Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 22ND SEPTEMBER 2014 IN THE PARISH OFFICE AT 7.30PM

PRESENT: Councillors: P Willmott (Chair), G Stephens, R Bell, D Lamont, R Old,      G Birks (until 9.10pm) & R J Reilly

OFFICER THE CLERK: Gareth Morris

15.  APOLOGIES FOR ABSENCE had been received from Cllrs Carr and Coleridge

16. DECLARATIONS OF INTEREST – Cllr Willmott as an officer in the Wheatley    Rugby Club declared an interest in item 11(iv)

17.  MINUTES OF THE PREVIOUS MEETING HELD 21st JULY 2014 which had been circulated previously were signed as a correct and accurate record

18. UPDATE ON ITEMS FROM THE MINUTES 21st JULY 2014

i) Minute 6(i) New entrance in to Church Road Recreation ground – Two tenders had  been received, out of the three requested. These would be looked at in the Confidential Session of the Agenda

19.  TO RECEIVE THE REPORT FROM EXTERNAL AUDITOR ON 2013-2014 ACCOUNTS – The committee noted that the External Auditor had no matters of concern.

20. FORMULATION OF A VILLAGE EMERGENCY PLAN

Councillors were reminded that Mr Roger Bettess had contacted the County Council over the possibility of the Parish Council having the power to close roads affected by flooding. The advice had been that it was possible but that it should form part of the village’s emergency plan.

Some time ago, Cllr Davies had volunteered to head up the formulation of a village plan aided by other councillors. The clerk was asked to contact Cllr Davies and remind her of the offer.

Salt requirement for winter 2014 – the county council again was offering parishes a free one ton bag of road grit for them to use on the roads (OCC would do one fill of the grit bins.). A discussion followed on the merits and practicalities of the Parish taking up the offer (it hadn’t in the previous two years).

Cllr Stephens proposed and Cllr Birks seconded that the Parish Council does not take up the County Council’s offer of a free ton bag of salt/grit as the Parish had nowhere to store it. Agreed by 4 votes to 1 with 2 abstentions.

21. TO RECOMMEND TO FULL COUNCIL THAT STANDING ORDER 73 IS  REVISED TO READ:

“The Clerk shall afford to the press reasonable facilities for making their report of any proceedings at which they are entitled to be present. A person may not orally report or comment about a meeting as it takes place if he is present at the meeting of a Parish Council or its committees but otherwise may:

a) film photograph or make an audio recording of a meeting

b) use any other means for enabling persons not present to see or hear proceedings at a meeting as it takes place or later

c) report or comment on the proceedings in writing during or after a meeting or orally report or comment afterwards”

Cllr Lamont proposed and Cllr Reilly seconded that committee recommend the revision to full council – Agreed unanimously

“Recording of meetings” should be placed as an item on the next F&GP Agenda

22.  CLERK UPDATE

i) Appointment of Assistant Clerk – Annette Richards had taken up her position in August.

ii) Repairs to mower – These had now been completed

iii)  Farm Close Road patio wall – a resident had complained that the brickwork by the steps at the front of the patio had broken away. The clerk had agreed that had needed repair for some time and had asked Richard Taylor of Taylor Landscapes to look it. The cost would be £225 plus VAT. It was agreed to go ahead with the repair.

iv) The Openness of Local Government Bodies Regulations 2014

OALC Training 2nd October Didcot – £35 – Agreed that the Clerk and Assistant Clerk should attend.

v) OCC Traffic Order London Road Headington – 20.09.14 –The County council would be resurfacing London Road Headington starting on 2oth September.

vi) Request from Royal British Legion/Wheatley Society for permission to put a commemorative plaque on the War Memorial. This was granted. The committee would like a change in the wording to “2014 They are not forgotten”

vii) Refurbishment of the War Memorial – This would start on the 24th September.

viii) Budget for 2015-2016 – the clerk reminded councillors that the budget process for 2015-2016 should now begin. He would bring a draft revised budget for 2014-15 and a draft budget for 2015-2016 to the next meeting.

ix)  Playground Inspection – Zurich had completed their inspection. The only major issue was worn shackles on the swing in Church Road Recreation which should be replaced as soon as possible.

