Alan Stone, Clerk to the Parish Council E-Mail

North Hinksey Parish Council

Alan Stone, Clerk to the Parish Council E-mail:

27 Long Close, Eynsham Road, Botley, Oxford OX2 9SG Tel. & Fax 01865 861992

Web-site:

10th September 2016

A MEETING OF THE PARISH COUNCIL IS TO BE HELD ON THURSDAY 15th SEPTEMBER 2016, AT 8.00 PM, IN THE SEACOURT HALL, BOTLEY.

Alan Stone, Clerk to the Council.

INFORMATION FOR THE PUBLIC
Members of the Public are encouraged and welcome to attend meetings of the Parish Council. There is a section of the agenda to deal
with any questions or statements from the public. The questions will either be answered at the meeting or subsequently by a
letter/e-mail response.
Any question or statement raised in relation to relevant Parish Council work will be allocated a maximum of 5 minutes
presentation time, and must be notified in writing, (e-mail if you prefer to do this), to the Chairman of the Council (or Parish Clerk),
no later than 72 hours before the scheduled start time of the Council meeting.

Any question in relation to an agenda item will be allocated a maximum of 5 minutes presentation time, and must be notified in writing, (e-mail if you prefer to do this), to the Chairman ofthe Council (or Parish Clerk), no later than 2.00pm on the day before the scheduled start time of the Councilmeeting. Copies of questions or statements will be circulated to councillors in advance of the
meeting so thatthey can consider their contents.
In the case of petitions, the person presenting the petition is allowed a maximum of 3 minutes to present the petition, then
Councillors are allowed time to ask questions for clarification purposes, which may be fact finding, or to establish the accuracy of information in or driving the petition. Petitions must be in writing, in the correct format and must reach the Parish Clerk by 9am on the working day before the meeting at which the petition will be presented. Should a delegation wish to meet the Council they should appoint a spokesperson to act on their behalf, prior to the meeting.

PUBLIC PARTICIPATION AT MEETINGS OF THE PARISH COUNCIL

These will be conducted in accordance with the Council’s Standing Order 44 (Chairmanship Section page 12)Public Participation, and states that outside of the Agenda Item covering Questions from the Public, the public cannot, of right(unless invited to do so by the Chairman e.g. in presenting a petition or answering a question directed to them by Council) take part in the proceedings of the

Council.

FULL COUNCIL CONSISTS OF 14 MEMBERS A QUORUM IS 5 MEMBERS

Councillors are asked to note that this meeting will be audio recorded and beverages will be served from 7.45pm to allow members of the public to have informal discussions with councillors.

AGENDA

16/52 APOLOGIES FOR ABSENCE

16/53 DECLARATIONS OF INTEREST

16/54 APPROVAL OF THE MINUTES OF:

i). THE PARISH COUNCIL MEETING HELDON WEDNESDAY 20th JULY 2016.

ii). THE PLANNING COMMITTEE MEETINGS HELD ON THURSDAY 14th JULY 2016.

16/55 APPROVAL/CONSIDERATION OF OTHER COMMITTEE MINUTES
i). THE REMEMBRANCE DAY COMMITTEE HELD ON THURSDAY 9th JUNE 2016

16/56 URGENT BUSINESS APPROVED BY THE CHAIRMAN OF THE PARISH COUNCIL

16/57 MATTERS RAISED BY MEMBERS OF THE PUBLIC

Emmett Casely, Chairman of the LMPMT

I would like to ask the Parish Council’s permission to start fundraising for the a Pavilion building, as
Trustees of the building, with the PC’s full support. We are aware that there are discussions/consultations
that need to take place to make sure the new building fulfils its potential, but as there is a considerable
amount to be raised, we are keen to start this process as soon as possible.

16/58 QUESTIONS RAISED BY COUNCILLORS

16/59 REPORTS FROM COUNTY AND DISTRICT COUNCILLORS

16/60 ACTIONREVIEW FROM THE LAST PARISH COUNCIL MEETING

16/48 COUNCIL MATTERS
4). Defibrillators
Action: Councillor A. Hardiman to contact the South Central Ambulance Service
and report his findings to Parish Council meeting in September 2016.
5).Councillors’ Surgeries 2016/2017 Municipal Year
Action: Councillor L. Berrett to report to the September meeting of the Parish Council.

7).Request for Use of the Upper Louie Memorial Playing Field and Car Park –
May/June 2017
Action: The organisers to provide more details in a report of their proposals to the
nextmeeting of the Recreation and Amenities Committee on Thursday 8th September
2016,who will then report to the council meeting on Thursday 15th September 2016.

