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. 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.

  1. 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.

Agreed unanimously

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)

£500 Agreed

13.  FINANCIAL MANAGEMENT

a) A copy of the 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

18th March would be as follows:                                               Community       £1,658.34

Tracker             £139,849.41

Treasury           £60,468.78

14.                            SCHEDULE OF PAYMENTS TO BE AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105708,10-13 GM/SW/JO/OCC/HMR&C May sal/wages/pen/PAYE/NICs 3,458.85
105709 HM Revenue and Customs VAT Repayment 530.96
105714 AON Annual insurance subscription 3,460.87
105715 Post Office Stamps 170.00
105716 BT Telephone charges 215.04
d/d Barclays Bank Bank charges 39.61
Total £7,875.33
Cheques to Pay
105717 Berinsfield Community Business Verges – April 596.40
105718 Lyreco Office supplies 80.83
105719 Parchments June/July Newsletter 1,484.90
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
GM/SW/JF/OCC/HMR&C June sal/wages/pen/PAYE/NICs 3,600.00
Total £7,709.43

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
OCC verges recharge 3,472.09
Newsletter advertising 395.00
Interest – Tracker 19.87
Total £3,886.96

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

* On display in Parish Office

16.  DATE OF NEXT MEETING – 15th July 2013 – Noted

WHEATLEY PARISH COUNCIL

MINUTES OF THE MEETING OF THE TRAFFIC AND ROADS ADVISORY COMMITTEE (TRAC) OF THE PARISH COUNCIL HELD ON WEDNESDAY 24th JULY 2013 IN THE PARISH OFFICE AT 7.30 PM

PRESENT: Councillors: G Birks (Chairman), R J Reilly, J Carr, J Coveley & C Dalton

Officer, The Clerk

Also present: County Councillor Anne Purse

ANY MEMBER WITH AN INTEREST TO DECLARE IN ANY AGENDA ITEM WAS REMINDED TO DO SO IN ADVANCE OF THE MEETING IN THE BOOK PROVIDED

  1. 1. ELECTION OF CHAIRMAN

Cllr Birks was proposed by Cllr Dalton and seconded by Cllr Reilly

There being no other nominations Cllr Birks was elected Chairman of the Committee.

  1. 2. APOLOGIES FOR ABSENCE had been received from Cllrs Stacey and Bell

  1. 3. DECLARATIONS OF INTEREST – None

  1. 4. MINUTES OF THE MEETING OF 17TH APRIL 2013 – which had been circulated previously were signed as a correct and accurate record

  1. 5. UPDATE ON MINUTES

i)        Minute 5(i) – Pedestrian Safety measures in Church Road

Outcome of meeting with Highways and Arriva – The Clerk would arrange a meeting with Mark Francis of OCC Highways to confirm where the extra yellow lines would be.

ii)        Minute 7 – Footway around the Roundhouse

The Clerk had spoken to Mr Stenning(OCC Highways Area Steward) and Mr Stenning confirmed that the County would be going ahead with the scheme. He would be asking for the Parish’s money shortly

6.  PROPOSED CHANGE OF THE ENTRANCE TO THE WHEATLEY CAMPUS OF

BROOKES UNIVERSITY

The new entrance to the Brookes campus would be started I August. The first phase would deal with the new junction and road in to the school providing a new car and coach park. The Park Hill junction would also be redesigned, providing two new zebra crossings. The committee expressed strong discontent that these crossings were not light controlled, and that there was no crossing proposed for the top of Holloway.

The committee also confirmed the need  to protect the green banking and verges near the new junction so that the greensward did not become an unofficial parking area for Brookes students etc. Some kind of deterrent would be necessary eg bollards.

7. PEDESTRIAN CROSSING ON LADDER HILL/STATION ROAD NEAR THE CO-OP.

Cllr Dalton proposed and Cllr Birks seconded that the committee recommend to full council that this project  be the top priority of the Parish’s traffic safety measures

This was AGREED unanimously

Other items for this part of the village include to request that the 20mph limit  be taken up to Howe Close; dropped kerbs at the end of Farm Close Road (a specific disability request); and for the white road markings at the bottom of Station Road to be re- painted.

The tree which is obscuring the street light over the first build out going up the Hill should be cut back.

8.  TO CONSIDER ITEMS OF BUSINESS FOR FUTURE MEETINGS

The bollards at the east end of High Street which have been demolished by vehicles should be reinstated  with sturdier metal/concrete ones. The current state of affairs is dangerous.

