WHEATLEY PARISH COUNCIL

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 7th JANUARY 2013 IN THE MERRY BELLS AT 7.30 PM

PRESENT: Councillors: E.M. Stacey (Chairman), J Reilly. R Old, G Birks,

A Knapp, R Bell, C Dalton. E Bailey, G Stephens, D Lamont, J Carr, P Willmott & J Coveley

OFFICER: Gareth Morris, Clerk to the Parish Council

Also present: County Councillor Anne Purse, and 18 members of the public

75.   APOLOGIES FOR ABSENCE had been received Cllrs Anderson and Coleridge

76.   DECLARATIONS OF INTEREST – none

77.   MINUTES of the meeting of the Parish Council meeting held on Monday 5th    November 2012 were signed as a correct and accurate record after the following amendment had been made:

Page 3 – Minute 72(ii) – delete ‘was now a trustee’ replace with ‘wanted to resign’

78.  UPDATE from the meeting held on Monday 5th November 2012

i) Minute 65 (ii) Footway around the Roundhouse – OCC Highways have indicated that this work is programmed for late January/early February 2013 – Noted

ii) Minute 68 – Application for the extension of the reservoir at Horspath – this application has been withdrawn.- Noted

79.  TO RECEIVE THE MINUTES of the meetings of the Planning Committee held on:

i) Wednesday 12th December 2012 – the minutes were received

80. TO RECEIVE THE MINUTES of the meetings of the F&GP Committee meeting held on:

i)     Monday 19th November 2012 – the minutes, circulated previously were received

ii)     Monday 17th December  – the minutes were received

i) Minute 78(ii) Footway around the Roundhouse – a quote (£3,200) from Mr S Shew had been received for fees in designing a new access into Church Road recreation Ground by the Roundhouse. This had been received to late for a decision/recommendation to be made. The January Council meeting to decide.

Cllr Reilly proposed and Cllr Lamont seconded that Mr Shew’s quote be accepted

Agreed  – 9 votes in favour with 3 against and 1 abstention

iii) Minute 78(iv) – Cullum Road sandpit – Cllr Bailey spoke to her tabled report. The  next stage would be to hold a consultation with residents

iv) Minute 78(iii) – Ambrose Rise stream – the clerk had asked Mr Baldwin re the possibility of building the wall up at the entrance to the culvert

8.08pm – As there were so many members of the public present from Ambrose Rise, the Chairman declared the Council out of session and invited members of the public to speak.

The overall feeling from residents was that whenever it rained they feared that their houses/ gardens would be flooded again. They asked that a bigger wall be built at the northern end of the ditch, as it entered the culvert.

The clerk replied that he had asked Mr Baldwin for advice and the reply was that whilst not ruling it out care had to be taken that any change like that did not divert the water causing flooding elsewhere. He further stated that he had requested hat he stream be ‘dredged’ but this had not happened because the bank was waterlogged and too soft.

The District Councillors said that Mr Baldwin 9Monson Engineering – SODC’s agents) was working on a scheme that would take the water from Castle Hill eastwards, so it would not run into the Ambrose Rise stream in the first place.

County Cllr Purse – Local Government Boundary review –she could not see any way in which Wheatley and Holton could be in the same ward because of the number of smaller villages west of Holton.

From her ‘locality money’ she hoped to convert one or two humps in the High Street to cushions and to upgrade the footpath up to Windmill Lane behind the Howe.

8.50pm – The Chairman declared the meeting back in session

80(iv)continued Ambrose Rise stream

Cllr Carr proposed and Cllr Stephens seconded that the Parish Council appoint a contractor to look after the stream – Agreed

81.  2013-2014 BUDGET

i) To resolve to agree with OALC that there is no need for Councillors to request a dispensation in order to agree the 2013-2014 precept. Agreed

ii) To resolve to approve the Parish Council revised budget for 2012-2013 and the Parish Council budget and precept for 2013-2014 as recommended by F&GP on 17th December 2012.