23. TO CONSIDER THE NEXT STEPS IN THE VILLAGE GREEN APPLICATION

A letter from OCC, Countryside Access, requesting confirmation that the land outlined on their map was the same as on the Parish Council’s original application.

The clerk to write back confirming that the land outlined was the same.

24. TO CONSIDER REPLACEMENT EQUIPMENT FOR THE SANDPIT IN CULLUM ROAD RECREATION GROUND

Given that the estimate from Proludic included a figure of £1,500 for ‘Poor Access’. Playdale Ltd had been asked to submit an estimate which was just short of £3,000. A site meeting had been held with a Playdale Representative, but the quote that came back was around £6,000. This was again was felt too much and the company had been asked to scale down the scheme. It was agreed that if the final estimate was under £5,000 then Playdale be asked to go ahead.

25.  GRANTS, LICENCES AND SUBSCRIPTIONS

i) St Mary’s Church – grant for maintaining church and graveyard Section 214(6) LGA 1972 (2013-14 £500) – AGREED

ii) Wheatley Park School Prize Giving (2013-14 £200) – AGREED

iii) CPRE Subscription for 2014-15 – £36 (2013-14 £36) – AGREED

iv) Wheatley Rugby Club – request for grant to refurbish toilets at the pavilion – £5,000 – AGREED – Cllr Willmott having declared an interest in this item did not vote.

26. TO CONSIDER VARIOUS TRAFFIC MATTERS IN THE VILLAGE

i) Bell Lane corner – A number of Councillors had used the junction as marked out and felt that it was worth going for. The clerk to ask Mark Francis to draw up plans and costings.

ii) Vehicle Activated Devices – Cllrs Reilly and Davies had looked at possible locations and had suggested top of Ladder Hill and along London Road. This to be referred to TRAC.

A budget of £10,000 was proposed by Cllr Birks and seconded by Cllr Stephens. This was Agreed by 6 votes in favour with 1 against.

iii) Pedestrian Crossing outside Morland House, London Road. A group of residents had spent some time cutting back foliage on the flyover to give a clearer view of the crossing. Other low cost suggestions had been made to OCC. Cty Cllr Purse had added her voice to the move of the crossing as part of the promised review of the scheme promised by OCC & Brookes.

iv) Extra double yellow lines along Church Road. The clerk had written to eleven properties along Church Road that might be affected. Four replies had been received giving a mixed reception to the idea. It was agreed to send the replies to Mark Francis for a decision on whether the County would go ahead with the scheme

9.10pm – Cllr Birks left the meeting

v) SODC – Civil Parking Enforcement – response by 31st October.

SODC had sent a request asking the Parish Council whether or not it would support the introduction of civil parking enforcement (CPE) in South Oxfordshire

Cllr Reilly proposed and Cllr Bell proposed that the Parish Council support the   introduction of civil parking enforcement. Agreed by 5 votes to 0 with 1 abstention

27. TO CONSIDER AND MAKE COMMENTS ON THE REVIEW OF POLLING  DISTRICTS AND POLLING PLACES BEING UNDERTAKEN BY SODC.

AGREED that the Parish Council was happy with the Merry Bells Hall being used as the village’s polling. Size of hall and disabled access were satisfactory.

28.  TO REVIEW THE STATE OF THE GUTTERS ACROSS THE VILLAGE

It was agreed that the clerk write to SODC (Ian Robinson) and ask what the current procedure for the roads sweeper coming to the village.

29.  FINANCIAL MANAGEMENT

a) A  completed copy of reconciled bank statement was signed by the Chairman  & RFO

The  Budget to the end of August 2014 was discussed

b) Balances

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

22nd September 2014 will be as follows:        Community      £298.85

Tracker            £120,500.93

Treasury           £60,609.01

30.                            SCHEDULE OF PAYMENTS TO BE AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
d/d Bank charges 13.6.14 to13.07.14 17.88
105968 The Post Office Stamps 347.00
105969 SODC Dog bin emptying April-Sept 200.92
105963-967

