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					                           NORTH HINKSEY PARISH COUNCIL
MINUTES OF THE PARISH COUNCIL MEETING HELD ON THURSDAY 29th JANUARY
2009, AT 8.00PM, IN THE SEACOURT HALL, BOTLEY.


Present:           The Chairman of the Parish Council Councillor Mrs. B. A. Newport and Councillors
                   Mrs. J. Bartlam, E. Batts, Mrs. A. Dykes, S. Elliott, Mrs. J. Godden, G. P. Parkhurst,
                   P. C. Pheysey-Jones and P. C. Stevens.

Others Present:    District Councillor T. Quinlan, Mr. Dowie, Mr. Miller and A. J. Stone (Parish Clerk).


08/117      APOLOGIES FOR ABSENCE.
            Apologies for absence were received from Councillors N. Q. Khan and Mrs. V. Warner.

08/118      DECLARATIONS OF INTEREST
            Councillor S. Elliott declared a personal and prejudicial interest in agenda item 08/108 Council
            Matters 12). Allotments – Plots 95 and 97, as his wife was one of the allotment holders who was
            interested in the use of polytunnels.

08/119      MATTERS RAISED BY MEMBERS OF THE PUBLIC ONLY
            There were no items raised by members of the public.

08/120      URGENT BUSINESS APPROVED BY THE CHAIRMAN OF THE COUNCIL
            The Chairman, Councillor Mrs. B. A. Newport reported that the Allotments Sub-Committee had
            requested to be allowed to withdraw the resolution on the agenda at 08/124/4 Allotments Sub-
            Committee……… and replace it with the following resolution.
            Councillor S. Elliott proposed and Councillor J. P. Bartlam seconded the replacement
            resolution, namely,
            ‘The Allotments Sub-Committee wishes to replace the resolution shown under 08/12/04 of
            the agenda concerning the maximum number of plots………., with,
            The Allotments Sub-Committee wishes to remove item 08/12/04 as additional information
            has now come to light which the Sub-Committee wish to consider before deciding on an
            allocations policy and subsequent recommendation to the Parish Council’.
            Councillors UNANIMOUSLY AGREED to accept the replacement resolution and fully
            supported the further review process.

08/121      APPROVAL OF THE MINUTES OF:
            i). The PARISH COUNCIL MEETING held on Thursday 18th December 2008, were AGREED
                as an accurate record and signed by the Chairman of the Parish Council.

08/122       APPROVAL/CONSIDERATION OF SUB-COMMITTEE MINUTES
             i). The minutes of the ALLOTMENTS SUB-COMMITTEE meeting held on Thursday 8th
                 January 2009, were AGREED as an accurate record and signed by the Chairman of the
                 Parish Council.
            ii). The minutes of the FINANCE AND GENERAL PURPOSE SUB-COMMITTEE meeting
                 held on Thursday 15th January 2009, were AGREED as an accurate record and signed by the
                 Chairman of the Parish Council.

