Draft Minutes of the BPC February Meeting

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DRAFT Minutes of the meeting held at the Village Hall, Great Bourton on                                                                                                                Tuesday February 13th, 2018 at 19:30
Present: Cllr Mrs S E Leszczynski (Chairman), Cllrs Mrs S Upton, A Johnson, C Upton, T Sowler, DCllr D Webb
In attendance: Ms K Drummond (acting Clerk)

Apologies: S Bowen (medical), D Walker (personal), CCllr G Reynolds (County business)

Declarations of Interest: Cllr A Johnson – Cluster Care
Public Participation: There were no members of the public in attendance.
Minutes: The previous meeting (January) minutes were received and APPROVED.
Minute ref Item Delegated to
1802-.01 Footpaths – Progress Report
1802-01.438 Report received from footpath warden with some defects identified.  These will be reported to OCC RoW Officer. Clerk
1802-01.439 Meeting agreed between OCC RoW Officer and Peewit Farm still to be arranged.  Reminder to be sent to OCC. Clerk
1802-01.440 Following Footpath Warden’s decision to resign, an assistant warden has been appointed to assist. He will look after Great Bourton while the Warden will continue to look after Little Bourton Information
1802-02 Highways & Road defects – Progress Report
1802-02.441 Issues with drain covers on Crow Lane and Main Street have been reported. The previously reported raised manhole on Manor Road remains to be attended when weather improves, and this will be monitored. Clerk
1802-02.442 The next survey by OCC Highways will be done in April, some work needs doing before then so will be reported as requiring attention, on fixmystreet. Cllr Mrs Upton     Clerk
1802-02.443 The side of the road next to Parnassus has slipped, this will also be reported. Clerk
1802-02.444 The OCC Officers report on the proposed revised traffic calming and speed limit measures have been received.  This recommends that the speed limit changes be adopted and the decision re traffic calming be deferred to allow for local consultation.  These recommendations were accepted at the OCC Environmental committee meeting on 08/02/18.  An on-site meeting has now been arranged with OCC engineers for 28/02/18 to discuss alternative calming proposals. The Chairman and Vice Chair will attend. The full report and related information is on the parish website and residents are encouraged to review and let the Council know their views and preferences. Information
1802-02.445 A complaint has been received regarding lack of road sweeping in Spring Lane, Little Bourton, this will be followed up with CDC. Cllr Mrs Upton
1802-03 Village benches – Progress Report
1802-03.446 The recent poor weather has delayed the completion of the refurbishment.  This will be completed shortly. Clerk
1802-04 Defibrillators – Progress Report
1802-04.447 Both defibrillators inspected and in good order. Information
1802-04.448 The annual fee payable to the Village Hall is now due, previously this was set at £35, but data from the manufacturer shows this is excessive.  It was proposed by the Chairman, seconded by Cllr Johnson that a fee of £10 be paid.  A letter will be sent to the Village Hall Management Committee advising that this payment will be paid in March. Clerk
1802-05 Website development – Progress Report.
1802-05.449 Confirmation received from OALC that the application for a Transparency Code Grant has been successful and we have been awarded £2087.57. Outstanding items, a laptop and printer/scanner will now be purchased. Clerk
1802-05.450 The current domain name must be re-registered by March 9th, 2018.  This name is owned by Mr Seed who has been contacted to agree a way forward on ownership and registration. Cllr Mrs Upton
1802-06 Garners Field development – Progress Report
1802-06.451 Complaints received about mud on Main Street, have been forwarded to the site manager. Lorry wheels and the road are being cleaned by the builders frequently throughout the day. External contractors are causing some of the problem.   The mud on the chicane will be discussed with them. Cllr Mrs Upton
1802-06.452 OCC have not yet approved the connection of the road on the site to Main Street, this was expected to have been done and the roads put in much earlier, hardstanding areas are being laid as quickly as possible before the show home opens in March. Information
1802-06.453 A meeting has been held with Hayfield Homes and the Community Hall Working Group to agree internal fixtures & fittings, all queries raised were satisfactorily answered.  The completion date for the Hall was confirmed as September 2018. Information
1802-06.454 The handover process for the new Hall needs to be confirmed & this will be discussed with CDC. Clerk
1802-07 Playgrounds & Public Spaces
1802-07.455 GB inspection: some litter collected but otherwise no issues. Information
1802-07.456 LB inspection: one of the swing bolts has come loose and Cllr Upton has retightened it and secured it with Loctite. Information
1802-07.457 The annual villages clean-up will take place on between March 2-19 in line with the national and CDC campaigns.  Posters will be displayed on the website and noticeboards asking for volunteers to help from the villages.  Equipment can be collected from The Red house, School Lane. Cllrs took individual responsibility for the following areas: Information
Chairman: Spring Lane, LB; Southam Road.  Cllr Mrs Upton: Crow Lane; School Lane; The Close; South View, GB.
