Wheatley Parish Council
MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 17th June 2013 IN THE MERRY BELLS HALL AT 7.30PM
PRESENT: Councillors: R Bell (in the Chair for items 1 & 2), E Stacey (in the Chair from item 3) J Anderson, G Birks (until 8.55pm), S Coleridge & J Carr (until 8.55pm)
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
In the absence of the outgoing chairman of the committee (Cllr Reilly), the outgoing vice-chairman (Cllr Bell) took the chair for items one and two.
- 1. ELECTION OF CHAIRMAN Cllr Reilly was proposed by Cllr Birks and seconded by Cllr Bell
Cllr Reilly had sent written apologies stating that he was prepared to stand as Chairman. The Clerk had spoken to OALC who could find no reason why somebody could not be proposed in their absence. Though they had advised the Council might consider revising its standing orders to prevent it happening in the future.
There being no further nomination Cllr Reilly was duly appointed Chairman for the forthcoming year.
- 2. ELECTION OF VICE CHAIRMAN – Cllr Birks proposed and Cllr Coleridge seconded that the Chairman of the Council, Cllr Stacey, be Chairman for the meeting – This was agreed
3. APOLOGIES FOR ABSENCE had been received from Cllrs Reilly and Old
4. DECLARATIONS OF INTEREST – None
5. MINUTES OF THE PREVIOUS MEETING HELD 15thAPRIL 2013 which had been circulated previously were signed as a correct and accurate record.
6. UPDATE ON ITEMS FROM THE MINUTES 15th APRIL 2013
(i) Minute 136 Footway around the Roundhouse – No response had been received from OCC Highways
Simon Shew had written to the Clerk with a number of questions re the new entrance. It was agreed that the cycle stands should be reinstated and that the metalwork should be the same colour as the railings
(ii) Minute 138 Sandpit at Cullum Road – Cllr Bell proposed and Cllr Carr seconded that Green Scythe should be asked to remove the sandpit.
7. TO RECEIVE THE FINAL ACCOUNTS FOR THE FINANCIAL YEAR 2011-2012 prior to their approval at the Extra-Ordinary Council Meeting of the Parish Council to be held at 8.00pm
The accounts had been circulated with the Agenda along with Sections 1 and 2 of the 2012-13 Annual return
The Clerk reported that the Internal Auditor had attended that afternoon and had signed Section 3 of the Annual Report. He had no major concerns about the Parish Council’s accounts.
The Clerk to the committee through the various accounts papers. Paragraph 13 of the Notes to the Accounts was tidied up.
Cllr Bell proposed and Cllr Coleridge seconded that the 2012-2013 Accounts and the Sections 1 & 2 of the Annual return be approved and that Full Council were recommended to approve and sign them.
8.00pm – The Chairman declared the F&GP committee out of session so that the Extra-ordinary meeting of the Council could begin
8.25pm – The Chairman declared the F&GP committee back in session
8. TO CONSIDER PROJECTS FOR SODC’S “TOWN AND LARGER VILLAGES INFRASTRUCTURE FUND 2013/2015
It was Agreed to put forward the renewal of all the Parish Council’s noticeboards and provide an extra lockable noticeboard on the council’s land that was once the SODC toilet block.
It was also agreed to look into the possibility of providing disability access in to the shops within the village.
Heavy duty bollards should also be requested to replace the ones recently damaged
9. TO AGREE TO SET UP A SUBCOMMITTEE TO OVERSEE THE APPOINTMENT OF AN ASSISTANT CLERK
The Chairman of the Council circulated a draft job description and a time line for the recruitment of an assistant clerk. Cllr Bell agreed to be the representative from the F&GP Committee.
10. TO RECEIVE AN UPDATE ON PROGRESS ON THE PARISH COUNCIL’S PROJECT TO PROVIDE TWO EVENINGS YOUTH PROVISION AT THE YOUTH CENTRE
Cllr Coleridge gave a verbal report on the last meeting of the Advisory Committee (Full written report would be given at the Parish Council meeting on 1st July).
Cllr Stacey and herself would be meeting David Turner at Chalgrove who had experience of running the Youth Club there. She also passed round the new flyers advertising the Youth Club.
The clerk reported that he had just received a bill for £227 for damage to the doorbell at the centre and the refilling of two fire extinguishers discharged during a youth club session
9.55pm Cllrs Birks and Carr left the meeting
11. CLERK UPDATE
i) Refurbishment of Parish Office – one quote had been received and another two had been sought
ii) To request a financial contribution towards spectacles specifically for use with the computer (Health and Safety Regulations (Display Screen Equipment) 1992) Agreed £50
iii) Purchase of ‘Arnold Baker’ 9th Edition – £60 – Agreed
12. GRANTS, LICENCES AND SUBSCRIPTIONS
i) St Mary the Virgin – 2011-2012 request for Grant Aid – Section 216(4) LGA 1972 (£500 last year)
13. FINANCIAL MANAGEMENT
a) A copy of the reconciled bank statement was signed by Chairman & RFO
After the cheques below have been paid the balances on the council’s accounts as at
18th March would be as follows: Community £1,658.34
14. SCHEDULE OF PAYMENTS TO BE AUTHORISED
|Cheque no.||Payee||Payment details||Amount|
|105709||HM Revenue and Customs||VAT Repayment||530.96|
|105714||AON||Annual insurance subscription||3,460.87|
|d/d||Barclays Bank||Bank charges||39.61|
|Cheques to Pay|
|105717||Berinsfield Community Business||Verges – April||596.40|
|105720||J Watson||June/July Newsletter||680.00|
|105721||Berinsfield Community Business||Verges – May||596.40|
|105722||OCC||Damage to Maple Tree Centre||227.90|
|105723||Green Scythe||Recreation Grounds – May||444.00|
INCOME RECEIVED SINCE LAST MEETING
|OCC verges recharge||3,472.09|
|Interest – Tracker||19.87|
15. PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED
i) The Haseleys – June2013*
ii) Little Milton Newsletter June 2013*
iii) Great Milton Bulletin June 2103*
iv) Holton, Waterperry & Waterstock News – June 2013*
v) URC Newsletter June 2013*
vi) Clerks and Councils Direct
vii) SODC – Town and Parish Forum – Wednesday 6th November (eve)
viii) Oxford Brookes/Wheatley Park – Invitation to presentation detailing the approved scheme the new access road. Thursday 4th July at 6pm, Wheatley Park 6th Form Centre followed by a public reception from 7.00pm
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* On display in Parish Office
16. DATE OF NEXT MEETING – 15th July 2013 – Noted