Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 15th APRIL 2013 IN THE PARISH OFFICE AT 7.30PM

PRESENT: Councillors: J Reilly (in the Chair), J  Anderson, R Bell, G Birks, S Coleridge & R Old

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

133.   APOLOGIES FOR ABSENCE had been received from Cllrs Stacey, Bailey and Carr

134.   DECLARATIONS OF INTEREST – None

135.  MINUTES OF THE PREVIOUS MEETING HELD 18th MARCH 2013 which had been circulated with the agenda were signed as a correct and accurate record

136.  UPDATE ON ITEMS FROM THE MINUTES 18th MARCH 2013

i) Minute 118 – Footway around the roundhouse –the clerk had asked Keith Stenning (OCC) if this project could go ahead in the new financial year. The reply had been that he (Mr Stenning) was waiting for an answer ‘from above’.

137.  TO CONSIDER APPLYING FOR INFRASTRUCTURE IMPROVEMENTS FUNDING FROM SODC

SODC had made available £150,000 for the 3  towns and 12 larger villages in the District for infrastructure

Improvements funding.

It was agreed that the clerk would contact the District saying that the Parish Council was interested in applying for funding and asking what would be the next steps in the process of application

138. TO DECIDE UPON THE FUTURE OF THE SAND PIT IN CULLUM, ROAD RECREATION GROUND FOLLOWING THE RECENT CONSULTATION WITH THE RESIDENTS

The  clerk reported that a further questionnaire had been received plus a design for the sandpit’s replacement by a nine year old resident. A request had been made by a resident for the sand to be made available to members of the public. It was agreed that this resident be invited to take what he wants but otherwise the sand and logs be removed asap.

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

Cllr Stacey had submitted a written report. In it she said:

At the advisory meeting on 29th April, we will be reviewing progress so far, including an update from Fusion about numbers. We will also go over the concerns below since our last meeting:-

Update on clashes between Fusion and the children’s centre over housekeeping points

Offer of the grant secured by Jenny Stoker for holiday activities

Consultation at Wheatley Park School, overseen by Skye from Fusion and and Paul Lawrence from OAYP

new publicity material after the removal of all literature with the wrong terminology, and ways forward in publicising the club.

140 CLERK UPDATE

i) Muddy Lane – application to make Muddy Lane a public right of way. Cllr Reilly was dealing with this

ii) Meeting with representatives of Arriva & OCC Highways re Church Road. Cllrs Reilly and Bell, the clerk met with Mr Mark Francis (OCC) and Mr Roughton (Arriva) to discuss the traffic situation on Church Rd.

Mr Francis said the only measure likely to get approval from the County Council was to put new double yellow lines in two places on the south side of Church Road, losing just two parking spaces but allowing the west bound traffic a larger ‘pull-in’ to avoid east bound traffic.

iii) Local Government Boundary Commission – Report on new wards for SODC – from 2015 Wheatley Parish would be a single member ward – Noted

iv) SODC Community Governance review – suggested changes to the Parish boundary to be brought to the May Council meeting

v)  OCC had informed the clerk that the lower portion of Holloway Road would be closed from 9.00pm to 6.00am on 15th May for telecommunication works.

141.  GRANTS, LICENCES AND SUBSCRIPTIONS

i) OALC – £738.94 (£615.78 + VAT) – Agreed

ii) Information Commissioner Office Registration 2013-14 – £35.00 – Agreed

iii) Wheatley Village Archives – Grant Aid 2013-2014 – £1,000 – Agreed

iv) 2013-14 Subscription to LCR (formerly The Local Council Review) – £16.00 – Agreed

v) International Tree Foundation – £25 – Agreed

142.  FINANCIAL MANAGEMENT

a) The budget to end of March 2013 was scrutinised & a completed copy of reconciled bank    statement was signed by Chairman & RFO

b) Balances

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

15th April will be as follows:                                          Community         £1,333.46

Tracker             £96,446.00

Treasury          £60,445.91

143.                            SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105666, 670-72 GM/SW/JO/OCC/HMR&C Mar sal/wages/pen/PAYE/NICs 3,685.97
105664 MBMC Hire of Hall 60.00
105664 MBMC Recharge for gas 124.65
105665 SODC Dog Bin Contract 195.19
105667 Mr I Roberts Electricity for Christmas tree 35.42
105668 Thames Water Memorial gardens 6.06
105669 MBMC 4th Quarter of office rental 1,079.48
105674 Fusion Youth and Community Grant Aid St Georges Funday 250.00
did Barclays Bank Bank charges 13.2-12.3 31.64
d/d Public Works Loan Board Loan repayment 483.47
Total £5,951.88
Cheques to Pay
105675 Lyreco Stationary and office equipment 77.14
105676 Trinder and Sons Socket for Christmas tree 40.00
105678 SODC Non Domestic Rates 1,362.90
105683 OALC 2013-14 subscription 738.94
105679 Information Commissioner’s Office Registration 35.00
105677 Berinsfield Community Business Verge cutting March 2013 581.88
105677 Berinsfield Community Business Cullum Rec and FCR Patio 282.00
105681 Parchment Printers April/May Newsletter 1,484.90
105682 J. Watson April/May Newsletter 680.00
105689 Wheatley Villages Archives Grant Aid 2013-2014 1,000.00
105680 Headley Brothers Ltd (NALC) LCR Subscription 16.00
105684 Buryhook Country Side M’ment Pollarding of willow in FC Rec 510.00
105685 OCC (Maple Tree Centre) Use of building Nov 12 – April 13 1,581.75
105686 Post Office Stamps 220.00
105687 Southern Electric Electricity 77.35
105688 MBMC 1st Quarter office rental 1,079.48
105690 International Tree Foundation Subscription 2013-2014 25.00
GM/SW/JF/OCC/HMR&C April sal/wages/pen/PAYE/NICs 3,600.00
Total £13,392.34

