MINUTES – May 2022

Cr Crowley was nominated by Cr Henderson, seconded by Cr Cook and elected to the post of Chairman of the Parish Council.

Cr Henderson was nominated by Cr Smith, seconded by Cr Dudding and elected to the post of vice-chairman.

The resignation of Cr Ed Blagrove was noted.  The clerk had posted the requisite notice inviting electors to ask for the post to be filled by election.  If there was no such request, the Council could move to co-opt.

It was noted that Cr Dudding has been granted a dispensation under sections 33(2) (c) and (e) of the Localism Act 2011 because it is in the interests of persons living in the parish that to ensure that the parish council’s financial interests are properly protected in the Council’s dealings with the Radley Lakes Trust that she should be able to speak at meetings on relevant matters.

·       RESOLVED to adopt the NALC model standing orders 2018 (England) — updated April 2022

·       RESOLVED to re-adopt the Financial Regulations

·       RESOLVED that the Council should re-adopt committee and working group terms of reference

Planning Committee: Crowley, Henderson, Mulholland, Smith, Standen

Garden Competition working group: Crowley, Johnston, Standen, Mulholland, Sparks

Annual tree planting/maintenance of footpaths and conservation working group: Henderson, Johnston, Mulholland

Village Pond Management working group: Smith, Sparks, resident, Radley Primary School, 2 Radley College boys

Development Steering Group: Cook, Crowley, Dudding, Fraser, Henderson, Smith, Standen, 6 nominated representatives, 3 co-opted members

Playing Field sub-committee: Dudding, Mulholland, Sparks

Road safety working group: Crs Fraser, Sparks, Standen, Henderson

Note: The Chairman and Vice-Chairman are ex-officio members of all committees and advisory working groups.

Southern Electric link: Cr Standen

Oxfordshire Playing Fields Association:  Cr Mulholland

Thames Valley Police including Community Action Group: Cr Standen

The Wetlands management committee and Radley Ash Disposal Annual Site meeting were no longer operating.

Parish Council meetings:

August 2022 if required on a date to be agreed

December 15^th

May 18^th 2023

Annual Parish meeting: April 2023 – to be agreed

Gooseacre: A report of the April/May public consultation had been circulated. A majority of respondents had been in favour of prioritising work on the village hall over the pavilion. This was endorsed by the Parish Council with the proviso that this could be revisited in the event of major funding coming forward.

It was hoped that work on the Mechanical and Electrical installation and sustainability options, the play area and trees would be complete this month and it was hoped that the planning application would be submitted in July.

Cemetery: A consultant had been asked make initial enquiries to the Environment Agency.

NW Radley – The District Council had still not responded to the Council’s request for an explanation on how the situation of ground levels had been allowed to occur.

S Kennington – It appeared that OCC had agreed to the closure of the public footpath until 2024, overriding the approved diversion.  It was agreed that this should be pursued with OCC.

·       CONFIRMED scrutiny and acceptance of the bank statements and reconciliation, all of which were saved in the shared file.

The chairman endorsed the end of year reconciliation and bank statements.

The Council acknowledged scrutiny of the invoices for payment this month and

It was proposed by Cr Cook, seconded by Cr Fraser and

·       RESOLVED that the accounts as itemised on the monthly cashbook for should be paid.

The Council received the report of the internal auditor and the clerk’s action plan and delegate monitoring progress on the report to the Finance and Administration committee.

The Internal Auditor had returned a negative report in respect of control objective M in respect of the period for Exercise of Electors’ Rights which is required to be 30 days but the dates noted covered 31 days.

Considering the 2021/22 AGAR for submission to the External Auditor

Annual Governance Statement

·       RESOLVED to answer yes to all items except item 4 for the reason noted in c) above.

·       AGREED the figures on the draft accounting statemen (Page 5 of the AGAR)

·       AGREED that the dates for the 21-22 audit should be

(a)Post notice on Sunday 5^th June.  Period for the exercise of electors to commence

(b) Monday 6^th June and to

(c) end on Friday 15^th July (the 30^th working day after (b))

·       Following OALC’s recommendation, following the conviction of the parish clerk for Towersey for fraud, that the Council should review its internal controls,

·       RESOLVED to approve a draft Internal Controls policy.

·       RESOLVED that Cr Cook should carry out quarterly checks as set out in the policy.

It was noted that MRH Services confirmed that the gate was operating properly and no issues were raised in the recent annual risk assessment. He has previously advised that a hydraulic arm was unsuitable for this location it had proved too difficult for the volunteer to fit to the thin top bar.

·       RESOLVED that the Lengthsman should try to fit a hydraulic arm.

·       RESOLVED that the gate should be locked shut for the duration of the football club tournament.

1. I am still awaiting final confirmation of the details of the traffic calming in respect of the Lodge Hill project.  However, I am expecting new traffic calming in Sugworth Lane and new speed limits on and around the A4183.  As soon as the details emerge, I will pass them on.
2. The 20 mph programme is being rolled out across the County.  Radley will not be in the first tranche as that has now been published on the County website.  It is however a 4-year programme.
3. The County now has a new tree planting policy agreed at the recent meeting of Full Council.  The main emphasis is renewed tree planting in urban areas to provide enhanced shade in the face of climate change.  At my suggestion in addition to native species carefully selected Southern European species such as Robinia pseudoacia in as much as such species are more heat and drought tolerant.  Some native species such as ash actually drop their leaves in periods of extreme heat and drought.

• Latest update on Park and Charge Scheme. Due to technical difficulties, there is a temporary delay to the launch of the Park and Charge scheme to install 124 EV chargers across South and Vale. This is due to several factors including the global shortage of microchip components, which has affected many manufacturers including mobile phone companies and car makers. More info here Park & Charge Oxfordshire (parkandchargeoxfordshire.co.uk)
• Gooseacre project funding. Waiting for additional input from Vale Council Leader Emily Smith.

·       RESOLVED that the Council should reject the sign and seek a refund.

It was agreed that the competition should go ahead this year but its future should be reviewed afterwards.

Action: to bring quotes for the work identified in the survey to a future meeting.

The Clerk, Lengthsman and Cr Mulholland inspected plots on 3^rd May. (Updated 19^th May) and noted that some appeared not to being cultivated.  It was proposed to contact those allotment holders. In some cases, there might be the option to split the plot if the full plot is unmanageable.

The clerk would write to the waiting list asking if they still wish to be on the list.

–      Refurbished and reinstated the open noticeboard

–      Repaired the Lower Churchyard fence and gate.

–      Sided out the pavement at the Lower Radley junctions and reported areas of missing tarmac.

–      Planned to repair benches

–      Sought quotes for bus shelter repairs.

·       Ordinary meeting: Thursday 23^rd June at 7.30pm in the Church Room.