Oving Parish Council

Draft Minutes of the Oving Parish Council meeting held at The Village Hall, Oving

on Tuesday 8 July 2014 at 8.00pm

Attendees: Cllr McGinn (Chair) Cllr Peeters, Cllr Boulton, Cllr Couper, Cllr Myatt, Sue Severn (Clerk),

Michelle Jackson (Minute Secretary), 1 member of the public attended.

1.  Receive Apologies: to accept apologies for absence – none.

2.  Open Forum: (Adjournment).

3.  Declaration of interest in items on the agenda: to declare any interests – none

4.  The minutes of the last meetings held on 20th May and 5th June 2014 were confirmed as true records.

5.  Planning: Update on Four Acres, Bowling Alley AVDC decision:

14/00589/APP - Four Acres Bowling Alley - Demolition of existing dwelling and erection of No.5 detached dwellings – Although opposed by the PC, the planning application had been agreed subject to conditions. Cllr Peeters to enquire about the possibility of S106 monies and timescales.

14/01860/APP Greenholme, Church Lane, Oving – Erection of detached car port on the existing drive – the Council resolved to Support the planning application

14/01801/APP – Ardenview, Pitchcott Road, Oving – Change of use of agricultural land to form extension of garden (residential use) with new fence and construction of new driveway and parking area – the Council Resolved to Support the planning application as it eased turning of vehicles off the highway.

6.  Recreation Ground:

a.  Confirmation of weekly inspection and agree work if required – Cllr Peeters to assist with the removal of the dead oak tree on the Rec and replace with a sapling from Cllr Cooper’s garden.

ACTION: JP/KC

b.  Pavilion refurbishment – Frank was hoping to start the groundworks within the next few weeks. Cllr Myatt to pursue funding of £3-4k from the LAF for the refurbishment of the Pavilion. ACTION: MM

7.  RoSPA – review of inspection Report – All areas had been identified as low risk but Cllr Cooper to review and highlight any areas needing attention. There was a possible finger entrapment issue with the gates.

8.  Village Hall:

a.  Update from Village Hall management committee – the management committee was now up and running and there was a meeting the following evening. Advice had been received to set the Village Hall up as a separate entity with charitable status and OPC the single trustee. This would be discussed and a decision taken at an EGM to be held after the Annual Parish Meeting. The Village Hall costs and income were reviewed which were very close to breakeven. Cllr Peeters and the Clerk to reconcile at the end of the week. ACTION: JP/SS

b.  Update on Opening Event – a good time had been had by all and there had been a great atmosphere on the day. Costs of the event had been set at a minimum and the event had actually made a small profit. Thanks were given to all those involved and their part in making the event a great success. A vote of thanks was also given to Cllr Peeters, Mary Peeters and Andy Boulton for seeing this project through.

9.  Website: To discuss proposal for new website design – the Clerk had redesigned the website using Weebly and it was agreed to go live. The internal photos of the Village Hall to be taken by Border Oak would be added to the Village Hall hire page. ACTION: SS

10. Update on Meetings attended

The Clerk had attended a meeting with Keith Turner, Town Clerk for Aylesbury Town Council regarding clustering of PCs for devolved services. A decision from parishes was needed by September with devolvement to start from April next year. It was agreed that the PC should consider joining a cluster and the Clerk would investigate further. ACTION: SS

11. Finance:

a.  To ratify cheques drawn outside the meeting:

J. Peeters Re: Hall building materials
Re: Hall building materials / £427.48
£ 16.00
B. Mellars re: Village hall website / £ 84.79
Bucks Play Association re: Hall opening & annual membership / £ 78.49
A McGinn re: Hall opening expenses / £ 50.00
Jebech Developments: 3 invoices hall / £31,276.00

b. Draw cheques for payment:

Lynch Garden Services: Grass cutting / £500.00
Mh-p Internet Ltd: Upload to website: £18.00
Upload to website: £18.00 / £36.00
Community Impact Bucks: Annual Subscription / £50.00
Playsafety Ltd: Annual inspection play area / £88.80
Website registration & hosting
2 years – Weebly.com £92.93
1 year – Weebly.com £57.88
(Cheque to Clerk for online payment) / TBC
Clerk: Salary £210.00 Office costs £46.63 Expenses:
Laptop (property of Oving PC) £200.00
Mobile Phone with £20 top-up: £92.00
Hall opening expenses £52.00
Stationery £1.42
Postage £1.70
Stamps book of 12 £7.44 / £611.19
Came & Company (to include contents of Village Hall in policy) / £42.33
Website / £100.00

c. To confirm the change of signatories and registered address. All cheques to be signed by two Parish Councillors. The Clerk to be permitted to transfer money between accounts by transfer or internet banking with single signature.

Subject to satisfactorily setting up a trust, it was agreed to open a new account with TSB named: Oving Village Hall to receive hire payments and pay operating costs. ACTION: SS

It was agreed to appoint DCK Beavers to act as agent on behalf of the PC to deal with HMRC matters if required. There was no cost to the PC to sign up but use of services would be chargeable if used.

The bank reconciliation was reviewed and the updated version would be circulated once updated with the cheque run details. ACTION: SS

d. Proposal from Bucks CC for devolved services – already discussed. The Clerk to investigate.

ACTION: SS

12. To agree the date of the next meeting – Tuesday 9 September 2014.

Meeting closed at 9.35 pm.

Signed …………………..…...... …………… Date ……………......