Agenda – 12 May 2016

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Adderbury Parish Council Agenda 12 May 2016

Dear Councillor,


The Annual Meeting of the Parish Council will be held on Thursday 12 May 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 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. Signing of Declarations of Acceptance of Office – All members to complete their Declarations of Acceptance of Office.



4. Appointment of Chairman – To appoint a Chairman for 2016/2017. 7.30pm – 7.35pm


5. Appointment of Vice-Chairman – To appoint a Vice-Chairman for 2016/2017.  7.35pm – 7.40pm


6. 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.

7.40pm – 7.45pm


7. Minutes – To approve the minutes of the meeting held on 29 March 2016 & 4 May 2016 discuss any matters arising from those minutes.  (Attached)

7.45pm – 7.50pm


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

7.50pm – 8.00pm


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

8.00pm – 8.10pm


10. Play Equipment Project – To receive a progress report from Councillor Sue Jelfs on the project to update the play equipment at The Rise and Lucy Plackett Playing Field.

8.10pm – 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)         16/00601/F – Christopher Rawlins Church of England Voluntary Aided Primary School Aynho Road Adderbury – Extension to foundation stage unit, extension to existing school hall, erection of two new key stage 2 classrooms, staffroom and supporting ancillary rooms. Demolition works and refurbishment to existing, internal alterations including new kitchen and external landscaping including new Multi-use games area (MUGA).  Plans are available at

8.15pm – 8.25pm


12. Finance


i)                 General Power of Competence – To pass the following resolution:


Resolved that Adderbury Parish Council meets the criteria for eligibility relating to the electoral mandate and relevant training of the Clerk and has the General Power of Competence.


The General Power of Competence gives councils the power to do anything an individual can do, provided it is not prohibited by other legislation.  The criteria is that a Parish Council must have two thirds of its Councillors appointed by an election and a Clerk who has the Certificate in Local Council Administration. (CiLCA).  For more information visit:


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


iii)               Bank Reconciliation – To note the bank reconciliation and breakdown of Parish Council funds.  (To follow)




iv)                    Accounts 2015/2016


i)              Annual Return for the year ended 31 March 2016 (To follow)


a)             To approve the Statement of Accounts – Section 1


b)             To approve the Statement of Assurance – Section 2


ii)        To receive the Receipts & Payments Account as at 31 March 2016.  (To follow)


v)              Internal Audit Report 2015/2016 – To consider the internal auditors report for 2015/2016.  (To follow)


vi)              Bollards in Church Lane – To consider the quote from the County Council for bollards in Church Lane in conjunction with residents’ comments on the proposal.


vii)             Access to Public Right of Way – To discuss making a financial contribution to improve the access on a public right of way in West Adderbury.  (To follow)


viii)           Independent Parish Remuneration Panel Report 2016/2017 – To agree Members’ Allowances for 2016/2017.  (To follow)


ix)              Adderbury Cemetery – To consider the burial fees for 2016/2017 and amendments to the cemetery regulations.  (To follow)

8.25pm – 8.45pm


13. Parish Council Matters


i)                  Co-option – To consider any applications for co-option onto the Parish Council.  (To follow)


ii)                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.


iii)              Staffing Committee – To note the minutes of the meeting held on 25 April 2016.  (To follow)


iv)              Parish Council Documents/Policies – To confirm 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


v)                Parish Council Web Site and Mobile App – To discuss the development of the web site and Parish Council mobile app.


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


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 and two Councillors attend each surgery, on a rotating basis.


viii)      Katharine House Hospice – To discuss whether:


·            the Parish Council should receive a presentation on the work of the Hospice;

·            the Hospice should have a link on the Parish Council web site; and

·             the Parish Council should contribute to the 25 New Trees Project.  (To follow)

8.45pm – 9.05pm


14. Village Matters


i)                 Adderbury Library – To receive a report from Patricia Leeman on her final meeting of FOCAL, which she attended as the Parish Council representative.


ii)               Health and Safety – To receive a report on:


·            the play area inspection at The Rise from Councillor David Griffiths;

·            the play area inspection at the Lucy Plackett Playing Field from Councillor Ann Lyons; and

·            Adderbury Lakes from Councillor Diane Bratt


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

(To follow)


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


v)               Twyford Road Noise and Traffic Issues – To receive an update from Councillor Colin Astley on the traffic issues on Twyford Road.


vi)              Biodiversity Project – To receive a report on the meeting held on Thursday 5 May 2016 with residents of The Rise with regard to the biodiversity project.


vii)              Day of Dance 2016 – To receive feedback from Councillor David Griffiths on the Day of Dance held on 23 April 2016.




viii)            HM The Queen’s 90th Birthday Celebrations – To receive a progress report from Councillor David Griffiths on the events being held on mark this occasion.

9.05pm – 9.20pm


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



16. 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 17 & 18 on the grounds that it could involve the likely disclosure of private and confidential information.  9.20pm


17. Land at Adderbury Court – To update members on the land at Adderbury Court.  9.20pm – 9.25pm


18. Grievance – To receive a progress report with regard to the grievance which has been submitted to the Parish Council. 9.25pm – 9.35pm


The Lucy Jane Plackett Charity


19. Responsibilities of the Trustees – To note the responsibilities of the Parish Council as the Trustee of the Lucy Jane Plackett Charity.  9.35pm – 9.40pm


20. Use of the Playing Field for a Wedding – To discuss a request for a marquee to be erected on the playing field for a wedding.  9.40pm – 9.45pm


21. Wooden Bollards – To discuss the repairs to the wooden bollards in the Lucy Plackett Playing Field.  9.45pm – 9.50pm


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


  • 28 June 2016
  • 26 July 2016
  • No meeting in August 2016
  • 13 September 2016
  • 25 October 2016
  • 29 November 2016
  • No meeting in December 2016



23. Items for the Next Agenda/Items of Information  9.50pm