105970-975

GM/SW/JF/OCC/AR/HMR&C Aug&July sal/wages/pen/PAYE/NICs 3,560.68

3,921.32

Total £8,047.80
Cheques to Pay
105977 Grzegorz Zasuwa Window cleaning 5.00
105978 Kantara Ltd Domain name,email 2013-2016 556.80
105979 J Watson Aug-Sept newsletter 680.00
105980 Parchment Aug-Sept newsletter 1,484.90
105981 Mainstream Digital Tel calls July 2014 2.34
105982 Lyreco Paper and diary & calendar 44.32
105983 P Farrell, Abby Farm Repairs to mower 86.20
105984 Green Scythe Ltd Rec cutting July 2014 x 2 456.00
105984 Green Scythe Ltd Cullum Rd sandpit etc 1,656.00
105985 D Lamont Milage 2 trips to Sodc 30.52
105986 Berinsfield Community Business Verges cut July 608.33
105987 Lyreco Telephone, multiblock, wrist rest 99.00
105988 Berinsfield Community Business Aug cut verges + FCR Patio 674.33
105989 Stanton Hope Ltd Round Up weed killer 327.54
105990 BDO Ltd External Audit 480.00
105991 Thames Water Memorial Gardens 6.47
105994 Green Scythe Recs cutting Aug 228.80
105995 WPSFMC 3rd Quarter instalment 2,000.00
GM/SW/JF/AR/OCC//HMR&C Sept sal/wages/pen/PAYE/NICs 3,700.00
Total £13,126.55

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter Advertising 6,015.00
Treasury Bill Interest 20.22
Allotment’s 10.00
Total £6,045.22

31. PUBLICATIONS & CORRESPONDENCE RECEIVED – NOTED

i)        The Haseleys – September 2014*

ii)        Little Milton Newsletter – August + September 2014*

iii)        Great Milton Bulletin – July & August 2014*

iv)        URC Newsletter September 2014*

v)        Holton, Waterperry & Waterstock News  August 2014*

vi)        Tiddington with Albury &Milton Common – Aug/Sept 2014*

vii)        Wheatley/Chalgrove Neighbourhood Policing August 2014*

viii)        Oxfordshire Playing Fields Association Summer 2014 newsletter*

ix)        CPRE Countryside Voice and Field Work Summer 2014*

x)        LCR (Local Council Review) Summer 2014*

xi)        TVP Neighbourhood Newsletter September 2014*

xii)        “trees” – Journal of the International Tree Foundation Sept. 2014*

* On display in Parish Office

32.  DATE OF NEXT MEETING – 20th October 2014 – Noted

33. RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Reilly proposed and Cllr Lamont 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 9.48pm at the conclusion of the Confidential Agenda

The planned closure of the lower part of Holloway Road for gas main renewal works, that was due to come into operation on 10th November for 6 weeks, ‘has been put on hold for the time being due to other pressures on the highway’.

WHEATLEY PARISH COUNCIL

MINUTES OF THE MEETING OF THE TRAFFIC AND ROADS ADVISORY COMMITTEE (TRAC) OF THE PARISH COUNCIL HELD ON TUESDAY 3rd SEPTEMBER 2014 IN THE MERRY BELLS HALL AT 7.30 PM

PRESENT: Councillors: R J Reilly (Chairman), J Carr, E Bailey, A Davies, D Lamont, C Dalton, G Stephens & G Birks

Officer: The Clerk

Also present: County Councillor Anne Purse and 2 members of the public

12. APOLOGIES FOR ABSENCE had been received from Cllrs Stacy & R Bell

13. DECLARATIONS OF INTEREST – none

14. MINUTES OF THE MEETING OF 1ST JULY 2014 which had been circulated previously were signed as a correct and accurate record.

15. UPDATE ON MINUTES OF 1ST JULY

i)        Minute 6(i) – Footway around the Roundhouse – the double yellow lines had still not been reinstated.

Tender requests had gone out to 3 companies asking them to tender for the new entrance.

ii)        Minute 6(ii) Vehicle speed and Volume measurement – expected to take place in September.

iii)        Minute 6(iii) – Use of TVP’s Speed Indicator Device. This had been taken out on a couple of occasions.

iv)        Minute 8 – Land by the old toilet block – Mark Francis (OCC) would produce a plan reshaping the corner so it would be easier for vehicles to reverse out.

16.  TO CONSIDER THE PROBLEM OF SPEEDING VEHICLES IN THE VILLAGE

Cllrs Reilly and Davies would look for possible location for Vehicle Activated Devices.

It was noted that two such devices had been installed in Horspath. They had been funded by Cllr Purses ‘localism’ budget. She reported that the cost was around £4,000 each. The particular road chosen was because of a number of fatal/serious accidents that had taken place over recent years.

