Minutes of the Projects, Finance and Staff
ndCommittee held on Thursday 2 November
2006 at 8.00pm in the Community Office
Councillors: Tony Williamson –Chairman
Jo Furness – Vice-Chair
Robert Barber in attendance for Car Park item.
Officer: Kristina Tynan
1. Apologies for Absence
Ted Backhouse, Nicholas Payne, Roger Beattie, Charles Rowton-Lee.
2. Minutes of the Meeting held on 26th September 2006 received by Council
Resolved: That these minutes were a correct record.
3. Declarations of Interest
Tony Williamson declared an prejudicial interest in The Churchyard Grant
Application and signed the ‘Declaration of Interest’ book and left the room for
this item. Tony Williamson also declared a non-prejudicial in the Age
Concern Grant application and therefore remained in the room and voted on
Angie Paterson declared that she had an interest in the Churchyard Grant but
that it was not prejudicial and therefore stayed and voted on this item.
4. Matters Arising
There were no matters arising.
1 Hidden Britain
The 4 walks are all virtually finished and the wording is being carefully checked.
t is hoped that they will be printed before the end of November. There will be
10,000 copies of each of the walks. There will be A0 size noticeboards in each
of the bus shelters in Lewknor, An AO board at Watlington Hill and and AO
board in the Car Park. This project has to be completed by the 31/3/2007.
2 Any Other Project Business
There was none.
6. Staff and General Issues
1. Watlington Library
OCC need to finalise arrangements with Age Concern and there is to be a
meeting soon. OCC hope to start work on the Library early next year.
2. Watlington Public Conveniences
On the legal side we are awaiting papers from John Backley. The Parish
Council need to ensure that we can find a person/s available to do the work.
A rate of renumeration needs to be agreed.
Angie Paterson stated that at the SODC Cabinet meeting Rodney Mann spoke
on our behalf and asked the committee to look kindly on the Parish Council and
to press on with this in good faith. The Parish Council could look into a short
term cover of this post.
Angie Paterson said that we should look at us employing 2 or 3 Watlington
Caretakers whose duties could include, car park, town hall, public conveniences
and all other functions that we perform. It would be a more positive and
optimistic way forward and would share duties . Angie Paterson and the Clerk
to report on the logistics of linking of jobs.
7. Finance 1. Car Park - Tony Williamson stated that there are 4 issues that need to be
Robert Barber has received an e-mail from Keith Green suggesting an addition rdthat should be made to the 3 Schedule. It was agreed that this addition be
3. Operating and Profit Sharing Agreement
Keith Green has approved this document but following discussion
Robert Barber to seek clarification over 5.2 and what ‘whatever
form’ means in relation to voluntary contributions.
4. Car Park Order(CPO)
Robert Barber explained that the CPO will be made by Watlington Parish
Council. Approval will be needed from OCC Highways, SODC and possibly the Police; A notice has to be put into the ‘London Gazette’, a local paper; there will need to be a 28 day consultation period . These are duties from the Road Traffic Regulation Order 1974 .
The Parish Council can run a private car park without a CPO even on a
permanent basis. The CPO would be entirely for the Council’s benefit to
enable it to enforce regulations. The CPO will need to cover all likely
eventualities as then the Council can implement changes without having to go obtain an amendment order.
OALC have offered to send our CPO (when drafted) to NALC for their
comments. We cannot operate under the SODC order or apply for our own
before the Transfer to take place.
It was agreed that use the SODC order as a base for the Watlington Parish
Council Car Park Order. Angie Paterson and Robert Barber to draft this. It was agreed that as much preparation as possible towards this would be carried out in advance of the transfer.
5. Trader Contributions.
The note from Tony Williamson regarding the contributions was
discussed. It was agreed that the Traders who have paid this years
contribution be credited for next year. It was agreed that the
contribution period should be from the date we take the Car Park
over. It was agreed that we suggest a date at the next Full Council
meeting, it is hoped that this may be 1st January 2007. The office
will then be able to issue invoices for the contributions. A list of
contributors will be put in the Watlington Times.
Recommendation to Council: That we agree the Conveyance
document and the Operating and Profit Sharing document as the
final drafts subject to the satisfaction of our Solicitor with the 3rd
schedule of the Conveyance document and 5.2 of the Operations
and Profit Sharing agreement. That when the satisfactory
documents are received with all the other enclosures which are
required they may be signed and the Car Park transferred to WPC.
2. Grant Applications
Recommendation of Council: That Council approve the following grants.
Air Ambulance 150
Watlington Concert Band 150
Environment Group 256.54
British Legion 125 (this includes the cost of our
wreath for the Remembrance
Watlington Pre-School 150
St Leonards Church 150
Rainbow Nursery – It was agreed that no grant would be issued. However
the Parish Council appreciate vulnerability of their position and would be happy
to talk to them if their circumstances change.
South Vale and Carers- need to see a copy of their accounts
Samaritans – need to see a copy of their accounts
Home Start- Need to find out how many residents are supported before
application is considered.
Age Concern – Agreed to defer this application. Youth Committee – Agreed that this is a budget item.
1. Town Hall
The Access Audit is scheduled for 15/11/2006
2 West Room – Service Charge Invoice
Recommendation to Council: That we pay this invoice for ?607.94 for the
3 Community Office
The letter from Richard Wallis was discussed re smells from Barn Luncheon
Resolved: That we ask him for specific dates and times when he is bothered
by the smells.
The office has inspected the West Room and surrounding areas on 25/10/2006
and found that the smells were very nice and that there was no sign of
smoking on the premises. The office will regularly inspect this situation.
Car Park Spaces for the Parish Council and Road to Old School Place.
It was noted that the Parish Council would be responsible for meeting the costs
of maintenance of the road and the 4 car parking spaces.
It was noted that the final payment for Sworn King and Partners will go to Full
Council in November. and the Football Foundation should pay their final grant
once the water heater problem is solved.
Resolved: The Clerk to contact SODC regarding final payment
Resolved: to write formally request them to pay the remaining ?2,100 of their
1. SODC – Re Road Closure for Remembrance Sunday Parade- Office have dealt with. 2. SOHA – Service Invoice for 06/07- Dealt with above.
3. M Winter – re Parking for Barn Luncheon Club- Letter has been sent. 4. Standards Board – Leaflets on declaring interests – All Councillors have been issued
with these.- Noted.
5. R Wallace – Communal Kitchen at Old School Place- Discussed Above
6. SOHA Housing – Annual Report- Noted.
10. Any Other Business
THERE BEING NO OTHER BUSINESS THE MEETING CLOSED AT 10.10PM