consultation; Whinbush Lane is unsuitable for the additional traffic and its junction with the B6386 presents a serious hazard as does the junction of the A614 and B6386.

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Notts Rural Community Action - AGM: It was noted that the AGM would be held on 6^th November. (Formerly Notts. RCC).

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NALC – National AGM: It was noted that the AGM would be held on 20-22. May.

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Olde Bridge Inne: It was pointed out that an application has been submitted to extend opening hours to 01.00 with associated entertainment licence; this has caused concern to the nearby residents. The Chairman said she would be attending the hearing to object.

HIGHWAYS:

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Beanford Lane – Dumping: The Clerk was asked to report dumping of bags of rubble.

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Kerb opposite Bridge Inne: The Clerk was asked to report again this defective kerb.

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Severn Trent - Water Leaks: The Clerk was asked to pursue ongoing water leaks on Forest Road and Blind Lane and the associated untidiness associated with these.

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Southwell Road – Change of Priorities: As Councillor Stewart was not in attendance it was agreed to hold over this item to the next meeting.

PLANNING:

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8 The Orchards – Kitchen Extension: N&SDC has given full approval to this scheme.

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5 Elmcroft – Conservatory:  Council considered this visually intrusive on the front of the premises and also that approval may set a precedent; the Clerk was asked to comment accordingly.

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3 Home Court – Conservatory: Council had no objection to this proposal.

FINANCIAL MATTERS:

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Invoices and Payments: The following were approved for payment:

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It was noted that the walks leaflet dispenser, recently fixed by Mr. Johnson, had been broken and required replacement; it was agreed that Oxton Estates be asked to supply another dispenser and that the current invoice be held for payment in July.

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Financial Report for April: The Clerk reported a current account balance at the end of April of £6133.49 with outstanding cheque for payment of £5.00; with payments of £578.94 and receipts of £3912.20 and a balance of £9517.25 in the sinking fund.

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Receipt and Approval of Final Accounts: Final Accounts for 2007/2008: The Clerk presented the accounts which show a balance of £3579.96 in the current account and £9157.25 in the sinking fund with income of £10647.07 and expenditure of £10951.94. The accounts were unanimously approved by Council.

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Appointment of Internal Auditor: The Clerk reported that Mr. Perkins was again willing to carry out the internal audit; his appointment was approved unanimously.

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External Audit: The Clerk informed Council that the external audit had been called for 28^th July.

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Oxton Flyer End on Year Analysis: The Clerk presented the end of year analysis showing that Council had susidised the service by £57.70.

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Insurance: The Clerk reported that following a lead from NALC he has sought an alternative quote from Came & Co for a policy with Norwich Union at a saving over the current renewal premium. He outlined details of the proposal which includes a 5% premium reduction for an exclusive three year binding agreement and a 20% no claims reduction over four years; the excess doubles to £250. It was agreed to accept the quotation on a three year basis. The Clerk suggested before next years renewal Council should reconsider its insurance requirements e.g. items worth less than £250 and also whether to insure the beacon.

RECREATIONAL FACILITIES:

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Monthly Report: As Mrs. Jacobs was not in attendance there was no report.

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Play Area Working Group: The Clerk reported that the ROSPA inspection was due this month and he is concerned over the deterioration of the equipment also that the inspector has allowed certain items to pass because of Councils intention to replace/renew the equipment; yet to date Council has received no feedback from this group. It was agreed Mr. Wilkes be asked to update Council on progress at the next meeting.

ANY OTHER BUSINESS:

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Grass Cutting: Mr. Johnson was concerned that Ulyetts were not cutting the grass right up to the base of the hedge; the Clerk is to speak to Ulyetts.

Meeting closed at 21.20

Signed……………………………..chairman        Date…………………………….