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8th January 2008

Present:-

Charlie Haynes, Chairman (CH)    Cllr Mary Clarkson

Wally Cox, Vice Chairman (WC)   Mr LeRoy Garner, Clerk (LG)         

Duncan Hatfield (DH)                   Mrs K Stratford, Minutes Secretary (KS)

Michael Cadd (MC)     

Hugh Deam (HD)      

Mr Roy Jones (RJ)

Peter Cox (PC)

Gill Cox (GC)

 

1. Requests from Members of the Public to Speak

None

 

2. Apologies for Absence

Mrs Angie Tiwari, Nils Bartleet, Mr John McGinn.

 

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

 

3. Minutes of Last Meeting

The minutes of the Meeting held on 4th December 2007 were confirmed. The Chairman was authorised to sign off the correct version of the minutes.

 

4. Matters Arising from Minutes

RE:  Correspondence.  It was not clear from the December minutes who is responsible for clearing the water courses.  Clerk reported Environmental Agency had agreed they would carry out the work, although they were not responsible for the land.  WC queried who was responsible, but it was unclear as to who owned/was responsible for the land.

No other matters arising not appearing elsewhere.

 

5. Correspondence

Letters received from Rita Holder, Old Marston Over 50s Club, Mr M Holden, Mill Lane Allotments Association, Marston Saints Football Club.  St Nicholas Society of Bell Ringers, all thanking for the contribution from the Parish Council.

James Lawrie re condition of Royal Mail box (in Old Marston village).  The Clerk is passing on to the Royal Mail.

Letter from overhanging trees from Oxfordshire Association.  They are protected by the fact they are in a conservation area.  OCC Tree Policy – applies only to highways, not conservation areas.

Ordnance Survey – do not need a direct licence.  Can now confirm position with City Council.   The Clerk to do and ask the council to charge us for the cost of printing.  Licence is only £50, but our needs are only meagre.   

Design for sign for St Nicholas church – nothing received as yet.

6. Planning

Current

Land adjoining the Burial Ground, Elsfield Road  - house, revised design – no comment

Decisions

Jack Russell, Salford Road – alterations – Approved

27 Nicholas Avenue – new dwelling – refused

19 Fane Road – conversion into flats – refused

Marston Saints football club have asked for permission for a second big storage container (in addition to the one they currently possess).  To be used to store equipment (gang mower).  The Council agreed permission was granted subject to the wire cage being removed.  The Council agreed to consider a grant towards the cost, if one is requested

Sikh temple on Cherwell Drive.  Has been called in, but been waiting for Highways to comment.

 

7. Boults Lane Development Project

Nothing further to report.  Will resume committee when they are ready.

 

8. Recreation Grounds

No movement further forward, other of the damaged trees – awaiting photos from DH.

White Horse Contractors – no action.  Money on hold until replaced.

 Greenery growing over from recreation ground onto roof of 44 Oxford Road.

 

9. Finance   

Paid between meetings

C. Haynes – reimbursement for a printer for D Hatfield - £99.97

 

The following accounts were also paid:-

Greenbarnes Ltd.:  Notice boards:  £1969.11

Thames Water:  Burial Ground:  £7.94

Total Pest Control:  Moles:  £511.13

Brunel Engineering:  Plaque for seat:  £52.87

L.M. Garner:  Salary and approved expenses:  £1893.44

Marston Church Properties:  Hire of Hall:  £20.00

Salary and approved expenses:

£1893.44

Precept (hard copy provided to councillors before meeting)

The Council had previously undertaken to support the Village Hall Committee to finance improvements and maintenance required to keep a 40 year old building up to modern requirements. The current boiler and radiators are old and inefficient. Replacement costs are £8,500 inc VAT.

 

Annual accounts are in balance, but there are future items which will require budgeting if the Council wants to move forward with them.   Approx £45,000 next year.

 

Suggested an annual increase of 10% next year.  Proposed PC.   Seconded MC.  Agreed by the majority of the Parish Council.

 

The Chairman commented we deal with a balance of approx £24,000 on a yearly basis.  The Parish Council have just over £100,000 in the bank.

 

The figures distributed by the Clerk were accepted without dispute.

 

Taking these into account and the overall increase in prices of 3% it was decided to precept for £59,900. The Chairman was authorised to sign the precept.

