486. PRESENT
Councillors:
- Mr P Hayward (Chair)
- Mr T Harbour (Vice Chair)
- Mrs M Davies
- Mrs J Murphy
- Mrs L Hood
- Capt J Flood
- Mrs M Flood (for Mr R Hawlor)
Officer:
- Mr D Stapleton (Town Clerk)
487. APOLOGIES
Dr D Giaretta (Business) and Mr R Hawlor (Sick).
488. DECLARATIONS OF INTERESTS
Members were reminded to declare any personal or prejudicial interests they may have on any item on the agenda in accordance with Didcot Town Council’s code of conduct.
(a) Councillor P Hayward declared a personal interest in items 492 and 498 referring to Willowbrook Leisure Centre, as he is a Management Committee Member at Didcot Town Football Club and they have shared use of the centre and lease the land it is built on to the Town Council.
489. RESOLVED that the meeting is adjourned for the next item.
490. PUBLIC PARTICPATION - WILLOWBROOK LEISURE CENTRE
Angela Cooper, representing Ladygrove residents and various community groups, addressed the Committee about the proposed reduction of opening hours in the Willowbrook Leisure Centre. Mrs Cooper highlighted the importance of the centre for the community and the groups who would be affected by any reduction in hours. She also handed over two petitions which were opposed to any reduction in hours. One had 602 signatures and the other was a children’s petition which had 172 signatures
491. RESOLVED that the meeting is reconvened and agreed under Standing Order 11(b) (v) that the following item is dealt with next.
492.WILLOWBROOK LEISURE CENTRE
SOLL had applied for a grant of £75,676 for the running of Willowbrook for the year starting 1st April 2008, and the Town Council had agreed a figure of £50,000 in the budget.
It was reported that meetings had been held between SOLL and representatives of the Town Council and during these meetings SOLL had indicated that the opening hours for the main sports hall and the dance studio would have to be reduced if the grant remained at £50,000. The hours would be reduced to open from 16:00 (formerly 09:00) until 22:00, Monday to Friday with normal hours (09:00 to 18:00) during weekends and holiday periods. This would affect those groups using the centre prior to 16:00 each day. It was noted that the gymnasium, which is owned by SOLL and not the Town Council, would remain open as normal.
It was noted that discussions were being held with South Oxfordshire District Council (SODC) to see if they could assist.
Angela Cooper, those attending the meeting and the petitioners were thanked for their efforts.
NOTED
Clerks Note: Following the meeting, it has been confirmed that the opening hours, from Monday 31st March 2008, will be 15:00 to 22:00 Monday to Friday and normal hours for holiday periods and weekends. The opening hours/usage and budget is to be closely monitored. It has been confirmed that SODC are unable to assist with a grant for the funding for financial year 2008/2009 but discussions will be ongoing to seek options to secure the future of the centre with full opening hours.493. RESOLVED that the meeting is adjourned for the next item.
494. PUBLIC PARTICIPATION - ENVIRONMENT AGENCY REVIEW INTO FLOODING ON THE LADYGROVE ESTATE JULY 2007
Dr Nick Hards, a resident of Abingdon Road, addressed the committee on the flooding problems on the Ladygrove estate. In addition to the flooding in July 2007, Dr Hards referred to an incident on 16th March 2008 when properties along Abingdon Road almost flooded again. Dr Hards went on that more needs to be done and the problem is that the run off from Hadden Hill Golf Course, which has highly efficient drainage, flows south before eventually joining the main drainage which flows north. He finished by stating that this was entirely unnecessary because the ditches north of the houses drain to the north, away from the estate.
495. RESOLVED that the meeting is reconvened and agreed under Standing Order 11(b) (v) that the following item is dealt with next.
496. ENVIRONMENT AGENCY REVIEW INTO FLOODING ON THE LADYGROVE ESTATE JULY 2007
Copies of the Environment Agency (EA) report were circulated; one of the short term recommendations was for Didcot Town Council to complete a flood plan for the estate. It was noted that the issue of a flood plan for the Town was considered last October and it was decided not to complete one as the Council did not have the resources. The Town Clerk reported that in view of the EA report it was recommended that the flood plan issue be reconsidered. He went on that if it was agreed to complete a plan, it would be completed in the short to medium term with the help of other organisations and agencies such as the EA.
RESOLVED that a flood plan be completed.
Clerks note: Normally a decision of the Council shall not be reversed within six months; one exception to this is by a resolution moved as a result of the report or recommendation of a committee.
Dr N Hards was thanked for the work he had put in to the issue and following his address.
RESOLVED that a letter be sent to the Environment Agency, Oxfordshire County Council (highways authority) and South Oxfordshire District Council (drainage authority responsible for minor watercourses) highlighting the problems identified by Dr Hards and the need for more action to be taken to try and prevent future flooding.
497. RESOLVED that the meeting is adjourned for the next item
498. SOLL WILLOWBROOK LEISURE CENTRE QUATERLY REPORT
The quarterly monitoring report and accounts figures for January 2008 were circulated and presented by Simon Williams, Contracts Manager and Stuart Mundy, Leisure Centre Duty Manager. Also in attendance was Stuart Henshaw, Managing Director SOLL.
In response to a question, it was agreed that the accounts figures and report would be provided in time to go out with future agendas to give members time to read them before the meeting. It was also agreed that marketing for the centre would cover the whole of the Town.