08/123     CLERKS REPORT
           Councillors NOTED the following: -
           1). Playing Fields
               Scheduled Playing Field Safety Checks - Update
               Tony Honey had reported that the play equipment was in working order.
         2). Courses/Meetings/Consultation Documents, Advice and Correspondence – Details for
             Councillors Information
             a). The following councillors represented the Parish Council at the following meetings:
                  Your Vale – Your Future: The Core Strategy Preferred Options Meeting at
                  Wantage on Thursday 22nd January 2009
                  Councillors E. Batts and P. C. Stevens.
                  Oxford Flood Strategy - West Oxford Community Centre between 6th/8th January
                  2009
                  Councillors Mrs. B. A. Newport, G. P. Parkhurst and the Parish Clerk.
                  Flood Alliance Meeting at the Town Hall on Thursday 15th January 2008
                  Councillor Mrs. B. A. Newport
             b). The Council had received the following details/sent the following correspondence or
                  arranged the following meetings: -
                  i). A letter from Andrew Morgan, Head of Property Services, V.W.H.D.C., concerning
                      the roof at Seacourt Hall. (See attachment)
                 ii). Confirmation from Malcolm Denton, Chairman, Rural Abingdon Neighbourhood
                      Action Group (NAG) that he would talk about NAG activities and aims at the
                      Annual Parish Meeting in March 2009.
                iii). A letter had been sent to the Rt. Rev. John Pritchard, Bishop of Oxford, thanking him
                      for agreeing to act as ‘Speaker’ at the Remembrance Day Service in November 2009.
                iv). The Vale had again asked that councillors be reminded: -
                      a). that any gifts or hospitality accepted or not, over £25, offered to them in their
                          capacity of councillor, should be declared as an amendment to their registrable
                          interests declaration.
                      b). they are required to keep their Register of Interests updated at all times. Any
                          amendments must be notified to the Democratic Services Division, V.W.H.D.C.,
                          within 28 days.
                 v). The County Council had informed the Parish Council that the proposed road works on
                      Cumnor Hill have been postponed due to badgers resettling in the area of the proposed
                      road works, which will now probably be undertaken during the school summer
                      holidays.
                vi). Stagecoach propose to renumber the 100 bus service to S1 from 25th January 2009,
                      which will then belong to a group of bus routes known as ‘S-Series’.
                vii). A letter from the Chairman of the Vale of White Horse District Council, Councillor
                      Alison Rooke, thanking the Parish Council for inviting her to the Remembrance Day
                      Service.
               viii). Poppy Appeal – The total collected for the local area was £6,209.67, of which £266-25
                       was collected at the Remembrance Day service.