16/61 CLERKS REPORT

1). Playing Fields

Scheduled Playing Field Safety Checks – Update

Martin Dowiehas reported that all the play equipment is in working order.

2). Courses/Meetings/Consultation Documents, Advice and Correspondence – Details
forCouncillors Information

The Council has received the following details, sent the following correspondence, arranged the
meetings or had representatives at meetings: -

a). VWHDC – New Development Manager
Emily Hamerton the new Development Manager at the VWHDC has agreed to come and talk to
the Parish Council at its meeting on Thursday 24th November 2016. She will explain the Vale’s
new planning delegation system and answer/discuss planning related questions.
b). Inspection of the Parish Council Accounts for the Financial Year 2015-2016

No parishioners exercised the rightsto inspect or challenging the council financial accounts
during the statutory inspection period, which ran from 1st July 2016 – 11th August 2016.

c). Standing Order Update
Councillors are asked to NOTE that the Chairman of the Parish Council, Councillor D. Kay and
the Parish Clerk are currently reviewing the standing orders with a view to bringing an updated
draft version for discussion at the council meeting on Thursday 27th October 2016.

d). The Pension Regulator

Has written to the council to remind it of their responsibilities in relation to the new Statutory
Pension Regulations in relation to employees and that the staging day for the council was 1st
August 2016.

e). B4044 Community Path

Ian Hudspeth, Leader of the County Council has replied to Councillor Pritchard’s letter in
supportfor the scheme along the B4044 fromEynsham to Botley.
The Bike Safety Charity has thanked the Parish Council for supporting the proposed
Community Path along the B4044 from Eynsham to Botley. The link to their business case
can be found on their website, at

Aug-2016-web.pdf

f). Allotment Committee – Inspection of the Allotments
The committee undertook their inspection on 22nd August 2016 and the Parish Clerk has written
to a number of plot holders who were not meeting the allotment conditions in relation to
cultivating their plots.
g). Reporting Graffiti
Details of who to report graffiti can now be found on the Parish Council website,under Other
Useful Information.

16/62 COUNCIL MOTIONS

Motion 1
Minutes of All Council Committee

Councillor L. Berrett has proposed and Councillor C. Potter seconded the following motion to Council.

‘Currently only the minutes of the full Parish Council meetings and the Planning meetings are posted
on the NHPCwebsite yet other Committee minutes are produced and approved by full council.
Councillors are asked to vote on this motion that all Committee Minutes approved by full council be
posted on the NHPC website’. There are no known cost implications of this motion.
Motion 2
Creation of a Communications Committee

Councillor D. Kay has proposed and Councillor L. Berrett seconded the following motion to Council.

‘That the Parish Council sets up a Communications Committee to replace the current Communications

Working Group and Website Working Group.
The remit of this new Committee would be to review all current methods of communication, both internal

and external, and to recommend to Council improvements to the content, structure and frequency of those

communication methods. Also the Committee should identify additional methods of communication not

currently used, and recommend how best to use them to improve the effectiveness of Council
communications. If approved this Committee would also normally be responsible for implementing them
unless other specific individuals are identified by Council as responsible for carrying out that task.
In addition the following NHPC policies provide further guidelines on the operation of this Committee:
* The Website Policy.
* The Social Media Policy.
The Committee should consist of 4 or more Councillors, and include at least 2 specific Councillors
appointed for website maintenance one of whom will be designated the title Webmaster. Initially those
Councillors will be the current members of the Communications Working Group and Website Working
Group.
There will be no budget allocated to this Committee with any expenditure requiring approval from full
Council.’

16/63 COUNCIL MATTERS

1). ‘Annual Return’ 2015/2016 – Considerations of Sections 1, 2 and 3
a). Councillors are asked to NOTE that the external auditors (BDO LLP) have completed the
audit of the council’s accounts for 2015/2016 and have signed them off as there were no
material matters, (see page 4 of their report), which came to their attention. They require: -
b). Councilto comply with its statutory requirements following the completion of theannual audit

and minute its APPROVAL and ACCEPTANCE of the following sections of thecompleted
‘Annual Return 2015/2016’.
Section 1 ‘Annual Governance Statement 2015/2016’
Section 2 ‘Accounting Statements for 2015/2016’

Section 3 ‘External Auditors Certificate and Opinion 2015/2016’
c). Sections 1 to 3 of the Annual Return with the ‘Notice of Conclusion of Audit’ is beingdisplayed
on the Jubilee Noticeboard (Precinct) and on the Parish Council’s website for 14 days (8th September
to 21stSeptember)to complete the statutory closure ofaudit process.