9.  DATE OF NEXT MEETING – Wednesday 18th September 2013 at 7.30pm

Wheatley Parish Council

MINUTES OF THE MEETING OF THE PLANNING COMMITTEE OF THE COUNCIL HELD ON WEDNESDAY 14th AUGUST 2013

PRESENT: Cllrs Coveley (in the Chair), Willmott, Stephens, Bailey, Dalton, Lamont & Reilly

OFFICER: The clerk

Also present: One member of the public

33. APOLOGIES FOR ABSENCE had been received from Cllrs Stacey & Knapp

34. DECLARATIONS OF INTEREST – None

35. MINUTES OF THE PREVIOUS MEETING HELD 10th July 2013 which had been circulated previously were signed as a correct and accurate record

36. UPDATE ON MEETING HELD ON 10th July 2013 – None

37. AMENDMENTS TO PREVIOUS APPLICATIONS

i) P13/S1961/HH (Householder) (Other) 52 Crown Road Removal of existing rear extension. Erection of a two storey rear extension, replacement roof to garage and new front porch. Recommend Approval + Amendment – For information only – NOTED

38.  NEW PLANNING APPLICATIONS

i)  P13/S2167/FUL (Full Application)(Minor) Land to North of Dymock  Market Gardens Removal of condition 7 of planning permission P87/N0607/O. The applicant was present and was given permission to address the meeting. Recommend Approval

ii) P13/S2105/FUL (Full Application)(Other) 14 Crown Road Change of  use of land to residential and erection of front porch. Recommend Approval

iii)  P13/S2223/HH (Householder)(Other) 19 Howe Close  Single storey front

extension to enlarge extant planning permission ref; P10/W1675 No Strong Views.

iv) P13/S2094/FUL (Full Application)(Minor) 94 Church Road Proposed  provision of 2 no. car parking spaces and a covered bicycle shelter

.No Strong Views

v) P13/S2092/FUL (Full Application) (Other) 94 Church Road Variation of condition 3 of planning permission P04/W1090 (Change of use of dwelling to a house of multiple occupancy for nursing staff).No Strong Views

vi) P13/S2291/FUL (Full Application)(Minor) 1 Farm Close Lane Erection of a dwelling (amendments to planning permission P11/W1675). Recommend Approval

vii) P13/S1866/HH (Householder) (Other) Postmill House 41 Windmill Lane replacement porch and associated alterations. Recommend Approval

viii) P13/S2390/HH (Householder)(Other) 117 Old Road Wheatley (in the parishes of Wheatley and Horspath) Extension to side and rear of existing house comprising mainly a single storey kitchen extension plus an additional bedroom at first floor above part of the new ground floor area. (Previous planning approval granted, ref P11/W2410 for single storey kitchen extension. This application is to add a bedroom on top.) Recommend Approval

ix) P13/S2483/HH(Householder)(Other) 24 Old London Road  Conversion of part of garage to living accommodation. No Strong Views

x) P13/S2460/HH(Householder) 17 Park Hill Proposed double and single storey rear and side extension, creation of basement room and creation of swimming pool No Strong Views

39.   SODC’s HOUSING ALLOCATION FOR LARGER VILLAGES

i) Report on Exhibition – A number of councillors had visited the exhibition and reported that there had been a steady flow of residents through it. A follow up event would take place on 10th October

ii) Housing needs Survey – ORCC would be organising the questionnaire and ‘ crunching’ the numbers but the Parish Council would need to distribute it along with a FREEPOST envelope. It was agreed that it should go out with the October/November newsletter. The clerk would liaise with Carol Sprent. But the Councillors should be prepared to divide the questionnaires and enveloped in to the different rounds.

40.  PLANNING DECISIONS AND NOTIFICATIONS – Noted

i) P13/S1533/HH (Householder)(Other) 12 & 13 Ambrose Rise Demolition of existing two detached garages. Erection of a pair of semidetached garages. Recommend Approval – GRANTED 10.07.13

ii) P13/S1201/LB (Listed Building Consent) (Other) 37 High Street

Repair existing chimneys. Recommend Approval – GRANTED 11.07.13

iii) P13/S1545/HH (Householder) (Other) 31 Old Road Removal of existing

conservatory. Proposed two single storey side extensions with adequate ridge hight for first floor accommodation and replace existing flat roof. Recommend Approval GRANTED 11.07.13

iv) P13/S1581/HH(Housholder)(Other) 17 Park Hill. Proposed double and single storey rear and side extensions and creation of basement room Recommend Approval – GRANTED 18.07.13

v) P13/S1813/HH (Householder) (Other) Hawkes Cottage 46 High Street Erection of a two storey rear extension with additional side dormer and roof light. Recommend Approval – GRANTED  05.08.13

vi) P13/S1924/LB (Listed Building consent) Hawkes Cottage 46 High Street Erection of a two storey rear extension with additional side dormer and roof light. Recommend Approval – GRANTED 05.08.13

vii) P13/S1800/HH (Householder)(Other) 62 Crown Road Demolition of  existing garage and single storey extension. Erection of new single storey rear extension. Recommend Approval – GRANTED 07.08.13

