Council Offices, Britwell Road Didcot OX11 7HN Phone: 01235 812637 www.didcot.gov.uk E-mail: [email protected]Fax: 01235 512837 Agenda Notice of an extraordinary meeting of the Environment Committee 12 th December at 7.30pm All Saints Room, Civic Hall, Didcot Admission of the public and media The council welcomes members of the public to its meetings in accordance with the Public Bodies (Admission to Meeting) Act 1960. Reports and minutes We add reports and minutes to our website. Recording, photographs and filming The press or public may audio-record, photograph or film meetings, or report from the meeting using social media. As such members of the public may be recorded or photographed during the meeting. We ask that anyone wishing to record or photograph the meeting notifies the Deputy Town Clerk before the start of the meeting. Public participation The council welcomes the public’s involvement in meetings, which must be in accordance with our rules (Standing Orders 18 - 20 on a matter before the Committee). The Chairman will invite members of the public to present their questions, statements or petitions at the start of the meeting. To find out about participation contact the Deputy Town Clerk. Didcot Town Council
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Environment Committee 12 December at 7.30pm All Saints ...Agenda item 3 Allotment considerations Council Offices, Britwell Road Didcot OX11 7HN Phone: 01235 812637 E-mail: [email protected]
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Transcript
ichard Chapman, Town Clerk Council Offices, Britwell Road Didcot OX11 7HN
In accordance with Item 7 of the Tenants’ Agreement,
Allotment Holders are required to comply with the following Rules
1. Security arrangements relating to each Council Allotment Site must be strictly observed.
2. Allotment plots are to be kept clean from rubbish, clear of weeds and in a good condition.
3. The 1-metre width of paths around allotment plots set out by the Council must not be obstructed, diverted or reduced in size.
4. Tenants shall not, without Council consent, erect any building on their allotment plot. This includes sheds, poly-tunnels and greenhouses. Details of sizes, materials, etc can be obtained from the Council office.
5. No dogs (except Support Dogs) are allowed under any circumstances on Council allotment sites.
6. No bonfires are permitted other than on dates authorised by the Council in Spring and Autumn.
7. No dumping on site or importing of any garden waste/soil onto the allotment plot is permitted.
8. Any fruit tree planted by a Tenant must be of the DWARF variety only.
9. Tenants are restricted to a maximum number of six hens on one plot (or rabbits for consumption only) irrespective of the number of plots rented.
10. Tenants are not to cause a nuisance or annoyance to the occupier of any other allotment plot.
11. Action will be taken against any person causing malicious damage to Council property.
12. When a Tenant’s Agreement is terminated the gate key(s) must be returned to the Council.
13. Tenants must observe and perform any special conditions which the Council consider necessary to comply with conditions and/or covenants under which the Council hold the land or which the Council may consider necessary to introduce for any other reason.
Allotment Tenants will be given written notice when such conditions are introduced.
Agenda item 4 ‘Welcome to Didcot’ signs
ichard Chapman, Town Clerk Council Offices, Britwell Road Didcot OX11 7HN
Proposed review of Town Council Working Groups/Sub-committees
Introduction
1. This report seeks to inform the Council of the current working groups and sub-committees it administers, and asks Council whether it wishes to review and formalise these groups in order to ensure that they are meeting the Council’s needs.
Recommendation
2. That Council refers each working group and sub-committee listed to the Committee suggested in Appendix 1, asking that the Committee decide and make a recommendation to Council on the following:
a. Whether the working group or sub-committee should continue. And if so,
b. Whether the meeting should be classified as a working group or sub-committee
c. To establish or refresh governance arrangements as per the questions posed in Appendix 2
Background
Defining Sub-Committees and Working Groups
3. The Town Council administers a number of working groups/sub-committees, a full list of which is included within Appendix 1.
4. Working groups and sub-committees are not identical. A sub-committee is more formal than a working group; it requires a formal appointment by Council or an
existing committee and terms of reference.1 Sub-committees are subject to the Town Council’s Standing Orders, which determine how they are run.2 In many respects, sub-committees reflect committees and Council meetings in that they require the following to be adhered to:
a. The requirement for an appointed Chairman3
b. The means by which a meeting can be called4
c. The management of public participation5
d. The management of motions without notice, closure motions or expenditure motions6
e. The existence and treatment of minutes7
f. The rules of debate8
g. The requirement for public accessibility to meetings and provision for the press9
The flip-side to the degree of regulation is that a sub-committee may make decisions on behalf of the Council so long as it has been given the power to do so.