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter Advertising 3,725.00
Treasury deposit interest 9.93
Tracker A/c Interest 13.67
Photocopying 7.00
Total £3,755.60

144.  PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED

i)        The Haseleys – April 2013*

ii)        Little Milton Newsletter April 2013*

iii)        Great Milton Bulletin April2103*

iv)        Holton, Waterperry & Waterstock News – March 2013*

v)        URC Newsletter March 2013*

vi)        Clerks and Councils Direct

vii)        Tiddington with Alberry and Milton Common April/May 2013*

viii)        Tree News Spring/Summer 2013*

ix)        Thame CAB – Thank you letter for grant aid.

x)        Fusion Youth and Community – thank you for grant aid for St Georges Funday

* On display in Parish Office

145.  DATE OF NEXT MEETING – 17th May 2013 – noted

146.  RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Birks proposed and Cllr Bell seconded that “under Section 100A(4) of the Local Government Act 1972, the  public be excluded on the grounds that it involves the likely disclosure of exempt

information as defined in paragraph X of Part 1 of Schedule 12A to the Act, namely

private contractual and employment matters”

AGREED Nem Con

147     MINUTES OF THE CONFIDENTIAL SESSION OF THE FINANCE AND GENERAL PURPOSES COMMITTEE HELD ON 18th MARCH 2012 were agreed as a correct and accurate record

148.   MATTER ARISING FROM THE CONFIDENTIAL SESSION OF THE FINANCE AND GENERAL  PURPOSES COMMITTEE HELD ON 18TH MARCH  2012

The clerk had followed up the references which had been satisfactory and the contract had been duly awarded

Wheatley Parish Council

MINUTES OF THE MEETING OF THE PLANNING COMMITTEE OF THE COUNCIL HELD ON WEDNESDAY 8th MAY 2013

PRESENT: Cllrs J Coveley (in the Chair), Reilly, Willmott, Dalton, Stephens and Lamont

OFFICER: The clerk

ALSO PRESENT: District Cllr R Bell and one member of the public

1. APOLOGIES FOR ABSENCE had been received from Cllr Stacey

2. DECLARATIONS OF INTEREST – NONE

3. MINUTES OF THE PREVIOUS MEETING HELD 10th April 2013 circulated   previously were signed as a correct and accurate record

6. UPDATE ON MEETING HELD ON 10th APRIL 2013

7. AMENDMENTS TO PREVIOUS APPLICATIONS – None

8.  NEW PLANNING APPLICATIONS

i)  P13/S096/HH (Housholder) 22 Church Road The proposals include erection of a replacement single storey side extension, a new porch canopy roof, a new single storey rear extension including alterations to roof and dormer windows and internal alterations

ii) P13/S0528/DIS Oxford Brookes, Wheatley Campus & Wheatley Park School. Provision of new access to serve Wheatley park School and Oxford Brookes University. New coach park for Wheatley park School. Redistribution of existing car parking for Wheatley Park School and Oxford Brookes University with no net increase (515 for Oxford Brookes University & 95 replacement spaces at Wheatley Park School) New landscaping and ancillary works

Discharge of conditions 3, 7, 8, 9, 10, 11 & 17 on P11/W1227

iii) P13/S1028/HH (Householder) 1Elm Close Amendment to existing consent ref:P12/S3155/HH, to include laundry space and garden access.

9.  PLANNING DECISIONS AND NOTIFICATIONS

i) P13/S0187/FUL (Full Application) (Minor) Mill View Nursery & Plant Centre Ladder Hill The demolition of 267msq of existing structures, the erection of a255msq replacement building, the erection of 219msq of open-sided polytunnel, the laying out 12 car parking spaces on gravel, the erection of a 2.2m high timber fence and planting of additional trees and hedges and the installation of air source heat pumps. Recommend Approval – GRANTED 04.04.13

ii) P13/S0506/HH (Householder)(Other) 33 Crown Road Removal of existing conservatory and construction of single story garden room. Recommend Approval GRANTED 15.04.13

iii) P13/S0519/HH (Householder)(Other) 119 High Street Demolition of existing garage. Erection of a single storey side extension. Recommend Approval GRANTED 16.04.13

10.  CORRESPONDENCE

11. DATE OF NEXT MEETING – Wednesday 12th June 2013 – tbc

WHEATLEY PARISH COUNCIL

MINUTES OF THE ANNUAL GENERAL MEETING OF THE COUNCIL

HELD ON MONDAY 13th May 2013 IN THE MERRY BELLS AT 7.30PM

PRESENT: Councillors: E.M. Stacey (Chairman), J Reilly, J. M. Carr, C .M. Dalton  R. T .Bell, P Willmott, S Coleridge, R Old, D Lamont, G Birks (to 9.45pm), A Knapp & E Bailey

OFFICER: Gareth Morris Clerk to the Parish Council

ALSO PRESENT: County Councillor Anne Purse and 7 members of the public

1          ELECTION of Chairman for 2013 – 14 and Acceptance of Office

Cllr E Stacey was proposed by Cllr Reily and Seconded by Cllr Dalton

There being no other nominations, Cllr Stacey was duly declared Chairman. She then signed the Acceptance of Office and took the Chair

2          APOLOGIES FOR ABSENCE had been received from Cllrs Anderson, Coveley & Stephens

3          ELECTION of Vice-chairman

Cllr Reilly was proposed by Cllr Stacey and seconded by Cllr Carr

There being no other nominations, Cllr Reilly was declared Vice-Chairman

4          FORMAL ADOPTION OF STANDING ORDERS (INCLUDING CODE OF          CONDUCT)

Proposed by Cllr Reilly and Seconded by Cllr Carr – Agreed nem con

The Clerk reminded councillors that it was their responsibility to inform the District Council of any changes to their own Register of Interests

6.         APPOINTMENT of Committees;

i.)   Standing Committees

a)  Finance & General Purposes

Cllrs: Anderson, Bell, Birks, Carr, Coleridge, and Old

b)  Planning Committee

Cllrs Coveley, Dalton, Lamont, Stephens, Knapp, Bailey and Willmott

The chairman and vice-chairman are ex-officio members of each committee

b) Advisory Committees and Working Groups

i) Traffic and Roads Advisory Committee (TRAC)

Cllrs Anderson, Bell, Birks, Carr, Coveley, Dalton, Stacey, Bailey & Reilly

ii) Recreation Areas Working Group

Cllrs Anderson Bell and Bailey

iii) Youth Advisory Group

Cllrs Lamont, Coleridge and Stacey & Mrs Liz Wickens.