08/124   COUNCIL MATTERS
         1). Resignation of Councillor Mrs. J. C. Laver
             The Chairman of the Parish Council, Councillor Mrs. B. A. Newport reported that she had
             received a resignation letter from Councillor Mrs. J. C. Laver. This took effect from
             Wednesday 28th January 2009.
             The Allotment Sub-Committee was therefore one member short of its minimum
             membership and Councillor Mrs. J. Godden agreed to serve on the sub-committee for the
             remainder of the municipal year.
             Councillors thanked Mrs. Laver for all the good work she had undertaken on both the
             Allotments and North Hinksey Nature Reserve and wished her well in the future on her new
             projects and interests.
             The Parish Clerk added his own personal thanks for the day-to-day local administrative work
             she had undertaken in running the allotments. He also confirmed that Mrs. Laver’s
             resignation was due to the large number of other interests, which were now taking up most of
             her free time.
             Action: The Parish Clerk to write to ex-Councillor Mrs. J. C. Laver
         2). Budget Process/Timetable 2008/2009
             Following a request from councillors to be more involved in the preparation of their
             committee budgets, the Parish Clerk and Responsible Finance Officer submitted
       recommendations for the budget process leading to agreement of the 2009/2010 precept.
       Councillor Mrs. J. Godden believed it was essential that councillors had a means of
       suggesting to sub-committees possible new items of expenditure/changes in policy.
       Councillors agreed this should be done by putting new proposals in writing to the
       respective sub-committee chairman.
       Councillor E. Batts proposed and Councillor G. P. Parkhurst seconded the resolution
       that ‘the proposals recommended by the Clerk and Responsible Finance Officer for the
       budget process 2009/2010 onwards be adopted’.
       Councillors UNANIMOUSLY AGREED the resolution.
3).    Reports of Councillors attending Meetings as Council Representatives
       a). Oxford Flood Strategy - West Oxford Community Centre between 6th/8th January
            2009
            Councillors Mrs. B. A. Newport, G. P. Parkhurst and the Parish Clerk gave brief reports
            on the meeting There would be an open meeting in February 2009 and the Environment
            Agency would be consulting on a number of new options to alleviate local flooding.
            Some of the options may have an effect on North Hinksey.
       b). Flood Alliance Meeting at the Town Hall on Thursday 15th January 2008
            Councillor Mrs. B. A. Newport had attended the meeting, which was more for agencies
            rather than the Parish Council.
       c). Your Vale – Your Future: The Core Strategy Preferred Options Meeting at
            Wantage on Thursday 22nd January 2009
            Councillors E. Batts and P. C. Stevens gave a brief report on the proposals included in
            the Vale’s Core Strategy (2006 – 2026), which once approved would replace the current
            Local Plan. They reminded councillors of the importance of attending the local meeting
            in the Seacourt Hall on 5th February 2009.
4).    Allotments Sub-Committee – Resolution to Change the Maximum Number of
       Plots/Poles than can be Worked by a Single Allotment Holder/Household
       The following resolution proposed by the Allotments Sub-Committee ‘that the Parish
       Council should adopt the following rule from 1st October 2010 to help reduce the waiting list
       and allow a greater number of different people/households to benefit from allotment usage:
        ‘The maximum number of allotments that could be hired by a single
        individual/household is 2 plots, or 20 poles, whichever is the smaller in size’, was
       WITHDRAWN and replaced by the resolution APPROVED in Agenda Item
        08/120 URGENT BUSINESS APPROVED BY THE CHAIRMAN OF THE
       COUNCIL.
5.).   Allotments Sub-Committee – Clarification and Update of Tenancy Conditions to
       Reflect Statutory Requirements
       Councillors S. E. Elliott, G. P. Parkhurst and the Parish Clerk explained the changes to the
       existing tenancy rules, which were mainly for clarification purposes and an additional
       statutory requirement imposed by the Environment Agency on behalf of Thames Water,
       affecting structures built within 8 metres of the banks of the Seacourt Stream.
       Councillor P. C. Pheysey-Jones believed that there were still some allotment structures
       inside the 8 metres limit. Councillor Parkhurst and the Parish Clerk confirmed that the
       Environment Agency had only identified one structure that had to be removed.
       Councillor S. Elliott proposed and Councillor Mrs. J. P. Bartlam seconded the
       resolution that ‘the Parish Council AGREES to ADOPT the updated Tenancy Rules
       from 29th January 2009’.
       Councillors AGREED the resolution by 8 votes to 1 vote (Councillor P. C. Pheysey-
       Jones voting against and Councillor M. Harper abstained from voting).
6).     Allotments Sub-Committee – Conditions for the Use of Polytunnels
        Councillor S. Elliott having declared a personal and prejudicial interest in this item as his
        wife was one of the tenants who would be interested in the use of polytunnels took no part in
        the debate or decision-making process.
       Councillor G. P. Parkhurst and the Parish Clerk explained the safeguards that the Allotments
       Sub-Committee would introduce before any polytunnels were erected on plots 95 and 97.
       These were: -
       a). Consultation with existing tenants about the proposed change of use and to report their
           views, if possible, to March or April meeting of the Parish Council.
       b). Establish the proposed size of the polytunnels and report that information to Councillor
          P. C. Stevens, Chairman of the Planning Committee, so he can determine whether they
          need planning permission.
      c). Confirmation that the polytunnels would not be used for commercial purposes.
      d). Confirmation that there would be no costs falling on the Parish Council.
      e). Change the Allotments Sub-Committee’s Tenancy Rules/Constitution to allow for the use
          of polytunnels.
     f). Before the plots are allocated for polytunnels, they are offered to the other people on
