Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 23RD SEPTEMBER  2013 IN THE Parish OFFICE AT 7.30PM

PRESENT: Councillors: RJ Reilly (in the chair) S 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

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

31.   DECLARATIONS OF INTEREST – None

32.  MINUTES OF THE PREVIOUS MEETING HELD 15th July 2013 which had been circulated previously were signed as a correct and accurate record

33. UPDATE ON ITEMS FROM THE MINUTES 15th July  2013

(i)  Minute 20(i) – Footway around the Roundhouse – £7,000 cheque had been sent and a receipt received. Despite a couple of requests no date had been received for commencement of the work.

(ii) Minute 20(ii) – Sandpit at Cullum Road – Most of the sand had been removed though some had been retained to avoid leaving a huge hole.

Cllr Bell said he would contact Cllr Bailey and a couple of residents with children to see if the recreation Areas Advisory could be re formed to decide on how to utilise the area left by the sandpit..

(iii) Minute 21 – Recommendation on the Youth Centre – The resolution for the full council to ratify the Committee’s decision on closing the Youth Centre had been passed at the Council’s last meeting.

There now remained the issue of the equipment etc at the Maple Tree centre which were owned by the Parish Council. The Clerk to write to Jenny Stoker that the Parish Council would collect all these items once the office was refurbished and to Dan Evanhuis to check what items remained there. The Parish Council could sell, hire or lease the items to Fusion

(iv) Minute 24 – Requests from residents – The bunting had been removed. A gardener had been approached to look after the Memorial Garden’s flowerbeds and the outdoor workers would be asked to tidy up the War memorial. The benches by ‘toilet square had been re-varnished.

The clerk was still to follow up a bus shelter and bins by the Avenue

34.  TO CONSIDER A PARISH COUNCIL LEAFLET TO RESIDENTS PUTTING THE CASE  FOR BOUNDARY CHANGE.

Cllr Bell’s suggested letter which had been circulated to all Parish councillors was discussed. Councillors were happy that this to be kept on file to be distributed when SODC went ahead with the consultation.

35. TO RECEIVE A REPORT ON THE PARISH COUNCILLORS’ WALKABOUTS IN AUGUST/SEPTEMBER – Noted.

36.  CLERK UPDATE

i)  Refurbishment of Parish Office – the boxing in of the pipe work had been completed. The clerk did not know when the painting would commence

ii) Training Course OALC – Getting to Grips with Local Council Finance – £60 – Agreed that Assistant Clerk should attend

iii) Tree work in the village – the Clerk reported that SODC had given permission for the sycamore in the NW corner of Church Road recreation ground to be removed but not the two by the cliff in the North East Corner.

The hedge just beyond the Littleworth Bridge would be tidied up. Also the trees along the footpath to Farm Close Lane would be cut back.

iv) SODC Briefings on how precepts are calculated: Wed 16th Oct @ 1pm or 23 Oct @  6pm. All councillors to be asked if they wished to go.

v)  Playground Inspections by Zurich – These had been completed in August. Steve was currently dealing with the points raised. No of them so serious that equipment had to be closed down

37.  GRANTS, LICENCES AND SUBSCRIPTIONS

i) Wheatley Park School – Prize Giving (Last year £200) – agreed £200

38.  FINANCIAL MANAGEMENT

a) The budget to end of August 2013 was presented and discussed & copy of the 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   23rd September would be as follows:

Community       £3,139.14

Tracker             £102,866.36

Treasury           £60,485.99

39.                            SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105743-47 GM/SW/JO/OCC/HMR&C Jul/ sal/wages/pen/PAYE/NICs 3,455.27
105756/762-5/768 GM/SW/JO/OCC/HMR&C Aug sal/wages/pen/PAYE/NICs 3,411.60
105748 The Post Office Stamps 220.00
105749 Mainstream Digital Telephone calls July 1.14
105750 Fusion Youth and Community Equipment 28.19
105751 SODC Dog bin emptying 100.46
105753 Jim Watson Aug/Sept newsletter 680.00
105754 Parchment Aug/Sept newsletter 1,484.90
105755 Berinsfield Community Business Verge cutting July 596.40
105757 Oxon Gardens & DryStone Walls Repairs to wall in Ch Rd Rec 264.00
105758 BDO LLP External Audit 480.00
105759 OCC (Highways) Footway around Roundhouse 7,000.00
105760 CPRE Subscription 2013 29.00
105761 HM Revenue and Customs VAT Repayment 639.46
105766 Swift Digital Services Photocopies 16/4-18/7 88.24
105769 WPSFMC Residual payment for 2012-13 1,821.35
d/d Barclays Bank Bank charges – 13.06 to 14.07 25.78
d/d Barclays Bank Bank Charges  – 15.07 to 12.08 40.37
Total £20,366.16
Cheques to Pay
105771 C Jacobs Landmark Chambers Counsel’s opinion re Sportsfield 1,200.00
105772 Lyreco Stationary 34.60
105773 Green Scythe Ltd Recs cutting + sand pit removal 2,292.00
105774 Claire Logic Computer health check 84.00
105775 WPSMC 3rd Quarterly payment Oct-Dec 2,000.00
105776 Mainstream Digital Telephone calls Aug 1.23
105777 Thames Water Meorial Gardens 6.21
105778 Berinsfield Community Business Verges, FmCl Patio, Cl Rd Rec 806.40
105779 Green Scythe Ltd Rec cutting August 222.00
105780 Ordnance Survey Licence 65.70
GM/SW/JF/OCC/HMR&C July sal/wages/pen/PAYE/NICs 3,600.00
Total £10,312.14

