Wheatley Parish Council
MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 18th JANUARY 2016 IN THE MERRY BELLS COFFEE ROOM AT 7.30PM
PRESENT: Councillors: P Gregory (Chairman), G Stephens, J Carr, P Hood, P Willmott, R Reilly, T Davies and T Newman

OFFICER: THE CLERK: Gareth Morris

Also present: Parish Councillor R Bell and one member of the public
98. APOLOGIES FOR ABSENCE were had been received from Cllr A Davies
99. DECLARATIONS OF INTEREST
Cllrs G Stephens and P Willmott both declared an interest in item 6 as they were Trustees of the Wheatley Playing Field Trust

100. MINUTES OF THE PREVIOUS MEETING HELD 21st December 2015 – circulated previously were signed as a correct and accurate record
101. UPDATE ON ITEMS FROM THE MINUTES 21st December 2015
i) Minute 73(i) – VPA Cherry tree in the Church Road Recreation Ground – The clerk to contact Richard Taylor and Aaron Savage
ii) Minute 73(ii) – Vehicle Activated signs – As there was still no response from the Highways Dept a formal letter would be sent to the Cabinet Member for Highways (David Nimmo-Smith) with a copy to Cty Cllr Anne Purse. MDMessagermaker also to be contacted
iii) Minute 73(iv) – Littleworth Allotments – signs were now in place at both ends of the allotments saying the land belongs to Wheatley Parish Council, there is no public right of way and ‘No Dogs Allowed’. Site meetings with the allotment holders would take place shortly
iv) Minute 94 – Bollards at Friday Lane Corner – the clerk had been informed by the OCC Highways Inspector that there was no money to replace the bollard and so the hole left had been filled in. If the collision had been reported to the police/OCC at the time then an insurance claim might have been made against the company

102. TO RECOMMEND TO FULL COUNCIL WHETHER OR NOT TO OPT IN OR OUT TO THE SMALLER AUTHORITIES’ AUDIT APPOINTMENTS LTD.
Following the demise of the Audit Commission the above company has been formed to take over the appointment of external auditors and the setting of audit fees for smaller authorities from 2017. The Parish Council has to decide whether to stay with the new company or choose
Cllr T Davies and Cllr Reilly seconded that Wheatley Parish Council should stay with the Smaller Authorities’ Audit Appointments Ltd. This was AGREED unanimously

103. TO CONSIDER THE REPLY FROM THE SOLICITOR ON A LEASE BETWEEN THE PARISH COUNCIL AND THE WHEATLEY PLAYING FIELD TRUST
Cllr Hood proposed and Cllr Reilly seconded that Mr R Eden of Bower and Bowker be engaged to act for the Parish Council. This was Agreed unanimously.
It was further Agreed that a small working group be set up, consisting of Cllrs Gregory, Carr, Newman and the clerk, to look at the points raised by Mr Eden and see if they should be included in the lease.
104. OALC TRAINING FOR CLERK AND ASSISTANT CLERK
i) Preparing for Audit and end of year procedures 1x £35 (27/01/16) – Agreed
ii) Meeting Internal Audit Requirements 1 x 35 (10/02/16) – Agreed
105. TO CONSIDER THE CONDITION OF THE TREES WITHIN THE VILLAGE AND WHAT ACTIONS ARE NECESSARY
The work to the trees along Farm Close Road, Littleworth Green and St Mary’s Close had been completed.
Cherry Tree Crown Road/Roman Rd – an OCC Officer had said he was prepared to give a planting licence provided the Parish Council was responsible for sourcing, planting and maintaining the tree. The committee agreed that the Parish Council would be responsible.
A letter had been received from 1 St Mary’s Close concerning a small plot of land on the eastern corner of the junction between St Mary’s Close and London Road which is owned by the Parish Council and which was maintained by a previous owner of No.1. The new owner of No1 is not prepared to look after this land unless it is incorporated into his deeds. It was Agreed that the Council should reply saying it wished to remain owners of the land and would maintain it.
The clerk had asked for a quote from Green Scythe to strim the banks of the Ambrose Rise stream.
The clerk would contact OCC highways again over the hedge at 1 Crown Road and the trees on Holloway Road east, below the bottom entry to the surgery.
106. TO CONSIDER SUPPORT FOR THE MAPLE TREE CHILDREN’S CENTRE
No further information had been received but to be kept on the agenda
107. GRANTS, LICENCES AND SUBSCRIPTIONS – None
108. TO CONSIDER THE REPORTS ON THE PARISH COUNCILLORS’ WALKS
AROUND THE VILLAGE
Footpath behind Barlow’s Close – The clerk had asked for a quote to clear the land and remove (grass shrubs etc.) between the path and the Barlows Close garden fences. He had made contact with an engineer from Barrett’s West Midland who was going to look into the situation. The clerk would also contact SSE for information on the cost of replacement lamps. The Chairman reported that he had walked the path the previous evening and 4 out of the 8 lamps were not working.
The Clerk should mention ‘contingent liability’ to Barretts