7.   CONFIRMATION of representatives to outside bodies: current appointees, 2012 to 2013, are as indicated below and will normally be confirmed unless they wish to resign.

i Merry Bells Management Committee; Cllr Janet Carr

ii   Oxfordshire  Association of Local Councils; Janet Carr. Ellie Stacey

iii   Wheatley Sports Field Management Committee; Messrs Peter Bayliss Steve Kemp, and, Peter Cudd and Cllrs G Anderson, D Lamont & Paul Willmott

iv Howe Trust; Cllrs Caroline Dalton and Joyce Coveley

v Park Sports Centre Advisory Committee; Cllr D Lamont

vi   Wheatley Charities; Mr Mike Lancashire (to 2017), and Mr Graham Colverson (until 2015)

vii   Public Transport Representative: Vacancy

viii   Wheatley Windmill Preservation Society; Cllr Caroline Dalton

ix. Wheatley Nursery School: Cllr Coleridge

FIRST STATUTORY MEETING OF WHEATLEY PARISH COUNCIL

for council year 2013 – 14

8.   APOLOGIES FOR ABSENCE had been received from Cllrs Anderson, Coveley & Stephens

9.     DECLARATIONS OF INTEREST – None

10.   MINUTES of the meeting of the Parish Council of Monday 4th March

2013 circulated previously were signed as a correct and accurate record with the

following typographical corrections:

Page 3 – Minute 101(i) – second line – to read “Refurbishment of the gentlemen’s toilet would follow”

Page 3 – Minute 101(ii) – second line – to read – “revealed none was diseased”

11.  UPDATE from the meeting held on Monday 4th March 2013

Minute 96 – Report on the Youth Club – The report from the Advisory Group on their meeting of April was received (copy in Minute Book)

12.  THE MINUTES of the meetings of the Planning Committee held on the following dates were received

i) Wednesday 13 March 2013 – circulated previously

ii)  Wednesday 11th April 2013 – circulated previously

iii) Wednesday 8th May 2013 – to be tabled

13. THE MINUTES of the meetings of the F&GP Committee meetings held on the following dates were received

i)       Monday 18th March 2013 – circulated previously

ii)    Monday 15h April 2013 – circulated previously

Update:

Minute 137 – Infrastructure Improvements funding from SODC The clerk had received the guidelines from SODC on the application process. Projects should ‘improve the viability and attractiveness of….towns’ these could include street furniture, shop front improvements, floral planters or baskets, Christmas lights, village signs, noticeboards and town maps. The clerk would circulate the guidelines to all councillors.

Minute 138 – cost of removal of the sandpit from Cullum Road Recreation Area.

The clerk was requested to obtain a further estimate

Minute 140(ii) – Meeting with OCC and Arriva Bus service. Mr. Frances (OCC) had suggested that two separate sections each of one car’s length on the south side of Church Road from the bus shelter to Friday Lane could be made into ‘No Parking’ to allow buses to pull in more easily.

Cllr Reilly proposed and Cllr Bell seconded that the Parish Council ask the OCC Highways to go ahead with this suggestion. This was Agreed by 8 votes in favour with none against and 4 Abstentions.

.

14.     THE MINUTES OF THE TRAFFIC AND ROADS ADVISORY COMMITTEE HELD ON 17TH APRIL 2013 which had been circulated with the Agenda were received.

15.     TO CONSIDER SODC’S IDENTIFICATION OF THE THREE SITES THAT THEY CONSIDER SUITABLE FOR WHEATLEY’S ALLOCATION OF NEW HOUSING

Resolution from Cllr D Lamont:

WHE 3 should be our preferred site.

Our reasoning is as follows:-

i) It is an identified SHLAA site and is of a suitable size

ii) It would be a natural extension to an existing development

iii) The land is currently unused

iv) The site is geographically closest to the historical village centre

v) It has natural physical boundaries in the form of the A40 and London Road that prevent any further development being added at a later date.

vi) WHE 3 has the best site access and access to local transport.

vii) Of the three sites, WHE 3 creates lower impact and far less of a “sprawl” effect than the alternatives

Following discussion, Cllr Lamont proposed and Cllr Reilly seconded that WHE3 be the Parish Council’s preferred site. Agreed ­11 votes in favour, with 0 against and 1 abstention

The  following response to SODC’s response form were agreed as follows:

Q1 – comment – the Parish council would wish to maximise the the number of social housing units going to local residents

Q3 – If WHE1, 2 or 3 are chosen then noise reduction measures should be undertaken along the A40 eg noise reducing surfaces and sound proofing barriers and extra pedestrian safety measures along London Road.

8.32pm The Chairman declared the Council out of session

County Councillor Ann Purse – Wheatley library staffing to be cut by one third. This could be made up by the Parish Council or volunteers or a mixture. The changes to come into force in 2015.

She would organise a meeting of the Parishes that use the library and the Library Service.

SODC Community Review –  she hoped the Parish Council would work with Holton and inform them of Wheatley’s recommendation.

