Annual General Meeting – Thursday May 21st 7:00 pm

The Parish Council AGM will start at 7:00pm in the Old School Hall, villagers are invited to attend as observers only and will get the opportunity to ask questions later at the Annual Parish Meeting at 8:00pm.

The AGM agenda is :

1) Apologies
2) Declaration of Interests
3) Nomination and election of the Chairman for the year
4) Nomination and election of the Vice-Chairman for the year
5) Allocation of responsibilities
a. Finance and general purposes b. Highways and footpaths c. Proposed children’s play area d. Planning e. Cricket club liaison f. School liaison g. Michael Hardinge Trust liaison h. Ironstone and scout camp liaison i. Communications, notice board and neighbourhood watch j. Any other roles?
6)  Dates for Future meetings – 13 August 2015,  12 November 2015,  11 February 2016,  14 April 2016,  19 May 2016.
7)  Minutes of the meetings held on 16 April and 29 April 2015 (attached)
8)  Matters Arising
9)  Audit
a. To approve the Annual Accounting and Annual Governance Statements for 2014/2015, prior to their submission for both internal and external audit.  Copies of the proposed Statements are attached at annex 1 to this report.  Under the new Transparency Code the Council is required to publish copies of these Statements on the website, and in addition, details of expenditure and a bank reconciliation.  The document prepared for this purpose is attached at Annex 2 to this report. b. To approve a risk assessment and an asset register which have been prepared for audit purposes, and copies of which are attached at annex 3 to this report.
10)  Planning 
To consider and agree the Council’s response to application number 15/00673/OUT at Horley Mill Garage, Wroxton Lane, Horley.  A copy of the application will be presented at the meeting. Members wishing to inspect the application in advance of the meeting may do so, either by contacting the Clerk, or online at www.publicaccess.cherwell.gov.uk/onlineapplications .
11)  Speedwatch Exercise
As previously discussed, a speedwatch exercise was carried out on 24 April 2015 between approximately 8.00am and 9.00am. The equipment was provided by the Police Community Support Officer, PCSO Bailey, who was assisted by Cllr Hamer and the Clerk.  Not all the equipment provided by the Police functioned correctly, but a radar device was available which allowed the speed of vehicles to be checked.  The check was carried out in Hornton Lane in the vicinity of the Church Lane junction, and 40 to 50 vehicles passed while the exercise was taking place.  Only one was recorded as speeding (35 mph) although several others were observed to slow down when they saw the check taking place and before it was possible to record their speed.  As this was not an official speed trap, the motorist recorded as speeding will receive a warning letter only from the Police Authority.
12)  Kerbing works in Wroxton Lane 
Members will be aware that the Council has placed an order with Titchmarsh Construction to undertake some kerbing works in Wroxton Lane.  Very recently Titchmarsh Construction have contacted the Council advising that they have been unable to obtain authority from Oxfordshire County Council to carry out the proposed works on the highway.  It appears that OCC have indicated that they consider the work should be carried out by their term contractor who previously had provided a somewhat higher quotation for the work.  It is not clear what has caused this apparent change of heart by OCC, as they recommended the Council to contact Titchmarsh Construction some time ago.  The Clerk is pursuing the matter with OCC and will update Members at the meeting.
13)  Date of next meeting
To be agreed at item 6 above.
14)  Any other urgent business   

For further details of the accounts, governance, risks assessment and assets see the full agenda  HPC AGM 15 05 21 agenda

…to be followed at 8:00pm by the Annual Parish Meeting

This is an open meeting  that allows villagers to ask questions  or raise new  topics.

The agenda is:

1. Introduction of Parish Councillors

2. Chairman’s report

a. Proposed kerbing works

b. Proposed play area

c. Proposed defibrillator

d. Speeding through the village

e. Reports from other village organisations

f . Questions from the public

3. Any other business