Oxborough Parish Council

 

 

                                                 
    
    As of 20th May 2015 our parish councillors are
                                                                                                                  Contact Information   
                Chairman                
David Hotchkin                 Tel:  328442     d.s.hotchkin@btinternet.com
                Vice Chair                Hilary Gay
                Councillor                Graham Allison
                Councillor               
Ian Monson                                                                                               
               
Councillor                Simon Willies
                Parish Clerk           Susan Hernandez             Tel: 07900 587825  
hernandezsusan@hotmail.com
                                                                                          
         
        

Next meeting.              Wednesday 14th March 2018 starting at 7.30pm.
May meeting & AGM.
                        Wednsday 23rd May AGM strting at 7.00
                        followed by Ordanary meeting 7.30pm                                                          
AGENDA. TBA.


 Oxborough Village Green is available for hire.
For more information contact the parish clerk above for details.

Oxborough Parish Council Risk Assessments
Risk assessment of financial risks. Click for full details.
Risk Assessment for the village green. Click for full details
.
 

Oxborough Parish Council Transparency Code 
1. All items of expenditure above £100. Click for details
2. End of year accounts. Click here details
3. Annual governance statement. Click here for details
4 Internal audit report. Click for details
5. List of councillor or member responsibilities. Click for details
6. Details of public land and building assets. Click for details

7. Minutes, agendas and meeting papers of formal meetings. See below

 Notice of Appointment of Data for the Exercise of Public Rights.  Click for notice

 
New proposals for Oxborough Parish Council Standing Orders.
These are the proposals to be put to OPC at the next meeting. They are modelled upon those produced by the National Association of Local Councils, which were published in 2014, in “Local Government Explained”. Click to view 

OXBOROUGH PARISH COUNCIL

2017/7

DRAFT MINUTES ORDINARY MEETING

Held at Oxborough Village Hall Wednesday 10 January 2018 starting at 7.30pm

PRESENT:

Mr. D. Hotchkin

Ms. H. Gay

Mr. G. Allison

Mr. I. Monson

Mr. S. Willies

Chairman

Vice-Chairman

Councillor

Councillor

Councillor

                                                                      10 Members of the Public

The Chairman welcomed everyone and asked if anyone wished to speak before the meeting.

 

Open Forum     

Mr. Mike Cooper questioned how the Agenda item number 11 could be ‘confirmed’ if it had not been discussed first. The Chairman advised that Breckland Council had advised that it was correct to dispose of draft minutes and recorded meetings once the minutes had been approved and that he had destroyed all the recordings he had made. Mr. Cooper commented that Cllr Allison had been trying to make progress on finding out if a mobile post office could visit Oxborough, but that this had been hindered by personal reasons. The clerk informed the Chairman she had asked Mrs. Bar Pritchard to find out some more information – she confirmed that Gooderstone currently receives 4 visits a week and she had asked the post worker if it would be possible for Oxborough to have a visit as well; Bar felt that this idea was not met with enthusiasm but that she was waiting for more information to follow. Regarding proposed standing orders, the Chairman thanked Bar for her contributions received via email; he added that his proposal would be discussed later in the meeting but wanted to point out that all clauses are negotiable, save for any in bold.

1.    Apologies for absence

Cllr Mike Nairn was unwell and Cllr Eagle had other work commitments.

2.     Declaration of Interest and any requests for Dispensation

          None

3.     Minutes of the last meeting

The Minutes of the last meeting held on 11 October 2017 had been circulated to all councillors and displayed on the Notice Board (and website). The Chairman proposed that these should be accepted- a show of hands was unanimous so they were approved as a true record and signed by the Chairman.

4.     Matters arising

None

5.     Planning matters

a) Appeal ref: APP/F2605/W/17/3178097 Application ref: 3PL/2016/1310/O. Proposal and Location: Residential development of eight detached dwellings and new access from Swaffham Road at Land west of Church Farm, Swaffham Road, Oxborough. Oxborough Parish Council supports and represents the overwhelming majority of its electorate, many of whom took the time to submit comments in respect of planning application 3PL/2016/1310/O, in objecting to the proposed development. Its objection to the original application is on record for inspection and the points below relate to the Appeal Statement of Case submitted by the appellant…The proposed development is not an example of any of the three requirements for sustainable development and, as such, Oxborough Parish Council requests that this appeal is dismissed in its entirety. Appeal date will be 5 December at The Norfolk Room, Elizabeth House (Breckland Council) starting at 10am. The appeal was dismissed.

b) Planning Consultation PC 3PL/2017/1485/HOU. Erection of garage/store @ 3-4 Oxborough Road (Mr & Mrs S Sorrell). Submit response by 18 December.  Cllr Willies commented that it seemed large for a garage and garden store especially with an upstairs: makes it easy to convert to a living dwelling at a later date, but Cllr Gay said that this would need a change of use for a dwelling, adding that the last outsized garage turned out…to be for a motorbike enthusiast who wants to store his bikes. Returned no objection.

c) Notification of submission of Breckland Local Plan and Policies Maps - The Town and Country Planning (Local Planning) (England) Regulations 2012: Submission of documents and information to the Secretary of State (Regulation 22). Available to view at Swaffham Library. At this stage the Local Plan is not subject to consultation. Representations received during the pre-submission consultation can be viewed on the Council’s consultation portal http://consult.breckland.gov.uk/portal.

6.     Correspondence received

            a) NCC

            1.

            b) Breckland Council

            1.

c) Email from Beachamwell clerk (Karen Bridge) asking if the PC has purchased a defibrillator and if so, for how long and whether it’s been used.

d) Request from Debbie Wells on behalf of The Desert Rats Association – they would like to book the Village Green for the 19 Aug 2018 and need to confirm the availability and cost prior to booking. See AOB point 15.

d) Westcotec has advised of a potential fault in one of the components of the SAM2 sign. If the sign stops working, but is still under warranty, then it will be repaired FOC and the warranty extended for a further 12 months. If it stops working outside the warranty and the investigation reveals the fault to be the issue of the component in question, then the repair will be FOC; otherwise normal Ts & Cs will apply. The Chairman advised that he had not noticed any faults with the unit, but that he is working on making arrangements for passing on the equipment for safe-keeping, further update to follow on,

            e) Norfolk Playing Fields Association: application received to join (£20 membership fee)

f) Email to the Chairman, from Jackie Palmer, suggesting that the PC acquire a defibrillator for the village; the Chairman supplied Mrs. Palmer with a previous response regarding this issue, including the fact that Oxburgh Hall has purchased one already. Cllr Willies expressed his surprise that the Chairman had responded with his personal opinion rather than the view of the Parish Council and the Chairman agreed that going forward he would not repeat this, although he added that the discussion regarding the purchase of a defibrillator had been dealt with at an earlier PC meeting. Cllr Gay asked the Chairman if he meant that this should not be put on a future agenda for discussion and Cllr Willies added that he had not been present at the initial meeting, as neither had some villagers, and that different people with different views meant that it might be a good idea to bring up the matter again. Cllr Monson commented that any agenda item discussed more than 6 months previous, could be brought back to the agenda, especially if there was particular feeling in the village, so he suggested that this be put on the agenda for the next meeting.  The Chairman agreed that if three or more councillors wanted to discuss it, then it should be an agenda item – this was seconded by Cllr Willies, the Chairman asked for a show of hands – there were 3 and 1 abstention- motion passed.

g) The Chairman issued a draft Standing Orders which he proposed that the PC should adopt at the meeting (January 10, 2018).

h) UK Power Networks would like to invite one elected representative from OPC to attend their first Local Government Stakeholder Forum: 10.00 – 16.00, Thursday 11 January 2018 @ Westminster Central Hall, Storey's Gate, London SW1H 9NH; a complimentary breakfast and lunch will be provided. Contact Beth Park E: bpark@quatro-pr.co.uk   T: 020 7566 7966. Information passed to Cllrs. Cllr Monson noted that Oxborough already has a good emergency service from them, as shown before Christmas when his hedge-cutter cut off power to the village hall, they were here within the hour to repair the damaged cable. Additionally, Oxborough had all the cables in the centre of the village undergrounded in the late eighties so there is no more to be done on this count. We had all the cables in the centre of the village undergrounded in the late eighties so there is no more to be done on this count.

            i) Full Register of Electors 2017: revised copy received.

j) Telephone call from Eddie Hodnett (St. John’s Close) wishing to bring to the attention of OPC his concern regarding speeding vehicles on Eastmoor Road (particularly DPD delivery vans). Cllr Gay asked the Chairman if this could be discussed, adding that maybe it would be a suitable location for the SAM2 sign. Cllr Hotchkin said that it was currently not, but that he would speak with NCC Highways Engineer David Jacklin about the possibility.  At this point the Chairman allowed public participation and Paul Gilluley asked what were the chances that the Speedwatch team could carry out a watch there. Mrs. Frankie Watkins advised that they had carried out checks adjacent to Flint House, but that the volume of traffic (9-15 vehicles) none of which were speeding, meant that this had not been repeated. If she could be told a specific time and day to catch possible speeding vehicles, then they could try it again. The clerk will speak with Eddie.

7.       DISTRICT COUNCILLOR REPORT

None

8.       COUNTY COUNCILLOR REPORT

None

9.       Standing orders -THE cHAIRMAN’S PROPOSAL THAT THESE

          SHOULD BE ADOPTED BY THE COUNCIL

          The Chairman had resourced information from the guide for good governance provided in the Governance Toolkit for Parish & Town Councils. The proposal numbers 23 pages; he stressed that it is important to keep track of increasing legislation and ensure that OPC operates according to the law but specially to avoid meetings going off on a tangent and so lasting longer than the recommended 2 hours. He added that OPC needs to get in line with other local parish councils so he proposed the Standing Orders to be adopted and this was seconded by Cllr Allison.  Cllr Monson commented that the SOs seemed thorough and comprehensive, a good move forward Cllr Willies agreed that there is a need for SOs but that these seemed both restrictive and bureaucratic, for example the requirement to have a proposal written down before it could be discussed at a meeting – which would not allow for free discussion during the meetings. Cllr Gay added that it seemed the Chairman had used a cut and paste method in preparing the SOs, whereas a tailored approach would be more appropriate and preferable. The Chairman conceded that he had not particularly tailored it to OPC. So Cllr Gay added that the SOs seemed to be too complicated, for example referring to committees and sub-committees of which OPC had none. In addition there is no mention of the agenda, who can propose agenda items, whether the public can propose agenda items, no clear role of the Parish Clerk or where or how the appointment of the Responsible Finance Officer should be agreed. The Chairman responded that there is an existing understanding that the clerk is the RFO and Cllr Gay said then this should be included in the SOs. Cllr Willies suggested that maybe a glossary would be useful but Cllr Monson disagreed, saying this would be too bureaucratic. Regarding proposals from the councillors, the Chairman suggested that these should be sent to the clerk prior to the meeting, but Cllr Monson pointed out that proposals are normally brought up during the meeting or under the agenda item being discussed.  The Chairman reiterated that those attending parish meetings should not be surprised with unexpected proposals, but Cllr Willies insisted that proposals do and need to arise during meetings – even the minutes are proposed and seconded at the meeting and this is never on the agenda. Further discussion ensued on the details of the proposed SOs, but especially on the issue of bringing up proposals during a parish meeting; Cllr Monson added that motions put forward at a meeting to put on upcoming agendas (eg. matters concerning highways) must be permitted otherwise it would not be possible to conduct OPC meetings and so the council would not be fit for purpose until it allowed this. The Chairman pointed out that as he had said in the Open Forum, all clauses are negotiable, save for any in bold and Cllr Allison agreed that the SOs could be accepted as they are and then between now and the next meeting, changes could be made to them. Cllr Willies observed that the PC has waited a long time to adopt SOs, that a few extra months should make little difference, but that he could not accept the proposed SOs as they currently stand, as the PC would be immediately governed by them. He instead proposed sending amendments to the Chairman, but the Chairman said he is not prepared to withdraw the proposal and asked for a vote: 2 in favour and 3 against, so the motion was not carried.