          the current waiting list.
      g). That plots 95 and 97 are allocated to different people.
      Councillor M. Harper proposed and Councillor E. Batts seconded the resolution that
      ‘following consultation with other allotment holders and the acceptance of the principle
      of polytunnels, the Parish Council AGREES to ADOPT the proposed guidelines/rules
      in relation to the introduction of polytunnels on Plots 95 and 97.
      Councillors UANIMOUSLY AGREED to SUPPORT the resolution.
7). Car Club Scheme for North Hinksey
     Councillor G. P. Parkhurst informed the meeting that he had spoken to the Parish Plan
     Steering Group about the proposal and had prepared a draft article for a future edition of ‘The
     Sprout’ to gauge local interest in a scheme.
8). Reports from Chairs of Other Committees (Progress/Issues of Interest)
      i). PLANNING COMMITTEE
          The Chairman, Councillor P. C. Stevens updated the meeting on the recent Planning
          Inspectorate’s decision to uphold an appeal against refusal to grant planning permission
          for works at the Old Manor House, 20 North Hinksey Lane.
     ii). ALLOTMENTS SUB-COMMITTEE
          a). 5 Bar Gate
          The Parish Clerk reported that the gate would remain locked until replaced during 2009.
    iii). HIGHWAYS SUB-COMMITTEE
          Nothing further to report.
    iv). FINANCE & GENERAL PURPOSES SUB-COMMITTEE
          Nothing further to report
     v). NORTH HINKSEY NATURE RESERVE
          The Chairman, Councillor Mrs. J. P. Bartlam reported that the nature reserve was being
           nominated to the Oxford Preservation Trust for an environmental award. A tree was
           being planted in the nature reserve in memory of Margaret Hills.
    vi). PLAYING FIELDS SUB-COMMITTEE
          The Chairman, Councillor E. Batts informed the meeting that the Oxford Conservation
           Volunteers would be undertaking a day’s work in the copse in March 2009. There was a
           possibility that they might return for a further days work in May 2009.
   vii). REMEMBRANCE DAY SUB-COMMITTEE
           Nothing further to report.
   viii). CHAIRMANS AND WEB MASTERS REPORT
           Nothing further to report.
     Other Connected Organisations
    ix). LOUIE MEMORIAL PAVILION TRUST
           Nothing further to report.
     x). FRIENDS OF THE LOUIE MEMORIAL PLAYING FIELDS
           The Chairman, Councillor Mrs. B. A. Newport briefly summarised recent work
           undertaken by the committee which included a grant application to ‘Parks for People’.
    xi). SEACOURT HALL MANAGEMENT COMMITTEE
           a). Repairs to the Seacourt Hall roof – an update.
               The Chairman, Councillor Mrs. B. A. Newport and the Parish Clerk informed the
               meeting that the Vale’s Head of Property Services had referred the Parish Council’s
               recent correspondence about the leaking roof and the lease to their legal department.
               The Parish Council had also been informed that it may be a number of months before
               the letter is dealt with.
               Action: District Councillor T. Quinlan agreed to establish whether it had been
               referred as a result of a lease issue or because the original roof building works had
               subsequently been proven to be of a sub-standard quality.
                   b). A rent increase was planned from 1st April 2009 and elderly groups had been
                       encouraged to apply to the Parish Council for grant aid towards their rental costs.
            xii). BOTLEY TRAFFIC ADVISORY COMMITTEE
                   Nothing further to report.
            xiii). NEIGHBOURHOOD ACTION GROUP
                   Councillor Mrs. B. A. Newport spoke to her circulated report on the recent
                   Environmental Visual Audit. Fewer problems had been identified at this audit in
                   comparison to those identified at the last one.
                   a). Seacourt Stream in North Hinksey Lane – Removal of bank vegetation. Councillor
                       E. Batts confirmed that the OCC Highways Division was planning to do this work.
                        Action: County Councillor Mrs. J. Godden to check that the work will be done.
                   b). North Hinksey Lane
                        Water erupting in the middle of the road and flowing into the road by the entrance to
                        the primary school. It was still iced up at 2.30pm and potentially quite dangerous.
                        Action: County Councillor Mrs. J. Godden to raise with the OCC Highways
                        Division to ensure that the water source is investigated and gritting is undertaken
                        on the iced areas.
                    c). Sweetmans Road at the Yarnells Hill Junction
                        The road surface is poor and water may be getting underneath the road surface.
                        The Parish Clerk confirmed this had already been reported to the OCC Highways
                        Division who would be undertaking repairs in the near future.
                    d). Footpath between Yarnells Hill and Laburnum Road
                        Offensive graffiti on side of house and fencing. The meeting was reminded that
                        responsibility for removing graffiti lay with the property owner.
                        Councillor Mrs. J. Godden wondered whether the Parish Council could pay for the
                        graffiti to be removed. The remaining councillors were opposed to the proposal on
                        the basis that there were many private properties with graffiti on them and if one was
                        helped all other owners would have to be treated the same. The council simply did
                        not have any spare funds to meet what would be the considerable cost of the works.
                    e). Louie Memorial Fields
                        Offensive graffiti on games wall and skatepark. This had been removed on a number
                        of different occasions, but is resprayed within a matter of days.
         9). Progress of the Parish Action Plan
              Councillor G. P. Parkhurst reported that the Parish Plan Steering Committee had set up its
              own web-site, which allowed comments to be made on it.
              The Steering Group was planning to hold a consultation event on Saturday 28th February
              2009. Further details would be made available in the near future.

