MINUTES OF THE MEETING OF THE PARISH COUNCIL HELD ON THURSDAY 24th JULY 2014, AT 8.00PM, IN THE SEACOURT HALL, BOTLEY. Present: The Chairman of the Parish Council Councillor A. Pritchard, and Councillors
Mrs. P. Allen, R. Carr, Mrs. V. Carr, Mrs. A. Dykes, Mrs. J. Hammett, A. Hardiman,
D. Kay and Mrs. E. Smith.
Councillor Mrs. P. Allen left the meeting at 8.50pm.
Others Present: 3 members of the public and A. J. Stone (Parish Clerk).
The Chairman announced that the meeting would be audio recorded.
14/40 APOLOGIES FOR ABSENCE
Apologies were received from Parish Councillor E. Batts, C. Church, Mrs. K. El-Barhdadi,
Ms A. MacKeith, S. Sellars, County Councillor Mrs. J. Godden and District Councillor
Mrs. D. Hallett.
14/41 DECLARATIONS OF INTEREST
There were no declarations of interest.
14/42 APPROVAL OF THE MINUTES OF:
i). The PARISH COUNCIL MEETING, held on THURSDAY 26th JUNE 2014, were AGREED
as an accurate record and signed by the Chairman of the Parish Council.
ii). The minutes of the PLANNING COMMITTEE MEETINGS held on:
a). THURSDAY 19th JUNE 2014, were AGREED as an accurate record and signed by the
Chairman of the Parish Council.
b). THURSDAY 26th JUNE 2014, were AGREED as an accurate record and signed by the
Chairman of the Parish Council. (Held within the Parish Council meeting)
14/43 APPROVAL/CONSIDERATION OF OTHER COMMITTEE MINUTES
15th JUNE 2014, were AGREED as an accurate record and signed by the Chairman of the
ii). THE REMEMBRANCE DAY COMMITTEE MEETING, held on THURSDAY 19th JUNE
2014, were AGREED as an accurate record and signed by the Chairman of the
14/44 URGENT BUSINESS APPROVED BY THE CHAIRMAN OF THE PARISH COUNCIL
a). Authorised Cheque Signatories (Chairman on Holiday for August 2014) Councillors UNANIMOUSLY AGREED that Parish Clerk should write to Barclays Bank
informing them that the current Vice-Chairman, Councillor David Kay, is authorised to
sign cheques on the Parish Councils account(s). He replaces Councillor N. Clark, who has
resigned from the council.
Action: The Parish Clerk to contact Barclays Bank.
b). New Councillors Training Course – 3rd September 2014
Councillors UNANIMOUSLY AGREED that the Parish Clerk should book Councillor
Mrs. V. Carr on the OALC sponsored course ‘Roles & Responsibilities – Working with
your Council – Introduction to new councillors’, to be held at Didcot Civic Hall on
Wednesday 3rd September 2014. Action: The Parish Clerk to book a place on the course.
14/45 MATTERS RAISED BY MEMBERS OF THE PUBLIC
There were no matters raised by members of the public.
14/47 CLERK’S REPORT
Councillors NOTED that: -
1). Playing Fields
Scheduled Playing Field Safety Checks – Update
Martin Dowie had reported that the play equipment was in working order.
2). Courses/Meetings/Consultation Documents, Advice and Correspondence – Details for
Councillors NOTED that the Council had received the following details/sent the following,
a). VWHDC -Section 106 Procedures The VWHDC had written concerning a workshop to
review their current undertaking of Section 106 procedures, with a view to improving
how they negotiate agreements and manage the income received from them.
(See agenda item 14/49/8)
b). The ‘LIGHTS OUT’ Event - 11pm on the 4th August 2014 The Chief Executive (Oxon CC)
had written to notify the council of this event, which was to commemorate the centenary of
the start of World War 1. (Details had been e-mailed to councillors).
c). The Next Parish Council Meeting - Councillors were reminded that there will be no Parish
Council meeting in August 2014, the next scheduled meeting will be 11th September 2014.
14/48 COUNCIL MOTIONS
There were no council motions.
14/49 COUNCIL MATTERS 1). Louie Memorial Pavilion – Recent External Painting Works
Councillors considered the circulated contents of an E-mail from the Chairman of the
Louie Memorial Pavilion Management Committee which had identified a number of issues in
relation to the doorframes. The Parish Clerk had requested quotes for the work from Graham
Sillman as the work needed doing as soon as possible and then explained the works involved.