10.   ACCOUNTS – INCLUDING precept setting for 2018/19 (SEE aPPENDIX B)

a) Payment to St. John the Evangelist Church (annual donation) of £175. Letter of thanks received from Julie Wood, Church Warden.

b) Clerk requested the PC insurers a revised quote for the war memorial valued at £10K – this would be a total of £70. As already proposed and voted on at the meeting last week, this matches the figure stated so the clerk accepted the quote and arranged for payment to be sent. Parallel to this the clerk had previously asked the PCC to check whether the war memorial was possibly already included in their own insurance and it was only after the cheque had been raised and sent to Community First that it was confirmed that the war memorial was covered by the PCC insurance with Ecclesiastical: there is an excess of £1000 and the maximum cover would be £25000. Subsequently the clerk requested the return of the cheque and the amount has been re-credited to the PC account.

c) Parish Precept Requirement 2018/19, to be submitted by 26 January 2018.

d) VAT claim for refund for period between March 2016-October 2017 submitted by the clerk for £1543.68. BACS payment received.

e) Notification of external auditor appointments for the 2017-18 financial year (Audit appointments by area for 2017-2022) – for Oxborough PC this will be PKF Littlejohn LLP (SBA Team, 1 Westferry Circus, Canary Wharf, London E14 4HD sba@pkf-littlejohn.com t: 020 7516 2200). The audit fee for smaller authorities that complete their Annual Returns fully and accurately within the required timescales and provide the necessary supporting information and any explanations sought, is zero.

f) Payment: CGM invoice for cutting the grass on 3 Nov: £32 plus VAT.

g) N&P Building Society: letter confirming that the account needs to be closed-down by 1 March 2018. Cllr Willies asked what the alternative might be, and the clerk responded that she would enquire at the TSB in Swaffham. The account would operate on the same basis as it is currently running, that is with Cllr David Hotchkin, Cllr Ian Monson and the clerk (Susan Hernandez) as the signatories, of which any 2 could make withdrawals. The Councillors agreed unanimously with the decision to open a new bank account at the TSB and instructed the clerk to take the necessary steps.

h) HMRC notification regarding changes to reclaiming VAT using form VAT126. OPC will be issued a new reference number – this will happen in the first part of 2018.

          Precept Discussion

        Cllr Allison asked if Ben Lambert had been reimbursed with the money that the pub had spent on having their part of the hedge cut. The clerk responded that this had not been advised and councillors agreed that this had not been discussed. Cllr Monson advised that the hedge would not require a further cut before the end of March, so the £300 allocated in the budget was removed. Cllr Monson suggested that maybe provision for possible expenses relating to the upkeep of the telephone box should be made, but Cllr Gay thought that the existing funds would suffice. Cllr Willies commented that he had never received any parish councillor training and that it might be a good idea to have money in the budget for training. Cllr Gay agreed that this seemed a good idea and the Chairman voiced £250-£300 for this purpose. The likelihood of paying recharges for election was brought up (having paid almost £700 at the last one) and Cllr Willies thought it wise to have a contingency adding it would be a good idea to increase the reserve. The clerk’s remuneration was discussed next, councillors noting that this had not changed in several years. The clerk confirmed that she receives £10 per hour, working 2 hours per week, although she knew she worked longer than this throughout the year, but that she was not interested in receiving more and that she would continue to submit her wages invoice on this basis; she thanked the councillors for their consideration adding that she could see how hard they all work for nothing.  Cllr Willies asked if there was any cap to the percentage increase allowed to the precept and Cllr Monson said no, it was down to the PC to decide. An increase of £250 would work out at 8.8%. Cllr Gay said that the share of the increase across the village would be very small and that it would be a good idea to have training available to councillors.  Cllr Willies proposed an increase of £250 which was seconded by Cllr Gay. But Cllr Monson proposed an increase of £150 instead. So, Cllr Willies withdrew his proposal and Cllr Gay seconded Cllr Monson’s proposal; the Chairman asked for a vote, a show of hands was unanimous and the motion was passed.

11.     Confirmation that draft minutes and audio recordings should be destroyed when the minutes are agreed

                See Open Forum

12.     The PC thanks Graham Allison for the work already carried out on the phone box and, in case he is not able to complete the work, requests the clerk to obtain three quotes to repair the phone box

Cllr Allison reminded the council that his original contract had been accepted by the council and that he had every intention of completing the repairs. Cllr Willies responded that they were not intending to withdraw from the contract, only offering a way out if he thought he could no longer carry out the job. Cllr Monson requested a status report on the works carried out so far: all shattered glass (from 4 panels) has been dug out from the sealant; the door which had been held on with original straps, had been removed with the assistance of Sam Hernandez. There was evidence that the door had been previously repaired but with ordinary screws rather than brass and this had caused great trouble as he had to drill the metal work to extract them. The door requires repair but with the correct material. Since the original retaining bolts had to be snapped off, replacement parts must be sourced. In all the repairs have taken longer than anticipated, plus the weather has not helped, but he wants to continue and do a good job. Cllr Monson asked directly when he thought the job would be completed. Cllr Allison said that he is waiting for some good weather to continue with the repairs, which include sourcing replacement straps as the originals are no longer in production, adding that this may look as if he has been shirking the job but that this was not the case at all. Cllr Monson proposed that Cllr Allison should continue with the job in hand and this was seconded by Cllr Hotchkin. Cllr Gay observed that the Parish Council are stewards of village assets – and the need to execute their duty but Cllr Allison argued that finances are also assets and that these would be further depleted by tendering the work. But Cllr Gay responded that it was not unreasonable to ask when the job would be finished, although conceding that the winter weather had hindered progress; also, bearing in mind Cllr Allison’s recent ill-health perhaps the PC should not expect him to continue with the repairs. Cllr Allison responded that he is happy to continue with the repairs only he could not predict what might happen in the following 2 weeks but that he would inform the clerk on the progress. Cllr Monson offered to help him but also added that the telephone box was not looking like an asset recently, more like a liability. The Chairman asked if there was a seconder to the proposal. Cllr Gay asked if it would be the best case he could finish the job or the worse case he cannot complete it and Cllr Allison said that with Sam’s help he could complete it. So, on the basis that he would update the clerk on the expected completion timescale in 2 weeks’ time, Cllr Gay withdrew the motion.

13.     highways

a) Request ENQ-96092-D9D1W3 has been updated. Council Service: Highways Maintenance: Potholes (defects marked with white paint at various locations). New Status: This problem has already been reported and action identified to resolve the issue - It is likely that the defect was identified as part of our routine scheduled inspections and already prioritised for repair (new contact Darren Thompson Area Technician S3). Cllr Monson reported that he could see a number of pothole repairs had been carried out in the vicinity of the village, but Cllr Allison thought that the specific potholes within the village remained untreated. The clerk will contact NCC Highways again.

b) Rangers visit in December- send details of work requests prior to 15 December. Response from Darren Thompson (NCC Area Technician) ‘had a look at the mud and this is beyond what the rangers can safely complete and as its not dangerous it’s not something Norfolk would do. I suggest you contact Breckland Council.

Ranger works is completed in-between work that is safety critical so it’s not possible to give a date as to when they will complete the work in your area’. The clerk telephoned to speak with Mr. Thompson and she was advised that BC could supply a mud-sweeping service. Cllr Allison had made efforts to clear the mud, as had Mrs. Elaine Willies and the Chairman said he would take up this matter further with NCC Highways at he needed to speak with them about the sycamore trees in his garden.

c) Paul Gilluley brought up the matter of the enormous-sized beet harvesters being driven along Eastmoor Road, these farm vehicles are too wide and not only destroy the verges on either side, but also the driveways and drains are subject to damage in the long term. For pedestrians there is an obvious danger due to the large ruts in the verges. The Chairman said this needed to be immediately reported to the Highways Department but that as many residents as possible should also complain – as the volume of complaints would be compelling. Cllr Monson suggested that maybe the time had come to request a weight restriction to the road (< 7.5tonnes) as there is alternative access for farm vehicles and that he had spoken with the Lamberts and that they would be in favour. A petition from the local residents would be useful and a good start and he suggested putting the matter on the next agenda. The Chairman agreed. Cllr Allison asked Paul if this happens every year and he said yes, adding that he was aware of a highway rule that vehicles wider than 3.5m needed to supply 24 hours’ notice. The Chairman thanked Cllr Monson for his suggestion that he works on a petition and that the matter will be included on the next agenda, adding it is essential to add the PC seal of approval to the request for a weight restriction.

14.     QUESTIONS FROM THE PUBLIC

a) Mike Cooper asked when the Chairman would be organizing a meeting to discuss the statistics garnered from the use of the SAM2 sign since the installation. Cllr Hotchkin responded that he needed to source a projector and Bar Pritchard promptly offered to help in getting access to one.

b) Regarding the proposed standing orders, Bar Pritchard noted that the Chairman had put in a lot of work into preparing these and they were a good starting place. She asked, could the written amendments she had proposed, along with those raised now by Cllr Willies and Cllr Gay, be incorporated into an amended version adapted to Oxborough’s needs, for presentation to the next PC meeting? But the chairman explained that members of the public cannot make proposals, rather they must speak with a councillor(s) and convince them to bring the proposal to the meeting. Bar Pritchard added that this instruction itself would be important and useful to include in the SOs.

c) Bar Pritchard pointed out that it seemed ironic that NCC Highways could say that ‘this is beyond what the rangers can safely complete’ and yet follow up with ‘as it’s not dangerous it’s not something Norfolk would do’!