 

The Chairman proposed we support Mortimer Hall to the value requested.  Agreed Parish   

  Council will order a new system.   Seconded by PC/RJ.  This will be in the form of a grant.

 WC, GC and CH declared an interest

Marston Saints requested we purchase the container (£3,500) and which will be sold when the new club house is built.   Noted the price seemed very expensive.  The Chairman proposed we support the proposal in principal.  Seconded by PC/RJ.  MC to investigate an alternative on their behalf and report back.

CH declared an interest.

GC requested some money be set aside for the playground.  Suggested £10,000 be ring-fenced this year.

Sent account for Barry Parsons for end of year.

Rent for Marston Saints Football Club to remain at £150.

Denis Ward £156 for rent at end of field

Mortimer Hall £0.05.

 

The Clerk noted to date we have issued 65 cheques.  Last year we issued 43.

 

10. Burial Ground   

Need to look at the rules for the grounds and plots.  The Chairman, Clerk and Peter Cox to form a small sub-committee, discuss and report back to next meeting.   To discuss the purchase of burial plots for the future.   To discuss people having right to be buried if born here.   To be discussed outside this meeting.

Grave Digger agreed to do backfilling 6 months later.   Awaiting a letter of confirmation from him to be held on file.

The Chairman has been contacted by a friend of Steve Woodley wanting to provide a seat.  Agreed that the seat currently on order (£385) will be that seat.  The Clerk will contact him to ask what wording he would like on the plaque.  The seat was delivered, but the wrong size was sent (too big) so had to be sent back.

Litter being left in burial ground.  Notices have been left, but have been ignored.  A wheelie bin can be utilised but will need to be locked.

 

11. Highways

Reply to comments we made regarding the proposed CPZ.  This will be uploaded onto the website, on the noticeboards and a notice in the Marston Times.

Bus shelter at Mortimer Hall.  WC to write to Andrew Burchett.

Butts Lane wall (access to caravan site).  This side is council land, the other side is the landowners.  Clerk is contacting Mr Burchett to advise of pothole.

Clerk has requested the Council cleans the subway.  To be done within next few weeks.

Sent photograph of allotment site to Mr Robertson.   The new fence and gate that has been erected.  Mr Belson will contact the Parish Council once back from leave.

 

12. North East Area Committee

Meeting held before Christmas – nothing affecting Parish Council so did not attend.  Next meeting 15th January and may be a planning meeting on the 22nd.

 

13. Parish Council Bulletin

Nothing new to report.  GC and DH have discussed some ideas for the next issue.

 

14. Allotments

The Clerk spoke to Bob Ward who was going to dig a 4’ ditch on allotment land, but the Clerk has advised of the boundary.  Mr Ward will be meeting the Clerk to discuss.

 

15. Website

Nearly 16,000 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.

More information to be uploaded.

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

 

16. Any Other Business

WC has written to Oxford Association of Local Government.  WC has been researching viability of record office for storage of our archives.  We can deposit and retrieve whenever we want.

Burial books can get back on an irregular basis (a couple of times per year).

They are not able to carry out any scanning on our behalf.  WC might be able to do this on behalf of the Parish Council.

Fire safes also investigated by WC.  Found one that seems highly rated £280 including free delivery that is a suitable size and gives 2 hour protection against fire.  Takes up less space than a cabinet.  WC has alternatives available if the Council would like to make comparisons.

Risk Assessment, Pat Test and JD – Awaiting reply from Oxfordshire Association.

The Clerk has given comments on Job Description to the Chairman and the Vice Chairman, to be discussed between them outside this meeting for further discussion at a later meeting, if required.

Members to let the Clerk know whether they would prefer a soft or hard copy of the minutes and agenda.

Oxclean Event (Oxford Civic Society) doing a big clean up of Oxford in March.  DH proposing to contact all the local groups and Marston Times to promote.  Church hall booked to use as a base.  The City Council will pick up the rubbish afterwards.  DH will supervise for the morning of the 15th March 2008.  DH currently getting suggestions of where people think good places to litter pick would be.  Refreshments will be provided.  Parish Council to pay for the hire of the church hall and any other sundries as a result of the clean up.

Wall of no 69 Oxford Road been knocked down and a drive instated without permission.  The Clerk has spoken to the conservation officer who has said he will take no action.  The Clerk to write to the Highways department.

HD declared an interest.

 

17. Date of Next Meeting

Tuesday 5th February 2008.  Agenda to be agreed.