NORTH HINKSEY PARISH COUNCIL
MINUTES OF THE MEETING OF THE PARISH COUNCIL HELD ON THURSDAY 22nd OCTOBER 2015, AT 8.00PM, IN THE SEACOURT HALL, BOTLEY.
Present: The Chairman of the Parish Council Councillor D. Kay and Councillors Mrs. P. Allen,
L. Berrett, C. Church, Mrs. A. Dykes, Mrs. J. Hammett, Ms. A MacKeith, R. Mayne and
A. Pritchard.
Others Present: County Councillor Mrs. J. Godden, Ms. S. Dowe (Elms Road Children Centre),
2 members of the public and A. J. Stone (Parish Clerk).
The Chairman announced that the meeting would be audio recorded and asked anyone recording the meeting
to comply with the Parish Council’s guidelines.
The Parish Clerk reminded the meeting that Ex-Councillor Alex Russell had recently died. He had served on the Parish Council for a period of 28 years. Councillors showed their respect by observing a minute silence in his memory.
15/64 APOLOGIES FOR ABSENCE
Apologies were received from Councillors J. Bolder, Mrs. V. Carr, A. Hardiman,
L. Kunzemann, C. Potter and District Councillor Mrs. D. Hallett and Mrs. E. Smith.
15/65 DECLARATIONS OF INTEREST
There were no declarations of interest.
15/66 APPROVAL OF THE MINUTES
i). The minutes of the PARISH COUNCIL MEETING, held on THURSDAY 17th SEPTEMBER
2015, 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 THURSDAY 3rd
SEPTEMBER 2015, and THURSDAY 24th SEPTEMBER 2015, were AGREED as accurate
records and signed by the Chairman of the Parish Council.
15/67 APPROVAL/CONSIDERATION OF OTHER COMMITTEE MINUTES
i). The minutes of the REMEMBRANCE DAY COMMITTEE MEETING held on
3rd SEPTEMBER 2015, were AGREED as an accurate record and signed by the Chairman of the
Parish Council.
ii). The minutes of the RECREATION AND AMENITIES COMMITTEE MEETING held on
17th SEPTEMBER 2015, were AGREED as an accurate record and signed by the Chairman
of the Parish Council.
15/68 URGENT BUSINESS APPROVED BY THE CHAIRMAN OF THE PARISH COUNCIL
There was no urgent business.
15/69 MATTERS RAISED BY MEMBERS OF THE PUBLIC
There were no matters raised by members of the public.
15/70 QUESTIONS RAISED BY COUNCILLORS
There were no questions raised by councillors.
15/71 REPORTS FROM COUNTY AND DISTRICT COUNCILLORS
County Councillor
County Councillor Mrs. J. Godden’s report had been circulated to councillors prior to the meeting.
She also informed the meeting of possible changes in the way local Business Rates were distributed
to local councils on the basis that 80% went to the County Council and 20% to the District Council,
and the receipts were to be taken as capital rather than revenue money.
It was unlikely that Oxfordshire County Council would be a net gainer under the new system.
District Councillors
District Councillors’ D. Hallett and E. Smiths report had been circulated to councillors prior to the
meeting.
15/72 ACTION REVIEW FROM THE LAST PARISH COUNCIL MEETING
15/53 TALK BY VICKY ROE FROM PERSIMMON HOMES (TILBURY LANE HOUSING
DEVELOPMENT)
a). Contact Details for Persimmon Homes
Vicky Roe and Kevin Chapel (Contract Manager) via main switchboard 01628 502800
Matthew Morgan (Site Manager) can be contacted at the site office.
Stephen Reed (Adoption Manager) via main switchboard 01628 502800
Action: The Parish Clerk had put the following Persimmon details on noticeboards.
b). Ownership of the part of Tilbury Lane from Eynsham Road to the part of the
Lane now owned by Persimmon Homes.
Action: The Chairman and the Parish Clerk were seeking clarification from Oxford
University and then would forward the information to residents of Tilbury Lane.
c). Updated Drawings and Plans
Action: Vicky Roe (Persimmon Homes) was still to forward an updated site map of the
development and details of the proposals for the pathway to Hazel Road (lighting,
fencing ) and the black top pedestrian/cycle pathway with bollards.ac
15/59 COUNCIL MOTIONS
MOTION 1: Facebook page
Action: The Communications Working Group’s report of recommended procedure policy
was an agenda item at this meeting and sought approval so that the policy could be
incorporated in the council’s standing orders.
15/60 COUNCIL MATTERS
1). VWHDC - Botley Supplementary Planning Document
Action: Councillor A. Pritchard had made the agreed amendments to section 3 of
the Planning Committee report which the Parish Clerk had forwarded to all councillors
before sending it to the VWHDC.