15.     a.o.b.

Cllr Gay asked the council to consider the request from Debbie Wells on behalf of The Desert Rats Association (see Correspondence 6.d). Cllr Monson recalled how the previous year there had been a problem with the grass being too long. The Chairman asked all in favour of charging the same fee as last time (£30) – but Cllr Allison

suggested that this might be halved as he thought he might organise an event on the same day. However, in the meantime a response had to be made, so Cllr Willies proposed a charge of £30, this was seconded by Cllr Gay, the Chairman asked for a show of hands: 4 in favour and 1 against – motion passed. The clerk will confirm this with Debbie.

16.     date of next meeting

The next Parish Council meeting will be held on Wednesday 14 March 2018 starting at 7.30pm; the date of the following meeting, including the AGM, will be 23 May, starting at 7pm. Cllr Monson reminded that all necessary annual reports would be expected. The Chairman thanked everyone for their contributions.

 The meeting closed at 9.30pm

 

 


APPENDIX A

 

 

 

 

OXBOROUGH PARISH COUNCIL

Meeting 10 January 2018

Report: Accounts reported against the budget quarterly

IAW Statement of Internal Control and Annual Review of Effectiveness of Internal Control (section Financial Reporting)

BUDGET 2017/2018

 

 

 

 

 

Budget

Actual

 

 

Estimated Gross Payments

 

 

 

 

Auditors

0.00

0.00

 

 

Clerk

1040.00

0.00

 

 

HMRC

220.00

0.00

 

 

Accountants

25.00

0.00

 

 

CGM (the green maintenance)

678.00

452.40

 

 

Hedge maintenance

250.00

180.00

 

 

Village Hall Hire

75.00

0.00

 

 

St. John the Evangelist

175.00

175.00

 

 

Insurance

195.00

191.52

 

 

Royal British Legion

30.00

30.00

 

 

 

2688.00

1028.92

 

 

Estimated Receipts

 

 

 

 

Village Green Hire

90.00

120.00

 

 

National Trust Lease

150.00

150.00

 

 

VAT Refund

200.00

1543.68

 

 

Precept

2836.00

2836.00

 

 

Grant

89.00

89.00

 

 

 

3365.00

4738.68

 

 

 

APPENDIX B

Draft calculations for payments and receipts expected before 31/03/2018:

 

 

 

 

 

 

 

 

01/01/2018

Bank Balance

 

 

4484.99

 

 

Add: Estimated receipts due in current Financial Year (ending 31/03/2018):

 

 

 

 

 

0.00

0.00

 

 

Less: Estimated Gross payments due in current Financial Year (ending 31/03/2018):

Hall Hire

 

 

 

75.00

 

 

 

Clerk’s wages & expenses

 

1040.00

 

 

 

HMRC

 

 

 

220.00

 

 

 

Accountant's fee

 

 

25.00

 

 

 

CGM (grass cut)

 

 

38.40

1398.40

 

 

 

 

 

 

 

 

 

 

Estimated Balance at 31/03/2018

 

3086.59

 

 

 

 

 

 

 

 

 

 

BUDGET 2018/19

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Estimated INCOME:

 

 

 

 

 

 

Village Green Hire

 

 

120.00

 

 

 

National Trust Lease

 

 

150.00

 

 

 

VAT refund

 

 

 

204.00

 

 

 

Precept (2017/18 figure)

 

2836.00

 

 

 

Grant (2017/18 figure)

 

89.00

3399.00

 

 

 

 

 

 

 

 

 

 

Estimated GROSS PAYMENTS:

 

 

 

 

 

Auditors

 

 

 

0.00

 

 

 

Accountants

 

 

 

25.00

 

 

 

Clerk's wages/expenses

 

1040.00

 

 

 

HMRC

 

 

 

220.00

 

 

 

CGM (grass maintenance - 13 cuts)

624.00

 

 

 

CGM (herbicide treatment -twice)

66.00

 

 

 

Hedge maintenance (2 cuts)

 

600.00

 

 

 

St. John the Evangelist donation

 

175.00

 

 

 

Royal British Legion donation

 

25.00

 

 

 

Insurance (5% increase)

 

201.10

2976.10

 

 

 

 

 

 

 

 

 

 

Estimated Balance at 31/03/2019

 

3209.49

 

 

 

 

                                                           OXBOROUGH PARISH COUNCIL

2017/6

APPROVED MINUTES ORDINARY MEETING

Held at Oxborough Village Hall Wednesday 11 October 2017 starting at 7.30pm 

PRESENT:

Mr. D. Hotchkin

Ms. H. Gay

Mr. G. Allison

Mr. I. Monson

Mr. S. Willies

Mr. M. Nairn

Mr. Fabian Eagle

Chairman

Vice-Chairman

Councillor

Councillor

Councillor

Breckland Councillor

Norfolk County Councillor

                                                                    19 Members of the Public

The Chairman welcomed everyone to the meeting and stated that the district council and county council reports would be made first (see Agenda Items 7 and 8). 

Open Forum     

Mike Cooper reminded the council that he had asked if a mobile post office could be made available to Oxborough (as in other local villages) – but that nothing had been done about this. Mike Wood also reminded the council that he had brought up the question of the path on the village green, which was still in need of clearing. The Chairman advised that he had asked the clerk to find out whether villagers would be insured for undertaking any work on PC property: If volunteers are acting under the instructions of the PC then they are covered under the public liability section; appropriate health and safety guidelines should be issued (i.e. risk assessment) and that would be sufficient. Jim pointed out that the hedge and verge had become very overgrown on the corner of the green opposite Eastmoor Road (as in previous years) which causes safety issues for anyone leaving the green, especially for youngsters.  Cllr Nairn advised everyone that anyone can register complaints regarding verges or anything to do with NCC Highways and that the more people who do this the better (https://apps.norfolk.gov.uk/HighwaysDefect/). Cllr Monson agreed that OPC should put in the request. Although Cllr Gay has not personally experienced any difficulties in negotiating this corner she urged others to speak out. Bar Pritchard added that she has had significant success in using the online service. Cllr Allison complained that the Highways Department had made a couple of site visits to the village over the last few months, but had failed to actually make any repairs to the number of potholes now outlined with white paint.  Cllr Gay asked the Chairman what should be done about the hedge. He responded that the council has an existing contract with Ben Lambert, but that OPC could carry out additional work at their own risk. He noted that the council has only budgeted for a single cut of the hedge but that it would be preferable to have 2 cuts per year. Cllr Allison observed that he appreciated that the timing of the hedge cut should bear in mind nesting birds, but that if the hedge looks untidy it should be cut, which is why he and other villagers in his neighbourhood had already cut sections of the hedge. Cllr Nairn suggested that any volunteers could be authorised by the council and just observe a short risk assessment.  The Chairman began to ask Cllr Gay to outline a proposal but Cllr Monson asked for a point of order: the meeting had not been started and no proposals could be made. The Chairman asked if anyone else had anything else to add: Chris Heatley referred to the planning appeal but the Chairman said any comments should be made at the appropriate Agenda Item.

Norfolk County Councillor, Fabian Eagle arrived at this point and the Chairman welcomed him to the meeting for the first time, so asked if he would give a presentation: see Agenda Item 8.

 

Cllr Nairn had to leave the meeting at 8.10pm.

 

1.    Apologies for absence

None

2.     Declaration of Interest and any requests for Dispensation

          Cllr Monson declared an interest in Agenda Item 11, adding that, unless there was a point of order, he would not speak during the discussion, but that he was entitled to stay in the room.

3.     Minutes of the last meeting

The Minutes of the last meeting held on 5 July 2017 had been circulated to all councillors and displayed on the Notice Board (and website). The Vice-Chairman proposed that these should be accepted, which was seconded by Cllr Willies – a show of hands was unanimous so they were approved as a true record and signed by the Chairman.

4.     Matters arising

Cllr Willies asked the Chairman how close he was to completing the Standing Orders, as he had previously promised a draft version would be ready in time for the May meeting. The Chairman responded that it would be just a couple more weeks.

5.     Planning matters

a) 3PL/2017/0683/F: Removal of corrugated iron & timber cladding & erection of new kitchen @ Bedingfield Arms; returned no objection. Approved 4 August.

b) 3PL/2017/0537/F: Development of a glamping site @ Site adjacent 41 Eastmoor Road. Returned 10 July with objection.

c) 3PL/2017/0755/HOU: Single storey side & rear extension following demolition of existing conservatory @ Whitebridge Farm Bungalow Oxborough Road (Mr & Mrs A Udall). Returned no objection. Approved 21 July.

d) 3PL/2017/0796/LB: Installation of security box on boundary wall @ Oxburgh Hall. Returned no objection.

e) 3PL/2017/0658/F: Erection of stable block & menage @ White House Lodge Oxborough Road – Approved 21July.

f) 3PL/2016/1310/O: Residential development of 8 detached dwellings and new access from Swaffham Road at land west of Church Farm: Appeal made to Secretary of State (12-9-2017): any comments to be sent to east2@pins.gsi.gov.uk within 35 days. The Appeal date is 7 November at The Anglia Room, Elizabeth House stating at 10am. See Agenda Item 11.

g) 3PL/2017/0871/VAR: Variation of condition 2 on 3PL/2017/0254/HOU - Changes to approved roof details @ Woodland Lodge Oxborough Road, Mr & Mrs Winborn: Approved 22 Sept.

6.     Correspondence received

            a) NCC

            Norfolk Minerals Site Specific Allocations Development Plan Document (DPD): Single Issue Silica Sand Review

Examination in Public: Main Modifications and Additional Modifications. Invitation to make representations. The Main Modifications, including associated changes to the supporting documents, will be published to allow representations on the soundness and legal compliance of the document to be made, over a six-week period, between 9am on 17 July and 5pm on 1 September 2017.

b) Breckland Council

            1. Email from Cllr Gordon Bambridge: minor amendments which have been made to the Breckland Street naming and numbering Policy following approval at Full Council in June 2017. The key change… in the revised policy (version 2.0) is the removal of the old Parish Pro-forma Process when naming streets and instead recommends Developers should seek Parish opinion at an early stage.  It also introduces a new alternative method of the “Preferred Street Name List” in order to speed up the existing process and allow Parishes to put forward pre-approved names to developers for consideration.