5. A working group is less formal. Whilst they often are set up on the recommendation of a committee, and it is good practice for them to have terms of reference, the key differences are that they are not bound by Standing Orders, and that they do not have the power to make decisions on behalf of the Council but must instead refer their comments to the appropriate committee to be actioned.
6. Below is a list of the working groups and sub-Committees run by the Town Council with a list of the elements of working groups and sub-Committees. A green box means ‘yes,’ a red box means ‘no’ and an amber box means ‘partially’.
Established and members appointed by Council/ Committee
Terms of Reference Abides by Standing Orders
Makes decisions on behalf of the Council
Town Fayre working group
Currently only advisory but has historically run the Fayre
WW1 working group
Has agreed where memorial benches and seats are situated
Allotment liaison group
E-comms working group
S.106 working group
Recognised by Council and Finance and General Purposes, but seemingly not established by either
Not currently meeting
Cemetery working group
Scope agreed at first meeting, but not terms of reference
Traffic advisory group
Largely does, but not entirely. The most formal on the list.
Rarely – a small number of letters have been sent
7. It is clear that the current set up shows a preference for working groups as none fully meet the criteria for sub-Committees.
8. The absence for most groups of terms of reference means that whilst their existence might be reflective of the will of Council, the way they operate might not. This may particularly be the case with reference to reporting to Councillors and the involvement of non-Council members.
9. The presence of amber boxes regarding establishment and decision-making is a strong signal that Council must clarify the position and authority of these groups in particular in order to ensure any future activity enables the Council to remain intra vires in its decision-making.
Legal Implications
10. None in referring the matters to a Committee for review
Financial Implications
11. None in referring the matters to a Committee for review.
Risk Implications
12. None in referring the matters to a Committee for review
This title is dealt with by HM Land Registry, Gloucester Office.
The following extract contains information taken from the register of the above titlenumber. A full copy of the register accompanies this document and you should read thatin order to be sure that these brief details are complete.
Neither this extract nor the full copy is an 'Official Copy' of the register. Anofficial copy of the register is admissible in evidence in a court to the same extentas the original. A person is entitled to be indemnified by the registrar if he or shesuffers loss by reason of a mistake in an official copy.
This extract shows information current on 14 SEP 2017 at 11:13:58 and so does not takeaccount of any application made after that time even if pending in HM Land Registrywhen this extract was issued.
REGISTER EXTRACT
Title Number : ON246022
Address of Property : Play area at The Greenings, St Hilda's Close, Didcot
Price Stated : £1
Registered Owner(s) : EAST HAGBOURNE PARISH COUNCIL of 30 Blewbury Road, EastHagbourne, Didcot, Oxfordshire OX11 9LF.
Lender(s) : None
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This is a copy of the register of the title number set out immediately below, showingthe entries in the register on 14 SEP 2017 at 11:13:58. This copy does not take accountof any application made after that time even if still pending in HM Land Registry whenthis copy was issued.
This copy is not an 'Official Copy' of the register. An official copy of the registeris admissible in evidence in a court to the same extent as the original. A person isentitled to be indemnified by the registrar if he or she suffers loss by reason of amistake in an official copy. If you want to obtain an official copy, the HM LandRegistry web site explains how to do this.
A: Property RegisterThis register describes the land and estate comprised inthe title.OXFORDSHIRE : SOUTH OXFORDSHIRE
1 The Freehold land shown edged with red on the plan of the above Titlefiled at the Registry and being Play area at The Greenings, St Hilda'sClose, Didcot.
2 (18.02.2004) The Transfer dated 17 October 2003 referred to in theCharges Register contains the following provision:-
"The Transferee shall be responsible for maintaining the fenceenclosing the play equipment and the general maintenance and repair ofthe play equipment and shall indemnify the Transferor from and againstthe consequences of any future breach non observance or non-performanceor any claim for damages on the Land"
B: Proprietorship RegisterThis register specifies the class of title andidentifies the owner. It contains any entries thataffect the right of disposal.