Cllr Sowler: Uplands Rise; Buzzards Close; Chapel Lane, LB. Cllr C Upton: Main Street to railway bridge, GB.
A combined effort will be made on Foxden Way.
1802-08 Allotments
1802-08.458 Confirmation has been received that registration of the Claridges Piece site has now been finalised by the Land Registry. Information
1802-08.459 No new applications re vacancies. Information
1802-08.460 The former site at Stonepits had to be vacated by January 31st, 2018.  An update on the legal position will be obtained. Clerk
1802-09 Public transport
1802-09.461 Notification has been received of the usage figures and confirmation that the charge for County Connect will be £413.00. Information
1802-09.462 Based on the recent announcement by Northamptonshire CC, it is likely that their subsidy will be removed, and the service discontinued after March.  Further details will be provided when known. Information
1802-09.463 The Chairman & Cllr Walker are to investigate other options as previously minuted, money is available through the s106 agreement re Garners Field if a credible option can be found.  Stagecoach will be pressed regarding extension of their proposed service to Hanwell View. Chairman, Cllr Walker, Clerk
1802-10 Village Hall
1802-10.464 A quote is being obtained to replace/repair the oil tank cover. Cllr C Upton
1802-11 Healthcare
1802-11.465 No further updates. Information
1802-50 Finance & Administration
1802-50.466 The financial statement for January was received and APPROVED. Information
1802-53.467 A total of 8 payments totalling £1,037.65 were APPROVED to be paid in February.  In compliance with Transparency Code regulations those in excess of £100 are detailed below.  A full listing of all payments is shown at the end of these minutes. Information
– Cluster Care – annual donation – £100.00
– SW Services – annual hedge cutting at Play and Burial Grounds – £570.00
– OALC – training places – £186.00
1802-53 Policies & Procedures
1802-53.468 A review of the updated Financial Regulations by the Chairman has identified some paragraphs that are not relevant, these will be moved to the end of the document rather than being deleted and lost.  The updated regulations were APPROVED by the Council. Information
1802-54.469 Data Protection
1802-54.470 Our renewal of registration with the Information Commissioners Office has been accepted. Clerk
The Clerk is unavailable to attend training for the new General Data Protection Regulations [GDPR] courses, and an enquiry will be made of CDC to see if they are planning any briefings for local Clerks. Information
1802-60 Planning applications
1802-60.471 New applications Information
18/00004/F Mrs Ryder, Cedars, 8 Uplands Rise, LB: Rebuild of rear extension.
Decisions Information
1802-60.472 No new decisions have been advised.
1802-60.473 Notification has been received that Catesby Estates are appealing the refusal of their application for 37 houses adjacent to Station Road, Cropredy. Information
1802-60.474 No further developments with enforcements actions, an update is anticipated w/c Feb 19th and CCllr D Webb will chase this. If no update is received a letter will be sent to CDC. CCllr Webb    Clerk
1802-70 Correspondence
1802-70.475 Copies of several letters from residents were received regarding the changes proposed by OCC Highways to the speed limit and traffic calming measures in Main Street as a result of the Garners Field development. Details of these are contained in the OCC Officers report viewable on the Council website. Information
1802-70.476 Following a letter from Cluster Care, it was AGREED to make a donation equal to last year’ sum. Information
1802-80 New business
1802-80.477 A report has been received from the CDC Chief Executive of her comments on the recent Peer Review, together with a copy of the full Peer Review report. Information
1802-80.478 A query was raised regarding expenditure cuts announced by Northamptonshire CC and any repercussions these would have on CDC because of their links with SNDC. Clerk
1802-80.479 A temporary regulation order notice has been received from OCC Highways advising of the closure of Main Street from March 6th to April 20th to facilitate foul sewer works.  This seems an extraordinarily long closure, and this will be discussed with Hayfield Homes to try and find a more time efficient way of working to reduce the duration of the closure. Clerk
1802-90 County Councillors report
1802-90.480 An apology has been received from CCllr G Reynolds due to an overrunning budget meeting, so no County information was available. Information
1802.91 District Councillors report
1802-91.481 There was a short discussion about house building to support Oxford City’s shortfall and where these may be built. Information
1802-91.482 There was a short discussion regarding the Oxford Growth Strategy and the Oxford-Cambridge corridor. Information
Date of next meeting: Tuesday March 13th in the Village Hall, at 7.30pm.