            2. Local Plan Pre-submission publication – representations welcomed until 2 October.

            3. Breckland Matters – latest edition.

4. Breckland Older People’s Forum is jointly hosting an event with MacMillan Cancer Support, at the Green Britain Centre in Swaffham on 2 November – poster to be displayed.

c) Email from Jo Jacklin of Wellbeing Group Facilitator requesting the PC to promote a beginners carpet bowls activity starting 18 July, 12.30 -1.45pm, for those aged 18+, charge £3 each – Buxton Rooms, Swaffham Community Centre. Poster displayed.

d) Norfolk Constabulary

i. Email from Amy Lucas, Police Constable 569 Community Engagement Officer “Jan May from Gt. Ellingham Parish Council has offered to co-ordinate the purchase of bin stickers which read ‘Slow Down in our Village’.  She has advised me that if you order in bulk you get a great reduction on the price and thought it would be a great idea to offer to all the Parish’s on the Breckland District. The clerk has emailed for details.

ii. Op Randall Rural Crime Newsletter

iii. Special constables – a recruitment event is due to take place on 25 July at 7pm at the Operation and Communication Centre, Norfolk Constabulary, Falconers Chase, Wymondham

e) Primary Care Supplies - have a range of defibrillators and packages (including training) especially for communities: www.primarycaresupplies.co.uk/communitydefibrillators

f) National Plant Monitoring Scheme: thank you to everyone who helped to promote the NPMS over the past two years, we now have over 1100 volunteers taking part as well as a network of 20 NPMS Mentors. Lots of our volunteers report having heard about the scheme via their parish council so we are very grateful for your hard work. There are still lots of squares available for surveying so we would be hugely grateful if you can use your communication channels to promote the scheme again. The live map on the NPMS website shows the squares that are available: http://www.npms.org.uk/square-near-me-public?dynamic-return_all_squares=true

g) Parish Council Websites: To March 2017 the Transparency Fund has awarded 3200 grants totalling £2.3 million to smaller authorities. 2017-18 tax year is the final year that the Government is guaranteeing to provide grants for setting up a new website or upgrading your existing site.

h) Email from Chris Heatley regarding the village green in comparison to Boughton, Barton Bendish and Beachamwell: a follow up email was sent 2 weeks later ‘…if multiple complaints at the last parish council meeting and emails to the parish council fail to achieve results it is clear that less subtle methods of communication will be required’. Cllr Gay responded ‘…From the draft minutes of the July meeting, the chairman was insistent that the subject of mowing the green should not be discussed by the PC for at least 6 months and that no changes could be made to the decision in May. These two decisions will determine how the Green is maintained for the time being. Whilst I understand that you do not agree with these decisions, I am sure you understand and accept the need for the PC to follow through its decisions’. Cllrs Ian Monson and Simon Willies also responded to Mr. Heatley.

i) Email from James Parry regarding the village green and the management of the wild flower strip: a follow-up email was sent by James requesting an acknowledgement for his email plus ‘Recent cuts do not appear to be in accordance with the council's previous decision and agreed way forward. The whole green looks particularly unappealing as a result’.

 

Regarding correspondence received from James Parry, Chris Heatley and Mike Cooper, Cllr Gay asked the Chairman what the policy should be for responding to such and similar emails received between meetings. The Chairman advised that it is the responsibility of the clerk to acknowledge all correspondence. Cllr Gay asked if the emails should be discussed at this point of the meeting, but Cllr Hotchkin advised that he had already dealt with all these matters prior to the meeting. Cllr Willies accepted that emails should go through the clerk but considered that the Chairman should actually respond on an official footing.  Cllr Monson noted that some emails are more straight-forward and so for these a response should be immediately sent, rather than wait the 2-3 months between meetings. Cllr Gay suggested that perhaps the Chairman could draft a response, which could be circulated to the councillors for review and edit if necessary, to avoid a situation where just a single opinion is expressed in any email response. But the Chairman insisted that no decisions could be made outside a meeting, to which Cllr Monson responded that it is just usually some sort of response which needs to be sent – not any council decision. The Chairman confirmed that this issue would be covered in the Standing Orders. But Cllr Gay persisted that responses to these emails must be made at some point in the meeting – e.g. the email from Mike Cooper (m) regarding the positioning of the SAM2 sign (see point m. below).

 

j) Fly the red ensign for Merchant Navy Day 3 September – request for participation in this event to fly a Red Ensign. Poster displayed.

k) The Swaffham Visual Arts Festival 2017 will be held from Saturday 30 September to Sunday 29 October at various venues in and around Swaffham. The aim of the Festival is to celebrate the talent of artists and craftspeople across West Norfolk whilst at the same time raising money for local charities.

l) The war memorial is listed by the Imperial War Museums as follows: Oxburgh (Oxborough)WM Ref: 56557 Address: St Johns Church, Oxborough, Kings Lynn And West Norfolk, Norfolk, England: Arched tablet with a small pillar either side.

m) Email from Mike Cooper regarding the placement of the SAM2 sign recording the speed of traffic leaving the village: ‘…I believe the councillors are doing a disservice to the community with this practice and implore them to use the Sam for traffic calming through the village, the purpose for which the community, who worked very hard for this, intended for it to be used’. The Chairman reported that he had been moving the sign and handling the data recorder on his own, but that there were a limited number of posts to be used, restricted to being used for 4 weeks at one site (not to return within 8 weeks). Cllr Monson expressed his surprise at the positioning of the sign on the wrong side of the road (i.e. not on the drivers’ side) but the Chairman responded that, although he agreed with Cllr Monson, this deployment method is practised in other villages and besides there would be additional cost in acquiring a further post. Mr. Dave Watkins asked what would be the consequences of just using 2 posts as who would say something about it; Frankie Watkins pointed out that the use of just 2 posts would be sufficient to fulfil the criteria. But Cllr Gay suggested asking Mr. Eagle to consider the purchase of another post, to which Cllr Monson suggested a location on the Foulden or Eastmoor roads.

n) Norfolk Planning Authorities: The draft framework will be subject to public consultation from 2nd of August to 4pm on Friday 22nd Sept 2017.  Comments are invited on any aspect of the document but please make it clear which section/paragraph number(s) your comments relate to. A response form is available on our web site at https://norfolk.citizenspace.com/consultation/norfolk-strategic-framework and this is our preferred response method. Alternatively, responses will be accepted by e-mail to: nsf@norfolk.gov.uk.

o) Citizens Advice Mid-Norfolk appeal letter

p) Anne Thorpe is the new representative of the British Legion annual poppy wreath appeal, following the untimely death of Mr. George Harris. The clerk confirmed that the council would continue to purchase the wreath as for previous years.

q) MacMillan coffee & cake open house at Homestead Farm, Ashill 29 Sept.

r) Elizabeth Truss MP – letter offering to meet the parish council to discuss any issues or concerns.

s) Email from Cathy Warnock: to see if anything can be done for future years. The 'carrot' field adjacent to Swaffham Road and the road leading down to Oxborough Lakes, has had night-time working on at least three consecutive nights so far this week, and some nights last week. The work starts about 1.00am and sometimes continues through to about 4 or 5 o'clock in the morning. It is fairly noisy, enough to wake you up and keep you awake and for some of us means that very bright lights shine right through the curtains into the bedrooms. The Chairman reported that he had followed up with Mrs. Warnock about this but Cllr Monson expressed his regret that he had not thought to inform Cathy that this would be happening (as he had to the occupants of Dial Cottage), as he had not thought the noise would travel so far. But there will be no repeat of this next year as the field in question would not be used for carrot crops for another 8 years.

t) The clerk was informed by Bar Pritchard that Martin Ive (Ryston Runners organiser) had to cut through the padlock to the vehicular gate on the green in order to gain access for the 300+ cars, prior to the Wissey ½ marathon event taking place on Sunday 3 September. Regrettably the clerk was away over the whole weekend and unusually Martin had also forgotten to request that the village green be unlocked in good time – so he had no choice but to take the necessary action. He has kindly offered to pay for a replacement, but the clerk has purchased a new padlock.

u) Norfolk Accident Rescue Service – received no funding from NSH or Ambulance Trust and ‘in the last 2 years NARS have attended a serious incident in your parish’ (?) – therefore request for donation.

v) CPRE Norfolk Campaign Alliance meeting – 27 Nov, starting at 7.15pm at Dereham Memorial Hall. Campaign against proposed additional large housing allocations being added in to new local plans.

w) The Desert Rats Association – letter of thanks for the use of the green for the Companion Dog Show on 27 August – raised £220 which will be used to renovate the Sandhurst Desert Rats memorial stone and incorporate it into a larger memorial to all the soldiers that served in WW11, N. Ireland, Gulf War 1 & 2, and ops in Afghanistan and Iraq. However, the letter included a criticism of the condition of the grass ‘…had not been cut for some considerable time and there was a large amount of old grass cutting in certain areas. This of course required to be removed and took much of the organisers over 3 hours to clear. Luckily Graham Allison was on hand and made significant contribution in supporting the Association and helping with this hefty work. Several people throughout the day did comment on the grass and edging…the Association please request that for any future shows the grass is appropriately cut shorter and bulk grass cuttings removed prior’. The clerk had already acknowledged receipt of the £30 hire fee but will follow up with a suitable response regarding the grass.

x) Email from Frankie Watkins regarding the SAM2 sign. Frankie had been waiting for data to be sent to her by the Chairman, as promised, but despite numerous emails reminders sent over the summer, it was only after meeting him by chance in the village in September that he finally sent the data and the analysis software. Frankie hopes that from now on monthly updates will be sent to her. Additionally, she and other members of the SAM2 team (about 10 individuals) have not been involved with the maintenance or moving of the sign since the initial installation on 1 April and asks if the Chairman plans to make use of the other members of the SAM2 team. Finally, Frankie commented that many villagers had contributed to the fund raising for the SAM2 sign and so asked if there would be an open presentation to the village outlining how the money had been spent. The Chairman responded that Cllr Allison is also trained in the handling of the SAM2 sign but that no other volunteers have come forward since the first use of the sign. Mr. Cooper observed that only one person is involved in its use whereas the original plan called for a team of people. There seemed to be some confusion over who was considered to be involved in the scheme and Cllr Monson suggested that it would be useful to have a co-ordinator who could manage the volunteers, once the names were agreed. Dave Watkins asked who had any of the 3 keys to the sign’s padlock and the Chairman said he had them all. Logically the keys need to be distributed, so the Chairman offered to circulate a plan to ask for volunteers to attend a refresher course at the village hall. Bar Pritchard suggested placing a small article in the next village newsletter to that effect.