She would keep pushing for pedestrian safety measures along Church Road

Members of the public – there were a number of residents from Littleworth in attendance to complain about the nuisance caused by the owner of the field below the Windmill – noise, bonfires, and abandoned machinery.

It was explained that the Parish Council had no powers to stop the owner of the land behaving in this way. It could only report it to the SODC Planning Enforcement team or the Environmental officers. But this could only be done if the Parish Office was informed first.

District Cllr Bell promised that he would take the matter up with SODC’s Planning Enforcement Officers.

District Cllr Bell – SODC was about to change its housing allocation policy to give more emphasis to those in need in the local community

9.00pm The Chairman declared the council back in session

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

Cllr Willmott spoke to his tabled report.

Joint User Agreement – it was agreed that a further letter be sent to the Chairman of the Primary School Governors.

Cllr Carr proposed and Cllr Lamont seconded that the Parish Council seek legal advice on their position re on the a new Joint User Agreement. Agreed unanimously.

New Pavilion – it was agreed to invite a VAT expert to speak to a small group of councillors (Chairman and Vice-chairman and the three Parish councillors on the SFMC) on the implication for VAT and the Parish Council on the building of a new pavilion

17. TO CONSIDER A RESPONSE TO SODC’S COMMUNITY GOVERNANCE REVIEW

A paper from Cllr Bell had been circulated with the Agenda in which he suggested that the Wheatley Parish Boundary should be extended to include the land north of London Road and Old London Road as far as the A40.

It was Agreed that Holton Parish Council should be informed and that the Chairman should attend the next Holton Parish Council meeting to explain the reasoning behind the proposal.

18.  GRANTS, LICENCES AND SUBSCRIPTIONS

i) Oxfordshire Rural Community Council – sub 2013 – £65 – Agreed

ii) Oxford Green Belt network – sub 2013 – £15 – Agreed

iii) Oxfordshire Playing Fields Association – sub 2013 – £45 – Agreed

19. TO CONSIDER CHANGING FROM BT TO MAIN STREAM DIGITAL FOR THE PARISH COUNCIL’S TELEPHONE SERVICES

The clerk outlined the savings that could be made in calls and rental by switching to the above company. This was Agreed, for one year in the first instance..

20.  FINANCIAL MANAGEMENT

a) Completed copy of reconciled bank statement signed by Chairman &   RFO

b) Balances

After the cheques below have been paid the balances on the council’s accounts as at 13th May 2013 will be as follows:

:                                                                              Community     £835.47

Tracker           £146,849.41

Treasury         £60,445.91

SCHEDULE OF PAYMENTS AUTHORISED

Payee Payment details Amount
Cheques paid
105691-97 GM/SW/JF/OCC/HMR&C April  sal/wages/pen/PAYE/NICs 3,381.45
d/d Barclays bank Bank charges 55.21
d/d Orange Internet April 18.37
Total £3,455.03
Cheques to Pay
105698 Swift Digital Servies Photocopying 77.64
105699 Sage UK Accountancy Stationery 39.60
105701 Lyreco Filing Cabinet + stationery 94.39
105702 Fusion Quarterly Payment – Youth Club 2,285.00
105703 WPSFMC Quarterly Payment 2,000.00
105704 ORCC 2013 subscription 65.00
105705 Oxford Green Belt Network 2013 subscription 15.00
105706 OPFA 2013 subscription 45.00
105707 Green Scythe Ltd Cutting of recreation areas – Aprilx2 444.00
GM/SW/JF/OCC/HMR&C April sal/wages/pen/PAYE/NICs 3,600.00
Total £8,221.63

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
SODC 1st half of precept 52,304.50
SODC Council tax benefits repayment 4,098.91
Newsletter Advertising 1,895.00
Total £58,298.41

21.  REPORTS FROM OUTSIDE BODIES

i)        The Merry Bells Management Committee – nothing to add to previous report

ii)        The Howe Trust – had received £4,000 from the ‘Big Society Fund’ to make improvements to Footpath No.2

iii)          The Park Sports Centre Joint User Group – a new manager had been appointed, previously at Thame

22.  CORRESPONDENCE – Received and Noted

i) The Hasleys newsletter May 2013*

ii) Wheatley URC Newsletter – May 2013*

iii) Little Milton Newsletter – May 2013*

iv) Oxfordshire Playing Fields Association – Newsletter Spring 2013*

23.   CALENDAR OF MEETINGS.- Noted

i)    Annual Parish Meeting – Thursday 23rd May –– Merry Bells – 7.30pm

ii)    Planning Committee  – Wednesday June 12th 2013 – 7.30pm

iii)    F&GP Committee –  Monday 17th June 2013 – 7.30pm

iv)    Parish Council Meeting – Monday 1st July 2013– 7.30 pm

24. RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Reilly proposed and Cllr Bailey seconded:-:

that under Section 100A(4) of the Local Government Act 1972, the public be excluded on  the grounds that it involves the likely disclosure of exempt  information as defined in paragraph X of Part 1 of Schedule 12A to the Act, namely private contractual and employment matters

Agreed nem con

25.  THE MINUTES OF THE CONFIDENTIAL SESSION OF THE   PARISH COUNCIL MEETING ON 5TH MARCH 2013 were signed as a correct and accurate record

The meeting closed at 9.55pm,

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 19th MARCH 2012 IN THE MERRY BELLS HALL AT 7.30PM

PRESENT: Councillors: J Carr (Chairman), J Reilly R Bell, S Coleridge, E Stacey, G Birks & R Old

OFFICER THE CLERK: Gareth Morris

Also Present: 9 members of the public.

