HORSPATH PARISH COUNCIL Minutes of the Parish Council Meeting held on 7 th June 2011 At 8pm in HORSPATH VILLAGE HALL. Present: Mr K Brooks, Mr J Dobson, Mr P Dobson, Mr M Harris, Mr D Horsley, Mrs A Julian, Mrs H Palmer, Mr R Bell (District Councillor), Mrs A Purse (County Councillor), Mrs H Kogel Clerk. Apologies Public: Mr C Henderson, Mr S Turnbull, Mrs J Carr (District Councillor). 4 Mr Horsley welcomed all Councillors to the first full meeting of the new council. Mr Horsley proposed that Item 10 Co-option of Parish Councillors be moved to Item 4 on the agenda, all Councillors agreed. 85/11 APOLOGIES FOR ABSENCE Apologies were made on behalf of Mr Henderson, Mr Turnbull and Mrs Carr. 86/11 MINUTES FOR APPROVAL The Minutes of the Parish Council Meeting held on 3 rd May 2011 were agreed and signed as correct. The Minutes of the Annual Parish Council Meeting held on 10 th May 2011 were amended on Item 83/11 Any Other Business C to read:- Mr Horsley stated that at the June 2011 meeting we will be in a position to co-opt 2 new members. Vacancy notices will be displayed. Mr J Dobson suggested that some criteria be set for applicants. Item 83/11 Any Other Business (e) Mr Brooks stated that at the last meeting he asked if it was included in the Play Area contract for the waste to be removed, but did not get an answer. As 3 Councillors and the Clerk do not recall this as being correct, the minute will not be amended. Mr Horsley gave Mr Brooks the opportunity to ask the question again. Mrs Julian stated that some of the waste may be used at the allotments. Mrs Julian is in the process of obtaining a quote to remove the waste and the cost will be covered by HVHMC. The Minutes were then agreed and signed as correct. 87/11 MATTERS ARISING Mr Horsley reported that Mrs Woodcock has supplied a map which clearly defines the Village Green. Mr Horsley will scan the map and send a copy to the Methodists. 88/11 CO-OPTION OF PARISH COUNCILLORS Letter from Silvia Watson. Mr Horsley proposed that Mrs Watson be co-opted onto the Parish Council, seconded by Mrs Julian, all Councillors in favour. This leaves 1 remaining vacancy for co-option by Thursday 9 th June 2011. Mrs Watson signed the Declaration of Office Form and joined the meeting. 89/11 PLANNING APPLICATIONS None to be considered. PLANNING PERMISSIONS/REFUSALS/APPEALS None to report. 90/11 COUNTY & DISTRICT REPORTS Mr Roger Bell (District Councillor) Mr Bell reported that at the first meeting of SODC, Mrs Janet Carr was elected Vice Chairman of the Council so will have a lot of events to take part in. Mr Bell is hoping to alternate attending Parish Council meetings with Mrs Carr. Core Strategy Meeting The Inspector has recently raised a list of queries and is not happy with some of the responses and so some parts of the Examination in Public will be delayed from July until November 2011.
Mr Harris stated that he attended the Exploratory Meeting with the Inspector. Mr Harris agreed to submit a statement on behalf of the Parish Council and has asked for, and been granted the right to speak on behalf of Horspath Parish Council at the July meetings with the Inspector, regarding the review of the Greenbelt near Wheatley, and about Horspath remaining a small village. Various developers, including Brasenose College will also be present at the meeting. Community Investment Fund Mr Bell has been involved in going around the District looking at the applications for funding. The Community Investment Fund is now 500,000.00 so is a good source of funding for any future projects in the village. The deadline for this year is now closed but will re-open for consideration for next year s applications. Mr Horsley asked who is the Chairman for the Planning Committee at SODC? Mr Bell stated that a meeting has not yet taken place. Mrs Anne Purse (County Councillor) Mrs Purse reported that she has been asked to arrange an inspection of a tree for its size and safety at Manor Farm Road. This tree has been inspected recently but Mrs Purse has arranged for another inspection to take place. Mr Horsley asked which tree had been reported. Mrs Purse did not have the details to hand but will inform the Council when the OCC Tree Inspector has visited the site. A complaint regarding the guttering was also made to Mrs Purse which has been reported to OCC Highways. 91/11 CLERK S UPDATE Parish Council Payroll The Clerk has registered the Parish Council as an employer, but stated that she is not happy to carry out the new payroll system. Mr Horsley stated that he will deal with the payroll. Map Box on Village Green Mr Gray has cleaned the map box. Graffiti in Bus Shelter Mr Aries has removed graffiti from the bus shelter twice recently. Oxford City Council An acknowledgement letter has been received regarding purchasing the strip of land along Horspath Road. Horspath Nursery A thank you letter for the donation has been received along with receipts for the items purchased. Parking on Pavement Stickers Stickers are available from the Clerk. Affordable Housing ERHA has informed the Clerk that 1 Copcot Place is now available for renting. Posters have been displayed and