Highmoor Parish Council Minutes of the Meeting Held on Thursday 23 July 2020

HIGHMOOR PARISH COUNCIL MINUTES OF THE MEETING HELD ON THURSDAY 23 JULY 2020

Present:- Councillor E Mulvaney (Chairman) Councillor Judi Stacpoole (Vice Chairman) Councillor Andrew Stacey Councillor R Stacpoole Councillor J Stevens

Mrs J E Pickett Clerk

Key: SODC - South Oxfordshire District Council OCC - Oxfordshire County Council HPC - Highmoor Parish Council CIL - Community Infrastructure Levy (developers` tax paid to mitigate development) AGAR – Annual Accountability & Governance Return

52.20 APOLOGIES FOR ABSENCE

Apologies for absence received from OCC Councillor D Bartholomew and SODC Councillors J Robb and L Hillier currently only attending meetings via Zoom facility

53.20 MEMBERS` DECLARATIONS OF PERSONAL AND PREJUDICIAL INTERESTS

None received

54.20 MINUTES

RESOLVED that the Minutes of the 2020 meetings recorded by email/telephone 19 March /20 April /24 April/20 May/30 May/16 June/24 June/3 July and previously circulated and read be adopted as a true record and signed by the Chairman

55.20 OXFORDSHIRE COUNTY COUNCIL

( i) Highmoor Report received from OCC councillor D Bartholomew

RESOLVED that the Report be adopted

(ii) Email received from OCC councillor D Bartholomew seeking support against a potential proposal (reported in the local press) to the next OCC meeting on 8 September 2020 for a weight restriction of 7.5t on HGV vehicles travelling through Henley on Thames. Discussion noted that such a proposal would create the need for these HGV vehicles to take alternative routes which would impact on small village routes including the B481 which are already suffering from heavy increased traffic flow

RESOLVED that a letter be sent to OCC (Cabinet member for Transport) requesting that if such a proposal is raised then HPC`s objection be registered

56.20 SOUTH OXFORDSHIRE DISTRICT COUNCIL

No reports received

57.20 THIRD READING BRIDGE/RBC TRANSPORT STRATEGY 2036

( i) Third Reading Bridge

The meeting noted that the Council has already put in place resolutions against proposals for a Third Reading Bridge. Noted that the joint meeting of parish councils in January 2020 to discuss the aforementioned proposals supported both of the resolutions already adopted by OCC

(ii) RBC Transport Strategy 2036 consultative document – the meeting referred to the three prominent/relevant issues for HPC to consider namely – the new introduction of a north orbital route/climate issues/third Reading bridge. Noted that the consultation period finishes on 30 August 2020

Noted the recently circulated report by the Transport Committee of the Kidmore End Parish Council/the Joint meeting of parish Councils held on 7 July 2020 to discuss the aforementioned issues/minutes of the meeting held on 7 July 2020.

After discussion relating to the identified issues the meeting RESOLVED

that an individual response to the RBC Transport Strategy 2036 document be made by HPC

that a draft resolution re the RBC Transport Strategy 2036 was awaited from the Steering Group appointed at the joint pc`s meeting on 7 July 2020 is awaited and seek unanimous support from local parish councils involved

that straight objections are not enough it is necessary to cover all eventualities and therefore mitigating measures need to be submitted where possible

that HPC should identify a clear Plan A and Plan B the latter should encompass the creation of a sub group of parish councils along the B481where more specific views are required – Clerk to contact parish councils for Watlington/Nettlebed/Peppard/ Rotherfield Greys/Stoke Row/Sonning Common with a view to creating the aforementioned sub group

that the Chairman, Councillor E Mulvaney, draft resolutions for HPC to consider to include Third Reading Bridge/climate/north orbital route and an approach be made to Kidmore End PC as to when a draft resolution for a joint response will be available

58.20 HIGHWAY MATTERS

(a) Village entrance gates – payment is due and when made to OCC arrangements will be put in place for the purchase and Installation of the entrance gates to the village when approaching from Sonning Common NOTED

(b) Speed survey – this OCC survey will take place when traffic movements are back to a near normal (schools and residents returned to workplace) NOTED

(c) Road traffic signage – new sign installed on the bend approaching the village from Nettlebed direction. Re-painting of road signage to take place when OCC work schedule permits NOTED

(d) OCC has been asked to identify responsibility for grass verges outside the Lamb at Satwell and opposite to the entrance to the former Dog & Duck public house where the verges are encroaching onto and reducing the width of the highway NOTED

59.20 HPC FUTURE MEETINGS

The meeting noted the current restrictions due to the Covid 19 pandemic. after discussion it was RESOLVED

that the current system should continue where required to allow Council`s work to progress and future meetings may also be held either by way of a Zoom facility or a combination of both Zoom and physical meetings (village hall Highmoor) all dependent on the status of any restrictions put in place for the pandemic