41.  CORRESPONDENCE – None

42. DATE OF NEXT MEETING – Wednesday 11th September 2013 – noted

Cllrs Willmott, Stephens and Lamont gave their apologies

The meeting closed at 8.30pm

Wheatley Parish Council

MINUTES OF THE MEETING OF THE PLANNING COMMITTEE OF THE COUNCIL HELD ON WEDNESDAY 10th JULY 2013

PRESENT: Cllrs D Lamont (in the Chair), Willmott, Stephens, Bailey, Dalton, Reilly & Knapp

OFFICER: The clerk

Also present: District Cllr Bell

23. APOLOGIES FOR ABSENCE had been received from Cllr Coveley & Stacey

24. DECLARATIONS OF INTEREST – none

25. MINUTES OF THE PREVIOUS MEETING HELD 19th June 2013 which had been circulated previously were signed as a correct and accurate record

26. UPDATE ON MEETING HELD ON 19th June 2013 – None

27. AMENDMENTS TO PREVIOUS APPLICATIONS – None

28.  NEW PLANNING APPLICATIONS

i) P13 S1800/HH (Householder)(Other) 62 Crown Road Demolition of existing garage and single storey extension. Erection of new single storey rear extension. Recommend Approval

ii) P13/S1813/HH (Householder) (Other) Hawkes Cottage 46 High Street Erection of a two storey rear extension with additional side dormer and roof light. Recommend Approval

iii) P13/S1924/LB (Listed Building consent) Hawkes Cottage 46 High Street Erection of a two storey rear extension with additional side dormer and roof light – Recommend Approval

iv) P13/S1961/HH (Householder) (Other) 52 Crown Road Removal of existing rear extension. Erection of a two storey rear extension, replacement roof to garage and new front porch.

Recommend Approval. As this area has been badly affected by flooding in recent years the drive should be made of permeable material to prevent surface water from just running off across Crown Road

29.  SODC’s HOUSING ALLOCATION FOR LARGER VILLAGES

Mrs Guiver’s notes form 1st July had been circulated with the Agenda

The exhibition in the Merry Bells was confirmed for Tuesday 13th August from 2pm until 8pm

Mrs Guiver would be coming to the village to visit the sites at 10.00am on Monday 22nd July. Meet at the Parish Office.

30.  PLANNING DECISIONS AND NOTIFICATIONS – None

31.  CORRESPONDENCE – None

32. DATE OF NEXT MEETING – Wednesday 14th August 2013 – Noted

The meeting closed at 8.10pm

WHEATLEY PARISH COUNCIL

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 1st JULY 2013 IN THE MERRY BELLS AT 7.30 PM

PRESENT: Councillors: J Reilly (Chairman), R Bell, C Dalton. E Bailey, G Stephens, J Carr, S Coleridge, P Willmott, R Old, G Birks & J Coveley

OFFICER: Gareth Morris, Clerk to the Parish Council

Also present: County Councillor Anne Purse, and 3 members of the public

In the absence of Cllr Stacey, Chairman of the Council, the Vice-Chairman, Cllr Reilly, took the chair for the duration of the meeting

31.  APOLOGIES FOR ABSENCE had been received from Cllrs Stacey, Lamont, Anderson & Knapp

32.   DECLARATIONS OF INTEREST – None

33.   MINUTES of the meeting of the Extra Ordinary Parish Council meeting held on Monday 17th    June 2013 which had been circulated with the Agenda were signed as a correct and accurate record with the following corrections:

Remove the 2nd ‘S Coleridge ‘ from and add ‘J Coveley’ to those present

34.  UPDATE from the meeting held on Monday 13th May 2013

i) OPEN FORUM –Land behind the Windmillreport on action taken and response from SODC. Cllr Bell reported that he had taken the matter up with the Enforcement officers at SODC who had paid a site visit. They had replied that they were “unable to establish a breach of planning control at this time.” It was agreed to keep the pressure up on the District Council by writing to them with evidence of breaches in their planning permission.

ii) MINUTE 17 – SODC’S Community Governance review. Cllr Reilly gave a verbal report on his and the Chairman’s visit to Holton Parish Council meeting informing them of Wheatley’s submission to the Consultation on the Community Governance Review.

The clerk reported that Wheatley’s suggestion re the Parish boundary had been submitted to SODC.