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Interest – Treasury Account 20.21
Newsletter Advertising 3,145.00
Total £3,165.21

40.  PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED

i)        The Haseleys – September 2013*

ii)        Little Milton Newsletter –  September 2013*

iii)        Great Milton Bulletin September 2103*

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

v)        URC Newsletter September 2013*

vi)        SODC – Town and Parish Forum  – Wednesday 6th November (eve)

vii)        URC Newsletter September 2013*

viii)        Clerks and Council’s Direct – September 2013

ix)        Oxfordshire Playing Fields Association – AGM 17th October – 7.25pm Weston-o-t-Green

* On display in Parish Office

41.  DATE OF NEXT MEETING – 9th October 2013 – Noted

The meeting closed at 9.10pm

Wheatley Parish Council

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

PRESENT: Councillors: RJ Reilly (in the chair) E Stacey, S Coleridge, R Bell & 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

17.   APOLOGIES FOR ABSENCE had been received from Councillors Birks and Carr

The clerk informed the meeting that Cllr Anderson had resigned from the Parish Council

18.   DECLARATIONS OF INTEREST – NONE

19.  MINUTES OF THE PREVIOUS MEETING HELD 17th June 2013 which had been circulated previously were signed as a correct and accurate record

20.  UPDATE ON ITEMS FROM THE MINUTES 17th June 2013

(i)  Minute 136 Footway around the Roundhouse. Oxfordshire Highways had still not confirmed what Cllr Purse had told the Parish Council at its last meeting that the County Council were going ahead with the scheme

(ii) Minute 138 Sandpit at Cullum Road – Green Scythe were due to remove the sand and the logs later in the week

21.  TO RECEIVE AN UPDATE OF THE YOUTH PROVISION AT THE YOUTH CENTRE.

There had been further ongoing problems between Fusion and the Maple Tree Centre and as a result Cllr Stacey had received a letter from the Governors of Great Milton School stating that the Centre would not be available for use from the 31st August. As the Parish Council has no other premises to hold the club in Cllr Stacey proposed and Cllr Coleridge seconded that the Youth club ceases at 31st August. This was Agreed unanimously. This decision to be ratified by full council on 2nd September.

The payment to Fusion which was to be until 30th September would now be paid only up to 30th August. The clerk to write to Fusion informing them of the Committee’s decision.

The  Committee gave its grateful thanks to Cllrs Stacey, Lamont and Coleridge for all the hard work and time they had committed in trying to make the Youth Club a success

22.  TO CONSIDER THE REQUESTS MADE BY WHEATLEY SCOUT GROUP IN THEIR LETTER OF 30TH JUNE

The Scout’s letter of 30th June had been circulated with the Agenda in which they requested the views of the Parish Council on the use of the Parish Council’s land by the ex police houses at the Holton Playing fields. A letter from Cllr Willmott (Chairman of WPSFMC) was also read out.

After much discussion it was felt that the land identified had too many drawbacks for use as a new scout hut. It was in the ‘Green Belt’, permission from Shotover would have to be sought, it would be difficult to provide a new access road without cutting across one of the rugby pitches and there was a septic tank located under that piece of land.

The committee felt that whilst at the moment the Parish Council did not have any land of their own to offer at the moment, this could change in the future.

The clerk would write to the scouts and send their letter to the WPSFMC.

23.  CLERK UPDATE

i) Refurbishment of Parish Office – the clerk had invited two further companies to quote for the refurbishment but neither had responded It was AGREED to ask Taylor Services to undertake the refurbishment.

ii) Assistant to the Clerk – An advert had been placed on the various notice boards. Should there be no applicants then an advert should be placed in the newsletter

24.  CONSIDERATION OF WRITTEN REQUESTS FROM RESIDENTS

i) Request for bus shelter at the Avenue and more dog bins along London Road

The clerk would make enquiries about the cost of a bus shelter and off providing more litter bins  along London Road

ii) Request to close off access up the cliff in Church Road Recreation Area. The committee did not want ‘fence off’ the cliff but would erect a sign saying ‘Do not climb in this area’. Kavan Ring would be attending to the trees at the top off the cliff.

iii) Request to tidy up the village including removal of bunting by the Roundhouse, tidying up the  Memorial Gardens, seats by ex toilet block

The Clerk would ask Kaven Ring to remove the bunting. A gardener would be engaged to look after the Memorial Gardens and a new surface for the paths would be investigated.

