John Little and Roy Williams, as School Governors, discussion of the proposed grant to Aston & Cote Primary School under Agenda Item 9c.
5. Open session for public debate
Ham LaneThe Clerk informed the Parish Council that she has been contacted informally by several local residents because of the recent activity at the Thistle Cottage site in . As there is no current planning permission in place for the site she advised the Parish Council that she has contacted West Oxfordshire District Council to ask them to check what is happening at the site.
A member of the public expressed her concern about the lack of repair of the potholes in the village.
It was noted that the lights at the glasshouse in Cote seem to have been on beyond the hours specified in the planning permission on several occasions recently. The Clerk was asked to write to the owner of the property to request that he adheres to the times within the planning permission.
6.OCC/WODC items
Hilary Fenton asked whether action in the eventuality of snow was included within the parish’s Emergency Plan. She was told that for various reasons the Parish Council has not adopted an Emergency Plan. Charles Mathew said that he would forward a copy of Stanton Harcourt Parish Council’s draft plan for the Council to look at.
Charles Mathew informed the Parish Council that he has sent an article to Voices about what people should do if they are having problems with illegal money lending.
7. Matters Arising from Previous Meetings
a) Cote Chapel
John Little will write the letter discussed at the January Parish Council meeting this month.
It was decided that Des Johnston should be contracted to cut the grass in the churchyard again this year. Proposed by Roy Williams, seconded by John Ordish.
John Little will inform Historic Chapels Trust of this in the letter he is due to write.
b) Request for new road signage into Chimney
The Clerk is continuing to chase Highways over this outstanding matter.
c) Safety of junction between Ham Lane and High Street, Aston
Oxfordshire Highways was asked to look into this after a local resident raised a concern at the November meeting. Highways agrees that the view to the right for vehicles exiting Ham Lane can be obstructed by vehicles parked by the Red Lion. However they state that to stop the parking with a Traffic Regulation Order would cost more money than there is available in the Highways budget, as there has been no history of personal injury and the County Council does not normally implement parking restrictions in a village unless there are existing restrictions in place. Highways advises that any parking which seriously restricts the view should be dealt with by Thames Valley Police.
It was noted that since 25 January 2010 parking offences have now been decriminalised and parking infringements are being dealt with by community wardens working for West Oxfordshire District Council. It was decided that the Clerk would write to WODC asking them what role the wardens will play in the villages and whether they could help deal with obstructive parking in Aston.
d) Cote bus shelter glass panel replacement
Three quotations for replacing the glass were considered:
Company A: - £234.40 + £110 for carriage but not including installation
Company B: - No precise quote, but a preliminary cost of over £500
Company C: - £353.52 (supply and installation)
It was decided that Company C, McLeans Glass should be requested to do this work. Proposed by Roy Williams, seconded by John Ordish.
e) Salt/grit bins
The Clerk had circulated a legal note on salting/gritting issues written by the Society of Local Council Clerk’s legal advisor in the Clerk’s Briefing Notes.
Oxfordshire Highways will install salt/grit bins at a cost of £150 for the bin and £1,000 for the installation (the bins have to be securely installed as they are prone to being stolen). It was decided to carry this item forward to September when it will be reconsidered.
f) Relocated/new bus stops in Aston
Roy Williams informed the Parish Council that he had had further discussions about this with the County Council officer who seems now to have agreed that a new stop for the bus to Oxford will not be put on Cote Road, but that a new stop for the bus from Oxford will be installed on Cote Road near the noticeboard. Consideration will be put into changing the signage for the number 19 bus stop in North Streetto show that it is also the stop for the 18A bus in both directions.
g) Date of September Parish Council meeting
Due to the Clerk’s summer holiday this meeting will now take place on Thursday 9 September
h) Anti Social Behaviour
None.
8. Correspondence sent
Listed in the Clerk’s Briefing Notes previously circulated to all Councillors.
9. New Business
a) Annual risk assessment review
Reports prepared by the Clerk had been circulated in the Briefing Notes.
It was agreed that the Parish Council would adopt a Media Policy, based on the one used by Wetherby Town Council. Subject to the adoption of a Media Policy, the risk assessment was reapproved and adopted by the Parish Council. Proposed by Fanny Sedman, seconded by Roy Williams. The risk management issues associated with the work of a volunteer Lengthsman were discussed later in the meeting under Agenda Item 11b.
b) Oxfordshire County Council’s 4th consultation on the Local Transport Plan 3 (2011-2030)
It was decided that a response to this consultation would be delegated to Roy Williams and John Ordish.
c) Grant to Aston & Cote Primary School towards the cost of a visit from the Life Education Bus
Having previously declared a prejudicial interest in this matter John Little and Roy Williams left the meeting during consideration of this item. It was resolved that the Council, in accordance with its powers under sections 137 and 139 of the Local Government Act 1972, would pay a grant of £375 to Aston & Cote Primary School towards the visit from the Life Education Bus. This is, in the opinion of the Council, in the interests of the inhabitants of the Parish and will benefit them in a manner commensurate with the expenditure. Proposed by John Ordish, seconded by Fanny Sedman.
