Minutes February 2008

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Tuesday 5th February 2008

Present:-

Charlie Haynes, Chairman (CH)

Wally Cox, Vice Chairman (WC)

Duncan Hatfield (DH)

Mrs K Stratford, Minutes Secretary (KS)

Roy Jones (RJ)

Peter Cox (PC)

Gill Cox (GC)

Angie Tiwari (AT)

Nils Bartleet (NB)

John McGinn (JMcG)

Graham Swift(GS)

Cllr Mary Clarkson

Cllr van Zyl

Mr LeRoy Garner, Clerk (LG)

Michael Cadd (MC)

Requests from Members of the Public to Speak

One received

1. Apologies for Absence

None

The Chairman requested that Councillors declare any personal interests at any point on the agenda.

2. Minutes of Last Meeting

The previous minutes were rephrased with regard to the precept, as the minutes give a figure

which was incorrectly calculated. What was agreed at the meeting was a sum of 10%. This

was not recorded in the January minutes which were circulated at the February meeting.

Under Parish Bulletin – Hugh Dream unable to continue as editor due to personal circumstances. DH and GC to take over.

The Chairman was authorised to sign off the amended version of the minutes.

3. Matters Arising from Minutes

No matters arising not appearing elsewhere.

4. Correspondence

Notice of Parish Transport Representatives Meeting on Monday 25th February 2008. Nothing affecting the Parish, but councillors welcome to attend.

Neighbourhood Constitution 2007/2008 – see later under the minutes.

5. Planning

Current

51 Marsh Lane – erection of single storey extension. No comment.

“Barn Walls” Pond’s Lane – revision of earlier application which was refused. No comment.

55 Rippington Drive – conversion into 2 flats (one two-bed, one one-bed). No parking spaces at a mid-terraced property. Loss of family home, inadequate parking, changing the nature of the estate. To be called in.

Dealt with between meetings.

20 Ashlong Road - new dormer windows – no comment.

25 Mortimer Drive – no comment – erection of single storey front and rear extension (large, but plenty of land available).

14 Mortimer Drive – erection of side and rear single story extension “granny annexe” – no comment.

The Clerk wrote to city council regarding erection of fence at Bolts Lane. The Council has stated no law has been breached – the fence is legal.

2 Mortimer Drive – The Clerk asked Planning Enforcement to take a look – they confirmed they are going to keep under review.

6. Boults Lane Development Project

The Chairman was asked to meet with the architect and the Football Club to discuss what goes inside the Pavilion. This project is now back on-track and the rest of the Steering Committee will be invited to further meetings as these are called. The Chairman apologized for attending a meeting without the Steering Group. All communication will go through the Chairman. The price has now gone up substantially.

7. Recreation Grounds

Press TTS for the certificate for the draining scheme to confirm it is completed to standard. This will be done when the work is completed, but the work is not completed yet. Noted it drained well in the recent heavy rains.

Had a meeting of the play sub group. DH has drafted a letter to send out to all local groups. Hope to have a 2 – 3 year project. We hope to have an open meeting at Mortimer Hall early in May. The Head at St Nicholas School has been approached and is enthusiastic to be involved with the project. The group requested a small fund of £50 to cover administration costs. It was agreed to cover all expenses.

The group requested a copy of the last ROSPA report and would like to carry out an audit of current equipment. The Chairman requested to receive copies of all correspondence. There is a Play and Sports seminar in May which up to two members of the steering group may attend. This was agreed. LG, GC

8. Finance

The following accounts were paid:-

Mr Hook: Fixing Burial Ground Seat to Paved Area - £575.00

Orchard Street Furniture: Burial Ground Seat - £486.81

Peter Cox: Reimbursement of Deposit on New Burial Ground Mower - £20.00

Get On Line Ltd: Web Rental - £111.63

Precept (hard copy provided to councillors before meeting)

The correct precept figure is £55,500 and was incorrectly calculated at the last meeting, and incorrectly printed in the Marston Times, and must be corrected.

Correspondence received from Adrian Wood suggesting that the Clerk has said due to incorrect calculations the precept would be recalculated.

The Clerk reported that the City Council agreed £18,225 drainage and £1,355 computer of the precept as Special Expenses for the area, being part of the cost of draining the Recreation Ground and computer, otherwise included in the City Council part of the Council Tax therefore deductable from the precept. The amount chargeable to the Parish being reduce to £35,920. LG

Auditor – Mr Carrington can not continue as auditor. The Chairman and Clerk are looking for another local auditor, and the Parish Council is asked if anyone else they know. This will be on the website and in the Marston Times. The Audit Commission have reappointed our national auditor (with whom we have dealt with for the past 5 years). ALL

9. Burial Ground

The grave digger has agreed to make good the sunken graves without charge.

Fees and conditions were approved November 2006, but a need to review again has been identified. PC, the Chairman and Clerk have reviewed. The Parish Council were asked to agree the following changes:

Agreed to reserve a space for a spouse or civil partner, but no more (i.e. no spaces reserved for children).

Paragraph 1 delete “those born in the parish”.