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

1.  APOLOGIES FOR ABSENCE had been received from Cllr Anderson

2. DECLARATIONS OF INTEREST – None

3.  MINUTES OF THE PREVIOUS MEETING HELD 20th FEBRUARY 2012 which had been circulated   previously were signed as a correct and accurate record

4.  UPDATE ON ITEMS FROM THE MINUTES 20TH FEBRUARY 2012

i) Minute 143(i)Sign to toilets in SODC car park – This had now been removed

ii) Minute 152(xv) – NALC/CPRE Meeting – 12.03.12 – Cllrs Bell and Stacey attended this meeting on Localism

iii) Minute 152(vii) – Bollards at bottom of Friday Lane – The clerk reported that he had requested the reinstatement of the bollards

iv) Minute 152(xviii) – Review of District Councillor numbers – briefing attended by the clerk- The Local Government Boundary Commission would first review the requested reduction in District Councillors numbers by SODC and then ward boundaries would be considered. The Parish Council would be able to make comments at each stage.

5.  TO CONSIDER THE RESOLUTION PASSED AT THE FULL COUNCIL MEETING HELD ON 5TH MARCH 2012 CONCERNING THE PROVISION OF A YOUTH SHELTER IN CHURCH ROAD RECREATION GROUND

The resolution passed at full council was as follows:

Wheatley Parish Council recommends that a full consultation should be carried out throughout the village, including a thorough research into possible alternative sites, before any further action is taken on the provision of a youth shelter.”

It was Agreed by 3 votes in favour with 2 against and 2 abstentions that the Committee recommends no further action be taken on a shelter pending the outcome of the Parish Council’s initiative to fund the replacement of the youth facilities in the village.

6.  TO RECEIVE AN UPDATE ON PROGRESS ON THE PARISH COUNCIL’S BID TO THE OCC BIG SOCIETY FUND FOR YOUTH PROVISION IN THE VILLAGE

Dan Evanhuis of Fusion Youth and Community UK addressed the meeting and tabled a paper on what Fusion would be able to offer the Parish Council in relation to the Parish Council’s funding from OCC’s Big Society Fund.

It was Agreed that “the Parish Council proceeds with Fusion, Youth and Community UK in providing youth provision within the village, providing that it meets the County Council’s funding criteria and that a Service Agreement and Schedules be revised and brought to the next relevant meeting of the parish council.”

Cllr Bell agreed to draw up a Service Agreement and Schedules and arrange a meeting with Fusion once they had seen the documentation.

7.  TO CONSIDER A PARISH COUNCIL INITIATIVE, INCLUDING FUNDING, FOR THE DIAMOND JUBILEE CELEBRATIONS. (See Minute 10(ii))

8.    TO CONSIDER MR DYKES OFFER OF LAND FOR AFFORDABLE HOUSING ON LONDON ROAD.

Nothing had been received from Mr Dykes.

Concern was raised over the drainage of the land in that particular area.

9.   CLERK UPDATE

i) Farm Close Road patio – Agreed that the clerk arrange for the wall and coping stones by the steps be replaced

ii) Replacement of answer phone/fax machine – Agreed

iii) The clerk reported that the Holton flyover would be closed for road repairs on the 31st March and 1st April. This would affect the U1 and 280 bus services from Oxford into the village. Also work on the pavements in the High Street, from Holloway to Friday Lane would commence in early April.

iv) Footway around the Round House. Following an e-mail from Mr S Shew of Templar’s Close with suggestions it was agreed that the clerk contact him.

10.  GRANTS, LICENCES AND SUBSCRIPTIONS

i) Fusion Youth and Community – request for grant aid towards the ‘inflatables’ for St George’s Day

Festival cost £225 – Agreed £225

ii) Diamond Jubilee Celebrations Committee- request for grant aid towards marquee £1,500 was proposed by Cllr Stacey proposed and seconded by Cllr Reilly – Agreed

11.  FINANCIAL MANAGEMENT

a) Scrutiny of budget to February 2012 and signing of completed copy of reconciled bank statement    by Chairman & RFO – Noted

b) Balances

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

19th March  2012 was as follows:                               Community     £1,030.24

Tracker           £82,768.60

Treasury         £60,252.64

12.                            SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105469-71,73,78 GM/SW/JF/OCC/HMR&C Feb  sal/wages/pen/PAYE/NICs 3,179.52
105475 Wheatley Boys Football Club Grant Aid 150.00
105476 Ox. Educt Business Alliance Grant Aid 160.00
105477 St Mary the Virgin Grant Aid 500.00
d/d Orange Internet charge Feb 18.37
d/d Barclays bank Bank charges Jan/Feb 23.34
d/d Public Works loan Board Loan repayment 483.47
d/d Orange Home Internet – Feb 18.37
Total £4,533.07
Cheques to Pay
105479 Thames Water Memorial gardens 6.34
GM/SW/JF/OCC/HMR&C Mar sal/wages/pen/PAYE/NICs 3,600.00
Total £3,606.34

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter Advertising 790.00
Tracker Account interest 12.20
VAT repayment 718.02
Total £1,520.22

13.  PUBLICATIONS & CORRESPONDENCE RECEIVED -NOTED

i)        The Haseleys – Newsletter March 2012*

ii)        Little Milton Newsletter March 2012*

iii)        Great Milton Bulletin March  2012*

iv)        Wheatley URC Newsletter – March   2012*

v)        Holton, Waterperry & Waterstock News – March  2012*

vi)        Thames Valley Police – Wheatley neighbourhood Team March 2012 newsletter*

vii)        Clerk and Councils Direct – March 2012*

viii)        St Mary the Virgin Parish Church – letter of thanks for grant aid.

ix)        Wheatley Boys Football Club – letter of thanks for grant aid

* On display in Parish Office

14.  DATE OF NEXT MEETING – 16 April 2012 – noted

The meeting closed at 9.30pm

WHEATLEY PARISH COUNCIL

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 4th MARCH 2013 IN THE MERRY BELLS AT 7.30 PM