It had been brought to the clerk’s attention that pre 1949 rights of way that are not on official maps must be registered within 10 years or will no longer be protected. It was suggested that contact be made with Mr Mike Smith
109. TO CONSIDER THE REQUEST FROM THE NEIGHBOURHOOD ACTION GROUP FOR A JOINT PARISH COUNCIL/THAMES VALLEY POLICE ACTION DAY. Deferred to next meeting
110. CLERK UPDATE
i) Repair to Nest Swing, Church Road Recreation Ground – £765 plus VAT.
Agreed
ii) Litter Pick – “Clean for the Queen” – the clerk would register for the scheme.
iii) HM Lord-Lieutenant of Oxfordshire, HM the Queen’s 90th Birthday. Celebrations in June 2016 It was Agreed to hold a meeting of interested parties as soon as possible as soon as possible. Cllr T Davies to lead
iv) Repairs to garage caused by parish council tree – £168.00 – Agreed – make sure that any payment is ‘in full and final settlement’.
111. FINANCIAL MANAGEMENT
a) Budget to the end of December 2015 had been distributed with the Agenda and was discussed
A copy a reconciled bank statement by Chairman & RFO was signed

b) Balances
After the cheques below have been paid the balances on the council’s accounts as at 18th January will be as follows:
Community £2,251.73
Tracker £108,461.78
Treasury £60,850.78
112. SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
106396-402 GM/SW/JF/OCC/AR/HMR&C Dec sals/wages/pen/PAYE/NIC 4,032.69
103395 Open Spaces Society 2016 subscription 45.00
d/d Bank Charges 35.15
Total £4,112.84
Cheques to Pay
106403 Irwin Mitchell (POA) Legal fees VGA 500.00
106404 Berinsfield Community Business Verges Dec 2015 608.33
106405 MBMC Office Rent 25/12/15-24/3/16 1,140.93
106405 MBMC Gas recharge -16/9/15-7/12/15 13.25
106405 MBMC Hall rental for meetings 36.00
106405 MBMC Hall rental for NP meetings 60.00
106406 Mainstream Digital Line rental/call charges/phone book entry – 10/12/15-09/03/16 79.00
106407 Southern Electric Est Electricity 14.10.15 – 07.01.16 66.86
106408 Thames Water Memorial Gardens 4.69
106409 M Aitken Flower beds – Memorial Gardens 79.00
106410 Gregorz Zasuwa Office window cleaning 5.00
106411 Sage UK Ltd Sage Cover 2016 201.60
106412 Earth Anchors Ltd 2 dog bins for Windmill Road 457.14
106413 OCC Yellow lines for Church Road 2,841.35
S/O Wheatley Playing Field Trust Monthly standing order 833.33
GM/SW/JF/AR/OCC//HMR&C Jan sals/wages/pen/PAYE/NICs 4,500.00
Total £11,426.48

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Tracker Account Interest 17.88
Newsletter Advertising 345.00
WPFT Jan repayments of loan 500.00
Total £862.88

113. PUBLICATIONS & CORRESPONDENCE RECEIVED & NOTED
i) The Haseleys January 2016*
ii) Little Milton Newsletter – January 2016*
iii) Great Milton Bulletin – December 2015*
iv) URC Newsletter – January 2016*
v) Holton, Waterperry & Waterstock News – December 2015*
vi) Clerks and Councils Direct – January 2016*

* On display in Parish Office
114. DATE OF NEXT MEETING – 15th February 2016 – NOTED

115. ITEMS FOR INFORMATION

• Cllr Stephens asked for a date for Traffic and Roads Advisory Committee to be set – to be done at March Council meeting
• Cllr Willmott reported that once the Sportsfield Management‘s accounts had been audited then the Parish Council might be due a small refund. The Parish Council should also then invoice the County Council for their (OCC) contribution to the redundancy payments.
• Cllr T Davies reported that as the Parish Council’s Public Transport Representative he was to attend a meeting with bus companies and other parishes over the OCC cuts to bus subsidies
• The clerk reported that he had just been informed that Diocese had agreed the new location of the new bench in the Memorial Gardens. A faculty would now have to be applied for

The meeting closed at 8.47pm

WHEATLEY PARISH COUNCIL

MINUTES OF THE MEETING OF THE PARISH COUNCIL
HELD ON MONDAY 4th JANUARY 2016 IN THE MERRY BELLS HALL AT 7.30PM
PRESENT: Councillors: G Stephens (Chairman), J Carr, R Bell, P Hood, A Walkey,
P Willmott, P Gregory, P Bignell, R Reilly, I Roberts and T Newman