7.       DISTRICT COUNCILLOR REPORT

Cllr Nairn talked about how Capita had been recently put under scrutiny, and this has brought about the following change in planning application procedure: now before any PA is submitted, the applicant will have a meeting with a planning manager to discuss the matter beforehand. In addition, there are now tighter time constraints. The Local Plan, which will dictate development over the next 15-20 years, is in the final stage and will be ratified in early 2018: as mentioned at previous meetings, any development in Oxborough is limited to 10% of the existing housing, which works out at a maximum of 10 new homes over the next 10 years. The budget setting has progressed well as the district council’s substantial commercial portfolio offsets against the council tax burden. The Chairman thanked Cllr Nairn for his report and asked if there were any questions from the council or public. Bar Pritchard questioned why only 170 new houses are included in 'Breckland's 5-year housing supply' figures, when planning permission exists for 5000. Cllr Nairn said that although the permission had been granted some 18 months ago, it seemed that the necessary funding package is not yet in place, hence the low numbers, but that BC will be pushing for the build rate to increase. Mike Cooper questioned the possible development in Oxborough and whether this could happen in one go. Mr. Nairn said this could not happen as certain criteria would need to be met, such as virtually carbon neutral and eco-friendly builds. Andy Le Clercq asked what the current building rate is. Cllr Nairn responded that it falls far short of the 5-year land supply. Jim Hitches asked how local farming families can afford the proposed new builds and Mr. Nairn advised that larger developments would include affordable housing but that prices would be set by the market value.

8.       COUNTY COUNCILLOR REPORT

Mr. Eagle enthusiastically talked about his new position as county councillor and how important rural life is to him; how NCC has a billion-pound budget which needs to be put to good work whilst keeping council tax bills down. He welcomes the views of everyone and mentioned how important it is to remove barriers regarding employment, as villages can only survive and thrive if people can find work. He has a highways budget of £6k to share between 25 villages in his constituency and he welcomes any suggestions of how the portion for Oxborough could be spent. The Chairman thanked him and asked if there were any questions. Jim Hitches asked if perhaps the budget share could be spent on doing something about the verge and hedge of which he had previously spoken.

9.     ACCOUNTS

        The clerk presented a report of ‘Accounts reported against the budget quarterly’ iaw the Statement of Internal Control and Annual Review of Effectiveness of Internal Control (section Financial Reporting): See Appendix A.

a)  The clerk requested of WMT, advice on insuring the war memorial – the response was that this should be based on the cost of a full replacement of the memorial, which should be advised by a contractor. The clerk has contacted Simon Swann for his advice: he has suggested a value of £30k. RFQs issued: UK Special Risks can only offer under their headstone scheme within their sums insured limit of £20k – the cost would be £1120. Our current insurers would do it at £140. Ansvar Insurance was a no quote as all enquiries need to be placed via an insurance broker. Cllr Gay considered the sum insured to be too high, although bearing in mind that the renovation had just been completed and in light of recent thefts, it still might be prudent to get it insured. The Chairman observed that some of the render on the plinth had already started to break up and the clerk will take this up with the contractor. Cllr Monson also thought that the sum insured was too high and Cllr Gay proposed halving it, which was seconded by Cllr Willies. Cllr Allison asked if the war memorial had been previously insured – no-and the Chairman asked if it was a requirement of the grant award- no.  So, Cllr Allison proposed that if the premium was reasonable that the insurance should be purchased, but the Chairman reiterated that such a decision could not be made outside of meetings. So, Cllr Willies proposed that if the insurance quote was no more than £70 that the insurance should be bought; this was seconded by Cllr Gay, the Chairman asked for a show of hands, all in favour.

b) The clerk invoiced National Trust £150 for the annual lease on land for use as car parking: payment received.

c) Receipt: Ryston Runners ½ marathon 3 September- £90 cheque, banked.

d) Mazars LLP – Completion of Audit for the y/e 31 March 2017. Publish (plus upload to website) that the audit has been concluded and that the statement of accounts has been published. Display notice advising rights of inspection conferred on local government electors by section 25 of the Local Audit and Accountability Act 2014 – available from the clerk.

e) Payments: invoices from CGM for cuts 18 May (£35) 7 July (£32), 11 Aug (£32) and 24 Aug (£32). No Cheque issued yet. The clerk has requested of CGM to invoice bi-annually as agreed; following this a statement of o/s invoices was received for £243.60 – agreed for payment.

f) Regarding the wildflower area, the clerk had asked for a quote from CGM to collect the arisings from the previous wildflower cut – this had not been included in the contract detail – the charge would be £120 per visit (x2 per year).

g) Receipt: Precept £1418 plus grant £44.50 (1/2 year)

h) The Pensions Regulator – letter advising that the minimum pension contributions will soon be increasing (from 6 April 2018 and then from 6 April 2019)

i) Following a review of the budget report v. actual (Appendix A), Cllr Monson proposed making the annual payment to St. John the Evangelist Church for £175, plus a payment of £30 to the Royal British Legion.  This was seconded by Cllr Gay and the Chairman asked for a show of hands – unanimous. 

10.     The Village Green- the mowing regime

The Chairman had met with Marcus Glover of CGM to discuss the ongoing maintenance; the advice received was that the cuts should be every 2 weeks, weather conditions permitting, plus OPC should supply a key to the padlock. The current contract comprises cuts of the main green on a 3-weekly basis (March – October) @ £32 each plus cuts of the wildflower area twice a year (July and October) @ £40 each (prices subject to current VAT rate). This works out at between 12 -13 cuts of the main green each year. Unfortunately, due to weather conditions, the green was not cut for 5 weeks during the summer and this resulted in excessive clumps of dead grass spoiling the appearance of the green for considerable time. So far there have been just 8 cuts of the main green (invoiced) plus x1 cut of the wildflower area. Clerk note: CGM has advised that the final cut of the year is due 13 October, making a total of 9 cuts. Cllr Allison suggested that going forward, CGM should just make decisions of when the grass is cut, as they would know best. Cllr Gay asked the Chairman what he is proposing to do about next year’s contract. After further discussion, Cllr Willies proposed that a key should be given to CGM and that the contract should be for 13 cuts on dates decided upon by CGM, with the option of an additional 2 cuts to cope with events and hire arrangements. Cllr Monson agreed and proposed that the PC should budget for 15 cuts but contract CGM for 13 cuts, plus supply the key for easy access; Cllr Gay seconded this and the Chairman asked for a show of hands: 3 in favour, I against and 1 abstention – the motion was carried.

Further discussion followed on the question of volunteers working to remove grass cuttings but members of the public were making comments throughout and Cllr Gay asked for a point of order to the Chairman, that the councillors should be allowed to carry the discussion without contributions from the public. The Chairman reminded those present to refrain from joining in with the discussion.  Cllr Monson continued with his comment that he would prefer to see the grass kept short over the entire green until next March – and then permit the wildflower area to grow again, but Cllr Gay reminded her fellow councilors that the vote for the trial period of the wildflower area for one year had been unanimous. She proposed that she will attempt to get a group of volunteers together to help clear away the cuttings after the final cut of the wildflower area (due in October) and this was seconded by Cllr Monson. The Chairman asked if there were any other proposals – there were none- so he asked for a show of hands: 3 in favour, 2 against – the motion was carried.

A final discussion ensued, this time regarding the footpath. The Chairman asked Cllr Gay if she wanted to put together another party to clear the path; Cllr Allison had already made a start at one end (on the edge adjoining the main green) but reported that the pathway is very overgrown, whereas in earlier years the previous Chairman, John Voaden, had organised a working party each year to maintain the footpath. Cllr Monson asked if it would be possible for CGM to ensure the grass is cut very closely to the edge of the footpath, but clearly this has not been possible to maintain, or if they might make careful use of an herbicide (not environmentally friendly). He asked Cllr Allison what method he had been using – he had borrowed an edge trimmer but it had been very difficult work and much of the wood edging has been rotting away over the years.

Cllr Gay proposed whether OPC should take responsibility for the footpath – the Chairman said yes – and since Cllr Monson had made a few suggestions should the council approach CGM regarding the matter. Cllr Monson responded with an offer to assemble a group of volunteers to work on the footpath in a few weeks’ time. Cllr Gay proposed that the council accept this kind offer, which was seconded by Cllr Willies. The Chairman asked for a show of hands which was unanimous – the motion was carried.

     

11.     To agree whether representation should be made by the PC regarding

the Planning Appeal for 8 Houses, and if so, what that representation should be

The Chairman advised Cllr Monson that he had neglected to request a dispensation prior to the meeting, so he asked him to leave the village hall before the agenda item could be discussed. Cllr Gay advised that Mr. Monson was also a member of the public, so Cllr Monson agreed to remove himself from the meeting table, but that he would remain in the room as he was entitled to be present as a member of the public. Cllr Gay reminded the Chairman that members of the public had expressed an interest in contributing to the discussion of this agenda item, so the Chairman closed the meeting and permitted public participation. Chris Heatley began by saying that Mr. Monson had contributed much to the village over the years as a parish councillor, but that 40+ villagers had objected to his planning application 9 months previously and so for him to lodge the appeal reflected badly on him and he should step down as a councillor. Cllr Gay called for a point of order, as this is not an Agenda Item and the Chairman agreed. He asked if anyone else had anything to contribute from the floor – and Andy Le Clercq said that he thought the parish council should make a representation. With that the meeting was re-opened and the Chairman asked for comments from the councillors. Cllr Gay spoke about how there was a level of feeling against the PA, no less now the appeal had been submitted. Originally the parish council had objected to the development but at that point there had been a 5-year plan – since then circumstances have changed and she has observed that other similar planning applications have been turned down by officers on appeal as they do not meet the criteria of sustainable development; for this reason she considers it worthwhile for the parish council to submit a representation. Cllr Allison agreed and would certainly endorse the initial objections plus he made a point of criticizing Anglia Water over the problems with water supply and sewage, in particular at his location in the village, where previously all housing had relied on a cesspit but that now 19 or 20 homes were all relying on the mains supply, which causes big problems at peak times. Cllr Willies supported the notion that the parish council submit a representation and along with local support this would validate the case for Oxborough village. The Chairman commented that as the parish council had already objected to the development, why should there be a need to make a second representation. Cllr Gay repeated the fact that despite that circumstances had changed (in Breckland Council), the parish council still supported the initial objection. So, the Chairman asked Cllr Gay to make a proposal: it is proposed that representation should be made from Oxborough PC opposing the planning appeal for 8 houses and the representation should be on the basis that the arguments made in the most recently submitted documents by the appellant are inappropriate in the case of this development and this village. This was seconded by Cllr Willies and the Chairman asked for a show of hands: 3 in favour and 1 abstention so the motion was carried. Cllr Monson re-joined the meeting.

12.     highways

Cllr Allison asked the clerk to contact Highways regarding the quantity of potholes around the village which have already been marked up with white paint, but still require remedial action. 

