Minutes of the June Parish Council Meeting & Audit Documents

Minutes of the meeting held at the Village Hall, Great Bourton on                                                                                         Tuesday June 6th 2017 at 19:30
Present : Cllr Mrs S E Lesczcynski (Chairman),  Cllrs Mrs S Upton,A Johnson, C Upton, D Walker, T Sowler, OCC & DCllr G Reynolds, S Bowen (Clerk)
Apologies : CDC DCllr K Atack (relocated)
Declarations of Interest : None
Public Participation : There were no members of the public in attendance.
Minutes : The previous meeting (May) minutes were received and APPROVED.
Minute ref Item Delegated to
1706.01. Footpaths – Progress Report
1706-01.197 NO new report has been received and no comments from the public. Information
1706-01.198 Further investigation required regarding the ownership of the former Bourton sewage treatment works.  Thames Water contacted and enquiries continue.  The Council will communicate with local landowners to try & clarify the situation. Clerk                 Cllr Johnson
1706-02 Highways & Road defects – Progress Report
1706.02-198 Cllr Mrs Upton advised that OCC [Maurice Sheehan] confirmed that our highways inspection will now take place in August. Information
1706.02-199 OCC confirmed that they were not aware of the pending work by Western Power Distribution in Crow Lane and would investigate. Information
1706.02-200 OCC also advised that they are not aware of future works in Spring Lane, LB. Cllr Mrs Upton has passed relevant details on. Information
1706.02-201 The issue of parking outside Cropredy school was raised by Cllr Johnson, (as local authority governor) with the School and it will be discussed in more detail at the next Governors meeting, following which the Council will be updated. Cllr Johnson
1706.02-202 The Chairman attended the meeting organised by DCllr Atack about large transporter vehicles using local village roads to access the Chipping Warden site.  All agreed that a better solution needs to be found, before the start of HS2 works which will significantly increase the volume of traffic. OCC representatives offered to design a specific signage scheme, directing HGVs via Hennif Way and A361, but advised that this would be delayed due to a large project underway elsewhere in the county.  CCllr Reynolds was asked to press for urgent action. Information CCllr Reynolds
1706-03 Village benches – Progress Report
1706.03-203 Our appointed contractor has collected the refurbishment parts from Mr Jefferies and will start the benches project in July. Information
1706.03-204 A list and schedule for maintenance work will be compiled and issued to the contractor. Clerk
1706.03-205 Further attempts to contact Mr Howells have been unsuccessful and efforts will continue. Cllr Mrs Upton
1706-04 Defibrillators – Progress Report
1706.04-206 Both machines inspected and working with no issues. Information
1706-05 Website development – Progress Report.
1706.05-207 The move to the new server has been completed and is working very well with no hacking attempts or Spam. Information
1706-06 Garners Field development – Progress Report
1706.06-208 The full planning permission for the 43 house application has now been finally confirmed. Information
1706.06-209 Work will now commence on developing detailed specifications for the new Community Hall, with professional help and advice being sought [at no cost to the Council]. Interested residents would be invited to join the small interim community hall management committee to liaise with the developers over details of specification. Chairman                      Clerk
1706.06-210 Contact will be made with Hayfield Homes to understand the work programme and develop a process for keeping residents up-to-date with progress. Clerk
1706-07 Playgrounds & Public Spaces
1706.07-211 GB inspection : OK, no litter problem, new green bin has been delivered.  Ownership marking to be applied. Clerk
1706.07-212 LB inspection : OK, small litter . Notification received of ROSPA Annual Inspection of both playgrounds in July Information
1706.07-213 Quote requested from TGOGC, re regular maintenance of gym equipment, not arrived, to be expedited. Clerk
1706.07-214 Our appointed contractor has confirmed that work on  resurfacing  the LB layby will start early July. Information
1706.07-215 The fence and gate repairs at the Burial Ground have been completed. Information
1706.07-216 The outstanding maintenance monies from the Pinson Close development have been received from CDC and will be added to the Playgrounds reserve to support future maintenance and repairs. Information
1706.07-217 A further fund of approximately £20k is available to support development of a recreation facility for older children/adults.  The Council is keen to understand if residents have any suitable ideas for consideration. Information
1706-08 Allotments
1706.08-218 Full legal completion on the Stonepits site but Land Registry documentation awaited. Information
1706.08.219 2 further applications for plots received, only 4 plots now remaining. Information
1706.08-220 Noticeboard ordered, delivery expected late June. Information
1706-09 Public transport