OFFICERS: Gareth Morris, Clerk to the Parish Council
Also present: County Councillor Anne Purse,
103. APOLOGIES FOR ABSENCE had been received from Cllrs Birks, A. Davies, T Davies and Coleridge
104. DECLARATIONS OF INTEREST – The Chairman declared that he was a Trustee of the Playing Field Trust
105. MINUTES of the extra ordinary meeting of the Parish Council meeting held on 9th December 2015 which have been circulated with the Agenda were signed as a correct and accurate record
106. UPDATE from the minutes of the Parish Council meeting held on Monday 2nd November 2015
i) Minute 61(i) Request from VPA to plant a cherry tree in the Church Road Recreation Ground rather than the Memorial Gardens. Following a site visit the Chairman of F&GP and the clerk felt the best location would be at the northern end of the recreation ground, under the cliff, to the west of the youth shelter.
107. UPDATE from the minutes of the extra ordinary meeting of the Parish Council meeting held on Wednesday 9th December 2015
The Clerk reported that he had asked our solicitor to write to OCC that the Parish Council wished to withdraw the application. However first of all a request for an adjournment had to be made and agreed by all the parties. This had been done. Since then nothing more had been heard either about the Application or the Memorandum of Association.
The Chairman said he would write a piece for the newsletter, however having spoken to Mrs Wickens (Community Governor) and with permission of the Parish Council, he intended that a joint statement would be put in the newsletter. He read a preliminary statement. The Parish Council had no objection to its content
108. THE MINUTES of the meetings of the Planning Committee held on the dates below were received:
i) Wednesday 11th November 2105 which had been circulated previously
ii) Wednesday 9th December 2015 which had been circulated previously
109. THE MINUTES of the meetings of the F&GP Committee held on the dates below were received:
i) Monday 16th November 2015 which had been circulated previously
ii) Monday 21st December 2015 which had been tabled
Minute 99(iv) – Cllr Bell raised the possibility of organising a litter pick. To be put on the F&GP Agenda
Minute 89(ii) Vehicle Activated Signs – the officer had now replied that “I have forwarded your email below to him and will be in contact as soon as I have a reply”. Await further correspondence.

110. TO APPROVE A REVISED BUDGET FOR 2015-16 AND THE 2016-17 BUDGET

i) To resolve to approve the Parish Council revised budget for 2015-2016 as recommended by F&GP committee on 21st December 2015. ii) To resolve to approve the Parish Council budget and precept for 2016-2017 as recommended by F&GP committee on 21st December 2015.
ii) The F&GP recommends that the precept is raised by £1,500 to cover the
shortfall in income from the County Council

The last F&GP Committee went through each expenditure item and had added £2,000 for the cost of maintaining the part of the field at Littleworth that the Parish Council would be responsible for.
As far as income was concerned it was felt that the income for cutting the verges from the County Council was likely to be lost. Therefore the precept should be increased by £1,500 in order to cover this. The money lost from SODC on the Council tax reduction scheme should be made up from using SODC’s grant scheme more effectively

Cllr Carr proposed and Cllr Reilly seconded the two resolutions above. These were AGREED unanimously
111. TO REPORT PROGRESS ON HOUSING FOR THE EXCEPTION SITE NORTH OF LONDON ROAD
SODC had informed the Parish of a couple of ‘non material’ amendments requested by Taylor Wimpey which they (SODC) had no objections to. An extension of time to end of January had been requested by Taylor Wimpey in order to complete the Section 106 details and to allow time to submit further information in response to pre-commencement conditions placed on the application

The Parish Council had received correspondence from Webb PR, working for Taylor Wimpey. They “would very much like to issue a press release about the success of this application and as a great example of Taylor Wimpey’s engagement with the local community”, with input from the parish Council. They would also like “to put together a case study about this development, for use on the Taylor Wimpey website and, again, we will be happy to share this with you for approval prior to it being put online”. Finally they mentioned “the possibility of organising a sod cutting ceremony in the new year and when the section 106 agreement has been signed by all parties. This would involve both representatives from Taylor Wimpey and the parish council, along with any other organisations that you may think it appropriate to attend, taking part in a photoshoot on site to make the cutting of the first sod.”