13.     a.o.b. including time for public participation

a) Cllr Gay asked the Chairman for reassurance that the recordings of the parish council meetings are destroyed: Retention Guidelines for Local Authorities - A Guide produced by the Local Government Group of The Records Management Society of Great Britain 2003:1https://www.whatdotheyknow.com/request/19342/response/54053/attach/3/Records%20Management%20Retention%20Guidlines%20for%20LG.pdf (see page 15 ref 1.5). The guidance is clear that draft minutes and audio recordings should be destroyed when the minutes are agreed. But the Chairman stated that this reference was out-of-date and superseded by another document which the Chairman had (dated 2014) which details otherwise. But there was confusion over this as it was clear that this second document did not address the same issue, and Cllr Gay asked why he persisted in retaining the recordings and to what use he was putting them. The Chairman responded that he would take the matter to a higher authority but Cllr Gay asked why the matter could not be dealt with at this time. Further exchanges followed and it was noted that no proposals could be made under AOB so Cllr Willies suggested this should be an Agenda Item for the next meeting.

b) Mike Cooper asked if a councillor would propose that the council look at the possibility of arranging for the use of a mobile post office facility in Oxborough.

c) Mike Wood related how very recently a convoy of 7 tractors & trailers had travelled down Eastmoor Road one evening – and questioned whether there were any restrictions on this type of road. Cllr Monson commented that little could be done but he did suggest that residents should park along the road and so make it difficult for large farm vehicles to negotiate it.

 

d) Bar Pritchard asked the councillors if the issue of the hedge cutting had been resolved, following on from the discussions at the start of the meeting (in the open forum - about 3 hours earlier). Then Bar asked which persons had a key to the village green: the clerk and Cllr Allison are the key holders. Cllr Gay asked the Chairman to go back to the issue of the hedge cutting as this needed to be resolved; she proposed that the hedge be cut as soon as possible, this was seconded by Cllr Willies and the Chairman asked for a show of hands; 4 in favour and 1 abstention – the motion was passed. 

14.     date of next meeting

The next Parish Council meeting will be held on Wednesday 10 January 2018 starting at 7.30pm.

The meeting closed at 10.30pm



 

 

 


APPENDIX A


OXBOROUGH PARISH COUNCIL


Meeting 11 October 2017


Report: Accounts reported against the budget quarterly


IAW Statement of Internal Control and Annual Review of Effectiveness of Internal Control (section Financial Reporting)



BUDGET 2017/2018

 

 

 


 

Budget

Actual


Estimated Gross Payments

 

 


Auditors

0.00

0.00


Clerk

1040.00

0.00


HMRC

220.00

0.00


Accountants

25.00

0.00


CGM (the green maintenance)

678.00

327.60

(see note 1)


Hedge maintenance

250.00

0.00

 


Village Hall Hire

75.00

0.00


St. John the Evangelist

175.00

0.00


Insurance

195.00

191.52


Royal British Legion

30.00

0.00


 

2688.00

519.12


Estimated Receipts

 

 


Village Green Hire

90.00

120.00


National Trust Lease

150.00

150.00


VAT Refund

200.00

0.00


 

440.00

270.00


Note 1: £84 (3 cuts less refund for overcharge previous year) paid already but statement received £243.60 and payment now required (for 6 cuts)



 

 

 

 

 

 

OXBOROUGH PARISH COUNCIL

2017/3
DRAFT MINUTES ANNUAL GENERAL MEETING
Held at Oxborough Village Hall Wednesday 23 May 2017 commencing at 7.00pm

PRESENT:

Mr. David Hotchkin

Chairman

 

Ms. Hilary Gay

Vice-Chairman

 

Mr. Graham Allison

Councillor

 

Mr. Simon Willies

Councillor

 

 

 

 

11 Members of the Public

 


Cllr Hotchkin welcomed everyone to the meeting and asked the clerk to proceed with elections

1. ELECTION OF CHAIRMAN
The clerk requested nominations for Chairman; Cllr Allison proposed Cllr Hotchkin which was seconded by Cllr Willies. The clerk asked for any other nominations – there were none. A show of hands was asked for, which was unanimous, and the vote was carried.

2. ELECTION OF VICE-CHAIRMAN
The Chairman requested nominations for Vice-Chairman; Cllr Willies proposed Cllr Gay which was seconded by Cllr Allison; no other nominations were forthcoming and the Chairman asked for a show of hands -all in favour.

The clerk requested of each Councillor to sign the Declaration of Acceptance of Office before conducting council business; the completed forms were returned to the clerk for safe-keeping.

3. DECLARATION OF INTEREST
There were no declarations of interest.

4. MINUTES OF AGM 2016
The Minutes of the last AGM held on 25 May 2016 had been circulated to all Councillors, displayed on the Notice Board (and website) and were unanimously approved as a true record –and signed by the Chairman.

5. REPORTS
a. Chairman’s Report, Cllr David Hotchkin:
The Chairman said he was sorry about the resignation of the former Councillor and Chairman, John Voaden, which had caused consternation at the time but then Simon Willies had been co-opted as a replacement Councillor; he feels he will do a good job. He was happy to see the final installation of the SAM2 sign, having played a personal part in the issue, and commented that it seems to be slowing down drivers; data will be collected once he gets to grips on how to access it! The War Memorial is looking very fine and he expressed his grateful thanks to the anonymous donor, without whom it would not have been possible.
The Chairman invited questions:
Q. Cllr Allison asked often the data from the SAM2 sign will be supplied to the Speedwatch team.
A. The Chairman thought that the data would be equally available to Frankie Watkins (Speedwatch Coordinator).
Q. Mike Cooper asked at what point does data begin to record the speed.
A. The Chairman said this is recorded from start to finish – and then the average speed is recorded.
Q. Mike Cooper said that if the SAM2 sign is positioned close to the 30mph sign then this figure would be skewed.
A. The Chairman agreed and that the sign would be moved back some distance (adj. to the property of Miles Griffin) to allow more accurate data collection.
Q. Mike Cooper asked if the Council is happy with the war memorial, going on to complain about the surface finish – which seems unsatisfactory to him (he had brought photos to show the councilors).
A. Cllr Gay asked the clerk if the donor had been asked their opinion of the final state of the war memorial – the clerk confirmed that the benefactor was content, saying that the contractors have done a great job.

b. District Councillor’s Report, Cllr Mike Nairn:
Cllr Nairn was unable to attend the meeting, but had emailed his report: this will be displayed on the Notice Board.

c. County Councillor’s Report, Cllr Fabian Royston Eagle:
Clerk note: no contact from this newly elected Councillor (fabian.eagle.cllr@norfolk.gov.uk)

d. Village Hall Report, Bar Pritchard
Weekly: karate, aerobics (temp on ice), table tennis: Thurs social group and 2 yoga sessions on Fridays. Monthly quizzes continue very successfully (attracting 20-40) -next one is here tomorrow, starting 8pm £3 pp. Last summer‘s monthly Footpaths Walks ending with tea in VH have re-started; next one this Sunday - meet here 3pm. History Group Open Days, generally first Monday in the month are thriving, as older and previous residents meet up and revisit shared pasts, very usefully also identifying people in old donated photos of school classes, cricket teams etc. Next Open Monday is June 5th 11-4. Changing displays of old photos in the entrance add much to the experience for all visitors, both locals & holiday makers passing through.
Other regular but less frequent users include the National Trust, Parish Council, and as Polling Station plus one-off’s in 2016 included pantomime “Jack and the Beanstalk” another great success, packing the hall for 2 performances – another in February 2018. April’s Antiques Quiz – also packed – was a very successful event mounted by the SAM speed sign fund-raising group, recently installed.
April’s disappointing Car Boot made us drop this twice-yearly event, although September’s was picked up within a new Aug BH ‘Fun Day’, alongside other attractions and activities on the Green and in the VH – another likely this summer. The Summer BBQ was again greatly enjoyed and well-supported and will be repeated. In Dec the 40th Anniversary of the official opening of the VH was marked by a special 2-day History Group event with pictures of the original wooden building. And private bookings of course continue for family gatherings, parties, wakes etc. Failed efforts to ‘host’ a 24/7 fresh fruit and veg stall in the car park, disappointing (trading license issues). Parking constraints at the pub led to a sign in bus shelter for the VH to take overflow parking – but with no noticeable impact
After 40 years, with individual blocks loosening and warping, the floor needed significant work last August. By Jan, a section near the stored tables bulged and broke up – the blocks not then fitting back into the space. Other areas also started to bulge but seem to have receded. We are currently pursuing quotes for necessary work to inform a way forward, that restores a functional floor asap while providing best value for money. Our complaints about design of the Recycling clothing bank (the difficulty reaching to raise a bag from the ground up to that height given the strength required - at the same time - to pull and hold down the hopper), with full support of Cllr Mike Nairn (who has same problem in Weeting) – are to no avail. Most recent payment, 2016/2017 was around £100 down on previous 12 months. (Down from £672 to £567). Breakdown shows glass actually up £100, (from £206 to £317) –restoring the rate prior to doorstep collection of glass in black bins so many thanks and please keep it up. Textile income has dropped by £200+ (down from £466 to £250) possibly related to the awkward bin design.
Cathy Warnock was voted on at the AGM and Nicola Wray was co-opted to the committee at our first committee meeting following the AGM, the outcome of which is that myself (as GC rep) will continue as Chairman, Julie (as PCC rep) continues as Secretary, Kelvin (as HG rep) remains Treasurer, along with Mike Wood re-elected at the AGM, and Graham likely to be re-appointed as PC Rep, bringing our total to 7 – full complement for once. Thanks are due to this team for their commitment and continuing hard work, as we look forward to working with new members Cathy and Nicky, to keep the VH in good order and available for all to use.
The Chairman thanked Bar for her report.

e. St John’s Church PCC Report, Mike Wood:
Regular monthly church services have been held at St John’s throughout the year. To bring you up to date, the next service of Holy Communion will be held on Sunday 18th June. In November thieves stole the lead from the Bedingfeld Chapel roof. Although a temporary roof covering was put in place straight away, it has proved impossible to keep the weather out. Water has percolated through the roof structure and into the Chapel below. One of the terra cotta tombs has been covered to prevent further water damage. The work to replace the roof has been tendered and the PCC are in the process of going through the tender documents. The need for fundraising is urgent and the PCC is applying for grant assistance. Fund raising events are planned. The first event will be a flower festival and cafe in the North Aisle on 24-25 June which we hope will be well supported. Anyone wishing to take part or help please contact Julie.
Q. Cllr Gay asked if it was known how much would need to be raised by the village in match-funding.
A. The proposed costs are probably in excess of £40k and it is much harder to gain funding as there is a lot of competition for grants, but that work is in hand to achieve this.
The Chairman thanked Mike and Julie for the report.