2). Seacourt Hall Management Committee – Statement of Future Community
Hall Provision
Action: Councillor D. Kay had forwarded the statement to Mace, and selected officers
and councillors at the VWHDC.
15/73 CLERK’S REPORT
Councillors NOTED that: -
1). Playing Fields
Scheduled Playing Field Safety Checks – Update
Martin Dowie had reported that all the play equipment is in working order.
2). Courses/Meetings/Consultation Documents, Advice and Correspondence – Details
for Councillors Information
The Council had received the following details/sent the following correspondence or
arranged the following meetings: -
a). Meeting with Persimmon Homes on Thursday 29th October 2015 - Councillors D. Kay,
A. Pritchard, the Parish Clerk and Cumnor Parish Councillors would meet with Persimmon
Homes representatives, to continue discussing issues in relation to the development off
Tilbury Lane. (This meeting was subsequently cancelled as the representatives from
Persimmon Homes were unable to attend).
b). Speaker at a Future Parish Council Meeting - Developments in the work of Parish Councils’.
Charlotte Eisenhart of NALC and Christine Lalley (Oxfordshire Association of Local
Councils) had confirmed that they would be able to attend the Parish Council meeting on
26th November.
c). Code of Conduct meeting at the V.W.H.D.C. - The Chairman, Councillor D. Kay and the
Parish Clerk had been invited to attend a training course at Didcot Civic Hall on Tuesday
10th November, between 10.00am -12.30pm. The sessions would cover Members’ conduct,
standards and the requirements around registration and declarations of interests. The course
will be based on the South Oxfordshire and Vale of White Horse Codes of Conduct and
case-handling process.
d). Town and Country Planning Act 1990, Town and Country Planning (Tree Preservation
England) Regulations 2012, VWHDC (North Hinksey Area) Tree Preservation Order No.
03/2015
Councillors NOTED that the above mentioned TPO had been confirmed by the VWHDC
and covered the following trees at Church House, North Hinksey Lane.
a). 2 x Sycamore and 1 x Yew trees.
b). A group of trees which included 1 x Copper Beech, 1 x Cherry and 1 x Holly and a
further group of 3 x Western Red Cedar.
e). Remembrance Day Service – 8th November 2015. All councillors were asked to ensure
that they returned their completed attendance/duties form to the Parish Clerk by 22nd October.
15/74 COUNCIL MOTIONS
There were no council motions.
15/75 COUNCIL MATTERS
1). Risk Management Responsibilities and Schedules (Statutory Annual Review)
Council considered and reviewed the circulated reports from the Parish Clerk and
Responsible Finance Officer (RFO) and satisfied themselves the Asset Register and Risk
Assessment Schedules contained all major assets, had identified the relevant risks and included
adequate action plans to avoid/reduce or control risks and their consequences.
The Chairman, Councillor D. Kay proposed and Councillor A. Pritchard seconded the
motion that ‘Council AGREES the content and ACCEPTS the following reports from the
Parish Clerk and Responsible Finance Officer: -
i). The Schedule of Council Assets (Appendix A)
ii). The Schedule of Financial Administration Risks (Appendix B)
iii). The Schedule of Assets and Risk Assessment (Insurance) (Appendix C)’
Councillors UNANIMOUSLY AGREED to SUPPORT the motion.
2). Annual Review of Audit Effectiveness
Councillors considered the circulated report on the Effectiveness of the Internal Audit function
and the adequacy of the internal audit service and indicated they were happy with the level of
audit service provided to the council.
Councillor C. Church proposed and Councillor Mrs. A. Dykes seconded the motion that
‘Council were happy with the effectiveness of the audit service and reporting provided to
council by Arrow Accounting’.
Councillors UNANIMOUSLY AGREED to SUPPORT the motion.
3). Re-Appointment of the Independent Auditor for the 2015/2016 Accounts
The Parish Clerk explained that council was required to formally appoint an Independent
Internal Auditor for 2015/2016 Accounts, and are asked whether councillors were happy to
re-appointment of Mr. Philip R. Hood, of Arrow Accounting as the Parish Council’s I.I.A. for
that period.
Councillor C. Church proposed and Councillor Mrs. A. Dykes seconded the motion that
‘Council re-appointed Mr. Philip R. Hood, of Arrow Accounting as the Parish Council’s
I.I.A. for the 2015/2016 accounting year’.
Councillors UNANIMOUSLY AGREED to SUPPORT the motion.
4). The Budgets Process for 2015/16 Revised Estimate, the 2016/2017 Original Estimate and
the Calculation of the Precept for 2016/2017
The Parish Clerk explained the budget and precept processes and that the council’s own budget
process would start by talking to committee chairmen in early November 2015. He also
answered a number of questions from councillors concerning their involvement in the process.