60.20 FINANCE

(a) Audit 2019/20

Noted that all the following documents had been circulated to and read by each councillor (except new councillor R Stacpoole):-

( i) Internal auditor`s report received – RESOLVED that the report be adopted and all points raised by the auditor be actioned

( ii) Bank reconciliation – RESOLVED that the report be adopted

(iii) Explanation of variances – RESOLVED that the report be adopted

( iv) AGAR – documents received and RESOLVED

that it be recorded all the following AGAR documents be adopted and signed and that responses of No be recorded against Items 4 and 5 of Section 1 – Annual Governance Statement 2019/20

Certificate of exemption AGAR 2019/20 Part 2 Annual Internal audit report 2019/20 Section 1 Annual Governance statement 2019/20 – Section 2 accounting statements 2019/20

( v) Notice of Public Rights – Notice received and RESOLVED that the Notice (with ancillary information) be published on 31 July 2020 and the period of Notice be 3 August 2020 to 14 September 2020 (inclusive)

(b) Budget 2020/21

Councillors received the draft budget also containing explanations of various aspects of budget content

After discussion it was RESOLVED

that the Budget be amended by deletion of figures shown in the draft Budget and inserting amended figures as follows:-

Audit fees £ 450:00 Zurich annual premium £ 465:84 home office allowance £ 250:08

that costs for a website be identified with a figure of £300

that the budget as amended be adopted

After discussion it was RESOLVED

that each councillor plus the Clerk be included on the bank mandate for cheque signatories – two councillors required to sign for each cheque – Clerk to be second signatory if only one councillor can be found for signing

(d) Expenditure

Councillors RESOLVED

that the following expenditure be agreed

Mrs J E Pickett – Salary (June/July) £ 277:34 plus u/paid 9:25 £ 286:59 less Tax 57:32 £ 229:27 plus allowance home office space 41:68 £ 270:95 (June/July) Thomas Greer – annual charge hosting Council`s website 11:98 Lightatouch - (Mr T Light internal audit 450:00 2019/2020) Oxfordshire County Council (inc £480:96 VAT) 2885:76 (supply/install village entrance gates to the south end of the village) B D Willis (cutting grass at The Glebe/Highmoor 160:00 Cross 2 June 2020) B D Wills (cutting grass at The Glebe/Highmoor 160:00 Cross (12 July 2020) Zurich Insurance (annual premium) £ 4375:19

(e) Grant application received from Sue Ryder Palliative Care Hub RESOLVED that the sum of £100 be granted

61.20 PLANNING ( i) Planning applications

Application P20/S1918/FUL - Swan Wood, Highmoor, RG9 5DH A replacement dwelling with ancillary leisure building and associated outbuildings constructed of local materials, including flint, clunch and structural limestone with a combination of green roof patinated brass roof and fenestration details incorporating a sustainable drainage and sewage Comments on the application were received from both councillor J Stacpoole and adjacent residents Mr & Mrs D Foley-Fisher.

RESOLVED that an observation of no objection be recorded with the addition of a summary of the aforementioned comments

(ii) Planning decisions

The meeting noted receipt of a list of HPC observations with SODC decisions where known and made since the last full council meeting on 19 March 2020. (copy available on request)

62.20 RECREATION GROUND

Draft terms for a lease have now been sent to the 3 cricket clubs (Highmoor/Reading Lions and West Reading for consideration)

NOTED

63.20 WEBSITE

Noting the budget of £300 it was agreed that 3 quotations be sought for setting up a new Council website.

NOTED

64.20 PUBLIC FOOTPATHS REPORT

No report received

65.20 PUBLICATIONS

The following correspondence was circulated:-

SODC Communications Department – Working towards a thriving future for South Oxfordshire survey – received 16 July 2020 consultation ends 13 August 2020 details of survey provided

SODC Communications Department – leisure centres in South Oxfordshire to start opening

SODC Communications update -Local Plan examination hearing commenced 14 July 2020; changes to restrictions to shielded residents plus other information Covid related; pools, gyms and leisure centres

Letter from John Howell MP – various topics including – Neighbourhood Plans; housing numbers; Green Belt; Oxford-Cambridge Expressway

SODC Communications update 22 July 2020 – seeking comments re the SODC Corporate Plan/new powers for councils to help contain Covid-19 locally/leisure centres and open swimming pools/splash pad areas/greater support to help people live independently/South Oxfordshire Local Plan hearing – update on timetable and content.

Wild Parishes Webinar - by Berks, Bucks and Oxon Wildlife Trust details of events to be held August/September 2020

RESOLVED – that the above documents be received and noted.

The meeting closed at 8.45 pm