08/125   REPORTS FROM COUNTY AND DISTRICT COUNCILLORS.
         County Council
         County Councillor Mrs. J. Godden reported the possible closure of the Wolvercote Flyover and
         road running from Wytham to Wolvercote to allow the new A34 spare carriageway to be opened.
         District Council
         District Councillor T. Quinlan informed the meeting that the Old Goal at Abingdon should get
         planning permission on Monday 2nd February to convert it into restaurants, dwellings and
         apartments.

08/126   OTHER DOCUMENTS AND LETTERS RECEIVED
         Oxfordshire County Council Campaign Against Domestic Abuse – Poster put on noticeboard
            “           “     “     Home to School Newsletter – Spring 2009
         VWHDC                      Vale Community Safety Letter – Winter 2008
         T.V. Police                Leaflets on Police Stations
         NHS                        Health newsletter – Winter 2008
         DIS                        Circulars 699 and 700
         BBOWT                      Upper Thames Update – January 2009
           “ “                      Wildlife News and Diary – January 2009
         Royal British Legion       Details of local collection 2008
08/127   ACCOUNTS FOR PAYMENT.
         Ch. No. Payee                       Expenditure                                    Amount
         101690   Oxford Inspires            Replacement Cheque for 101683 (Wrong payee) £ 100.00
                                             Grant Cheque
         101691   V.W.H.D.C.                 Servicing Dog Bins 01/07/2008 – 30/09/2008 £ 146.18
         101692   Graham Sillman             Installation of Safety Strips on NHNR Bridge £ 462.00
         101693   NH Parish Publications     Newsletter 2009                               £ 150.00
         101694   Youngs Tree Services       Fell and remove Maple tree on Allotments      £ 500.00
         101695   V.W.H.D.C.                 Servicing Dog Bins 01/10/2008 – 31/12/2008 £ 146.18
         101696   A. J. Stone (Petty Cash)   Print cartridges, paper, stationery etc.      £ 186.07
         101697   The Sprout                 20mph Zone meeting advert                     £ 37.50
         101698   Seacourt Hall              Advanced Rent payment 2008/2009               £ 700.00
         101699   M. Rankin                  Part-Time Pavilion Caretaker – January 2009 £ 135.60
         101700   A. R. Honey                Litter Picking & Safety Checks – 01/01/2009 – £ 110.60.
                                             28/01/2009
         101701   A. J. Stone                January 2009 Net salary + travel + 50%
                                             broadband                                     £1,299.59
                                                         Total Expenditure                 £3,973.72

08/128   DATES OF FUTURE MEETINGS
         29th January 2009  Playing Fields Sub-Committee (7.00pm)
         29th January 2009  North Hinksey Nature Reserve Sub-Committee (7.30pm)
           th
         29 January 2009    Council (8.00pm)
         12th February 2009 Planning Committee (7.45pm)
         26th February 2009 Council (8.00pm)
          5th March 2009    Planning Committee (7.45pm)
         12th March 2009    Annual Parish Meeting (8.00pm)
         26th March 2009    Council (8.00pm)




         The meeting finished at 9.35pm

				
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