It was felt that the Parish Council would like to see any press release first and then decide whether to give a quote or issue its own release

The Parish Council had also received a communication from SODC suggesting that the development should have two road names and two had been suggested

by Taylor Wimpey (Windsor drive and Merton Close). As the council did not like either of the two names suggested by Taylor Wimpey.
Cllr Bell proposed and Cllr Newman seconded that there should just be one road name. This was AGREED unanimously. It was further AGREED that as this matter should go to the next Planning meeting.
8.24pm The Chairman declared the Council out of session
County Councillor Anne Purse – The County Council had been hit with a further
£20m need for cuts. The Cabinet had written to the Government objecting to this
She felt that a reprieve for the abolition of subsidies for bus services and the closure of the Children’s Centres was unlikely
District Councillor Toby Newman – tabled a report on what was happening at SODC. One extra item was that at the December meeting the council had decided to adopt the Armed Services Covenant.
8.41pm The Chairman declared the Council back in session

112. TO APPROVE THE ADDITIONAL PARAGRAPHS TO THE PARISH COUNCIL’S FINANCIAL REGULATIONS AS RECOMMENDED BY THE F&GP COMMITTEE ON 21ST DECEMBER 2015
The clerk explained that the financial regulations had changed to allow Parish Councils to use electronic/internet banking plus the fact that the Barclays Bank in the village had closed meant it was opportune for the Parish Council to take advantage of internet banking for the transfer of funds, setting up direct debits etc. The Council should be satisfied, however that there were controls in place to counter the possibility of fraud etc.
The F&GP committee recommends that section 6 of the council’s Financial Regulations is change in line with those recommended by the National Association of Local Councils.

Cllr Gregory proposed and Cllr Bell seconded the recommendation made by the Finance and General Purposes Committee. This was AGREED unanimously.

113. TO RECEIVE AN UPDATE FROM CHAIRMAN ON THE NEIGHBOURHOOD PLAN APPLICATION
The Chairman of the Council reported that there had been two meetings of volunteers each attended by 20+ people. 18 people had put themselves forward for the steering group and there was to be a meeting on 19th January at Holton Village Hall in order to elect a Chairman.
SODC would be putting the area contained by the Neighbourhood Plan (the whole of Wheatley and the area of the Brookes University campus in in Holton) up for consultation between 11th January 2016 to 22nd February 2016.
The Clerk asked that the steering group be told that all orders had to come through the Parish Office and all invoices to come to the Parish Office for payment

114. TO CONSIDER THE USE OF THE MAPLE TREE CHILDREN’S CENTRE IN THE EVENT OF ITS CLOSURE
Following a discussion on the matter it was AGREED to keep the item on the Agenda but omit the words “in the event of its closure
115. TO CONSIDER MATTERS RELATING TO THE WHEATLEY PLAYING FIELD TRUST
A report from Cllr Willmott had been tabled and circulated to all councillors via e-mail earlier in the day.
There was a concern over the condition of playing surfaces and the Trust had signed up to a scheme run by Twickenham whereby advice could be obtained.
The lower pavilion had been pressure cleaned inside and out. In regards to the lease from the Parish Council to the Trust the Clerk had contacted a solicitor to act for the Parish Council and would chase him up.
The clerk undertook to circulate to all councillors the information sent to the solicitor on a proposed lease and Joint User Agreement.
116. TO RECEIVE A REPORT FROM CLLR GREGORY ON THE TOWN AND PARISH FORUM HELD ON 4th NOVEMBER 2015
Cllr Gregory’s report had been circulated with the Agenda. He drew the
Council’s attention to the fact that there was money available for items that the
Parish Council may wish to bid for. The first period for grant application would
be 1st February to 1st April
Cllr Newman said that SODC had just completed a review and there was a whole new procedure for applying for grants which simplified the process.
117. TO DISCUSS THE BETTER RECORDING AND SUBSEQUENT FOLLOW-UP OF ACTION ITEMS
The Chairman had requested this item to be put on the Agenda. He suggested a spreadsheet separate from the minutes which recorded the action, the date it was created and the date it should be completed etc. He had designed such a document in ‘Google documents’. Cllr Hood proposed and Cllr Gregory seconded that this ‘Action Tracker’ system be adopted. This was Agreed.
118. REPORTS FROM OUTSIDE BODIES
i) The Merry Bells Management Committee – nothing new to report
ii) The Howe Trust – nothing new to report
iii) Thames Valley Police – An update for December had been tabled
iv) Wheatley Windmill Preservation Society – the first group visit to the mill had taken place on New Year’s Day
v) Flood Group meeting – New pumps for the London Road pumping station had been installed. Negotiations were still continuing with Shotover Estate for a location for a holding pond
vi) Neighbourhood Action Group – No report

9.47pm – Cllr Newman proposed and Cllr Willmott seconded that Standing Orders be suspended for 15 minutes in order to finish the Agenda. This was AGREED

119. CALENDAR OF MEETINGS – NOTED
i) Planning Committee – Wednesday 13th January 2016 – 7.30pm
ii) F&GP Committee – Monday 18th January 2016 – 7.30pm
iii) Planning Committee – Wednesday 10th February 2016 – 7.30pm
iv) F&GP Committee – Monday 15th February 2016
v) Parish Council Meeting – Monday 7th March 2016 – 7.30 pm
120. ITEMS FOR INFORMATION

• The clerk read out a letter from Cllr Birks saying that, having moved from the area, she was resigning from the Parish Council after 20 years’ service. He reported that the Chairman had written to Cllr Birks accepting her resignation, reluctantly, and wish her all the best for the future. The clerk would set the process for the election of a new councillor in motion the following day.