1706.09-221 No further information received.  Funds will be released during the Garners Field development to support further local transport improvements, from the s106 agreement and discussion required to develop a programme. Residents are reminded that the County Connect service has been reinstated, with parish funding, for people who register to use it, and that over-60s bus passes are accepted on this service. Information
1706-10 Village Hall
1706.10-222 The new boiler is working well.  Confirmation required that its guarantee registration has been received. Clerk
1706-50 Finance & Administration
1706.50-223 The financial statement for MAY 2017 was received and APPROVED. Information
1706.50-224 A total of 5 payments totalling £1108.58 were APPROVED. In compliance with relevant regulations those exceeding £100 are detailed below : Information
Complete Weed Control : £276.00 for weed control spraying around villages. information
Expenses to the Clerk : £105.48 for supplies purchased. Information
1706.50-225 The 2016/17 Balance Sheet and Income & Expenditure Accounts have been received from our Internal Auditor and these were APPROVED and accepted. The audit documents are shown below Information
1706.50-226 Work continues to complete the Annual Return which will be completed before the deadline of June 30th. Clerk
1707.60-227 As previously discussed it was RESOLVED that the monthly hours paid to the Clerk be increased to 25 to reflect the amount of work being done as evidenced by the time sheets produced. Information
1706.51 Fairport
1706.51-228 The ticket allocation event for this years’ tickets has been confirmed as June 20th with the Village Hall opening at 18:00 -20:30, which has been advertised in the Broadsheet and on the website.  Tickets are only available to RESIDENTS, as per the conditions stipulated by the organisers, 1 per individual.  Our allocation is 110 tickets which will be distributed on a first come first served basis, with any remaining tickets being allocated by ballot to residents requiring a second ticket. Information
1706-60 Planning applications
1706.60-229 No new planning applications have been received. Information
1706.60-230 Application 17/00734/F, 4 The Close, Main Street, GB has been withdrawn. Information
1706.60-231 A copy of the s106 funding agreement re the Garners Field development will be requested from the CDC Planners. Clerk
1706-70 Correspondence
1706.60-232 Letter received from Castle Water confirming that they have taken over the business accounts of Thames Water and are now our supplier for the new Allotments site received, and requesting that we pay by DD.  This has been declined as we would be in breach of the financial regulations governing how Councils must pre-authorise all spending. Information
1706.60-233 A complaint was received from a resident regarding the height of the verges at the junction of Main Street/Southam Road.  The Clerk has contacted OCC Highways, the responsible authority, and the verges have now received their annual cut.  If future concerns are expressed then these should be reported on the FixMyStreet website identifying vegation as the issue. Information
1706.60-234 The concern expressed earlier regarding the dumping of garden waste by contractors working in Pinson Close has been followed up with Avoncroft Homes, who have confirmed it is not their employees.  This is now being discussed with South Oxfordshire Housing Association. Clerk
1706-80 New business
1706.80-235 Contact is being made with our contractor to have a first cut of the verges within the village boundaries, as grass is growing quickly and the OCC annual cut is not anticipated until end July.  This cut is funded by the Parish Council. Clerk
1706-90 County Councillors report
1706.90-236 CCllr Reynolds advised that the proposed new Country Park alongside the motorway, adjacent to the Banbury Gateway retail park, has now been approved and funding established so that work can commence.  He reported that Banbury Town Council  understand that some of the land within the new park, between the railway and the River Cherwell, north of the M40, falls within the Bourtons Parish boundary.    The Chairman  commented that with the closure of the railway level crossing on the former permissive path below Park Farm, Little Bourton, residents had lost their logical and easy access to this new Park. We will investigate if any other short access route is possible. Eventually access would be possible from the new Hanwell View estate. Clerk                            CCllr G Reynolds
1706.91 District Councillors report
1706.91-237 Following the relocation of DCllr Atack he will no longer be attending meetings.  CCllr Reynolds advised that CDC had confirmed that no immediate election will be held to replace him, and that DCllr Atack will still attend to local matters via email until his replacement is in post. This is likely to be next year, due to the uncertainty around the future of OCC and a Unitary Authority Information
Date of next meeting : Tuesday July 4th  in the Village Hall, at 7.30pm.
Meeting closed at 21:40 hrs
Minutes drafted by the Clerk on 07/06/17.


Audit documents can be seen here, here and here.

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