f. Hewars and Hammonds Trust Report:
None.
The Chairman is a trustee and he confirmed that the accounts had been finished and were available on the Charity Commission website, although for further information please contact Elizabeth Mason.
Q. Cllr Gay asked if any donations had been made to people living in Oxborough.
A. Cllr Hotchkin confirmed that the usual donation was £200 but that no personal information could be revealed as this was confidential.


g. Gooderstone School Report:
None.
There has not been anyone from the village as a representative for some time (since Sue Whittley left as a Governor) and the Chairman said that the Parish Council will follow up with Gooderstone School to see whether OPC should receive some sort of report. Cllr Gay asked if there were any Oxborough children attending the school – this could not be ascertained.
Q. Mike Wood asked if Hewars charity had donated to the school in the last year.
A. The Chairman said that donations could only be supplied for specific needs (no general reasons accepted)
Q. Bar Pritchard asked if there was an obligation for Hewars charity to donate to Gooderstone School.
A. The Chairman said no, but that Hewars would always consider any specific requests for funds.

h. Speedwatch Report, Frankie Watkins
The Oxborough Speedwatch group was formed in March 2016 under the leadership of Cathy Warnock and I subsequently took over as village coordinator in February of this year. We now have a group of eight trained volunteers who, working in teams of three, usually carry out two one hour sessions per week. Earlier this year Oxborough was selected to be one of the first Norfolk Speedwatch groups to receive a new, more modern radar device. Our selection was a result our commitment to the scheme measured by the number of sessions carried out. In March, we took delivery of the new device and can now be seen around the village with our ‘hairdryer’. An additional sixth site at Church Farm Drive was approved by the constabulary and we continue to concentrate our efforts on the sites along Swaffham and Stoke Ferry roads where we see the heaviest traffic. Over the last quarter we have recorded an average of 72 (50 – 100) vehicles per hour of which an average of 3 (0 – 10) were recorded speeding at over 35mph and reported to the Norfolk constabulary. This compares with an average of 85 vehicles and 1 – 12 vehicles speeding over a similar period last year. Our perception as a group is that there are fewer cars speeding through the village when we are out although we do sometimes still see vehicles travelling at speeds approaching 50mph.
The SAM2 sign is now operational in the village and, earlier this month, I had a very useful discussion with David Hotchkin regarding the data from the first month of its use. For June, I have incorporated the information regarding number and times of speeding vehicles to fine-tune the timing of our sessions around the village. I hope to continue to receive regular monthly updates as the SAM2 sign moves around the village so that I can better target the Speedwatch sessions in terms of both time and location.
I would like to take this opportunity to thank all the volunteers for their support, hard work and good humour over the last 14 months. We are always keen to attract more volunteers to the group. If anyone is interested please get in touch with me or come and speak to us if you see us operating around the village.
Q. Cllr Allison asked if the SAM2 sign recorded the speeds of lorries and other larger vehicles.
A. Frankie confirmed that, save for motorbikes, all vehicles speed would be captured by the SAM2 sign.
Q. Elaine Willies asked what happens with the information recorded.
A. Frankie said that a report is compiled and submitted to their designated police contact (Janet); for a first offence, a gently-worded letter is sent; for a second offence, a strongly-worded letter is sent plus the vehicle owner is put onto a ‘police watch’ list. She and Brian Bennett had attended a meeting for Speedwatch teams and had been told that the Speedwatch teams are the front line for reporting to the police on this issue. She added that depending on the number of speeding vehicles reported to the police, a speed trap manned by a traffic policeman would be carried out at certain locations – and that the threshold for speeding would be 31mph.
Q. Elaine asked if the Speedwatch team was having an effect on reducing speeding vehicles.
A. Frankie said that, although it can be deceptive, the perception is that the vehicles are slowing down. As to the question of using the same location as the SAM2 sign, yes this had occurred once and seemed effective, although it was still noticed that once vehicles had passed the group, some would speed away. The ideal Speedwatch session would see zero speeding vehicles. 2 out of 3 team members must agree on the registration number, make and model and colour of each vehicle, which is then reported back to the police. Sometimes the registration number does not match the vehicle details recorded –possibly some drivers are using fake plates, although the police will assume that an error in recording has been made.
The Chairman thanked Frankie for her report.

i. History Group Report, supplied by Kelvin Smith
The group has been active over the last year with two formal meetings and a start made on researching the publication A New History of Oxborough. This meant several visits to the local record offices (Norfolk Archive Centre, Norwich) and the expansion of the archive. Contact was also made with a firm of typesetters and with printers. The deadline is January 2018. There have also been 10 open day events at the village hall, including a new innovation of days (Sunday and Monday) from Dec 2016. Three newsletters were issued during the year, covering subjects such as manorial records, then and now, Oxborough families, archaeology, population of Oxborough, hearth tax, rectors of Oxborough and the religious census of 1851. See the website www.oxboroughhistorygroup.org for more information. The group launched a Facebook page and has several friends including former residents of Oxborough. New display cases and a storage cupboard were acquired which means there is somewhere safe to store electronic equipment. An archaeological dig was undertaken in the Oxburgh Hall carp park (site of four cottages). Although no major finds were made many interesting artefacts have been unearthed. A major disappointment has been the lack of involvement of local schools. We aim to continue to respond to villagers’ and others’ interests and enquiries into the history of Oxborough, to further add to the ‘Oxborough Archive’ and to give presentations and exhibitions when requested. The Group would like to thank the Village Hall Trustees for permission to use the village hall and are grateful to the many villagers and former residents who have supported its activities.
Clerk note: Kelvin had supplied his report prior to the meeting as he would be unable to attend.


6. ACCOUNTS FOR Y/E 31-03-2017
The Councillors considered the prepared accounts. Regarding income, Cllr Willies questioned why there was a figure of £100 in 2017 compared to £200 in 2016 received from the National Trust. The clerk explained that she had been late in requesting the payment in 2015, which why the figure had been doubled in 2016. Cllr Gay asked if thanks had been passed on to Ben Lambert following the annual hedge-cutting; the clerk confirmed this. There were no other questions and Cllr Gay proposed that the accounts should be accepted – this was seconded by Cllr Allison and a show of hands was unanimous. The accounts for the year ending 31 March 2017 being approved, the Chairman and clerk signed the reconciliation and the ledger book.

7. APPOINTMENT OF AUDITORS
Cllr Gay proposed that the Parish Council continue with Mazars LLP for the final year, which was seconded by Cllr Willies. The Chairman asked for a show of hands, which was unanimous. Clerk note: Sector Led Body (SLB)for audit procurement: following on from the abolition of the Audit Commission and a new regulatory framework being introduced, the Parish Council has subscribed to the SLB being set up to administer external audit arrangements. This affects the financial year 2017/18 onwards and although smaller authorities with a turnover of less than £25K will be exempt from having to submit an annual financial return, they will have to have an auditor appointed in case there are questions from electors to be resolved.

8. QUESTIONS FROM THE PUBLIC
a) Mike Cooper reminded the council that there is a standing order for an Open Forum at each Ordinary Meeting, but that this had been missed off the Agenda. The clerk apologized and confirmed this would be included as usual.

The Chairman closed the AGM at 8pm.


                                                                      


OXBOROUGH PARISH COUNCIL 

2016/3 

APPROVED MINUTES ANNUAL GENERAL MEETING

Held at Oxborough Village Hall Wednesday 25 May 2016 commencing at 7.00pm

PRESENT:

Mr. John Voaden

Vice-Chairman

 

Mr. Graham Allison

Councillor

 

Ms. Hilary Gay

Councillor

 

Mr. David Hotchkin

Councillor

 

Mr. Mike Nairn

Breckland District Councillor  Bedingfeld Ward

 

 

 

 

7 Members of the Public

 

Cllr Hotchkin emailed prior to the meeting to request a consultation of the Standing Orders: the clerk confirmed that there are none relating to the Election of Chair at AGM. Rory Ringer, Democratic Service Manager at Breckland Council emailed: The chairman, or in their absence the vice-chairman must preside. Only if these are both absent may the council appoint some other councillor to preside. The first business of the meeting must be the election of the chairman, who must be an elected member of the Council. The person presiding may vote and must, if necessary, give a casting vote in such an election and may vote for himself.

 

1.                             ELECTION OF CHAIRMAN

The clerk requested nominations for Chairman; Cllr Gay proposed Cllr Voaden which was seconded by himself; Cllr Allison nominated Cllr Hotchkin, which was seconded by himself.  The clerk asked for a vote and there were 2 for each nomination. The Vice-Chairman cast a second vote for himself.

2.            ELECTION OF VICE-CHAIRMAN

The Chairman requested nominations for Vice-Chairman; Cllr Allison proposed Cllr Hotchkin which was seconded by Cllr Voaden; no other nominations were forthcoming and all in favour. Cllr Hotchkin accepted.

 

The clerk requested of each Councillor to sign the Declaration of Acceptance of Office before conducting council business; the completed forms were returned to the clerk for safe-keeping.

3.            DECLARATION OF INTEREST

There were no declarations of interest.

   

4.            MINUTES OF AGM 2015

The Minutes of the last AGM held on 20 May 2015 had been circulated to all Councillors, displayed on the Notice Board (and website) and were unanimously approved as a true record –and signed by the Chairman.

5.            REPORTS

a.       Chairman’s Report, Cllr Ian Monson:

Clerk note: Ian had notified that he would be on holiday.


b.       District Councillor’s Report, Cllr Mike Nairn:

During 2015/16 the four priorities were supporting Breckland to develop and thrive, providing the right services at the right time in the right way, developing local economy to be vibrant with continued growth and enabling stronger and more independent communities. Recycling habits have improved – a reduction of contamination from 17% down to 12%. New online book and pay (via website) for green waste has been very popular. Community grants total of £133K paid in match-funding. A new collection of public agencies aimed at all residents was launched in Thetford and a second in Dereham is planned for Autumn 2016. Breckland is a dementia friendly council as accredited by Norfolk Age UK. Participation in leisure centres reached an all-time high, increasing health and wellbeing for all, in particular discounts for carers and the cared. Breckland Fit Families project in primary schools encourages activity and healthy eating for children and their parents, particularly targeting healthy behavior change in families from 5 Breckland areas highlighted by the National Child Measurement Program as having a high prevalence of Reception age children at risk of development. Better Broadband for Norfolk – the council has provided £950K towards the infrastructure costs. Local businesses have been introduced to the council’s procurement process during Meet the Buyer event, which increases competition, helps the council make savings and promotes local business. Finally, the council has created a discretionary business rate relief scheme aimed at reducing the number of empty shops and encouraging a wider variety of retail offering – pilot will take place in Dereham in April 2016. Small independent business can apply for 80% business rate relief (total budget of £10K for Dereham). If successful, the scheme will be introduced into other market towns.