It was agreed that a letter be sent to Mrs Birks on behalf of the Parish Council thanking her for all her hard work for the council over a long period.

The meeting closed at 9.53pm

DRAFT – Subject to confirmation

Wheatley Parish Council
MINUTES OF THE MEETING OF THE PLANNING COMMITTEE OF THE COUNCIL HELD IN THE PARISH OFFICE ON WEDNESDAY 13th JANUARY 2016

PRESENT: Cllrs R Bell (Chairman), P Bignell, S Coleridge (Vice-Chairman), J Carr, G Stephens, A Walkey
OFFICER: The Assistant Clerk
84. APOLOGIES FOR ABSENCE – Cllr I Roberts

85. DECLARATIONS OF INTEREST – NONE

86. MINUTES OF THE PREVIOUS MEETING HELD ON 9th DECEMBER 2015 which had been circulated previously were signed as a correct and accurate record.

87. UPDATE ON MEETING HELD ON 9th DECEMBER 2015 – NONE

88. NAME FOR THE NEW ROAD CREATED BY THE LONDON ROAD DEVELOPMENT

The full Parish Council meeting on 4th January 2016 delegated the road naming to the Planning Committee. A list of possible road names had been drawn up from suggestions from councillors. After initial discussion, the members decided that the new road should be a ‘Drive’ and that the name shouldn’t be connected to the Civil War as this was already well represented in the village.

After further discussion, names were narrowed down to:
• Breame Oak Drive – named after the oak tree in Holton Park which is mentioned in the Doomsday book
• Ochre Drive – in the past ochre was quarried in the village
The votes cast were equal between the two names. Cllr Bell, as Chairman, used his casting vote for Breame Oak Drive.

89. AMENDMENTS TO PREVIOUS APPLICATIONS – NONE

90. NEW PLANNING APPLICATIONS
i) P15/S4016/HH 2 Littleworth Oxford OX33 1TR. Proposed first floor extension over existing side extension to form a bedroom. Recommended Approval.
ii) P15/S4116/HH 41 Crown Road Wheatley OX33 1UJ. Proposed single storey extension to form new kitchen, utility and cloak room. Recommended Approval.
iii) P15/S4323/HH 124 Church Road Wheatley Oxford OX33 1LU. Demolition of existing garage and garden room. Proposed part two storey/ part single storey rear extension, two storey side extension and single storey front porch element. Associated internal works. Recommended Approval.
91. PLANNING DECISIONS AND NOTIFICATIONS – NOTED
i) P15/S3499/HH and P15/S3500/LB The Old Parsonage 25 High Street Wheatley OX33 1XX. Proposed first floor extension above existing rear single storey with internal and externals alterations. Insertion of conservation roof light to existing rear projecting gable, conversion and alteration of garage outbuilding into ancillary office/studio accommodation. Recommend Approval GRANTED 14.12.15

ii) P15/S3355/FUL Former McKenna Plant Hire Site London Road Wheatley OX33 1LH Use of site/building(s) as a Builders’ Merchants including external materials/goods storage and parking (as amended by plans and Highways information received 26 November 2015 relocating parking area) Recommend Approval GRANTED 16.10.15

iii) P15/S3452/HH 10 Leyshon Road Wheatley OX33 1XF. Part two storey/ part single storey rear extension. Two proposed roof lights to front elevation and associated internal alterations. Recommend Approval GRANTED 16.12.15

iv) P15/S3352/FUL 40 Church Road Wheatley OX33 1NB. Change of use – addition of a flat and reduction in size of commercial unit (As amended by plan 201C received 2015_11_24 to take the proposed ventilation pipes up through the roof as opposed to out of the western elevation). Recommend Approval GRANTED 17.12.15

v) P15/S3999/HH 99 Old Road Wheatley OX33 1NX. Erection of a two storey extension to the rear of the property, replacement of existing roof structure over the current house adjoining the new extension and redevelopment of internal spaces. WITHDRAWN 24.12.15
92. CORRESPONDENCE – NONE

93. DATE OF NEXT MEETING – WEDNESDAY 10TH FEBRUARY 2016 – NOTED

94. ITEMS FOR INFORMATION – NONE
The Meeting closed at 8.30pm

Wheatley Parish Council

 