Following a question and answer session.
NOTED
499. RESOLVED that the meeting is reconvened.
500. MINUTES
RESOLVED that the minutes of the meeting held on 28th January 2008 are approved and signed as a true and correct record.
501. FINANCIAL STATEMENT
The financial statement as at 6th March 2008 was circulated and noted.
RESOLVED the following virements:
- (a) £114 from 1171 Contingency to 1131 Other advertising
- (b) £306 from 1171 Contingency to 1160 IT Maintenance Website
- (c) £458 from 1171 Contingency to 1130 Recruitment advertising
- (d) £110 from 1171 Contingency to 1108 Training and Conferances
- (e) £200 from 1171 Contingency to 1207 Room Hire
- (f) £1000 from 1171 Contingency to 1235 Civic Functions
- (g) £343 from 1171 Contingency to 1268 Election Fund
502. CCTV MONITORING STATISTICS
The monitoring statistics for Quarter 3, covering October to December 2007, were circulated, along with a letter informing of the re-installation of the CCTV recording unit (DVR) on 10th March 2008.
NOTED
503. APPOINTMENT OF SOLICITOR
It was reported that an expression of interest was received from Elizabeth Moffitt from Hedges Solicitors.
RESOLVED that Elizabeth Moffitt from Hedges Solicitors be appointed the Town Council’s solicitor with immediate effect.
504. ERECTION OF A BUS STOP SHELTER, BASIL HILL ROAD
It was reported that a request had been received from the manager at Foxhall Manor Park for bus stop shelters to be installed on either side of the road close to the main park entrance, as protection is needed for residents from the weather when waiting for buses.
A site visit was conducted by Adshel and they concluded that a shelter would only be suitable for one side of the road due to the narrow pavement. The most suitable bus shelter would cost £4646.20. It was noted that no budget existed specifically for a new bus stop shelter.
It was further noted that the bus stop shelter would be to the benefit of the park residents, and the park is owned, maintained by and the responsibility of South Oxfordshire District Council (SODC) who also receive the income from the ground rents.
RESOLVED that the request for a bus stop shelter on Basil Hill Road be passed to SODC for consideration.
505. PHOTOCOPIER CONTRACT
It was noted that the photocopier contract expired at the end of February 2008; the Deputy Town Clerk had obtained quotations from four companies, with various copier options, under Financial Regulation 50(b) (ii). It was reported that a Canon copier through Redcorner would prove the best value.
RESOLVED to lease a Canon copier for a period of three years through Redcorner.
506. APPOINTMENT OF INTERNAL AUDITOR
RESOLVED that BR Consulting be appointed internal auditor for end-of-year accounts 31st March 2008 and for the financial year 2008/2009.
507. APPOINTMENT OF EXTERNAL AUDITOR
It was noted that the Audit Commission had proposed to appoint BDO Stoy Hayward LLP as external auditor for a period of five years starting with the 2007/2008 accounts.
RESOLVED that BDO Stoy Hayward LLP be appointed the external auditor in accordance with the proposal from the Audit Commission.
508. COUNCIL AND COMMITTEE START TIMES
It was noted that it had already been agreed for the Annual Meeting of the Council which is due to be held on 12th May 2008 to start at 6pm.
It was reported that any change in start times should consider the availability of both Councillors and members of the public. It was confirmed that any change would not include the Annual Town (Parish) Meeting.
RESOLVED to temporarily change the start time of all Council and Committee meetings to 6pm for a period of 6 months starting with the Annual Meeting of the Council on 12th May 2008
Clerks Note: A report will be provided at the 3 or 4 month point so a permanent decision and change to Standing Orders may be taken prior to the end of the 6 month trial.
509. FORMER GREAT WESTERN HOTEL SITE
It was noted that Council agreed on 10th December 2007 that the Town Clerk be given authority to negotiate with the developers the issue of off site formal recreation. It was also noted that the planning application had gone to appeal.
The Town Clerk reported that the developer had offered the sum of £2,000.
RESOLVED that the offer of £2,000 be rejected and the Town Clerk continue negotiations.
Clerks Note: Following further negotiations, it was agreed under Standing Order 36 (Delegation of Urgent and Routine Matters) that a sum of £5,000 offered by the developer be accepted. A report will follow at the next meeting.
510. PARISH RENUMERATION PANEL REPORT
A copy of the Parish Remuneration Panel Report was circulated to committee members. It was noted that Council has previously agreed not to pay any allowances to Councillors.
RESOLVED that travelling/subsistence and other expenses are paid to Councillors when attendance at an event/meeting/location outside the Town has been specifically agreed by Council. The rates to be paid for subsistence/travelling are those specified by the National Association of Local Councils (NALC) in line with those set by the Secretary of State and for mileage as specified by the NALC in accordance with the Inland Revenue rates.
Clerks Note: A copy of the Parish Remuneration Panel Report is to be given to all Councillors, and a copy is attached to these minutes for those members not on Finance and General Purposes Committee.
511. CORRESPONDENCE
(a) Getting to Grips with Finance Course, 4th June 2008, members are asked to inform the Deputy Town Clerk if they wish to attend.
NOTED
The meeting commenced at 7.30pm and closed at 9.45pm
Chair