details will be listed on the village website. Thames Valley Police The Clerk circulated a copy of the June report provided by Mr Cooney. Village Green Bollards Councillors agreed to accept the quote from Mr Pajak for 180.00 to supply and fit 3 new posts. The reflectors will need to be provided. Cycle Path Mr Mark Francis from OCC Highways is dealing with the complaint about the cycle path. 92/11 REPORTS/UPDATES Mr Horsley suggested that general items listed under Reports/Updates should be removed from future agendas and only be listed if needed. Stagecoach and Horspath Stone Pit Charity will in future be listed at the end of the agenda. Wildlife Conservation Area No report available. HVHMC Mr Horsley stated that 5000.00 was allocated in the Precept, 2500.00 was for the Play Area and 2500.00 was allocated for the Village Hall. The 3129.00 paid to HVHMC for the grass cutting has to be taken out of the allocated 5000.00 which leaves approx 1900.00 available to spend. Mr Horsley stated that this amount will be used to landscape the Play Area. The Cricket Club have offered volunteers to carry out the labour so a digger will need to be hired. Mr Horsley has given permission to Mrs Julian to go ahead with this project. Mr Dobson stated that the Parish Council must be informed if there is likely to be an over spend with the project. Mr Horsley stated that as the only costs will be the hire of the digger and the trees there is no need to obtain three separate quotes.
Stagecoach Mr Horsley passed thanks to Mr Harris for dealing with the two recommended surveyors in his absence. Both surveyors have submitted quotes of an hourly rate of 220.00 per hour, discounted down to 100.00 per hour capped at 250.00 and 500.00. The sub-committee agreed to go with the surveyor recommended through Oxford Preservation Trust Mr James Offen who will visit the Stagecoach site with Parish Councillors before a meeting takes place so that we are properly informed. Mr Horsley will now make contact with Martin Sutton at Stagecoach to arrange a meeting. Mr Harris stated that all Parish Councillors are automatically also trustees of Horspath Stone Pit Charity. 93/11 RISK ASSESSMENTS Mr James Dobson agreed to draw up a new template for the risk assessments, but may need further guidance from other Councillors. To be discussed at the next meeting. 94/11 REVIEW OF STANDING ORDERS AND FINANCIAL REGULATIONS Mr James Dobson commented that since joining the Parish Council he is concerned at the amount of business done by email. If an item is discussed at a Parish Council meeting, the thought process is minuted but if done by email this doesn t happen. The Standing Orders do not document these procedures. Mr Horsley stated that no decisions are made by email all decisions are made at Parish Council meetings. Mr Horsley stated that all emails will be circulated to all Councillors, not individuals, unless it is regarding Stagecoach, and all decisions will be made at Parish Council meetings unless it is an urgent matter. Mr Horsley stated that all Councillors are volunteers to Horspath Parish Council. The Standing Orders were reviewed and all Councillors were satisfied that they are correct. 95/11 BURIAL GROUND Letter from Susan Richards Ms Richards has asked permission for a plaque to be inserted in the stone wall surrounding the Parish Council Burial Ground. Councillors expressed concern that this could set a future precedent, and the burial ground rules are very clear. It was agreed that the Clerk write to Ms Richards stating that the Parish Council agree to this in principle subject to size and design. Councillors have agreed to allow this request as an exception to the burial ground rules as Mr Tony Richards built the wall. Letter from Mrs De Banks Mrs De Banks has written regarding flowers that have gone missing from Mrs Sellwood s grave. Councillors agreed that it states in the Burial Ground rules that artificial flowers are not permitted. The flowers were removed as they were in very poor condition. The family of Mrs Sellwood has given permission for anything to be removed from the grave that is not allowed in the rules. It was also agreed that the Clerk write to all contacts with friends/family that have graves in the burial ground and enclose a copy of the rules reminding them that the rules must be adhered to and artificial flowers are not permitted. The Clerk will also inform Mrs De Banks that the Mrs Sellwood s family have agreed to the rules. 96/11 END OF YEAR ACCOUNTS 2010/11 INTERNAL AUDIT. The Clerk reported that the end of year Internal Audit has now been completed. The following items were raised in the report:- Risk Management Arrangements Recommend that the level of Fidelity Guarantee Insurance is increased in line with guidance to a minimum of 63,000. Councillors agreed that the current level of insurance of 15,000. is adequate, therefore will not be increased. Budgetary Controls (Council Balances) Recommendation that where funds have been earmarked for special purposes that they are disclosed with narratives describing the nature and purpose of the fund. Councillors noted this recommendation.