Councillors UNANIMOUSLY AGREED the following quotes to be funded from the
Playing Fields and Pavilion Development Fund:
a). Front Double Doors Framework etc. £347.00
b). External Kitchen Door including a panic bolt etc. £641.00
In relation to the work needed to be done to the roof and shower ceilings it was agreed to ask
Graham Sillman to quote for this work once he had received details from his supplier.
Action:The Parish Clerk to contact Graham Sillman asking him to do the work and also
provide a quote for the roofand ceiling works. Councillor Mrs. E. Smith to investigate
possible grants for the roof and ceiling works.
2). Newsletter Format
Councillor D. Kay discussed his circulated proposals to change the format of the Annual
Newspaper and assured councillors that his proposals were only about the formatting and not
the editing of the newsletter content. Follow discussions councillors were supportive of the
proposed format which they felt would make the newsletter more user friendly, and AGREED
that the initial draft committee content would be prepared by the respective Chairmen,
circulated to councillors for comment and finally agreed at council. The font type, size, colour
of paper and preparation deadlines to be decided at a later stage and Councillor D. Kay AGREED
to help with the initial formatting of the next newsletter. Councillors wanted their details and the
names of the Chairmen included so parishioners knew who to contact. It was AGREED that it
was a collective council responsibility to meet the required deadlines and for Committee
Chairmen to meet and do the initial editing.
Action: Council to agree the outstanding items.
3). Councillors’ Surgeries
Councillor Mrs. E. Smith reported that she and Councillor Ms. A. MacKeith had attended the
surgery held on Sunday 20th July 2014, in the Louie Memorial Pavilion and reported back the
issues that had been raised. Two members of the public had attended in relation to Parish
Council issues and a further 7 had attended the LM Pavilion open event. Councillor Mrs. J.
Hammett advised councillors that they should not approach or put pressure on groups to attend.
The Parish Clerk reminded councillors that any issues raised should be referred back to the
relevant committee for further investigation/debate.
Councillors UNANIMOUSLY AGREED that the proposed surgery for April 2015, (Purdah
issues) be moved to March 2015, and the next surgery held in the Botley Baptist Church on
Saturday 11th October 2014, between 10.30am to 11.30am with Councillors D. Kay,
Mrs. J. Hammett and A. Hardiman in attendance. 4). Remembrance Day Service 2014
The Chairman of the Remembrance Day Committee, Councillor Mrs. V. Carr discussed the
poem or a story, or an interview with someone about memories of the first or second world war.
Councillors UNANIMOUSLY AGREED to SUPPORT the proposal and asked the
Remembrance Day Committee to make the necessary arrangements. 5). Neighbourhood Plan Working Group
Councillor A. Pritchard reported that the Steering Group had a good pre-meeting on 1st July
2014. He explained who were on the group and the experiences they would be bringing to the
group. It was hoped that Kevin Minns would be able to arrange for the Chairman of Winslow
Neighbourhood Plan, (who were currently preparing their own plan), to come and talk to
them/parishioners about their experiences. It had also been confirmed that the group were
required to follow the stages/processes laid down by the VWHDC. It would not be a cheap
process as many bodies undertaking the exercise employed consultant(s). Councillor D. Kay
informed the meeting that it was agreed that neither Councillor Pritchard nor himself would be
Chairing the Steering Group.
6). Leisure Facilities Working Party
The Chairman of the working group, Councillor Mrs. J. Hammett briefly reported on the
outcome of the recent meeting, which discussed the remit, areas to be covered and content/style
or come from to use facilities and identify any shortfall(s) in local provision. This information
could then be used to provide to the VWHDC or be supplementary information for the proposed
Neighbourhood Plan. It was hoped to produce the questionnaire in the next couple of weeks and
deliver a copy to each local household and also speak to local groups. The next meeting would
be in August 2014.
7). VWHDC – Chairman’s Community Awards Lunch – Nominations
Councillors were unable to identify a person who conducted their business in the
in the parish. However, Councillor Mrs. P. Allen informed the meeting that she would be
personally nominating Ms. Janet Fisher of the West Oxford Animal Rescue Centre, who lived in
Action: Councillor Mrs. P. Allen to provide the Parish Clerk with a copy of her nomination
8). VWHDC – Section 106 Procedures – Workshop at the Vale Offices on 4th August 2014
The VWHDC were currently undertaking a review of their Section 106 procedures, with a view to
improving how they negotiated agreements and managed the income received from them. They
had invited representatives from NHPC to attend a workshop to provide them with their views on
Councillors UNANIMOUSLY AGREED that Councillors Mrs. V. Carr and Mrs. J. Hammett
and the Parish Clerk would attend the workshop.
Action: The Parish Clerk to try and arrange a meeting with Doric and Mace in relation to the
proposed new community hall.