17. PEDESTRIAN CROSSING ON LADDER HILL BY THE CO-OP.

Mark Francis (OCC) at the site meeting with councillors, pointed that there was only one location that was possible (outside the bungalow below the co-op) and that could lead to difficulties for mobility scooters and in his view, given the number of entrances, on to Station Road at that point, could lead to more hazards than without a crossing

The suggestion was made that could a crossing be placed at the bottom of Station Road, outside Taylors, where the pavement on both sides of the road was much wider. The clerk to ask Mr Francis for his view.

18.  TO CONSIDER ALTERATIONS TO THE BELL LANE /STATION ROAD JUNCTION

The council is still awaiting Mr Francis’s design for the corner. If the design was approved by the Parish Council then he would do a detailed design and costing.

[This, the outline design, was received the day after the meeting].

19. TO CONSIDER THE SAFETY CONCERNS FOR PEDESTRIANS AT THE PARK HILL/LONDON ROAD PEDESTRIAN CROSSINGS

The Chairman and Clerk had written to Anthony Kirkwood (OCC Highways) and Kate Curtis (Headteacher, Wheatley Park School) expressing the Parish Council’s concerns.

20.  DATE OF NEXT MEETING

Wednesday 15th October 2014 – Merry Bells Hall – NOTED

Wheatley Parish Council

MINUTES OF THE MEETING OF THE PLANNING COMMITTEE OF THE COUNCIL HELD IN THE PARISH OFFICE ON WEDNESDAY 10th SEPTEMBER 2014

PRESENT: Cllrs D Lamont (Chairman), C Dalton & E Bailey

OFFICER: The clerk

ALSO PRESENT: 2 members of the public

In the absence of the Committee Chairman, Cllr Lamont was chairman for the meeting

27. APOLOGIES FOR ABSENCE had been received from Cllr Stephens, Coveley, Stacey, Davies and Knapp

28.  DECLARATIONS OF INTEREST – NONE

29.   MINUTES OF THE PREVIOUS MEETING HELD ON 20TH AUGUST 2014 circulated previously were signed as a correct and accurate record.

30.  UPDATE ON MEETING HELD ON 20TH AUGUST 2014 – None

31.  AMENDMENTS TO PREVIOUS APPLICATIONS – None

32.  NEW PLANNING APPLICATIONS

i) P14/S2682/HH (Other) 22 Ladder Hill Erection of a single storey side extension

No Strong Views

.      ii) P14/S2674/HH (Householder) (Other) 1 Crown Road Demolition of existing garage and construct single storey kitchen and utility room. Side extension to provide porch and linked to utility room. Internal alterations. No Strong Views Comment: Mr Shipton’s points re building materials and possible obstruction during construction are well made.

iii) P14/S2807/HH (Householder) (Other) 20 Ladder Hill Wheatley Erection of a single storey side extension and front porch. Recommend Refusal

Comments: The development is unneighbourly because it takes no account of the present flooding problems; it probably exacerbates the problem on the site caused by the previous development. The design statement does not recognise the pronounced slope from south to north. The drawings do not show the existing trees along the northern boundary of the property.

Also the drawings show no acceptable method of disposal for surface water from the proposed extension.

33.  PLANNING DECISIONS AND NOTIFICATIONS – Noted

i) P14/S1795/FUL (Full Application) (Minor) 75 Old Road Erection of 2 no. detached double garages to serve 2 no. new building dwellings approved on planning permission ref. P14/S0648/FUL.No Strong Views GRANTED 15.08.14

ii) P14/S1333/HH(Householder)(Other) 21 London Road Erection of a garden annex.

No Strong Views – GRANTED 18.08.14

iii) P14/S1967/LB & P14/S1966/HH3 33 High Street

Proposed refurbishment and repairs to existing outbuilding to create ancillary living accommodation. No Strong Views – GRANTED 19.08.14

iv) P14/S1914/HH 24 Westfield Road Raise the roof to provide first floor

accommodation and erection of side and rear extensions. Recommend Approval

GRANTED 19/08/14

34. CORRESPONDENCE – None

35. DATE OF NEXT MEETING – Wednesday 8TH OCTOBER – Noted

The meeting closed at 8.38pm