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Minutes of the Statutory Annual Meeting. Held on Monday 13th May 2019

 

PRESENT: Cllr's Archer, Ashdown, Edwards, Flint, Minter, Oliver, Ridgley, Rowton-Lee, Standage, Williams, Wright and Young.

Also present: C/Cllr Jeanette Matelot, C/Cllr Nick Carter

 

Uncontested election – 1 vacancy on the Council to be considered 1st June 2019

 

All Councillors present completed and signed the Declaration of Acceptance of Office.

The Clerk also signed the acceptance forms.

All Councillors present completed the Register of Interest forms and signed.

 

Chairman: Cllr Williams welcomed everyone to the Annual Meeting.

Apologies: D/Cllr Lloyd, D/Cllr White

Declarations of Interest: None

Public Question: 2 members of the public were present.

Two residents questioned the Council as to why they would not sign the pension forms from France any longer. Cllr Williams stated that there is a conflict of interest with regard to the recent legal action against the Council following an accident a few years ago. It was agreed that this matter will be discussed at the next F&GP meeting.

C/Cllr Matelot and C/Cllr Carter addressed the Council and introduced themselves. C/Cllr Matelot is continuing to try and resolve some issue for residents and investigating options for a crossing point on Mill Lane. A meeting to be arranged to discuss public transport options and improvements.

 

ELECTION OF PARISH COUNCIL CHAIRMAN.

Nominations: Cllr Robin Williams

Proposer: Cllr Flint

Seconder: Cllr Ashdown

Vote on above – 11 in favour. 1 abstained

 

ELECTION OF PARISH COUNCIL VICE-CHAIRMAN:

Nominations: Cllr Martin Wright

Proposer: Cllr Ashdown

Seconder: Cllr Flint

Vote on above – 11 in favour. 1 abstained

 

FINANCE AND GENERAL PURPOSES COMMITTEE:

The Finance and General Purposes Committee will consist of 5 members plus the Council Chairman and Vice Chairman. The Quorum for this committee shall be 4 members. The Committee will meet every second Monday of each month – unless otherwise notified.

The Committee will have specific responsibility for all matters relating to:

Insurance, Risk management, Financial control/audits, Financial Regulation and Standing Orders and Investments, Loans and Grants, Long term plans and strategy, Legal issues, Office administration

PR and newsletters, Council Assets, CILS / S106, Policies and Procedures

Committee Members:

1) Cllr Flint

2) Cllr Rowton-Lee

3) Cllr Minter

4) Cllr Edwards

5) Cllr Young

F&GP Committee Chairman: Cllr Flint was proposed by Cllr Ashdown and seconded by Cllr Young

F&GP Committee Vice-Chairman: Cllr Minter was proposed by Cllr Flint and seconded by Cllr Wright

Vote on above – 11 in favour. 1 abstained

 

PLANNING COMMITTEE:

The Planning Committee will consist of 5 members plus the Council Chairman and Vice Chairman.

The Quorum for this committee shall be 4 members. The Committee will meet every third Monday of each month. The Committee will have specific responsibility for all matters relating to:

Consultation on Planning Applications, Receipt of Decision Notices from SODC and the Planning Inspectorate, Consultation on Tree Preservation Orders, Consultation on Street Naming and Numbering, Consultation on Listed Building, any other matter on a non strategic nature relating to Parish Planning, Committee will take responsibility to attend SODC planning meetings as necessary, Close liaison with the Neighbourhood Plan Steering Committee

Committee Members:

1) Cllr Ashdown

2) Cllr Rowton-Lee

3) Cllr Edwards

4) Cllr Archer

5) Cllr Oliver

Planning Committee Chairman: Cllr Wright was proposed by Cllr Minter and seconded by Cllr Edwards

Planning Committee Vice-Chairman: Cllr Rowton-Lee was proposed Wright and seconded by Cllr Flint

Vote on above – 11 in favour. 1 abstained

 

ENVIRONMENT COMMITTEE:

The Environment Committee will consist of 5 members plus the Council Chairman and Vice Chairman. The Quorum for this committee shall be 4 members. The Committee will meet every fourth Monday of each month. The Committee will have specific responsibility for all matters relating to:

Street Cleaning, Chinnor Windmill, Estover Way Nature Reserve, Donkey Orchard, Good Neighbour Scheme, Footpaths, Garden Plots & tubs, Allotments, Play Areas – Equipment and maintenance, Sports Field/Pitches, Parking/Traffic/ Local Transport, Events, Special Projects including August Marquee, Youth Club, Community Halls including Library and Red Kite Centre, OALC and ORCC and all other governing bodies, St Andrews Educational Charity – trustee appointed

Committee Members:

1) Cllr Ashdown

2) Cllr Ridgley

3) Cllr Oliver

4) Cllr Edwards

5) Cllr Standage

Environment Comm Chairman: Cllr Ashdown proposed by Cllr Young and seconded by Cllr Edwards

Environment Vice-Chair: Cllr Edwards was proposed by Cllr Ashdown and seconded by Cllr Standage

Vote on above – 11 in favour. 1 abstained

 

HUMAN RESOURCES COMMITTEE:

The Human Resources Committee will consist of at least 4 members to include Council Chairman and Vice Chairman. The Committee will meet as needed for HR matters.

The Committee will have specific responsibility for all matters relating to:

Staff Employment/Health & Safety – to ensure that the Council complies with all legislative requirements, To advise Council on issues of staff pay and conditions and to recommend adjustment of salary levels to F&GP, To deal with any staff disciplinary matter in accordance with the Council's Disciplinary Procedure, To deal with any staff grievance in accordance with the Council's Grievance Procedure, To periodically review all employment policies and procedures, To oversee the appointment and recruitment process of Council employees, Training – to ensure that adequate training is available for everyone.

Committee Members:

1) Chair of Council

2) Vice Chairman of the Council

3) Cllr Flint

4) Cllr Young

HR Committee Chairman: Cllr Young was proposed by Cllr Flint and seconded by Cllr Williams

HR Committee Vice-Chairman: Cllr Flint was proposed by Cllr Ashdown and seconded by Cllr Young

Vote on above – 11 in favour. 1 abstained

 

District and County Councillors' Reports

Cllr Williams congratulated the SODC District Councillors following the May 2019 election

1) D/Cllr Lynn Lloyd

2) D/Cllr Ian White

 

OCC Report was emailed to all Parish Councillors.

 

Parish Representatives

OALC: Cllr Gordon Archer

Footpath Warden: Currently Alan Brawn

Reading Room: Currently Fred Nixey and John Gordon

OCC Transport: Cllr Gordon Archer

St Andrew's Association: Trustee and Administrator: Cllr Wright

Proposed by Cllr Ashdown and seconded by Cllr Flint.

Vote on above – 11 in favour. 1 abstained

 

Review of Allotment Rents: Currently £ 650 per annum

Cllr Ashdown proposed to keep the rent the same for the next year, seconded by Cllr Wright.

Vote on above – All in favour.

 

Minutes of the last Full Council meeting:

Cllr Williams approved as a correct record, the Minutes of the Full Council Meeting held on 1st April 2019. All in favour.

 

Minutes of Committees:

Finance and General Purposes held on 8th April 2019 signed by Cllr Flint

Planning Committee held on 15th April 2019 signed by Cllr Wright

Environment committee held on 29th April 2019 signed by Cllr Ashdown

 

Communications – To receive communications as the Clerk may wish to present.

11.1 Chinnor Library – The Chairman of the Friends of the Library is meeting C/Cllr Jeanette Matelot soon to discuss a way forward for the library. Cllr Ridgley expressed an interest in attending future meetings.

11.2 Neighbourhood Plan Review – consultation begins 8th May – 19th June. Public open session in the Council Chamber on 1st June 10am – midday – all welcome.

11.3 An email from a resident regarding the application for 2 more dwellings on the A2 Dominion development – to be discussed at the Planning Committee meeting.

11.4 Planning training date confirmed as 18th July 2019 in the Council Chamber.

 

 

Chairman __________________________________________________ Dated ____

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