9). Grant Application from the Botley Fete Organising Committee
The council received a grant request of £500 to help meet cost of organising the Botley Fete
which will be held in September 2014. The Sprout had given a grant of £200 towards the costs
and the Louie Memorial Pavilion Management Committee would be donating a similar sum. The
organisers referred to the fact that the event had been well attended in the past and encouraged
good community spirit and they would be responsible for any losses that were incurred.
Councillors considered the grant request and Councillor A. Pritchard proposed and
Councillor D. Kay seconded the resolution ‘that council AGREED a grant of £500’.
Councillors UNANIMOUSLY SUPPORTED the resolution.
Action: The Parish Clerk to pay a grant of £500 to the Louie Memorial Pavilion Trustees.
10). Local Highways and Litter Issues
The Chairman, Councillor A. Pritchard informed the meeting that a consultation about the
Vale’s Air Quality Action Plan was open to 15th August 2014 and asked that councillors
sent in their own views in relation to the A34.
11).Brief Quarterly Reports from Chairs of Other Committees (Progress/Issues of Interest)
i). PLANNING COMMITTEE
with 3 contentious planning applications for 34 North Hinksey Lane, 13 Cumnor Hill and
66 Westminster Way and these would be considered by the Vale’s Planning Committee
next Wednesday. Councillor Mrs. J. Hammett reminded Councillor Pritchard that he
still needed to write the letter of complaint to the VWHDC. ii). ALLOTMENTS COMMITTEE, INCLUDING NORTH HINKSEY NATURE RESERVE
AND COMMUNITY ORCHARD
Nothing further to report.
iii). FINANCE & GENERAL PURPOSES COMMITTEE
Nothing further to report.
iv). RECREATION AND AMENITIES COMMITTEE
a). Recent issues at the Louie Memorial playing fields.
Councillors Mrs. V. Carr and Mrs. J. Hammett reported a number of recent issues at
the Louie Memorial ‘Upper’ playing field that had involved the TV Police. The TV
Police would be stepping up patrols at the playing fields.
b). Louie Memorial Pavilion – Works Update
This had been dealt with under agenda item Council Matters 14/49/1
v). REMEMBRANCE DAY COMMITTEE
on the committee. Councillor Mrs. A. Dykes proposed and Councillor D. Kay seconded
the resolution that ‘Councillor Mrs. V. Carr be elected to the vacancy’.
Councillors UNANIMOUSLY AGREED that that Councillor Mrs. V. Carr be elected
to the Seacourt Hall Management Committee for the municipal year 2014/2015. viii). BOTLEY TRAFFIC ADVISORY COMMITTEE
Councillor A. Pritchard reminded the meeting that comments on the questionnaire about
the Local Transport Plan 4 had to be in by 31st July 2014. There would be an exhibition
about the Station Master Plan at the vacant shop in the Westgate Centre on Friday 1st and
Saturday 2nd August 2014.
ix). NEIGHBOURHOOD ACTION GROUP (NAG)
Nothing further to report.
14/50 ACCOUNTS FOR PAYMENT
Councillors CONFIRMED the following payments.
102398 BGG Garden & Tree Care Cutting Playing Field Grass-June 2014 £ 384.93
102399 Rialtas Business Solutions Accounting Package Software Licence £ 130.80
102400 T. H. Neale Cutting V. Green/Churchyard/ NHNR etc. £ 220.50
102401 M. T. Dowie P/T Caretaker Fees July 2014 £ 245.00
102402 A. J. Stone Net Salary July 2014 + 50% Broadband £ 1,432.17
102403 LM Pavilion Trustees Grant towards Annual Fete (Sec. 137 payment) £ 500.00 TOTAL £ 2,913.40 14/51 REPORTS FROM COUNTY AND DISTRICT COUNCILLORS
County Councillor Mrs. J. Godden
County Councillor Mrs. J. Godden was unable to attend the meeting.
District Councillor E. Batt’s report had been circulated.
District Councillor Mrs. D. Hallett’s report had been circulated.
14/52 OTHER DOCUMENTS AND LETTERS RECEIVED
There were no other documents to report.
14/53 DATES OF FUTURE MEETINGS
14th August 2014 Planning Committee (7.45pm)
4th September 2014 Planning Committee (7.45pm)
11th September 2014 Parish Council (8.00pm)
18th September 2014 Remembrance Day Committee (7.00pm)
18th September 2014 Recreation and Amenities Committee (7.30pm)
25th September 2014 Allotments Committee (7.00pm)
25th September 2014 Planning Committee (7.30pm)