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 21st DECEMBER 2015 IN THE MERRY BELLS COFFEE ROOM AT 7.30PM

 

 

PRESENT: Councillors: G Stephens (Chairman), J Carr, P Hood, R J Reilly, P Willmott, R Reilly and T Newman

 

OFFICER: THE CLERK: Gareth Morris

 

 

 

  1. APOLOGIES FOR ABSENCE had been received from Cllr Birks, A Davies and T Davies

 

 

  1. DECLARATIONS OF INTEREST – None

  

 

  1. MINUTES OF THE PREVIOUS MEETING HELD 16th November 2015 which had been circulated previously were signed as a correct and accurate record when the following amendments had been made:
  2. i) Minute 73 (iii) Minute 57(i) – Last line change ‘be will’ to ‘will be’
  3. i) Minute 73(iii) Minute 59 – add ‘agenda’ to the end of the 2nd sentence
  4. ii) Minute 76 Delete ‘he’ and add ‘the Parish Clerk’ after ‘This’ in the final sentence

 

 

  1. UPDATE ON ITEMS FROM THE MINUTES 16th November 2015
  2. i) Minute 73(i) – VPA Cherry tree in the Church Road Recreation Ground. The Chairman of the Committee and the clerk had visited the recreation ground and felt that a location to the left of the youth shelter would be suitable.
  3. ii) Minute 73(ii) – Vehicle Activated signs – Reply received from OCC on 3rd December “I have spoken to my group manager about this scheme today, you will need a Section 50 licence (NRSWA) for the installation of the VAS’s but there will also need to be a legal agreement for the ongoing liability issues (e.g. if the sign falls over or is struck by a vehicle etc), as soon as I am informed how we are able to proceed I will contact you.”

          The clerk had made a follow-up e-mail only to be told that the officer was on leave until 4th January

   iii) Minute 73(iii) – Double decker buses for school transport. The clerk had reported the parish Council’s concerns to the OCC officer responsible for school transport to Wheatley Park School in November. No reply had been received

  1. iv) Minute 73(iv) – Littleworth Allotments – a further letter had been sent to allotment holders explaining that a meeting between them and the Parish Council would take place with the aim of clarifying the boundaries between the allotment holders property and the Parish Council’s. The signs for both ends were now ready and would be installed in the new year
  2. v) Minute 79 – Loan of hand tools for hedge trimmingThese had been purchased   and the Chairman of the Council would explain the thinking behind the purchase in the Newsletter. A signing in and out book had been organised.

 

    

  1. TO RECOMMEND TO FULL COUNCIL ON 4TH JANUARY 2016
  2. i) Revised budget for 205-2016
  3. ii) Budget for 2016-17 & Precept for 2016-17

 

The clerk took the committee through the figures for the revised budget 2015-2015   and the 2016-2016 budget.

It was agreed that £2,000 be added for the maintenance of the field at Littleworth.

There was a debate on whether or not the precept should be raised and, if raised, by how much. The decision was to raise the precept by £1,500 to cover the loss of funding from the County Council for grass verge cutting.

 

Cllr Reilly proposed and Cllr Carr seconded that the revised budget 2015-2016 and the 2016-2017 budget, as amended, be recommended to full council on 4th January and that the precept be increased by £1,500

This was AGREED unanimously

 

 

  1. TO CONSIDER SUPPORT FOR THE MAPLE TREE CHILDREN’S CENTRE

     Agreed to defer any decision for the moment

 

 

  1. TO RECOMMEND TO FULL COUNCIL CHANGES TO THE PARISH COUNCIL’S FINANCIAL REGULATIONS

Given the recent relaxation in the rules allowing Parish Councils to use internet banking etc. and with the closure of the Barclays’ branch in Wheatley, the Parish Council’s Financial Regulations need to be brought up to date.

The clerk explained why he felt the Financial Regulations should be changed.

       Cllr Carr proposed and Cllr Reilly seconded that Section 6 of the Parish Council’s

       Financial Regulations as per the Clerk’s paper be recommended to full council.

 

 

  1. TO CONSIDER THE CONDITION OF THE TREES WITHIN THE VILLAGE AND WHAT ACTIONS ARE NECESSARY

       Tree work along Farm Close Road footpath and on Littleworth Green had been completed. The work on the Horse Chestnut in St Mary’s Close to be undertaken in January.