Title absolute1 (18.02.2004) PROPRIETOR: EAST HAGBOURNE PARISH COUNCIL of 30 Blewbury
Road, East Hagbourne, Didcot, Oxfordshire OX11 9LF.
2 (18.02.2004) The price stated to have been paid on 17 October 2003 was£1.
C: Charges RegisterThis register contains any charges and other mattersthat affect the land.1 (27.04.1992) A Transfer of the land in this title and other land dated
6 April 1992 made between (1) Frederick Arthur Charles Napper (FirstTransferor) (2) Wates Built Homes Limited (Second Transferor) and (3)Westbury Homes (Holdings) Limited (Transferee) contains the followingcovenants:-
"The Transferee hereby covenants with the Second Transferor for thebenefit of the Adjoining Lands to observe and perform the restrictivecovenants and stipulations set out in the Third Schedule hereto.
THE THIRD SCHEDULE ("the Restrictive Covenants")
1. Not to build any buildings or other structures on the Propertyother than private dwelling units (whether or not with ancillarygarages and outbuildings) and electricity sub-stations gas governorstations sewage pumping stations and similar facilities for use inconnection therewith
Title number ON246022
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C: Charges Register continued2. To ensure that no part of the Property shall be used for anypurpose other than as or incidental to private dwelling units(including garages outbuildings sub-stations gas governors pumpingstations and similar facilities or public open spaces)
3. To ensure that nothing shall be done which may lessen the supportor protection given by the Property to the Adjoining Lands or theRetained Land
4. Not to interfere with or obstruct any proposed sight lines requiredby the Highway Authority in connection with the adoption of any of theroads and footpaths on the Adjoining Lands."
2 (27.04.1992) The land is subject to the following rights reserved bythe Transfer dated 6 April 1992 referred to above:-
"The Property is transferred subject to the rights set out in theSecond Schedule hereto in favour of the Second Transferor and theAdjoining Lands.
THE SECOND SCHEDULE ("the Exceptions and Reservations")
The right for the Second Transferor and all persons authorised by it(jointly with any other persons having a similar right and subject tothe qualifications detailed in the Fourth Schedule) to enter upon theProperty (other than the site of any electricity sub-station gasgovernor kiosk sewage pumping station or similar installations or anypart thereof as shall at that time be covered by buildings or intendedto be covered by buildings pursuant to an extant planning permission)so far as may be necessary for the purposes of connecting to inspectingmaintaining repairing or renewing St Hilda's Close and the ServiceInstallations comprised in the Adjoining Lands and complying the termsof any Road Agreement or Sewer or Water Agreement made by the SecondTransferor with the appropriate authority."
3 (09.12.2003) A Transfer of the land in this title and other land dated17 October 2003 made between (1) Westbury Homes (Holdings) Limited(Transferor) and (2) South Oxfordshire District Council (Transferee)contains the following covenants:-
"The Transferee covenants with the Transferor not to use the Propertyfor any purpose other than as open space as defined in the Town andCountry Planning Act Section 336"
4 (18.02.2004) A Transfer of the land in this title dated 17 October 2003made between (1) South Oxfordshire District Council (Transferor) and(2) East Hagbourne Parish Council (Transferee) contains covenantsidentical with those contained in the Transfer dated 17 October 2003referred to above.
End of register
Title number ON246022
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This is a copy of the title plan on 14 SEP 2017 at 11:13:58. This copy does not take account of any application made afterthat time even if still pending in HM Land Registry when this copy was issued.
This copy is not an 'Official Copy' of the title plan. An official copy of the title plan is admissible in evidence in a court tothe same extent as the original. A person is entitled to be indemnified by the registrar if he or she suffers loss by reasonof a mistake in an official copy. If you want to obtain an official copy, the HM Land Registry web site explains how to dothis.
HM Land Registry endeavours to maintain high quality and scale accuracy of title plan images.The quality and accuracyof any print will depend on your printer, your computer and its print settings.This title plan shows the general position,not the exact line, of the boundaries. It may be subject to distortions in scale. Measurements scaled from this plan maynot match measurements between the same points on the ground.
This title is dealt with by HM Land Registry, Gloucester Office.