Agenda – 28 June 2016

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Adderbury Parish Council Agenda 28 June 2016

Dear Councillor,


A meeting of the Parish Council will be held on Tuesday 28 June 2016 at 7.30 pm at the Church House, Adderbury to transact the business set out in the Agenda below, and you are summoned to attend.


The District Councillors Nigel Randall, Christine Heath and Mike Bishop and County Councillor Arash Fatemian are also invited to attend.



Clerk to the Parish Council




1. Welcome – The Chairman to welcome members of the public to the meeting and advise on the procedure for the recording of meetings.



2. Apologies for absence – To receive any apologies for absence from the meeting.



3. Declarations of Interest – Members are asked to declare any interest and the nature of that interest, which they may have in any of the items under consideration at this meeting.


Advice on declarations of interest should be sought from the Clerk prior to the meeting, as advice cannot be given to Councillors at Parish Council meetings.

7.30pm – 7.35pm


4. Minutes – To approve the minutes of the meeting held on 12 May 2016 discuss any matters arising from those minutes.  (Attached)


i)      Response from Cherwell District Council on a query raised by Councillor Colin Astley under minute number 5/16.


ii)        Legal & Procedural Advice – To note that following clarification from the Oxfordshire Association of Local Councils (OALC), Kevin Lane, Cherwell District Council’s Monitoring Officer and James Doble, Cherwell District Council’s Deputy Monitoring Officer, any legal or procedural advice which is required by the Parish Council, should be obtained by the Clerk and she should contact the OALC in the first instance.

7.35pm – 7.45pm


5. Open Forum – Members of the public are invited to raise any items which concern the Parish.   (10 minutes maximum/3 minutes per person)

7.45pm – 7.55pm


6. Reports from County and District Councillors – To receive reports from the Adderbury County Councillor and District Councillors.

7.55pm – 8.05pm


7. Play Equipment Project – To receive an update on the project to replace the play equipment in the village.

8.05pm – 8.15pm






i)                  Planning Applications – To note the planning applications considered by the Parish Council since the last meeting.  (To follow)


ii)          Results of Planning Applications – To note the results of planning applications

determined by Cherwell District Council’s Planning Committee. (To follow)


iii)              16/00840/LB & 16/00671/F – Ivy House, Church Lane, Adderbury – To discuss the issues at this site, arising from the Parish Council Surgery.


iv)               Consultation on South Northants Council’s Local Plan – To note the comments submitted to South Northants Council.  (Previously circulated)

8.15pm – 8.25pm


9. Finance


i)               Approval of Accounts for Payment – To approve the accounts for payment.  (To follow)


ii)              Bank Reconciliation – To note the bank reconciliation. (To follow)


iii)              Quarterly Budget Monitoring Report – To note the income and expenditure to June 2016.  (To follow)


iv)             Grass Cutting on The Green – To agree the contribution from the Adderbury Green Association towards the grass cutting costs on The Green for 2016/2017.


v)              Parish Council Grants 2016/2017;


a)         To consider the applications for Parish Council grants; and  (To follow)

b)     Set-up a Working Group to review the grant application form.

8.25pm – 8.55pm


10. Parish Council Matters


i)                  Appointment of Council Representatives & Council Working Parties – To appoint the Parish Council representatives and establish the memberships of the Parish Council Working Parties.  Current appointments are available on the Parish Council web site.


ii)               Village Areas of Responsibility – To appoint individual Councillors to particular areas of the village for monitoring purposes.


iii)               Parish Council Documents/Policies – To discuss the process for confirming the following documents for 2016/2017.  The web site link to these documents has been circulated previously to the Parish Council.


·       Standing Orders

·       Financial Regulations

·       Asset Register

·       Risk Register

·       Safeguarding Policy

·       Code of Conduct

·       Freedom of Information Policy

·       Data Protection Policy

·       Press and Media Policy

·       Parish Council Complaints Procedure


iv)               Signatories – To confirm the signatories for the signing of cheques and the legal agreements relating to the transfer of the land on Milton Road and the ransom strip on Aynho Road.


v)         Parish Council Web Site and Mobile App – To discuss the introduction of a mobile app and new Parish Council web site.  (To follow)


vi)               Agenda Items – To discuss and agree the process by which agenda items requested by Parish Councillors are to be included on the Agenda.


Please note that Sections 9 & 10 of the Parish Council’s Standing Orders covers this issue.


vii)              Parish Council Surgeries – To receive a report on the issues reported at the last Parish Council Surgery.


Surgeries are held on the first Saturday on the month at the Church House, Adderbury, from 11am to 12 noon.


viii)            Cherwell District Council’s Parish Liaison Meeting – To receive a report on the meeting held on 15 June 2016.


ix)              Oxfordshire County Council’s Unitary Workshop – To receive a report on the workshop held on 15 June 2016.


x)                       Adderbury Neighbourhood Plan (ANP) – To receive an update on the ANP.


xi)                      Cemetery Bin Rota – To agree the volunteers to be included on the bin rota.

8.55pm – 9.15pm


11. Village Matters


i)                 Adderbury Library – To receive a report from the FOCAL representative.


ii)                       Drainage Issues – To discuss the drainage issues at Adderbury Cemetery.


iii)              Twyford Road Noise and Traffic Issues – To receive an update from Councillor Colin Astley on the work to address these issues.


iv)                      Grass Cutting Contract – To receive a monitoring report from Councillor Sue Jelfs.


v)               Hedge at Rawlins Close Amenity Area – To discuss the trimming of the hedges and bushes around the Amenity Area which was highlighted during a Parish Council surgery.


vi)              Milton Road/Horn Hill Road Feasibility Study – To discuss the County Council’s Feasibility Study for traffic calming measures and their recommended options.

9.15pm – 9.30pm


12. Correspondence – Items of correspondence will be circulated to members.



13. Public and Press – To consider passing a resolution in accordance with the Public Bodies (Admission to Meetings) Act 1960, that the public and press be excluded from the meeting for items numbered 14, 15 & 16 on the grounds that it could involve the likely disclosure of private and confidential information.  9.30pm


14. Ice House at Adderbury Lakes – To discuss the repairs to the Ice House at Adderbury Lakes.

9.30pm – 9.40pm


15. Friends Meeting House – To discuss the Parish Council’s commitments to the Friends meeting House.

9.40pm – 9.50pm


16. Grievance – To discuss the Grievance process following the meeting on the Panel on Friday 24 June 2016.

9.50pm – 10.00pm



The Lucy Jane Plackett Charity


17. Party in the Park – To discuss the issues with the field following the event on 18 June 2016


18. Lucy Jane Plackett Charity – To discuss the responsibilities of the Trustees.

10.00pm – 10.10pm


19. Meeting Dates – Future meeting dates are as follows, and will commence at 7.30pm at the Church House, Adderbury, unless stated otherwise:


·            26 July 2016

·            No meeting in August 2016

·            13 September 2016

·            25 October 2016

·            29 November 2016



20. Items for the Next Agenda/Items of Information  10.10pm