PRESENT: Councillors: E.M. Stacey (Chairman), J Reilly, A Knapp, R Bell, C Dalton. E Bailey, G Stephens, D Lamont, J Carr, S Coleridge & J Coveley

OFFICER: Gareth Morris, Clerk to the Parish Council

Also present: County Councillor Anne Purse, and 1 member of the public

88.   APOLOGIES FOR ABSENCE had been received from Cllrs Old, Anderson and Willmott.

89.   DECLARATIONS OF INTEREST – None

90.   MINUTES of the meeting of the Parish Council meeting held on Monday 7th    January 2013 which had been circulated previously were signed as a correct and accurate record

91.  UPDATE from the meeting held on Monday 7th January 2013

i) Minute 65 (ii) Footway around the Roundhouse – OCC Highways have indicated that this work will not be carried out in this Financial Year – The Parish’s £7,000.00 has been refunded. The Clerk is hopeful that the scheme could be undertaken in the new financial year.

ii)  Minute 80(iv) Ambrose Rise ditch – the report that the ditch has been ‘dredged’

Cllr Carr said that there was £70,000 in SODC’s 2013-14 budget for flood prevention work in Wheatley.

iii) Minute 83 – Cllr Bell said he felt that as this was an Advisory Committee to the Parish Council then the Minutes of the meetings should go with the Council’s minutes in the Minute Book

92.  THE MINUTES of the meetings of the Planning Committee held on the following dates were received.

i) Wednesday 9th January 2013 – circulated previously

ii) Wednesday 13th February 2013 – circulated previously

The Clerk reported that an amendment to 1 Elm Close application had been submitted which did reduce the side of size of the extension but the Chairman of Planning and the Clerk still felt it was overdevelopment of the site and had recommended refusal, the deadlines had fallen between Planning Committee meetings. The clerk had heard that day that the application had been granted.

93. THE MINUTES of the meetings of the F&GP Committee meeting held on the following dates were received

i)    Monday 21st January 2013 – circulated previously

ii)    Monday 18th February 2012 – circulated with the Agenda

i) Minute 78(iv) – Cullum Road sandpit – Cllr Bailey reported on the results of the questionnaire. It was hoped to provide a full breakdown of the results at the next Finance meeting

94.   TO CONSIDER MATERS RELATING TO ANNUAL RETURN 2012 – 2013 AND

ANNUAL ACCOUNTS 2012-2013

Risk Assessment Action Plan 2013-2014 – The Risk Assessment Action Plan had been circulated. The clerk explained the points on the action plan which were discussed. The Action Plan was approved and signed by the Chairman.

95. TO BE AWARE OF THE FORTHCOMING SODC COMMUNITY GOVERNANCE REVIEW – It was Agreed that the Council should wait until the consultation starts in earnest later in the year before discussing the matter

96.   TO RECEIVE A REPORT FROM THE ADVISORY GROUP ON THE YOUTH CAFÉ

Cllr Lamont spoke to his tabled report (copy in Minute Book)on the last meeting of the Advisory Group, which had been attended, by invitation, Jenny Stoker (Maple Tree) and Paul Lawrence of OAYP (Oxfordshire Association for Young People) and Cllr Bell as a substitute for Cllr Stacey.

The Advisory Group felt that the concerns of the County Council were gradually

being satisfactorily addressed eg the name used in publicity. Numbers were low  but increasing.

It was felt that OAYP could have a lot to offer, so it was Agreed that the Parish Council should affiliate to the organisation from the new financial year.

The Chairman thanked Councillor Lamont for preparing

the report.

8.37pm – The Chairman declared the Council out of session

County Councillor Purse – there was to be a £50m cut in the OCC budget in the coming year. These would particularly hit the elderly.

Having been thwarted in spending her Stewardship money on rebuilding the road humps at the eastern end of the High Street she was now going to get the area in front of the shops and Crown Square re-surfaced. Some of her money would be spent on upgrading Footpath 2, up and over the Howe. She had also been able to get a grit bin for Fairfax Gate

SODC Councillor Janet Carr – SODC council Tax to be reduced by 2.5%. and £500,000 to be put into the Community Investment Fund.

9.00pm – the Chairman declared the Council back in session.

99.  TO CONSIDER WRITING TO ORCC RE PROGRESS WHEATLEY’S REQUEST  FOR AFFORDABLE HOUSING

It was Agreed to write to ORRC and Sovereign Housing to see if there was a chance of resurrecting the Parish’s for Affordable. Housing.

100. TO CONSIDER A REQUEST TO THE DISTRICT COUNCIL FOR FUNDING FROM THEIR FUND FOR TOWN AND VILLAGE CENTRES

£75,000 had been put in a fund for improvements to the centres of the towns in SODC and the larger villages. SODC Councillors to follow up.

101.   REPORTS FROM OUTSIDE BODIES

i)        The Merry Bells Management Committee – new ceiling and lighting in the main hall had been installed. Refurbishment the gentlemen’s toilet would follow.

ii)        The Howe Trust – 45 extra trees had been planted. A survey of the ash trees revealed non were diseased.

iii)          The Park Sports Centre Joint User Group – no meetings had been held but   Cllr Lamont reported that there was a new centre manager in post

iv)       Thames Valley Police

The clerk reported from the latest TVP newsletter(March)

  • No incidents of Anti Social Behaviour in Wheatley in February
  • 5 incidents of Theft of/from motor vehicles
  • Speed checks would be taking place in the village
  • 1 incident of burglary to non dwellings
  • Following the break in to  a number of churches in the Wheatley area a man has been arrested in connection with some of those offences

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

i)       To receive a report of the latest meeting – No meetings had taken place

ii)       To consider progress on a new Joint User Agreement  – No progress to report

iii)       To consider progress on the plans for the new pavilion – No progress to report

It was Agrees that the new Chairman of Governors of the Primary should be written to by Chairman of the Council

It was further Agreed that this item should be placed further up the Agenda.