5). Oxon CC - Town and Parish Councils Forum – Oxfordshire Together held at the
Kassam Stadium, on 21st September 2015
The Chairman, Councillor D. Kay and the Parish Clerk attended this forum where the County
Council did a presentation about parish and town councils taking on (and paying) for services
currently the responsibility/provided by the County Council. Many of the 13 services highlighted
were not relevant to NHPC but those that had a local connection were: -
i). Weed Control
ii). Salt Bin Management
iii). Vegetation and Drainage Notification Enforcement
The Chairman and Parish Clerk did not recommend that the council took on any of these as
it had other priorities nor did it have the financial or staffing resources to do so. Councillors
were of the same opinion.
Oxon CC Budget Cuts
The Chairman reminded councillors that there was an opportunity for Town and Parish
Councils to have their say at a special meeting hosted by ORCC at Matthew Arnold School
(between 7.00pm-9.00pm) on Monday 9th November 2015. Councillors L. Berrett, D. Kay,
Mrs. J. Hammett, R. Mayne and the Parish Clerk indicated they would attend the meeting.
Councillors AGREED that it would be inappropriate to make any decisions prior to
hearing what the County Council had to say at the meeting on 9th November.
Action: The Parish Clerk to notify ORCC of the attendees.
County Councillor Mrs. J. Godden informed the meeting of the financial problems the County
Council faced as a result of the ongoing requirement to meet central government imposed cuts
and their inability to raise their precept beyond the allowable 2% maximum. However, parish
councils currently could raise their precepts without restriction and the County hoped that they
would do so to allow services, which would otherwise be cut, to continue by either by being
provided by the parish council or clusters of parish councils.
Councillor C. Church believed that things like salt bin management and drainage issues were
not a practical proposition for parish councils to take on. Councillor Mrs. J. Hammett
reminded the meeting that the parish council had arranged for a small number of salt wardens
(the response had been poor) to help distribute salt supplies, but this was not a service that
in anyway should replace the service provided by the County Council. Councillor A. Pritchard
believed services such as salt purchase and spreading should be a centralised service rather than
be provided on a piecemeal basis by parish councils.
The Parish Clerk informed the meeting that the parish council had little spare capacity in its
budget nor did it have any other employees to undertake any additional work and if the parish
council raised its precept by say £11,000 to employ a person/vehicle/local salt purchase/
replacement of salt bins and spreading management, that would result in an increase of the
current precept by around 15%. He also reminded the meeting that recently he had sent out
letters to residents asking them to cut back their boundary hedges with the public footpath, but
the Parish Council had no powers to enforce residents to do so, but the County Council did have
a power to cut the hedge and charge the resident.
6). Children’s Centres
Sue Dowe who ran the Elms Road Children’s Centre and Sue Law (a user of the centre) gave a
talk to councillors on its supportive role within the community. Sue Dowe explained the centre
provided a service for children and parents from a wide area which included North and South
Hinksey, Cumnor and some surrounding villages and West Oxford. As part of their cuts for
2016/2017 onwards, the County Council were proposing 3 options and all of which would result
in the closure of Elms Road Children’s Centre. They were also proposing to cut the funding for
the universal services centres provided. The centre provided many of the universal services and
without the current level of financial support from the County Council; the centre would not be
able to continue providing the current level of universal services. Her understanding was that
the County Council would only provide a budget for the children’s centre to September 2016,
after which the County Council were suggesting that local communities provided the funding.
Currently, the centre was based at Botley Primary School and the County Council had made no
decision on whether it could remain at the school. The annual budget for the centre was just
over £122,000, but there were still a number of unknown factors of the proposals which may
have associated costs.
The Chairman, Councillor D. Kay reported that he and Councillor C. Potter had attended a
meeting on 22nd September, which discussed a proposed scheme to have cluster of parishes
financing centres in their cluster area. There was a proposal that would result in 35 of the 44
centres remaining with the County Council putting a total of £1million and parish councils
raising their precepts to fund the local difference in cost. In the case of the Elms Road centre
the anticipated annual cost would be £50,000 of which the County would pay £20,000,
NHPC, £10,000, CPC £10,000 and other sources £10,000. The centre would no longer be run
by the County Council but will be run by local volunteers.
The Parish Clerk confirmed that the Free Resource funding (Section 137 LG Act 1972) would
be available to use, but this would result in an increase in the current precept of approx. 13%.
It would probably be an issue for local parishioners if it was seen that NHPC residents were
paying for a service provided to families in West Oxford or other villages. There was also the
problem that the County Council had recently indicated that cuts could be made in the library