       Trees/areas giving cause for concern:

  • Eastern side of Holloway Road, below the surgery entrance – repeat request for it to be cut back.
  • 1 Crown Road – still not cut back the whole way
  • Parish Council land on the corner of St Mary’s Close/London Road
  • Dangerous tree on Littleworth Green
  • Tree at eastern end of the Farm Close Road footpath was causing concern
  • Trees at western end of the allotments would need to be cut back – cost £600
  • Trees along footpath to Farm Close Road – the clerk had written to Shortlift Ltd. On the other side of the path some of the trees may well be the responsibility of the County Council

 

 

  1. Consideration of the funding of bell bollard/s at Friday Lane. The Clerk would request that the wooden bollard be replaced

 

 

  1. GRANTS, LICENCES AND SUBSCRIPTION

  i) Sage cover for 2016 – £168 – Agreed

ii) Open Spaces Society – 2016 subscription – £45.00 – Agreed

 

 

  1. TO CONSIDER THE REPORTS ON THE PARISH COUNCILLORS’ WALKS AROUND THE VILLAGE

The issue of the allotments raised on the walks was being deal with.

 

  1. TO REPORT ON PROGRESS IN ORDERING NEW NOTICEBOARDS

       The Clerk had to apologise to the committee when he was about to submit the application for grant aid to SODC he had been informed that the application was out of time.

However the next period for grant aid would open in February 2016 and it was possible that 100% funding could be obtained.

 

 

  1. TO CONSIDER THE REQUEST FROM THE NEIGHBOURHOOD ACTION GROUP FOR A JOINT PARISH COUNCIL/THAMES VALLEY POLICE ACTION DAY

       As Cllr A. Davies (the councillor who had raised the suggestion at full council) was absent the matter was deferred

 

 

9. CLERK UPDATE    

i)  Grade II Listed Building Status for Wheatley’s War Memorial – The clerk reported that Historic England had awarded Grade II listed building status to the war memorial .

ii) 2 x Dog waste bins for Windmill Road (£179 each) – one paid for by The Howe Trust – Agreed

iii) HM Lord-Lieutenant of Oxfordshire, HM the Queen’s 90th Birthday. Celebrations in June 2016. Villages were being encouraged to organise street parties for the weekend of 11th/12th June. Full Council to deceide

iv) Village Christmas tree – the clerk reported that the lights on the tree had been switched on the previous Wednesday. A number of primary school pupils had been present plus 3 parish councillors. He had arranged for a couple of players from the City of Oxford Silver Band to play for the carols.

It was suggested that a ‘Village’ Carol concert around the tree be organised in the future.

 

 

10. FINANCIAL MANAGEMENT)

Budget to the end of November 2015 had been circulated

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

b) Balances

After the cheques below have been paid the balances on the council’s   accounts as at 21st September 2015 will be as follows:

Community     £2,609.15

Tracker         £120,443.90

Treasury           £60,850.78

 

 

 

11. SCHEDULE OF PAYMENTS AUTHORISED

 

Cheque no. Payee Payment details Amount
Cheques paid
106371-376 GM/SW/JF/OCC/AR/HMR&C Nov sals/wages/pen/PAYE/NIC 3,995.54
106369 SODC Uncontested election costs 95.00
106370 Sue Ryder Hospice Nettlebed Grant Aid 50.00
106377 Mark Aitken Work in Memorial Gardens 99.00
106388 WPSFMC Amount needed to clear the overdraft 2,488.32
d/d Barclays Bank Bank charges 13/10 to 12/11 44.73
Total £6,772.59
Cheques to Pay
106378 Arrow Accounting Visit of Internal Auditor 122.50
106380 The Merry Bells Hire of hall and coffee room April – December 196.50
106380 The Merry Bells Rental increase 18/10-24/12 5.91
106381 Annette Richards Dec/Jan newsletter 680.00
106382 Parchment of Oxford Dec/Jan newsletter 1,592.63
106383 Briants of Risborough Hand tools for loan 51.16
106384 Mainstream Digital Phone book entries, line rental 10/6-9/9,call charges 10/6-29/6 76.60
106384 Mainstream Digital Call charges 2/07 – 28/07 3.85
106384 Mainstream Digital Call charges 01/05 – 29/05 3.83
106384 Mainstream Digital Call charges 05/11-27/11 1.14
106385 The Tree Barn Christmas tree 204.00
106386 Lyreco Paper and labels 59.82
106387 Trinder and Son PAT Test 80.00
106389 P Gregory Mileage to Didcot 04.11.15 21.13
106390 M Aitken Clearance of planter and beds 79.00
106391 Trinder and Son Christmas tree electrics 35.00
106392 SODC May election costs 2,867.04
106393 Berinsfield Community Business Nov payment for verges 608.33
106394 Kingdom Signs Ltd Signs for allotment
S/O Wheatley Playing Field Trust Monthly standing order 833.33
GM/SW/JF/AR/OCC//HMR&C Sept Dec/wages/pen/PAYE/NICs 4,300.00
Total              £11,821.77

 

 

INCOME RECEIVED SINCE LAST MEETING

 