25.  GRANTS, LICENCES AND SUBSCRIPTIONS – None

26.  FINANCIAL MANAGEMENT

a) The budget to end of June 2013 was scrutinised & the 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

15 July will be as follows:                                                         Community       £5,424.88

Tracker             £117,866.36

Treasury           £60,465.78

27.                            SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105724-29 GM/SW/JO/OCC/HMR&C June sal/wages/pen/PAYE/NICs 3,830.40
105730 St Mary’s church Grant aid 2012-13 500.00
105731 WPSFMC 2nd Quarter payment 2,000.00
d/d Barclays Bank Bank charges – 13.05 to 12.06 28.08
Total £6,358.48
Cheques to Pay
105732 Society of Local Council Clerks Arnold Baker 9th Edition 63.00
105733 Stanton Hope Weedkiller 327.54
105734 Thames Water Memorial gardens 7.82
105735 Berinsfield Business Community FCR Patio/ Cull Rd rec/verges 806.40
105736 Southern Electric Electricity 29.03.13 – 04.07.13 80.59
105737 Mainstream Digital Ltd Telephone 86.94
105738 Fusion Y&C UK Games and equipment 862.40
105739 The Merry Bells Office rental 1,079.48
105740 Green Scythe Recreation Areas cuts – June 440.00
105742 Fusion Y&C UK Quarterly Costs to 31st Aug only 1,332.84
GM/SW/JF/OCC/HMR&C July sal/wages/pen/PAYE/NICs 3,600.00
Total £8,687.01

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Interest – Tracker Account 16.95
Newsletter Advertising 1040.00
Photocopies 6.45
Total £1,063.40

28.  PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED

i)        The Haseleys – June2013*

ii)        Little Milton Newsletter July 2013*

iii)        Great Milton Bulletin June 2103*

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

v)        URC Newsletter July  2013*

vi)        Clerks and Councils Direct

vii)        SODC – Town and Parish Forum  – Wednesday 6th November (eve)

viii)        Shotover Preservation Society Summer newsletter 2013*

ix)        Thames Valley Police – Neighbourhood Team July 2013 Newsletter*

x)

* On display in Parish Office

29.  DATE OF NEXT MEETING – 23rd September 2013 – NOTED

The meeting closed at 9.10pm

Wheatley Parish Council

MINUTES OF THE MEETING OF THE PLANNING COMMITTEE OF THE COUNCIL HELD ON WEDNESDAY 11th SEPTEMBER 2013

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

OFFICER: The clerk

42. APOLOGIES FOR ABSENCE had been received Cllrs Stacey, Lamont Stephens & Willmott

43. DECLARATIONS OF INTEREST – NONE

44. MINUTES OF THE PREVIOUS MEETING HELD 14th AUGUST which had circulated previously, were signed as a correct and accurate record

45. UPDATE ON MEETING HELD ON 14th AUGUST2013 – None

46. AMENDMENTS TO PREVIOUS APPLICATIONS – None

47.  NEW PLANNING APPLICATIONS

i)  P13/S2585/FUL (Full Application) (Minor) Land to the side of 11 Elton Crescent New 2 bedroom house on the land to the side of No.11 Elton Crescent. Recommend Refusal – overdevelopment of site, unneighbourly, out of character with the area, support OCC Highways reasons for refusal

ii)  P13/S2163/HH 91 & 93 Old Road To convert existing shared road entrance to separate drives to fully separated access form Old Road Recommend Approval

48.   SODC’s HOUSING ALLOCATION FOR LARGER VILLAGES

Housing needs Survey – How do we distribute?

Carol Sprent had concerns about the newsletter deliverers, especially those that delivered 60-100 newsletters, to cope with delivering the Housing Needs Survey plus envelopes.

The committee understood those concerns and decided that Parish Councillors should undertake the task. The clerk would email the councillors requesting them to do this.

49.  PLANNING DECISIONS AND NOTIFICATIONS – Noted

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 –   GRANTED 19.08.13

ii) P13/S2167/FUL (Full Application)(Minor) Land to North of Dymock Market Gardens Removal of condition 7 of planning permission P87/N0607/O.Recommend Approval – GRANTED 28.08.13

iii) P13/S2223/HH (Householder)(Other) 19 Howe Close  Single storey front extension to enlarge extant planning permission ref; P10/W1675. No Strong Views GRANTED 05.09.13

50.  CORRESPONDENCE – None

51. DATE OF NEXT MEETING – Wednesday 9th October 2013 – Noted

The meeting closed at 7.50pm