The F&GP Committee has recommended that the precept for 2012-2013 be maintained its 2011-2012 level of £104,609.

Cllr Reilly proposed and Cllr Bailey seconded that the revised budget for 2012-2013 and the Parish Council budget and precept for 2013-2014 as recommended by F&GP on 17th December 2012 be approve. – Agreed unanimously

82. TO CONSIDER A RESPONSE TO THE LOCAL GOVERNMENT BOUNDARY COMMISSION’S RECOMMENDATION FOR THE WHEATLEY WARD IN THEIR ELECTORAL REVIEW OF SOUTH OXFORDSHIRE

Following the response by SODC and Cllr Purse’s comments Cllr Dalton proposed and Cllr Reilly seconded the Parish Council’s response should be to support the District Council’s response that there should be two single member wards for Wheatley and Holton.

83. TO RECEIVE A REPORT FROM THE ADVISORY GROUP ON THE YOUTH     CAFÉ SINCE ITS OPENING

Cllr Lamont tabled a report from the Advisory Group. This was accepted.

84.  REPRESENTATIVES TO OUTSIDE BODIES.

(i) The Howe Trust – Cllr Joyce Coveley – Agreed

(ii) Wheatley Charities – Mr Michael Lancashire – Agreed

85.   REPORTS FROM OUTSIDE BODIES

i)        The Merry Bells Management Committee – No report

ii)        The Howe Trust – No report

iii)       The Park Sports Centre Joint User Group – No meetings had been held.

iv)       Thames Valley Police  – a written report had been tabled

86.  TO CONSIDER MATTERS RELATING TO WHEATLEY PARK SPORTSFIELD  MANAGEMENT COMMITTEE

i)       To receive a report of the latest meeting – no meeting since last Parish Council meeting

ii)       To consider progress on a new Joint User Agreement – the Chairman has

e-mailed The Primary School Headteacher

87.   CALENDAR OF MEETINGS –  NOTED

i)    Planning Committee  – Wednesday 9th January 2013 – 7.30pm

ii)    F&GP Committee Monday 21st January 2013 – 7.30pm

iii)    Planning Committee – Wednesday 13th February 2013  – 7.30pm

iv)    F&GP Committee –  Monday 18th February 2013 – 7.30pm

v)    Parish Council Meeting – Monday 4th March  2013– 7.30 pm

vi)  CPRE Neighbourhood Planning Forum Tuesday 5th February at Dorchester   at Thames Village Hall. 9.30am – 5.00pm

vii)    Oxford Green Belt Network AGM – Tuesday 15th January – 7.45pm – Islip Village Hall

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 21st JANUARY 2013 IN THE PARISH OFFICE AT 7.30PM

PRESENT: Councillors: J Reilly (in the Chair), E Bailey, J Anderson, Stacey Coleridge & R Bell

OFFICER THE CLERK: Gareth Morris

MEMBERS HAD BEEN REMINDED BY MEANS OF THE AGENDA THAT IF THEY   HAD AN INTEREST TO DECLARE IN ANY AGENDA ITEM, THEY SHOULD DO SO IN ADVANCE OF THE MEETING IN THE BOOK PROVIDED FOR THIS PURPOSE

89.   APOLOGIES FOR ABSENCE had been received from Cllrs Carr, Birks, & Old

90.   DECLARATIONS OF INTEREST

91.  MINUTES OF THE PREVIOUS MEETING HELD 17th DECEMBER 2012 – circulated previously

92.  UPDATE ON ITEMS FROM THE MINUTES 17TH DECEMBER 2012

(i) Minute 78(ii) Footway around the Roundhouse – work was expected to start shortly. Full council had approved Mr Shew’s quote for the design

(ii) Minute 78((v) – Cullum Road Sandpit – Cllr Bailey explained he survey question. An insert would be

put into the next Newsletter and be delivered to the roads adjacent to the recreation ground. Other streets nearby would have them delivered by councillors. Other residents could either fill in on-line or collect a copy from the Parish Office.

