Annual Parish Meeting Agenda Tuesday 21st May 2019 at 7:00PM

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The 2019 annual meeting of Nuneham Courtenay Parish Council is on Tuesday 21st May 2019 at 7pm in Nuneham Courtenay Village Hall

Agenda

Annual Meeting Business

  1. Election of Chair for 2019-20
  2. Election of Vice-Chair for 2019-20
  3. Co-option to fill vacancy
  4. Declarations of Acceptance of Office

The Chair, the Vice-Chair and the new member will sign declarations of acceptance of office

  1. Apologies for absence
  2. Declarations of interest
  3. Approval of the minutes of the Council Meeting held on 5th March 2019
  4. Certificate of Exemption from External Audit for 2018-19

The Council will decide whether to certify itself as exempt from external audit for 2018-19

  1. Standing Orders

The Council will amend or re-adopt its Standing Orders. The existing Standing Orders can be viewed here: http://nunehamcourtenay.org.uk/wp-content/uploads/2018/02/nuneham-courtenay-standing-orders.pdf

  1. Financial Regulations

The Council will amend or re-adopt its Financial Regulations.

  1. Code of Conduct

The Council will amend or re-adopt its Code of Conduct. The existing Code of Conduct can be viewed here: http://nunehamcourtenay.org.uk/governance/code-of-conduct/

  1. Complaints Procedure

The Council will amend or re-adopt its Complaints Procedure. The existing Complaints Procedure can be viewed here: http://nunehamcourtenay.org.uk/governance/complaints-procedure/

  1. Privacy Notice (and Data Protection Policy)

The Council will amend or re-adopt its Privacy Notice (and Data Protection Policy)

  1. Guide to Information and Schedule of Fees

The Council will amend or re-adopt its Guide to Information and Schedule of Fees. The existing Guide to Information and Schedule of Fees can be viewed here: http://nunehamcourtenay.org.uk/governance/guide-to-information/

  1. Register of Assets

The Council will amend or approve a draft Register of Assets put forward by the Responsible Financial Officer, which can be viewed here: https://nunehamcourtenay-pc.gov.uk/wp-content/uploads/sites/23/2019/04/Asset-register-as-at-end-Mar-2019.pdf

  1. Bank Mandate

The Council will approve changes to the bank mandate

  1. Risk Assessment

The Council will amend or re-adopt its Risk Assessment. The existing Risk Assessment can be viewed here: http://nunehamcourtenay.org.uk/governance/risk-management/

  1. Insurance

The Council will confirm arrangements for insurance cover for 2019-20

  1. Provisional 2018-19 Accounts

The Council will approve provisional (unaudited) accounts for 2018-19 prepared by the Clerk as Responsible Financial Officer

  1. Dates and venues for Ordinary Council Meetings 2019-20

The Council will agree the dates and venue(s) for Ordinary Council Meetings up to the next annual meeting in May 2020. A draft list has been prepared by the Clerk

  1. Affiliations

The Council will decide whether to re-/join:

  1. Expressway Action Group
  2. Oxford Green Belt Network (annual subscription: £15)
  3. Roles and Responsibilities

The Council will, if it wishes, appoint one of its members as:

  1. Planning Champion
  2. Parish Transport Representative

and appoint any member to any other role it sees fit to create

Ordinary Meeting Business

  1. Public participation

Members of the public may make representations, answer questions and give evidence at a meeting which they are entitled to attend in respect of the business on the agenda.

The period of time designated for public participation at a meeting shall not exceed 10 minutes unless directed by the chairman of the meeting.

A member of the public shall not speak for more than five minutes.

  1. Matters arising from the minutes of the Council Meeting held on 5th March 2019
  2. County Councillor’s report

Cllr Lorraine Lindsay-Gale has submitted a written report, which can be viewed here: http://nunehamcourtenay.org.uk/oxfordshire-county-council/oxfordshire-county-council-report-may-2019/

  1. District Councillor’s report
  2. Planning Applications, including:
a)   Global Retreat Centre, Nuneham Estate: External boiler enclosure, and new enclosures for related storage facilities; proposed new below ground service routes to main building; conversion of existing bathrooms to shower rooms; upgrading of public toilets and top floor of main block [P19/S1156/FUL] [P19/S1173/LB] [Consultation deadline: 26th May 2019]. The application can be viewed here: http://www.southoxon.gov.uk/ccm/support/Main.jsp?MODULE=ApplicationDetails&REF=P19/S1156/FUL

b)   Rectory Cottage, Nuneham Park: Conversion of existing barn to playroom; single-storey extension to form entrance hall, breakfast room and garden room (as amended and amplified by amended plans and additional information removing rooflights in the road elevation) [P19/S0884/HH] [Consultation deadline: 22nd May 2019]. The application can be viewed here: http://www.southoxon.gov.uk/ccm/support/Main.jsp?MODULE=ApplicationDetails&REF=P19/S0884/HH

and any others received in advance of the meeting

  1. Finance
  2. Consideration of the 2019-20 Budget approved by the previous Council
  3. Confirmation of payments made by the Chair and Vice-Chair since the last Council Meeting in accordance with the procedure for payment of salary of Council employees:
  • £630.09, Geoffrey Ferres, Clerk’s pay 2018-19 Q4
  • £127.60, HMRC, PAYE Income Tax deducted 2018-19 Q4
  1. Approval of payments sought including
  • £210.50, Madhvi Saini, SODC Local Plan printing expenses
  • £35.90, John Peters, expenses
  • £15.00, Mandy Rigault, expenses
  • £63.80, Madhvi Saini, Annual Parish Meeting expenses
  1. Correspondence for information only – matters requiring a Council decision will appear elsewhere on the agenda
  2. Playing Fields Lease

The Council will consider how to clarify its future responsibility, if any, for the Playing Field

  1. Conservation

The Council will consider the proposals from Oxford Innovation, and other matters

  1. Automated external defibrillator

The Council will consider the purchase of an automated external defibrillator, including what type and where to site it

  1. Electronic means of communication

 

Parish Clerk

Thursday 16th May 2019