Projects Board Committee Minutes
held on Monday 22nd August 2019 at 7:30pm in the Village Hall, OX14 4JG.
Present:
- Claire Woollard (Chairperson)
- Graham Webb (Vice Chairperson)
- Colin Arnold
- Pat Athawes
- Matthew Lowy
- Shane McAleavey
- Tamsin Crane
Not Present:
- Richard Williams
- Janet Manning
In attendance:
- Christopher Price (Deputy Clerk and Meeting Administrator)
Public:
1 member of the public was present.
15/2019 Chairperson.
It was noted that Colin Arnold has resigned as Chairperson. It was resolved to appoint a Claire Woollard as the new Chairperson.
- Proposed: Graham Webb
- Seconded: Pat Athawes
- Resolved: Unanimously
[Deputy Clerk’s note: Appointment to be confirmed at the next full Council meeting.]
16/2019 Vice-chairperson.
It was resolved to appoint Graham Webb as Vice Chairperson.
- Proposed: Tamsin Crane
- Seconded: Pat Athawes
- Resolved: Unanimously
[Deputy Clerk’s note: Appointment to be confirmed at the next full Council meeting.]
17/2019 Apologies for Absence.
- Richard Williams
- Janet Manning
18/2019 Declarations of Interest, Dispensations and Use of Delegated Powers.
None.
19/2019 Public Participation.
- Manor Farm, Cala Homes. It was noted that the Projects Board need to monitor the Manor Farm / Cala Homes development. It was agreed that Tamsin Crane would take the lead on this.
- S106 Monies. It was noted that the Parish Council has a maximum of 10 years to spend the S106 monies once received; it was agreed that the Committee would carefully monitor the remaining time periods.
- Manor Farm, Cala Homes, Gravel Lane. It was noted that Cala Homes have removed yet more trees from the Gravel Lane ancient hedge row that is within a conservation area. Including a tree that is shown as to be retained on the approved plans.
ACTION: Deputy Clerk to ask Vale Planning Enforcement to stop Cala Homes from removing any more trees. Tamsin Crane to contact Cala re the same.
- Responsible Financial Officer (RFO). It was noted that the RFO does not attend Project Board meetings and this means the committee can only make recommendations and not decisions.
ACTION: Claire Woollard, Tamsin Crane to investigate permissions and procedures. Deputy Clerk to add item to the next meeting’s agenda.
20/2019 Minutes.
The minutes of the previous Projects Board Committee Meeting were confirmed and Colin Arnold signed them.
- Proposed: Matthew Lowy
- Seconded: Graham Webb
- Resolved: Unanimously
21/2019 Action Checklist from the Previous Meeting.
Sign at the entrance to the Golf Club. Sign has been moved.
Sports Pitch Drainage. It was noted that the levels are wrong and there is an issue with the water running into the swales.
New Cycle Path to Corneville Road, Trees. Quotations have been received for the removal of the trees; Clerk was following up to finalise these so work could commence.
Project Manager. It was noted that a Project Manager is not required until we are ready to build the Sports Pavilion. We may also decide to use a project management company.
Crossings. It was noted that due to a shortage of OCC Highway Officers and Richard Webber has to prioritise his projects, and the Marcham to Abingdon road takes priority.
Hilliat Fields Trees. Phase 1 of the tree planting has been completed.
Village Hall Refurbishment.
ACTION: Claire Woollard to ask Tony Holmes for a progress report.
22/2019 Terms of Reference.
Claire Woollard and Tamsin Crane are drafting new Terms of Reference.
ACTION: Claire Woollard and Tamsin Crane to circulate draft Terms of Reference.
23/2019 S106 Monies and Projects.
Claire Woollard and Tamsin Crane presented a ‘Projects Board Log’. Some time was then spent allocating project owners.
ACTION: Claire Woollard to contact Tim Atkins about what useful projects could be undertaken to improve the allotments.
24/2019 Project Manager.
Matter had been discussed earlier in the meeting under 21/2019 Action Checklist from the Previous Meeting – Project Manager.
25/2019 Walnut Meadow, Miller Homes, Pavilion and Sports Pitches.
It was noted that there is a meeting with Miller Homes on 30th August 2019. Claire Woollard will report back on this meeting at the Parish Council meeting on 2nd September 2019.
26/2019 Manor Farm, Cala Homes.
Matter had been discussed earlier in the meeting under Public Participation (a) and (c).
27/2019 The Dovecote, Bloor Homes.
Nothing to report.
28/2019 Public Art.
Pervin Shahin (Public Art Working Group, Chairperson) was not present. It was agreed that the Working Group should be asked to present a report on steps, costing and timing for these projects for full review and approval by the Parish Council.
29/2019 Date of the next Meeting.
The next meeting will be held on 19th September 2019 in the Village Hall.
The Chairperson declared the meeting closed at 9:40pm.
Signed:
Name:Claire Woollard
Date: 19th September 2019
Appendix A
Action Check List
Footpaths, cycle paths, bridleways.
Richard Wade and Graham Webb to compile a list of footpaths, cycle paths, bridleways requiring improvement.
Village Hall Refurbishment.
Claire Woollard to ask Tony Holmes for a progress report.
Manor Farm, Cala Homes, Gravel Lane.
Deputy Clerk to ask Vale Planning Enforcement to stop Cala Homes from removing any more trees. Tamsin Crane to contact Cala about the same.
Allotment improvements.
Claire Woollard to contact Tim Atkins about what useful projects could be undertaken to improve the allotments.
Responsible Financial Officer.
Claire Woollard, Tamsin Crane to investigate permissions and procedures. Deputy Clerk to add item to the next meeting’s agenda.
Terms of Reference.
Claire Woollard and Tamsin Crane to circulate draft Terms of Reference.