103.   CALENDAR OF MEETINGS. – Noted

i)    Planning Committee  – Wednesday 13TH March 2013 – 7.30pm

ii)    F&GP Committee Monday 18th March 2013 – 7.30pm

iii)    TRAC Meeting –Wednesday 27th March – 7.30pm

iv)    Planning Committee – Wednesday 10th April 2013  – 7.30pm

v)    F&GP Committee –  Monday 15th April 2013 – 7.30pm

vi)    Planning Committee – Wednesday 8th May 2013  – 7.30pm

vii)    Parish Council Meeting – Monday 13th May  2013– 7.30 pm

104.  RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Dalton proposed and Cllr Reilly seconded that:

that under Section 100A(4) of the Local Government Act 1972, the public be excluded on the grounds that it involves the likely disclosure of exempt information as defined in paragraph X of Part 1 of Schedule 12A to the Act, namely private contractual and employment matters

This was Agreed unanimously

The meeting closed at 9.50pm after the confidential business had been completed

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 18th FEBRUARY 2013 IN THE PARISH OFFICE AT 7.30PM

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

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

102.   APOLOGIES FOR ABSENCE had been received from Birks and Carr

103.   DECLARATIONS OF INTEREST – none

104.  MINUTES OF THE PREVIOUS MEETING HELD 21st JANUARY 2013 which had been circulated with the agenda were signed as a correct and accurate record after the following amendment:

Minute 93, 3rd line – change ‘Little’ to ‘Great’

105.  UPDATE ON ITEMS FROM THE MINUTES 21st JANUARY 2013

(i)  Minute 66(ii) Footway around the Roundhouse – the Highways Authority had now said that they could not now build the footway in this financial year and the Parish Council would not, at the moment, get the authority to employ their own contractors. The £7,000 Parish council payment would be refunded. However the replacement bollards along the High Street pavement  would be funded by OCC.

(ii) Minute 66((v) – Cullum Road Sandpit. The questionnaire had been included in the newsletters delivered to the roads adjacent to the recreation area. Cllr Bailey had delivered to Elton Crescent, Hilary Way and Ambrose Rise. The questionnaire had also been put on the Parish Council’s website. So far there had been about 18 responses

(iii) Minute 94 – Recreation Areas grass cutting tender – the clerk had circulated with the agenda a draft tender. This was discussed alterations suggested. The closing date would be 11th March, to be awarded at the meeting of 18th March.

(iv) Minute 98 – Maintenance of Ambrose Rise stream – ­the dredging had now been completed. A good job had been done. The clerk to request what the extra cost would be to remove the mud next time.

106. 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 that following the meeting with Great Milton School Governors there would be an immediate change of name.

The Advisory Group was to meet on February 28th to which Jenny Stoker of the Children’s centre had been invited.

Cllr Anderson that he had received positive feedback from those who had attended the youth club.

107.   TO CONSIDER A RECOMMENDATION TO FULL COUNCIL THAT THE COUNCIL  CONTACTS THE DISTRICT COUNCIL RE ACCESSING THE FUND FOR THE IMPROVEMENT TO HE CENTRES OF TOWNS AND LARGE VILLAGES. – This item had been requested by Cllr Bell. In his absence discussion was deferred to the next full council meeting.

108.   CLERK UPDATE

i) Gate across Muddy Lane – a pack on requesting a ‘Modification Order’ was to be sent from OCC

ii) Request to attend OALC Training Course on VAT and LOCAL COUNCILS – 30th April £35 +VAT – Agreed

iv) The clerk reported that following a telephone call from a resident about her concerns for one of the willow trees in Farm Close, he had requested Kavan Ring to undertake emergency work to the canopy

v) Meeting with representatives of Arriva re Church Road – Arriva had indicated that they could meet on 12, 13, 19, or 20 March

109.  GRANTS, LICENCES AND SUBSCRIPTIONS

i) Citizens Advice Bureau – Wheatley Outreach (2011-2012 £1,000) – AGREED – £1,000

110.  FINANCIAL MANAGEMENT

a) Scrutiny of budget to end of January 2013 & signing of completed copy of reconciled bank   statement by Chairman  & RFO was undertaken

b) Balances

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

18th February will be as follows:                                               Community       £2,455.30

Tracker             £102,432.33

Treasury           £60,435.98

110.                            SCHEDULE OF PAYMENTS TO BE AUTHORISED – Noted

Cheque no. Payee Payment details Amount
Cheques paid
105636-40 GM/SW/JO/OCC/HMR&C Jan sal/wages/pen/PAYE/NICs 3,213.80
105641 Fusion Youth and Community Quarterly payment 2,285.00
105642 Fusion Youth and Community Equipment, games TV Licence 506.28
d/d Barclays Bank Bank charges Dec-Jan 17.15
d/d Orange Internet – Jan 18.37
Total £6,040.67
Cheques to Pay
105643 Berinsfield Community Business Grass cutting verges 581.88
105644 Parchments Oxford Feb/March newsletter 1,484.90
105645 Lyreco Stationary/flies 37.48
105648 BT Phone charges 166.64
105649 Buryhok Country Side M’ment Ditch dredging+tree in FCRec 1044.00
GM/SW/JF/OCC/HMR&C Feb sal/wages/pen/PAYE/NICs 3,600.00
Total £6,914.90

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter Advertising 4,600.00
Newsletter Subscription 6.00
Photocopying 2.90
Interest – Treasury Deposit 10.74
Total £4,619.64