93. TO RECEIVE AN UPDATE ON PROGRESS ON THE PARISH COUNCIL’S PROJECT TO PROVIDE TWO  EVENINGS YOUTH PROVISION AT THE YOUTH CENTRE

Cllr Stacey reported on a meeting she and Cllr Lamont had attended with the Governors of Great Milton School. This had been a challenging meeting where the Parish Councillors had been presented with a written list of concerns. Cllr Stacey would be formulating a response

94.  TO CONSIDER THE TENDER INFORMATION FOR THE CUTTING OF THE GRASS IN THE RECREATION AREAS AND LITTLEWORTH GREEN

.     It was AGREED that a tender be drawn an sent to 3 or 4 contractors for the cutting f the grass on the   three recreation grounds, Littleworth Green, Coopers Close public open space and the borders in Cullum Road Recreation Ground.

There would be a minimum of 1 cut a month from April to October inclusive with a 2nd cut in April and June. The first cut in April to be a ‘cut and collect’ and whenever the grass had grown substantially due to weather conditions.

95.   CLERK UPDATE

i) Highways work within the village – non replacement of missing bollards – Agreed that the Parish Council would be prepared to offer to pay for them. Despite a request no costing had been given by the Highways Department.

ii) To consider Fusion’s request for the use of Church Road Recreation Ground for the ST George’s   Funday on Saturday 20th April 2013 – Agreed

96.  TO CONSIDER PRODUCING A COMMUNITY EMERGENCY PLAN

This item had been deferred from last meeting.

It was AGREED that the Parish Council did not wish for a formal Emergency Plan and would inform the County Council as such.

97.  GRANTS, LICENCES AND SUBSCRIPTIONS

i) Sage Accounts Cover and helpline £180 – Agreed

98. TO CONSIDER A CONTRACT FOR THE REGULAR CLEARING OF THE AMBROSE RISE STREAM

The Clerk had arranged vis Kavan Ring for the stream to be ‘dredged’

99.  FINANCIAL MANAGEMENT

a) The budget to end of December 2012 was scrutinised & of completed copy of reconciled bank statement was signed by the Chairman & RFO

b) Balances

After the cheques below have been paid the balances on the council’s accounts as at

21st January 2013 will be as follows:                                        Community       £5,358.60

Tracker             £102,432.33

Treasury           £60,410.64

99.                            SCHEDULE OF PAYMENTS TO BE AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105624-28 GM/SW/JO/OCC/HMR&C Dec sal/wages/pen/PAYE/NICs 3,155.15
d/d Barclays Bank charges 29.28
d/d Seimens Photocopier lease 367.84
d/d Orange internet 18.37
Total £3,570.64
Cheques to Pay
105629 D Lamont Mileage to SODC Parish Forum 15.26
105630 Berinsfield Community Business Verges +Cullum rd rec 653.88
105631 Southern Electric Oct-Jan electricity 59.95
105632 Thames Water Memorial Gardens 7.83
105633 Sage UK Accounts Cover/helpline 180.00
105634 WPSFMC Quarterly Payment 2,000.00
105635 Swift Digital Srvices Photocopier usage
GM/SW/JF/OCC/HMR&C Jan sal/wages/pen/PAYE/NICs 3,600.00
Total £6,516.92

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter Advertising 50.00
Interest – Tracker 15.17
Total £65.17

100.  PUBLICATIONS & CORRESPONDENCE RECEIVED & Noted

i)        The Haseleys – January 2013*

ii)        Little Milton Newsletter January 2013*

iii)        Great Milton Bulletin January  2013*

iv)        Holton, Waterperry & Waterstock News – December 2012*

v)        URC Newsletter January 2013*

vi)        Clerks and Councils Direct – January 2013*

vii)        Oxford Brookes & residents’ Associations meeting – 21st February 6.30pm

* On display in Parish

101.  DATE OF NEXT MEETING – 18th February 2013 – Noted