                 The Chairman thanked Mike for his report.

c.       County Councillor’s Report, Cllr Ian Monson:

Clerk note: Ian had notified that he would be on holiday.

 

d.       Village Hall Report, Bar Pritchard

The AGM was held in April. The hall has been well used again, with many activities, such as two charity events, numerous quiz nights, a couple of Car Boots and a summer BBQ. The gravel in the carpark has been redone and CGM were recently engaged at a good price, to maintain the grassy area around the hall. The next project will be to restore the flooring, as after 40 years it is in need. So it will be sanded, re-seated, sealed and waxed, which should see it out for many years to come. The grant application has been submitted and the outcome is expected in June.

The Chairman thanked Bar for her report.

 

e.       St John’s Church PCC Report, Alan Reid:

Clerk note: Janet informed that Alan was in hospital.

 

f.         Hewars and Hammonds Trust Report, supplied by Valerie O’Dwyer:

These charities were formed from money left under the Will of Thomas Hewar in 1619 and is for the benefit of the church and of the poor in perpetuity.  The monies from the sale of the original School House is available for educational purposes for children living in the village.

Income for the Hewars Trust comes from the letting of approx. 10 acres in Ferry Road and the shooting rights of the Poor Fen in Eastmoor Road.  A small amount (£165) comes from the Yorkers Trust which is based in Cockley Cley.

The monies are invested (after taking professional advice) in Schroders Equity Income Trust for Charities and The Growth Trust for Charities.  At a time when it is extremely difficult to invest for income the monies are still generating a small amount of income.

The monies are distributed to anyone in need in the village who either apply to one of the Trustees or whose need is brought to our attention by friends, neighbours etc.  We always wish to hear of any such need so please be aware. We have given two grants from the Educational Fund this year including one to Gooderstone School, and two to help residents in need. The accounts are still with the auditor but will be available shortly on the Oxborough Website.

Valerie O’Dwyer Chair

Clerk note: Valerie had supplied this report prior to the meeting as she would be away.

g.       Gooderstone School Report:

h.       Speedwatch Report, Cathy Warnock

Trained by Norfolk Constabulary Officers (Cathy Warnock, Frankie and David Watkins, Brian Bennett, Mike Wood, Mick Cockram and Sylvia Voaden), the aim is to hold 2 Watches a week, lasting 1 hour, at one of the 6 locations approved by the police. We are still testing the sites and already know that some are not as effective as others (Swaffham and Stoke Ferry roads recording the most vehicles). Average 85 cars, number of offenders ranging from 1 to 12. From mid-April it became clear that traffic has slowed down…a result of our presence. Quite a few cars are reported as they have driven past and leaving the village and would probably not have respected the speed limit had we not been present. We hope to work with the Traffic Calming group as necessary to ensure that our village tries various means, in the best locations, to reduce vehicle speed and make the village as safe as possible. We are keen to attract more volunteers – please refer interested people to any of the volunteers indicated above – for the required forms to complete. I would like to take this opportunity to thank all the volunteers for their support, positivity and hard work to date:

Speedwatches taken place/planned: April (5), May (8), June (10), July (9). 77 vehicles reported speeding as at 28 May. Police wrote to 5 people in April. Also recently, the police have spent time in the village doing Speed Checks (2) due to the high numbers of vehicles reported by Oxborough Speedwatch.

The Chairman thanked Cathy for her report.

i.         History Group Report, supplied by Kelvin Smith

There have been 3 formal meetings during the period 2015/16, 9 open days (Archaeology and Flint in the Brecks) a new publication (The Oxborough Roll of Honour, which focuses on the lives of 23 Oxborough men who went to the First World War and returned), 2 archaeological digs and a large increase in archive accessions. The website www.oxboroughhistorygroup.org continues to grow, additions include many more photographs, research reports on the public house, road layout from 1500 5o 1845 Tithe map and news of events and activities. Although the dig on the village green ( a training/familiarization event under the auspices of the  Norfolk Historic Environment Services) and at the site of the old Oxborough Ferry have not produced any major finds, many interesting artefacts have been unearthed. The group will continue to hold an Open Day on the first Monday of each month plus at least three formal meetings with guest speakers. The main focus will be on collecting and assimilating material for publication in January 2018 (the specific project for which the Group received funding from the Heritage Lottery Fund in 2014. However, we aim to continue to respond to and encourage villagers’ and others’ interests and enquiries into the history of Oxborough, to further add to the growing ‘Oxborough Archive’ and to give exhibitions and presentations when requested. The Group would like to thank the Village Hall Trustees for permission to use the village hall and are grateful to the many villagers and former residents who have supported its activities.

Clerk note: Kelvin had supplied his report prior to the meeting as he would be unable to attend.

6.            ACCOUNTS FOR Y/E 31-03-2016

The Councillors considered the prepared accounts and it was noted that the total payments exceeded the total receipts this year, which was as a result of the Breckland Council election re-charge of almost £700, plus the payment of £250 for cutting the perimeter hedge of the village green. Also, the balance c/f figure of £2551.79 includes £820.50 banked on behalf of the Oxborough Road Safety Group, which is going to be part of the match-funding required for the procurement of the SAM2 sign. Regarding the annual audit of the accounts (which had been recently internally audited by Kelvin Smith) the clerk read out the Annual Governance Statement 2015/16 to which all Councillors agreed and approved; the Chairman and clerk signed/dated the document and the Receipts and Payments ledger. The accounts for the year ending 31 March 2016 were approved.

 

7.            APPOINTMENT OF AUDITORS

Cllr Gay proposed that the Parish Council continue with Mazars LLP for the final year- there were no objections.

8.            QUESTIONS FROM THE PUBLIC

Cllr Nairn confirmed that questions from the public at the Parish Council AGM could only be taken at the Agenda Item point. 

a) Cllr Nairn asked if Bar Pritchard had considered seeking a grant via Breckland Council, which offers match-funding for projects such as restoring the village hall flooring. Bar responded that the Village Hall Committee had applied to the Norfolk Community Fund. Cllr Voaden asked Bar if the Summer BBQ had been planned and she confirmed that this event would be held again, date to be confirmed.

b) Mike Cooper asked whether the Parish Council had attempted any argument against paying the election re-charges; the Chairman confirmed this had been well argued but that unfortunately there had been no alteration to the amount due.

c) Bar Pritchard asked Cllr Nairn what could be done about the recycling bank for clothing as it is too heavy, too high and dangerous to access, especially for older people. Cllr Nairn agreed but said that the operators had designed it this way to make it thief-proof. Bar added that it was 6 months earlier that she had first complained about them, it seems no one is listening but Mike added that he was still asking for something to be done about changing them. Bar took the opportunity to thank the villagers who had continued to support the glass recycling, which she says is going well for the Village Hall Committee.

The Chairman closed the AGM at 7.50pm.


 


Appendix A

Precept request to be submitted to Breckland Council by 27/01/2017

 

Draft calculations for payments and receipts expected before 31/03/2017:

         01 Jan 2017     Bank Balance                                        5280.80  

Less: income from fund-raising for SAM2 sign (also see *)        (1452.25)  

       

Add: Estimated receipts due in current Financial Year (ending 31/03/2017):

          VAT Refund                               203.02                            203.02

                                 

                                                                                              4031.57

   Less: Estimated Gross payments due in current Financial Year (ending 31/03/2017):

          Hall Hire                                        90.00

          Clerk’s wages & expenses              1040.00

          HMRC                                           220.00

          Hedge Maintenance                       250.00

          Ladywell Accountancy                       25.00

          CGM (Village Green costs)               192.00                     1817.00

          Estimated Balance at 31.03.2017                                 2214.57          Balance C/F (A)

BUDGET 2017/18

 

                                                                        
 

Balance B/F (A)               2214.57

Add Receipts (B)             440.00

Precept (2016/17 figure)  2544.00

Grant (2016/17)               179.00

Less Payments (C)            3188.00

Bal C/F 31/03/2018       2189.57

Based on a zero % increase in the Precept.

 

Estimated GROSS payments:                                £     

Auditors                                                               0.00

Clerk                                                                 1040.00


HMRC                                                                220.00

Accountants                                                         25.00

CGM (The Green maintenance costs):

13 cuts @ £35 plus VAT

2 herbicide treatments @ £55 plus VAT                678.00

Hedge maintenance                                            250.00

Hall Hire                                                              75.00

St. John the Evangelist  (donation)                     175.00

Insurance                                                           195.00

Royal British Legion (donation)                              30.00

Match-funding for purchase of SAM2 sign             500.00

ESTIMATED PAYMENT TOTAL                             3188.00  Total Payments (C)

ESTIMATED INCOME:    

Village Green Hire

Ryston Runners              90.00

National Trust Lease      150.00 

VAT Refund                   200.00 

       

Parish Partnership Fund **                                  440.00   Total Receipts (B)

* Grant for maximum match-funding of £1640.50 - offer received March 2016

 


                                                             

 Informtion for the community on Norfolk County Council grass cutting policy affecting the village
 


From: Susan Hernandez [mailto:hernandezsusan@hotmail.com]

Sent: 08 June 2016 08:52
To: Highways - CSC
Subject: The Pound- Oxborough
Dear David
Following the recent Parish Council meeting in May, Councillors have asked me to find out why the Pound's recent grass cutting has seen 2 sections of tall grass uncut - which makes the area look untidy. I think it was because at the earlier cut there were still daffodils blooming at these locations, and for this reason the contractor left these sections untouched - and maybe the same contractor considered that the vegetation needed to die down before cutting again?!
Anyway, if you could find a moment, please could you ask the contractor to resume cutting the entire area again?
Thank you for attention and sending you kind regards
Susan

From: highways@norfolk.gov.uk
To: hernandezsusan@hotmail.com
Subject: ENQ0057982 Date: Wed, 8 Jun 2016 11:05:16 +0000
Dear Susan
Thank you for your email.
Our rural grass cutting policy has recently changed and we no longer always cut the full length of rural verges; this means that only bends and visibility splays will be cut during first cut countywide which this year started on the 16 May and the programme usually takes 4 weeks to complete. A second, and final, cut will take place in July or August.
Please do not hesitate to contact me again if I can be of any further assistance.
Yours sincerely
Victoria Giles
Customer Service Assistant Norfolk County Council
Tel: 0344 800 8020 Email: highways@norfolk.gov.uk
Mrs Susan Hernandez Clerk Oxborough Parish Council
hernandezsusan@hotmail.com 07900 587825