111.  PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED

i)        The Haseleys – February 2013*

ii)        Little Milton Newsletter February 2013*

iii)        Great Milton Bulletin January 2103*

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

v)        Tiddington with Albury & Milton Common – February/March 2013newsletter*

vi)        URC Newsletter February 2013*

vii)        SODC Core Strategy December 2012*

* On display in Parish Office

112.  DATE OF NEXT MEETING – 18th March 2013 – NOTED

113.  RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Stacey proposed and Cllr Coleridge seconded “that under Section 100A(4) of the Local  Government Act 1972, the  public be excluded on the grounds that it involves the likely disclosure of exempt information as defined in paragraph X of Part 1 of Schedule 12A to the Act, namely

private contractual and employment matters – AGREED unanimously

The meeting closed at 8.50pm at the conclusion of the Confidential Session

Wheatley Parish Council

MINUTES OF THE CONFIDENTIAL SESSION OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 18th FEBRUARY 2013 IN THE PARISH OFFICE AT 7.30PM

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

OFFICER THE CLERK: Gareth Morris

113.   RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Stacey proposed and Cllr Coleridge seconded “that under Section 100A(4) of the Local  Government Act 1972, the  public be excluded on the grounds that it involves the likely disclosure of exempt information as defined in paragraph X of Part 1 of Schedule 12A to the Act, namely

private contractual and employment matters – AGREED unanimously

114    TO CONSIDER WAGES AND SALARIES OF PARISH STAFF

a) Part time hourly paid outdoor workers

The hourly paid workers presently receive £6.90 per hour. The last pay award was in April 2009.

Since October 2012 the National Minimum Wage has been £6.19 per hour.

The clerk recommended that the pay should rise to £7.45 per Hour (the living wage’ wage rate outside London). This would add around £1,000 to the wage bill

Cllr Stacey proposed and Cllr Old seconded that the part time hourly rate for the outdoor workers be raised to £7.45 from 1st April 2013. This was Agreed unanimously

b) Clerk to the Parish Council

The Parish Clerk is presently on Scale LC1 point 25 (top of the scale) and has been since April 2009, which is £21,519 pa. Last pay award was October 2009, backdated to April 2009

Cllr Stacey proposed and Cllr Reilly seconded that the Clerk moves to point 26 on the LC2 scale  (£22,221) from 1.4.2013 and then progresses up this scale following an annual performance review

and that The Parish Council will honour OALC pay review recommendations for all staff for the next 5 years.  This was Agreed unanimously

It was further Agreed to employ another clerk for approximately 6 hours a week and to redecorate and refurbish the Parish Office (new carpet, extra storage, new office chair etc)

Wheatley Parish Council

MINUTES OF THE MEETING OF THE PLANNING COMMITTEE OF THE COUNCIL HELD ON WEDNESDAY 12th APRIL 2013

PRESENT: Cllrs J Coveley (in the Chair), Reilly, Willmott, Dalton and Lamont

OFFICER: The clerk

ALSO PRESENT: Cllr R Bell

95 . APOLOGIES FOR ABSENCE had been received from Cllrs Stephens, Stacey and Knapp

96. DECLARATIONS OF INTEREST – Cllr Reilly declared a personal interest in Agenda item 6 (ii)

97. MINUTES OF THE PREVIOUS MEETING HELD 13TH MARCH 2013 which had been circulated previously were signed as a correct and accurate record

98. UPDATE ON MEETING HELD ON 13TH MARCH 2013

99. AMENDMENTS TO PREVIOUS APPLICATIONS – None

100.  NEW PLANNING APPLICATIONS

i)  P13/S0238/HH (Householder)(Other) 17 Park Hill Erection of double and  single storey rear and side extensions and creation of basement room.

RECOMMEND APPROVAL subject to the Forestry Officer’s satisfaction

ii) P13/S0695/FUL (Minor) 53 London Road (Jordell) Additional car parking, new site access and boundary fence. Provision of gabions to existing stream.

RECOMMEND APPROVAL

iii) P13/S0761/HH (Householder)(Other) 4a Old London Road Two storey rear extension. RECOMMEND APPROVAL

iv) P13/S0800/FUL (Full Application) (Other) 10 Jackies Lane  Conversion of existing leisure/garage outbuilding to living accommodation.   NO STRONG VIEWS but with the comment the Parish Council wishes for no further development on this site.

101.  PLANNING DECISIONS AND NOTIFICATIONS NOTED

i) P12/S2854/FUL (Full Application)(Minor) 11 Hillary Way New dwelling to the rear of existing dwelling.- Recommend Refusal – WITHDRAWN 12.03.13

ii) P13/S0123/FUL Asda Stores Ltd London Road Installation of Air Handling Unit at ground floor level and roof mounted Chiller Unit. Recommend Refusal + following Noise Appraisal report – Recommend Approval Granted 26.03.13

iii) P13/S0338/FUL (Full Application) (Minor) Unit 2, London Road

Alterations to existing building by forming new openings to the existing structure. Building an external independent screen outside the main entrance with signage. Change of use from industrial to commercial use, incorporating office space, studios and amenity spaces within the existing building. Recommend Approval – GRANTED 02.04.13

iv) P13/S0187/FUL (Full Application) (Minor) Mill View Nursery & Plant Centre Ladder Hill The demolition of 267msq of existing structures, the erection of a 255msq replacement building, the erection of 219msq of open-sided polytunnel, the laying out 12 car parking spaces on gravel, the erection of a 2.2m high timber fence and planting of additional trees and hedges and the installation of air source heat pumps. Recommend Approval – GRANTED 04.04.13

102.  CORRESPONDENCE

SODC – Distribution of 1154 homes amongst the larger villages – invitation to second workshop Wednesday 24 April 2013 6.00pm – 8.00pm.

The paper allowed for an allocation of 50 new homes for Wheatley

Cllr Lamont and Cllr Reilly would be able to attend the workshop

103. DATE OF NEXT MEETING – Wednesday 8TH May 2013 – noted

The meeting closed at 8.30pm