35. UPDATE from the meeting held on Monday 17th June 2013

The Internal Auditor’s report had been received and  was an item on the Agenda for this meeting. The Annual Return and supporting documents had been submitted to the External Auditor.

36.  THE MINUTES of the meeting of the Planning Committee held on:

Wednesday 19th June, which had been circulated with the Agenda, were received

37.  THE MINUTES of the meeting of the F&GP Committee meeting held on  Monday 17th June  were received

38.  TO RECEIVE AND NOTE THE REPORT OF THE INTERNAL AUDITOR, MR PHILLIP HOOD

The report of the Internal Auditor had been received and circulated to all councillors. The only recommendation was that next year a further explanatory note should be added to the financial statements in regard to the earmarked funds eg stating proposed commencement and completion of the project

Cllr Carr proposed and Cllr Dalton seconded that the Internal auditors report be received and approved. Agreed unanimously

39.  SODC’S HOUSING ALLOCATIONS PLANS FOR THE LARGER VILLAGES

Beryl Guiver, Planning Policy Officer, SODC had been invited to the meeting. She explained  her role and where the District Council was up to in setting their housing allocation plans. She said she wished to work with the Parish council in the period leading up to December 2013 when the allocation should be formalised.

She had organised a drop in session/exhibition in the Merry Bells Hall between 2pm and   8pm on Tuesday 13th August

Also she would like to see the sites chosen by the District Council for herself along with Parish Councillors. The clerk would check diaries.

She informed the council that new rules meant that on exception sites there could now be 25% ‘marketable’ housing leaving 75% social housing.

In a general housing development, 40% of the housing should be social housing with 20% of that 40% being for ‘local’ people.

It was agreed that this matter be now dealt with in the first instance by the Planning Committee.

Mrs Guiver was thanked for her attendance.

8.20pm The Chairman declared the council out of session

County Councillor Anne Purse

The Library Service would be holding a public meeting in the Merry Bells to discuss the option for Wheatley library. The likely shortfall would be £15,000, to be met either in cash or volunteers or a combination of both

The Holton Share Care funding is continuing.

It may be possible for parishes to join together and fund a gritting service during the winter months using a quad bike and trailer. More information would be available soon.

In connection with the new school transport funding arrangements she would like to know about anybody having had an accident along the cycle track by the A40. Having such a track might count against transport for students travelling to Wheatley Park School

Finally she has heard from Keith Stenning, OCC Highways that work is likely to start on the Roundhouse pavement in the near future.

District Cllr Roger Bell

A new Housing Allocation policy gives a tighter definition of ‘local’. There is an on-line consultation on the housing allocation.

8.52pm The Chairman declared the Council back in session

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

Cllr Willmott spoke to his report which had been circulated with the Agenda

The Rugby Club had received £4,000 from the RFU to refurbish part of the old pavilion.

The Joint User Agreement would run until at least August 2014.

The Committee were looking into the true costs of running the two fields and would be developing a business plan for the running of the fields.

Negotiating a new joint user agreement with Wheatley Park School was the next important step. To this end Cllr Birks spoke to her tabled paper giving the Parish Council’s case for seeking legal opinion.

Cllr Carr proposed and Cllr Stephens that the Parish Council goes ahead and asks for legal opinion along the line suggested by Cllr Birks. This was Agreed by 10 votes for with 0 against and 1 abstention

Cllr Willmott was given a vote of thanks for his hard work on this matter on behalf of the Parish Council.

41. TO CONSIDER THE USE OF SOCIAL MEDIA BY THE PARISH COUNCIL AND BY PARISH COUNCILLORS

Following discussion Cllr Dalton proposed and Cllr Stephens seconded that any further discussion on whether the Parish Council should adopt the use of social media be differed until the assistant to the clerk was appointed.

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

The minutes of the last Advisory Group meeting had been circulated with the Agenda.

These were discussed.

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

It was agreed to apply for funding for new noticeboards in the centre and the outskirts of the village.

44.   REPORTS FROM OUTSIDE BODIES

i)        The Merry Bells Management Committee – The gentlemen’s lavatories had been refurbished

ii)        The Howe Trust – Wild orchids had been spotted growing

iii)       The Park Sports Centre Joint User Group – No report

iv)       Thames Valley Police – No report

45.   CALENDAR OF MEETINGS – Noted

i)    Planning Committee  – Wednesday 10th July 2013 – 7.30pm

ii)    F&GP Committee Monday 15th July  2013 – 7.30pm

iii)    TRAC Meeting –Wednesday 24th July 2013– 7.30pm

iv)    Planning Committee – Wednesday 14th August 2013  – 7.30pm

v)    Parish Council Meeting – Monday 2nd September 2013– 7.30 pm

The meeting closed at 9.56pm