10. Community Trust
John Ordish placed a copy of the minutes of the recent Community Trust meeting in the folder for circulation. The replacement windows and French door should be installed before the end of February. A request for a grant towards the maintenance of the younger children’s play area will be submitted for consideration at the March meeting.
11. Parish Infrastructure
a) Great Brook
Clerk still to check whether the obstructions have been removed from the Brook before informing the Environment Agency that there has been no response from the landowners. Not yet done due to flooding of the road.
b) Lengthsman
The Clerk had prepared a risk assessment for the work of a volunteer Lengthsman which had been circulated in the Briefing Notes. It was decided that whilst applications for the post of Lengthsman would still be considered, the Parish Council would no longer actively seek a Lengthsman. It was decided that the Clerk would write to Dave Botcherby to thank him for the work he had done in 2009 but to advise him that the Parish Council could no longer ask him to do this work due because of the risk management/Health & Safety implications.
12. PLANNING
NEW PLANNING APPLICATIONS:
10/0104/P/FP 5 Farm Close, Aston
Erection of single storey side conservatory
No comments
A meeting of the Planning Committee will be arranged for Thursday 11 February to consider a planning application received since the publication of this meeting’s agenda.
13. FINANCE
a) Account Balances – circulated in the Clerk’s Briefing Notes
Balance on Current Account at 31 January 2010 £ 9,246.17
Balance on Investment with WODC at 31 January 2010 £15,400.00
Total Cash Holding at 31 January 2010 £24,646.17
b) Bank Reconciliation to 31 December 2009
Circulated in the Clerk’s Briefing Notes – contents noted.
c) Draft budget for 2010/11
A revised draft had been circulated in the Clerk’s Briefing Notes.
It was decided that the cost currently classified as “Lengthsman” would be reworded as “village maintenance.”
John Little informed the Parish Council that he had been told that the change of the remaining streetlights to sodium would be funded by the County Council.
With the one wording change noted above it was decided to approve the budget – proposed by Roy Williams, seconded by Jane West.
d) Statement of Internal Control and Annual Review of Effectiveness of Internal Control
In order to assist the Parish Council with their annual review of the effectiveness of the internal control system the Clerk had prepared a Statement of Internal Control which was circulated in the Clerk’s Briefing Notes.
The Parish Council decided to adopt this Statement and confirmed that they were satisfied with the internal control procedures being followed. Proposed by Roy Williams, seconded by John Ordish.
The Clerk had proposed within her report on this issue that the limit for the emergency expenditure which the Clerk could approve between meetings be increased to £300 from its current limit of £50. The Clerk informed the Parish Council that she had subsequently reconsidered this issue and was now proposing that the maximum should be increased to £250, in line with the limit below which competitive tenders do not need to be sought. It was decided that the emergency expenditure limit should be increased to £250 – proposed by John Ordish, seconded by Roy Williams.
e) Annual Review of Effectiveness of Internal Audit
The Clerk had prepared a report, circulated in the Briefing Notes, to assist the Parish Council with their consideration of the effectiveness of the internal audit system. Having considered the report the Parish Council confirmed that they were satisfied with the effectiveness of the internal audit. Proposed by John Ordish, seconded by Fanny Sedman.
f) Review of Investment Policy
The Clerk had prepared a report reviewing the Parish Council’s investment policy which had been circulated in the Briefing Notes in advance of the meeting.It was decided that the Parish Council’s investments should continue to be placed with West Oxfordshire District Council.
Proposed by Roy Williams, seconded by Fanny Sedman.
g) JANUARY INVOICES
Office Rent for February 2010– already paid by Direct Debit | 25.00 | LGA 1972, s111 |
PRESENTED FOR APROVAL AND PAYMENT AT 4 FEBRUARY 2010 MEETING
|
| Statute |
Clerk’s salary - H Sandhu | 294.00 | LGA 1972, s112 |
WODC – dog bin emptying for January 2010 | 16.17 | Litter Act 1983 |
John Ordish – reimbursement for cutting of Village Hall keys for Clerk | 10.00 | LGA 1972, s111 |
Aston & Cote Primary School – grant for Life Education bus visit | 375.00 | LGA 1972, s137 |
Total | £695.17 |
|
It was resolved to make the above payments. The cheques were signed by John Little and Roy Williams.