The documents displayed are: -
a). The Annual Governance Statement 2015/2016.
b). The Accounting Statements 2015/2016.
c). The External Auditors Certificate and Opinion2015/2016, and
d). The Notice of Conclusion of Audit.
The remainder of the ‘Annual Return 2015/2016’ was presented to Council (AGM May 2016)
for consideration and this has been minuted.

2). Committee Structure and Terms of Reference for Committees

a). In reviewing the council’s current local/national standing orders the Chairman, Councillor D.
Kay and the Parish Clerk have noticed that terms used include committee, sub-committees,
advisory committees but no mention of working groups. Having considered the roles and
powers of the different structures they are suggesting that Council now AGREES to use the
following terms where they are applicable. (See that attached details).

a). Committees which report directly to Council.
b). Sub-Committees, set-up by committees and help with the workload of the main committee.
c). Advisory Committees who report on specialist items or reviews etc. to the committee or
sub-committee who set them up. (Currently we use the term Working Groups).

b). Following comments from a member of the council on clarification of the roles of the
designated committees, councillors are asked to CONSIDER and CONFIRM the roles in the
paper ‘Terms of Reference for NHPC Committees and Working Groups (Advisory
Committees)’.

3). Proposed Hire of the Louie Memorial Upper Playing Field and car Park in May/June 2017
To receive a report from the Recreation and Amenities Committee.
4). Urgent Works at the Louie Memorial Pavilion, Upper Playing Field
The Parish Clerk to report.

5). Lime Road Bus Shelter
Councillors are asked to NOTE that the County Council has/will receive Section 106 monies from
the developer for the provision and maintenance (between 5 and 10 years) of a bus shelter in Lime
Road. It is hoped that the shelter will be installed in the near future.
The Parish Council has an agreement with Primesite Media to maintain/replace, free of cost, all but
two (Lime Road concrete shelter and LaburnumRoad) of the non-prime route busshelters in North
Hinksey. However they have stated that they are notinterested in being responsible for the
proposed shelter as it would not meet their criteria foradvertising purposes.
The County Council has indicated that they expect the Parish Council to take on responsibility for
the maintenance of the Lime Roadshelter once the Section 106 funding has runout.

6). Communicating NHPC Key Objectives:

Following the approval of key objectives in the June PC meeting the Communications Working
Party will present a recommendation of how to communicate the objectives to parishioners
including how the PC intends to achieve the objectives and progress updates. Councillors are asked
to DISCUSS and APPROVE the communications plan including via the website, socialmedia, and
paper newsletter.

7). Loan of Pitch Roller Loan
Councillors are asked to take into account the views of the R & A Committee when considering the
e-mail response from the BB&GFC in relation to the agreed loan conditions.

8). VWHDC – Proposed Changes to their Planning Consultation Process

Report from the Chairman of the Planning Committee, Councillor A. Pritchard on the council’s
revised involvement in the local planning process.

9). Autumn Town and Parish Forum, Thursday 10th November 2016, 6:00pm – 9.00pm, The
Beacon, Portway, Wantage
The VWHDC hasgiven notice of the autumn Town and Parish Forum and invited two
representatives from NHPC to attend. The aim of the forum is to provide an opportunity for
discussion concerning local issues, current issues for local government and, for towns and parishes,
the opportunity to influence strategic thinking and operational practices. There will be presentations
on a number of topical issues including an update on planning. Delegates will have the opportunity
to put questions to a panel ofcabinet members.

Councillors are asked to AGREE who will attend the forum and identify if there are any issues they
would want NHPC representatives to raise.

10). Defibrillators
Councillor A. Hardiman to update the meeting on further progress.
11). Councillors’ Surgeries
To receive a report from Councillor L. Berrett on any responses to the article in The Sprout
and then for Councillorsto AGREE dates, venues and those councillors who willattend the
surgeries.
12). Remembrance Day Service - Speaker
The Chairman of the Remembrance Day Committee Councillor Mrs. V. Carr, to update the meeting
on the Speaker for the 2016 service.

13). An Update on the Progress in Securing a Temporary Replacement Seacourt Hall
The Chairman, David Kay and the Parish Clerk to report on recent discussions with MACE.

14). Elms Road Children’s Centre

An update from Councillor from Councillor D. Kay on progress regarding the replacement
organisation to run children’s support services following the closure of Elms Road Children’s
Centre.

15). Neighbourhood Plan
Councillors D. Kay and A. Pritchard to give a brief updates on progress.
16/64 ACCOUNTS FOR PAYMENT
16/65 OTHER DOCUMENTS AND LETTERS RECEIVED
16/66 DATES OF FUTUREMEETINGS
21st September 2016 Planning Committee (7.45pm)
20th October 2016Planning Committee (7.45pm)
27th October 2016Remembrance Day Committee (7.15pm)
27th October 2016Council (8.00pm)