Income details Amount
Treasury Bill Interest 37.60
Newsletter Advertising 1,675.00
VAT Repayment 715.93
WPFT Oct,Nov,Dec repayments of loan 1,500.00
Total £3,928.53

 

 

 

12. PUBLICATIONS & CORRESPONDENCE RECEIVED and NOTED

i) The Haseleys December 2015*

ii) Little Milton Newsletter –December 2015*

iii) Great Milton Bulletin – December 2015*

iv) URC Newsletter – December 2015*

v) Tiddington with Albury and Milton Common Newsletter December 2015/January 2016*

vi) Holton, Waterperry & Waterstock News – December 2015*

vii) CPRE ‘Countryside Voice’ & ‘Field Work’ – Winter 2015

viii) Open Spaces Society – “Open Space” Autumn 2015

ix) Sue Ryder Nettlebed Hospice – Thank you for grant aid

x) South and Vale Carers – Thank-you for grant aid.

xi) OALC – November 2015 Update

 

* On display in Parish Office

 

13 . DATE OF NEXT MEETING – 18th January 2016 – Noted

 

 

14.  ITEMS FOR INFORMATION

 

  • Bench in Memorial gardens – The Diocese would be considering it a meeting on 11th It would still probably need a ‘Faculty.
  • Cllr Newman – complaints of dog mess at the western end of High Street. He had reported a blue car abandoned by Church Road. Also there was a planning application in for a new travellers site on the A40 at Testworth.

 

 

 

The meeting closed at 9.28pm

 

 

WHEATLEY PARISH COUNCIL

MINUTES OF THE EXTRA ORDINARY MEETING OF THE PARISH COUNCIL
HELD ON WEDNESDAY 9TH DECEMBER 2015 IN THE MERRY BELLS HALL AT 7.30PM
PRESENT: Councillors: G Stephens, R Bell, P Hood, A Walkey, S Coleridge,
P Willmott, P Gregory, P Bignell, G Birks, R Reilly and I Roberts

OFFICERS: Gareth Morris, Clerk to the Parish Council
97. APOLOGIES FOR ABSENCE had been received from Cllrs Carr, Newman
A Davies and T Davies
98. DECLARATIONS OF INTEREST – None
99. MINUTES OF THE ORDINARY MEETING HELD ON 2nd NOVEMBER 2015 which had been circulated with the Agenda were signed as a correct and accurate record
100. RESOLUTION TO EXCLUDE THE PUBLIC
Cllr Hood proposed and ad Cllr Reilly 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.
This was AGREED
101. TO CONSIDER MATTERS RELATING TO THE VILLAGE GREEN
APPLICATION

i) To consider the acceptance of the ‘Memorandum of Understanding’ (MoU) as drawn up by the Oxford Diocesan Schools Trust.
ii) To decide on the Parish Council’s position on the Enquiry into the Parish Council’s Village Green Application

Councillors had before them the Memorandum of Understanding as drawn up by the Oxford Diocesan Trust, the response of the Diocese to the queries raised by the Memorandum and advice from the Parish Council’s solicitor on the Memorandum; also a copy of a draft letter from the County Council saying it supports the landlord’s consent to grant a sub-lease to Parish Council by ODST would be considered favourably provided the conditions of the Memorandum of Understanding

Cllr Birks took the council through the process that had led to the MoU being drawn up and the queries raised and the responses.

Following the legal advice the Parish Council had received she felt that the Application should be withdrawn and the Parish Council should sign up to the Memorandum of Understanding and request the following amendments:
Clause 2.3 – a request for the two month period to be changed to 6 months

Clause 2.4 – that Oxfordshire County Council also sign the MoU

Clause 2.6 – the first sentence be reworded to commit the Trust to apply for a new underlease if requested.

Clause 2.8 – Agree to leave as in MoU

SCHEDULE – Clause 4 – Principle Heads of Terms

2nd bullet point – Clarification to be sought on the significance of the reference to
‘planning permission’. The Parish Council is anxious to ensure that recreational
use will be acceptable

In the discussion that followed the feeling of the meeting was that given the legal
advice the Parish Council had received on the difficulty of success of the village
green application and the fact the Council seemed to have a good working
relationship with the Diocese the compromise solution of the Memorandum of
Understanding and the use of an underlease was a satisfactory one.

The Parish Council’s decision should be communicated to the village via the newsletter.

At the end of the debate Cllr Birks proposed and Cllr Coleridge seconded that “The Parish Council agrees to withdraw its application for the registration of a Village Green at the earliest opportunity on the basis that the Parish Council will sign the proposed Memorandum of Understanding and asks the Diocese to consider the Parish Council’s suggested amendments as discussed above.”
This was AGREED unanimously

102. DATE OF NEXT MEETING – MONDAY 4th JANUARY 2016 – Noted