Agreed there will be no reduction for those under 18, but a 50% discount will be available for burials for those under the age of 11.

Paragraph 3 the reinstatement of grass.

Paragraph 4 the cost for the internment of ashes will be the same as in an existing grave or in the area for ashes (£125).

Paragraph 5 photographs will be permitted, no larger than 15 x 20cm, subject to parish council approval.

Paragraph 8 flowers to be removed, insert one month after burial.

Paragraph 9 insert “single plots are not large enough to accommodate caskets and vaults but requests to purchase two adjoining will be considered” and change “requested to remove rubbish” to “obliged to remove rubbish”.

Regarding the Internment of Ashes

Paragraph 1 Take out “plots will not be reserved but allocated in sequence”. And remove the duplication of number 4.

Paragraph 5 Take out the word “graves”

As for graves with regards flowers to be removed and obligation to remove rubbish.

The Parish Council agreed all changes as discussed.

The old mower needs replacing (although will be repaired and kept as a spare). PC got permission to purchase from the Chairman and the Vice Chairman and has paid a deposit. PC

10. Highways

Vivien Jones requested to speak under this item.

Letter received from the County Council (previously circulated). No views to be expressed by the Parish Council.

Several members of the public from Ashlong Road. Going to be no parking. Issue of people parking in Ashlong Road for access to hospital. People returning home can not park and sometimes can not access their own drives. This blocks access by ambulances, etc.

Cllr Clarkson suggested residents contact the county council directly, as they went to a lot of trouble to get things right street by street in New Marston.

There are driveways in Ashlong Road, but most are shared. Risks people knocking their walls down to make additional parking.

Residents want residents parking in the street (no reserved spaces, no marked bays, but need parking permit. Wanted for 24 hours a day).

The Chairman agreed to propose this to the County Council on the residents’ behalf, but noted that where this is implemented elsewhere, it’s in zones, so this would not be helpful to the residents of Ashlong Road. However, the Parish Council will propose on behalf of the residents.

Noted that the feasibility study has not yet been carried out in Old Marston.

Direction sign for St Nicholas church – quoted for £140, so enquired what the price would be if we could get two – awaiting response. The Chairman recommends we go ahead with both signs, even if the price is to be doubled. This was agreed LG

Loose flint on the flyover, by the Elsfield Road. This is out of our districted, and needs to be raised with the appropriate authority. RJ raised the issue

Subsidence on slip road, exiting Old Marston on approach to A40. The Clerk to investigate. LG

Sign missing or removed on the island leading to St Nicholas School – believe this was removed due to a road traffic accident, and if this is the case it will, therefore, be returned.

Mr Hook has quoted for moving the noticeboards (£110), to replace the aging ones. The Clerk has met the Licensee at Jack Russell who is quite happy with the proposed change.

11. North East Area Committee

Two meetings. The first meeting – nothing affecting the council. The second meeting – nothing affecting the parish, so there was no attendance at either. No agenda yet received for the next meeting. NB commented that he always keeps the paperwork from each Area Committee for 2 – 3 months if any member wants to look at anything.

12. Parish Council Bulletin

GC/DH have written 5 pages, but there are still a couple of articles outstanding (precept and achievements of the parish council over the past year), waiting on the Clerk to provide. Alan Jones to do a short article on Local History. The Chairman thanked DH/GC for all their hard work, much appreciated by the Council. LG

13. Allotments

The Chairman’s report has not been produced yet. There has been an increase in members. The big problem will be replacing the items that have been stolen, and ensuring these are secured in the future. The hedges have not been cut, although the gatepost has been secured.

The Clerk is still waiting for a meeting with Mr Ward. LG

4. Website

Nearly 1,500 hits during the past month – from all around the world as well as people from the village. Lots of people looking up local groups, and the local media check out regularly.

Host fee will be due again in March. Fees about £90 + VAT per year. Registration every two years, about £90 plus VAT. Proven to be a very useful resource.

15. Any Other Business

GS approached the preservation trust about the boundary between their land and our land. No record retained – lost in the fire. To continue to discuss with them. GS

The Clerk agreed that a fire proof cabinet was required. The council agreed the purchase, and the Vice Chairman will place and order. The Clerk to produce a list of the documents he holds by 31st March 2008. Some of these are duplicates, some are replaceable. LG

Can hold minute books in storage at the Records Office, as previously agreed.

Risk Assessment – Confirmed by the OACC, legal obligation under Duty of Care. DH has agreed to carry out the risk assessments by 29th February 2008. DH

Need to carry out a PAT test on parish council supplied equipment. The Chairman to find

an electrician to carry out and complete by 29th February 2008 CH

Job Descriptions for Clerk and Finance Officers held by the Chairman, if any member would like a copy. The Clerk, Chairman and Vice Chairman to meet to discuss further on 12th February at 8:00pm at Mortimer Hall. CH/WC/LG

The Chairman suggested that in the future, we move towards a computerised burial system. The Clerk cautioned that as computers change and older information can no longer be accessed. DH stated it is possible to re-format. The Chairman to investigate the cost. CH

16. Date of Next Meeting

Tuesday 4th March 2008. Agenda to be agreed.