Bourtons Parish Council – Minutes of the January Meeting

 Minutes of the meeting held at the Community Hall, Great Bourton on                                                                                                      Tuesday January 14th 2020 at 19:30
Present : Cllr Mrs S E Leszczynski (Chairman),  Cllrs Mrs S Upton, A Johnson, D Walker, D Drummond (part)
In attendance : S Bowen (Clerk),  Apologies :  DCllr P Chapman (business), CCllr G Reynolds (business)
Declarations of Interest : None
Public Participation : There were NO members of the public in attendance.
Minutes : The previous Council meeting  minutes were received and APPROVED.
Minute ref Item Delegated to
2001-01 Footpaths – Progress Report
2001-01.238 Due to the inclement weather footpaths have not been extensively walked, so no reports received. Information
2001-01.239 It was NOTED that no response had been advised by OCC of their meeting with the Environment Agency re the footpath that runs across Peewit Farm, and the related flooding matter.  To be expedited. Clerk
2001-02 Highways & Road defects – Progress Report
2001-02.240 Conversations with OCC have not revealed any progress on a firm date for the commencement of the Crow Lane resurfacing.  To be expedited. Cllr Mrs Upton
2001-02.241 The Chairman advised that the Spring Lane, LB drainage problem has been resolved by jetting by OCC. Information
2001-02.242 Cllr Johnson advised that he had written to OCC, CDC & Network Rail following a visit by him and a resident to inspect the culverts close by the railway bridge on the Cropredy Road which has again been the subject of flooding; it was also reported that after extreme rainfall sewage can be observed running from drain cover.  A response is awaited. Cllr Mrs Upton reported that Thames Water Inspector had visited to investigate reported problem. His report is awaited, and a further site meeting may be requested. Cllr Johnson
2001-04 Defibrillators – Progress Report
2001-04.243 Both machines inspected and reported OK Information
2001-05 Website development – Progress Report.
2001-05.244 The information concerning the Community Hall will be uploaded this week. Cllr Mrs Upton
2001-05.245 The Chairman has created an information sheet regarding the bus services that serve the villages, including the new Ability CIC service introduced this month.  Residents are encouraged to register for this service, which has been supported by this Council using funds received from the Garners Field development,  and make maximum use of it to ensure its long term viability. Information
2001-06 Garners Field development – Progress Report
2001-06.246 Further clarification will be sought regarding the future maintenance of the grounds surrounding the Community Hall, and the LAP and surrounding grass area, prior to a final decision re the Council adopting the LAP and its maintenance obligations. Clerk
2001-07 Playgrounds & Public Spaces
2001-07.247 Both playgrounds inspected and reported OK. Information
2001-07.248 Further investigation of the progress of the draft Bye Law previously presented to the Department of Communities & Local Government, now succeeded by the Ministry of Housing, Communities & Local Government, to establish progress or if representation is required. Clerk
2001-08 Allotments
2001-08.249 There are now 6 people on the allotment waiting list, with 2 from the new Hanwell View development on the Southam Road, which currently falls in the area specified in the Allotment T&C’s.  This situation will continue to be kept under review and will be discussed at the next Tenants Committee meeting Information
2001-09 Public transport
2001-09.250 The new Ability CIC minibus service has commenced and residents are encouraged to register and support this new Tuesday service to ensure its ongoing viability.  An information sheet containing times for all the bus services will be uploaded to the website, and is available on the Bourtons Community Facebook page. Information
2001-10 Village Hall
2001-10.251 The Council understand that the first meeting of the new VH management committee is to take place this week and looks forward to hearing about its plans for the continuation of the hall. Information
2001-10.252 Reports have been received about a problem with the front door sticking, and as this is a potential safety matter this will be inspected and action taken to repair it. Cllr Mrs Upton
Community Hall
2001-10.253 It was RESOLVED to accept the quote received from J&A Electrics regarding installation of Wi-Fi access points in the new Hall. Information
2001-10.254 A meeting has been arranged with the new Hall management committee to agree and finalise details of the operating lease. Information
2001-11 Healthcare
2001-11.255 Work to change the decision on the midwife lead maternity unit at the Horton hospital continues with investigations to see if the decision has been referred to the Secretary of State. Information
2001-11-256 A 4th Doctor will be joining Cropredy surgery at the end of this month bringing the total number of doctors to 4. Information
2001-50 Finance & Administration
2001-50.257 The financial statement for January including receipts and payments had been previously circulated to Cllrs and was APPROVED.
2001-50.258 10 payments totalling £5,587.84 were APPROVED.  To comply with the requirements of the Transparency Code those in excess of £100 are listed below:
Aplins : legal fees in respect of transfer of Community Hall : £1,438.20
Nisbets Ltd :  equipment for CH : £461.36
Viking : consumables for CH (recovered from CH) : £289.86
Community Hall : working capital (funded by Hayfield Homes) : £2710.14 [Note £3000 less £289.86, as above]
Clerk : reimbursement of purchases : £161.56
Chairman : reimbursement of purchases for CH : £299.28
2001-51.259 The decision to increase the Precept by £355 to £12,200 agreed at the November meeting was CONFIRMED and this will be communicated to CDC Clerk
2001-52.260 The internal oversight by an independent Cllr, recommended in last years’ internal audit report, has been implemented and Cllr Drummond has reviewed the cashbook and bank reconciliation up until November and confirmed all is correct. Information
2001-50.261 The grant awarded by OCC Cllr Reynolds towards the work on restoration of the Parish Clock has been received and the Diocesan Faculty (similar to planning permission) granted, and work on automating the clock winding and regulation will commence as soon as possible. Clerk
2001-52.262 The recently circulated and updated Financial Regulations and Standing Orders have been reviewed and it was RESOLVED to adopt them as presented. Information
2001-60 Planning
Planning applications
No new planning applications have been received Information
No new planning decision have been received Information
2001-60.263 No update regarding the deferred application in respect of Sharawle has been received from CDC and this will be expedited. Clerk
Enforcement matters
No enforcement information has been received Information
2001-70 Correspondence
2001-70.264 An email in response to the reply sent by this Council to the letter received from the Gardening, Music and Art Clubs has been received. Information
2001-70.265 As reported above the OCC grant to support the Parish Clock restoration has been received and with the confirmation of the Faculty from the Diocese, permission to commence works will be requested from the PCC.  This will be announced on the website and residents should note that the Clock will not be operational for a period of up to 2 months. Information
2001-80 New business
2001-80.266 The resignation letter of Cllr Drummond was discussed and the matter of date clashes with other pre-arranged appointments was understood, being the only reason for his letter.  After consideration it was discovered that by changing the date of the May meeting [already under consideration at the request of the Chairman] it was RESOLVED that the May meeting date would be changed to May 5th.  Cllr Drummond has therefore withdrawn his resignation. Information
2001-80.267 During the above discussion it was AGREED that emails that need to be read urgently be flagged as urgent and have read receipts so that responses can be monitored. Clerk
2001-90 County & District Councillors report
2001-90. No County or District Councillors were in attendance (see apologies) so no contribution was made.
Date of next meeting : Tuesday February 11th at 7.30pm in The Bourtons Community Hall, to be confirmed.
Meeting closed at 21:35  hrs
Minutes drafted by the Clerk  on 15/01/20.

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