Payroll Controls Recommendation that all Council staff register formally with HMRC for possible tax and national insurance liabilities. The Clerk has recently registered the Parish Council with HMRC and Mr Horsley will be dealing with the Clerk s payroll. Section 137 and Council spending Powers Recommendation that all spending is reviewed using the appropriate LG spending legislation with appropriate narratives to the financial statements. A grant made to the CAB does not fall under section 137. Councillors noted this recommendation. Policies Review Recommendation that a review is taken on the Financial Regulations and Standing Orders at the Council s earliest convenience. A full review has taken place at the June 2011 meeting. Review of Minutes Recommendation that the Declaration of Interests is stated before the commencement of Council business within the minutes. Clerk to implement as of July 2011. Review of Audit Action Plans Internal Audit Recommendation that this is completed as per the previous years Internal Audit. This review will take place in July 2011. Mr Philip Hood Arrow Accounting - Overall, the Council has sound arrangements in place to satisfy itself that its systems of internal financial control are both adequate and effective. There are approval and authorisation controls and there is a clear audit and management trail for financial transactions. 97/11 CORRESPONDENCE. a. CPRE Oxfordshire Campaign Briefing May 2011. (Circulated via email). b. CPRE Oxfordshire Campaign Briefing April 2011. (Circulated via email). c. OCVA - Training & Events Update. (Circulated via email). d. ORCC News Bulletin May 2011. (Circulated via email). e. John Howell MP Newsletter May 2011. (Circulated via email). f. SODC Latest Position on Core Strategy. (Circulated via email). g. Clerks & Councils Direct Newsletter May 2011.* h. St John Ambulance Donation Request. No donation made on this occasion. i. Thames Valley Police The Current State of The Local Neighbourhood Action Groups (NAG). (Circulated via email). j. OPFA Newsletter Spring 2011.* * original held by the Clerk, copy available on request. # displayed on Village Hall & village noticeboards. 98/11 PAYMENTS. Chq To Whom Paid Details Vat Total 2081 PWLB Burial Ground Loan Repayment 2715.54 2082 HVHMC Annual Fee for Grass cutting 3129.00 2083 Buildbase Materials for Conservation Area 8.92 53.51 2084 Mr P Aries Bus Shelter Maintenance Apr/May 2011 120.00 2085 Arrow Accounting Internal Audit Fees 228.00 2086 Mrs S Woodcock Bin Liners for Play Area 6.68 TOTAL 8.92 6252.73 99/11 RECEIPTS. Date From Who Received Details Total 1.4.11 SODC 1 st Instalment of Precept 2011/12 16,500.00 13.4.11 Punch Taverns Quarterly rent for Chequers Inn. (V/G Acct) 712.50 TOTAL 17212.50
100/11 ANY OTHER BUSINESS. a. Mr Harris reported that the gravel for the Conservation has arrived and will be laid as soon as possible. b. Mr Horsley proposed that the following statement be released to the press tomorrow morning - The Parish Council does not wish to comment on the details of the particular court case, but remains extremely concerned that neither the Post Office, nor the Village shop, both of which are integral to the community life of the village and its elderly residents, may remain financially viable if separated. Councillors all agreed for this statement to be sent. c. Mr Brooks stated that SODC has confirmed that if the waste in the Play Area is dumped at the allotments or anywhere else that is not licensed then it is illegal. Mr Horsley stated that the allotment owners needed some hardcore to fill potholes at the allotments but the waste at the play area was not suitable. Mr Pete Dobson stated that the Parish Council has a duty of care with regards to disposing of waste. Mr James Dobson proposed that on any future contract accepted by the Parish Council there should be terms of conditions added to the contract that include all waste is to be removed in accordance with disposal regulations. Councillors agreed that this proposal be accepted. d. Mrs Palmer commented that the 2 newly marked out disabled parking bays are being used by non disabled people and recommended that the Clerk write to Cycle Speedway and the Cricket Club to request that the 2 disabled parking spaces only be used by people displaying a disabled parking badge. Public; e. A resident reported that the branches of a tree in the right far hand corner of the Bowley Field have been broken off. Gordon also commented that Cycle Speedway gave a heap of shale to the Cricket Club who accepted it, so this does not concern Cycle Speedway. Cycle Speedway members always park at the top field and do not use the disabled parking spaces. OCC contractors have recently made some repairs to potholes in road in the village but have not finished the potholes in Manor Drive. The drains in the alleyway between Cuddesdon Road and Manor Drive need clearing as they are blocked with weeds. Mrs Purse will liaise with OCC Highways. f. Mr Tasker reported that he has recently met with PC Gregory to inspect the cycle track who suggested that a crossing be installed away from the chicanes. The Clerk has reported this to Mark Francis at OCC Highways. Mrs Purse will also liaise with OCC Highways. 101/11 DATE OF NEXT MEETINGS. Parish Council Planning Meeting Tuesday 21 st June 2011 (To be confirmed) Horspath Parish Council Meeting Tuesday 5 th July 2011.