Minutes of last meeting

                     

OXTON PARISH COUNCIL

MINUTES OF PARISH COUNCIL MEETING HELD ON 8th May 2018

AT OXTON VILLAGE HALL

Present: Cllr Richard Cross (Chair), Cllr Nick Borrett, Cllr Paul Davies and Cllr Mark Tomlinson. Mrs. Karen Birks (Clerk).

 

1.    ELECTION OF CHAIRMAN AND VICE CHAIRMAN

Cllr. Richard Cross was elected Chairman and Cllr. Margaret Cooper was elected Vice Chairman.

 

2.  APOLOGIES FOR ABSENCE

Apologies for absence were received from Cllr Margaret Cooper, Cllr Mark Foxwell and Cllr Roger Jackson.

 

3.    CHAIRMAN DECLARATION OF ACCEPTANCE OF OFFICE

Cllr. Cross signed the Chairman’s Declaration of Acceptance of Office.

 

4.  DECLARATIONS OF INTEREST IN ITEMS ON THE AGENDA

 There were no declarations of interest.

 

5.  MINUTES

The minutes of the meeting held on 17th April 2018 were accepted as a true record and signed by Cllr Cross.

 

6.  MATTERS ARISING

 

-      The new litter bin has been installed at the bottom of Windmill Hill.

-      The resident who has offered wild flower seeds free of charge has suggested that the seeds should not be planted on Main Street until the autumn because there is very little room in spring due to the flowering and foliage of the bulbs.

-      A letter has been sent to Oxton Cricket Club detailing the conditions associated with permission to  hold the bonfire event this year on the recreation field. The cricket club has confirmed that they are able to meet these requirements.

-       No one from the village has yet volunteered to look after the village planters. It was suggested that certain people be contacted directly to ask if they are willing to take on this role perhaps as part of a small group.

 

7.  HIGHWAYS

    

-       It was noted that a number of potholes in the parish have recently been repaired.

-       The partial collapse of the road edge on the bypass near the roundabout has been reported to County Council Highways but unfortunately the response has been that the issue does not meet with their criteria for intervention, so no repair will take place at the current time.

-       The clerk will report litter on the Old Epperstone Road.

 

     8.  COMMUNICATIONS

 

-       Mr Barrie Woodcock, a Parish Council clerk in Ravenshead, has agreed to carry out the internal audit at a cost of £35.65 per hour.

-       Theft of a number of large batteries has recently taken place in the parish.

9.         FINANCE

i)                    Payments

           The following payments were authorised:

Karen Birks                             Clerks Salary April                                          £267.80

Karen Birks                             Clerks expenses April                                     £15.62

Ulyett Landscapes                  Grass cutting April                                          £514.30

            BHIB                                      Insurance                                                         £478.33

                                                                                                                                    ______

                                                                                                                        Total    £1276.05

 

 

ii) Financial Report for April 2018

The Clerk reported a current account balance at the end of April of £13064.73 with  outstanding cheques for £591.20. Payments for April were £591.20 and receipts £5920.66. The accounts were reconciled accordingly.

The ‘theoretical balance’ of the current account and the village plan fund was shown on the April reconciliation sheet as £8675.34 and £4389.39 respectively.

 

iii) The new pay scales valid from 1st April 2018 have been issued by NALC. It was agreed to increase the clerks salary and pay the clerk on level SCP23 (£11.27/hr) with immediate effect.

 

iv)                Receipt and approval of Final Accounts for 2017/18

The Clerk presented the final accounts for 2017/2018 which show a balance of £7,735.27 in the current account on 31st March 2018. The total income for the year was £10,749.59 and expenditure £10,111.36 showing a surplus of £638.23.

The accounts were approved by the Council and signed by the Chairman and Clerk.

 

10.  RECREATION

 

-       Cllr Tomlinson has carried out the monthly report. There are two minor issues to report -  the two new wooden stilts are loose in the metal bases and need tightening and the benches in the toddler play area require cleaning.

-       It was reported that the goal posts are very rusty and loose in the ground. The Parish Council will consider purchasing new junior goal posts which may be re-positioned to prevent the ball being kicked into the adjacent sheep field.

 

11.  RISK AND RESILIENCE

      

       There has been no progress on the Sandy Lane relief pipe design work and Cllr Jackson will be requested to chase this on behalf of the Parish Council.

       It was reported that the annual Duck Race will take place on 20th May and Oxton Estate has given permission for the sluice gate to be opened to ensure a good water flow on the day.

 

12.  GENERAL DATA PROTECTION REGULATIONS (GDPR)

 

-   The Parish Council adopted the following documents/policies:

        Data Protection Policy, Subject Access Request Procedure, Data Breach Policy, Records Retention Policy and Privacy Notices. These documents will be reviewed regularly.

-   Councillors have completed Security Compliance Checklists which will be held on file.

-   The Parish Council has registered with the Information Commissioners Office (ICO).

-   Consideration will be given to setting up new email addresses to be used by all councillors for the sole purchase of Parish Council matters.

-   The Parish Council will continue to work towards full compliance with the new regulations.

 

13.  REVIEW OF STANDING ORDERS, FINANCIAL REGULATIONS AND RISK ASSESSMENT

 

       The standing orders, financial regulations and risk assessment were reviewed. No changes were made to the standing orders and financial regulations. The risk assessment will be amended to include the risk presented by dog faeces which is not bagged and collected and the subsequent actions to be taken by the Parish Council.

 

14.  PLANNING APPLICATION FOR ETENSION AT MALVERN, MAIN STREET Application number 18/00784/FUL

       The Parish Council supports this application and has no comments to make.

 

15.  GOVERNMENT CONSULTATION ON UNAUTHORISED CARAVAN SITES

       The Parish Council noted that the authorities must make a faster response when travellers set up on unauthorised sites to ensure that they are moved on as quickly as possible. The clerk will report the caravans which are currently sited on the Oaks Lane junction on the Oxton bypass.

 

16.  ANY OTHER MATTERS FOR REPORT OR FUTURE DISCUSSION

     

Concerns were raised about the safety of the old cricket pavilion particularly for children playing in or around it. The clerk will request that Oxton Cricket Club provides a timescale for its demolition and removal.

 

 

 

 

 

 

 

 

The Chairman closed the meeting at 9:15pm

 

Chairman                                                                     Date

 

 

 

 

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