Meeting closed at 21:05 hrs
Minutes taken by Ms K Drummond (to whom thanks are expressed) and drafted by the Clerk on 16/02/18.
Cllr Mrs S Leszczynski, Chairman
The Bourtons Parish Council
2017-18 Payments Schedule
Month Payee Purpose Value £p
Apr-17 I G Cobb Great Bourton playground rent £250.00
Apr-17 Community First Oxfordshire Annual subscription £55.00
Apr-17 Bourtons Music Society s137 grant £167.00
Apr-17 Cherwell District Council [CDC] Dog bin emptying £384.38
May-17 Town & Country Plumbing Replacement of village hall boiler £4,500.00
May-17 SW Services April grass mowing £460.00
May-17 SW Services March grass mowing £255.00
May-17 K C Graphics Ltd 6 mnths website maintenance £324.00
Jun-17 K C Graphics Website transfer fee £76.85
Jun-17 Salary payments £650.25
Jun-17 Clerk Expenses £105.48
Jun-17 Complete Weed Control Bi-annual weed treatment £276.00
Jul-17 Noticeboard Company Ltd Allotment noticeboard £1,102.78
Jul-17 SW Services May grass mowing £365.00
Jul-17 N R Prickett Roadside verge mowing £270.00
Aug-17 Playsafety Ltd RoSPA playground inspections £231.00
Aug-17 Parkland Fencing Ltd Burial Ground fencing repair £714.00
Sep-17 SW Services July grass mowing £585.00
Sep-17 Clerk Salary payments £650.25
Sep-17 Clerk Expenses £42.39
Sep-17 MB Landscaping LB playground layby & bench repairs £2,385.00
Sep-17 HMRC-VOA Allotment site valuation fee £492.92
Sep-17 DM Payroll Services Payroll services £30.00
Oct-17 OALC Training courses £126.00
Oct-17 Came & Co Insurance premium £1,267.69
Oct-17 Complete Weed Control Bi-annual weed treatment £276.00
Oct-17 Burial Ground warden Bi-annual fee £125.00
Oct-17 Parish Churchyard mowing & Maintenance Churchyard bi-annual maintenance fee £312.50
Nov-17 CDC Dog bin emptying £768.77
Nov-17 BDO LLP External audit fee £120.00
Nov-17 SW Services Aug/Sep grass mowing £490.00
Nov-17 K C Graphics ltd Website hosting fee £90.00
Nov-17 K C Graphics Ltd 6 mnths website maintenance £468.00
Nov-17 N R Prickett Roadside verge mowing £270.00
Dec-17 Clerk Salary payments £650.25
Dec-17 Clerk Expenses £150.67
Jan-18 Earth Anchors Ltd Plastic lumber, dog bin & dock £795.60
Jan-18 SW Services Oct grass mowing £180.00
Jan-18 Castle Water Ltd Allotment 2017 water charge £23.60
Jan-18 Chairman Allotment padlock £30.95
Jan-18 Bourton Broadsheet Annual contribution £100.00
Jan-18 National Allotments Society Annual subscription £66.00
Feb-18 Cluster Care s137 Annual donation £100.00
Feb-18 SW Services Hedge cutting £570.00
Feb-18 ICO – Information Commissioners Office Annual fee £35.00
Feb-18 OALC – Oxfordshire Assoc of Local Councils Training courses £186.00
Feb-18 SLCC – Society of Local Council Clerks Annual subscription £72.00
Feb-18 K C Graphics Ltd Website new page £13.50
Feb-18 Castle Water Ltd 2018 allotment water charge £31.15
Feb-18 DM Payroll Services Payroll services £30.00

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