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Wheatley Parish Council 2012 AGM and Ordinary Parish Council Meeting 14th May 2012

WHEATLEY PARISH COUNCIL

Councillors are summonsed to the 2012 ANNUAL GENERAL MEETING OF THE COUNCIL and also to the following first statutory meeting of the Parish Council this council year 2012-2013 on Monday 14th May 2012 in The Merry Bells at 7.30pm

Signed:

Gareth Morris Clerk to the Council, 9th May 2012

ANY MEMBER WITH AN INTEREST TO DECLARE IN ANY AGENDA ITEM IS REMINDED TO DO SO IN ADVANCE OF THE MEETING IN THE BOOK PROVIDED FOR THIS PURPOSE.

There will be an OPEN SESSION, at approximately 8.30 pm., including reports from County & District Councillors, when questions may be taken from the floor,

WHEATLEY PARISH COUNCIL ANNUAL GENERAL MEETING 2012

AGENDA

WELCOME & HEALTH & SAFETY ANNOUNCEMENTS

1          ELECTION of Chairman for 2011 – 12 and Acceptance of Office

2          APOLOGIES FOR ABSENCE

3          ELECTION of Vice-chairman

4          FORMAL ADOPTION OF STANDING ORDERS (INCLUDING CODE OF         CONDUCT)

5.         TO CO-OPT A PARISH COUNCILLOR TO REPLACE CLLR FYFFE

6.         APPOINTMENT of Committees;

i.)   Standing Committees

a)  Finance & General Purposes

b)  Planning Committee

The chairman and vice-chairman are ex-officio members of each committee

b) Advisory Committees and Working Groups

i) Traffic and Roads Advisory Committee (TRAC)

ii) Recreation Areas Working Group

7.   CONFIRMATION of representatives to outside bodies: current appointees, 2011 to 2012, are as indicated below and will normally be confirmed unless they wish to resign.

i Merry Bells Management Committee; Cllr Janet Carr

ii   Oxfordshire  Association of Local Councils; Janet Carr. Ellie Stacey

iii   Wheatley Sports Field Management Committee; Messrs Peter Bayliss, Richard Cosier and Paul Edson, and Cllrs G Anderson, D Lamont & Paul Willmott

iv Howe Trust; Cllrs Caroline Dalton and Janet Carr

v Park Sports Centre Advisory Committee; Cllr D Lamont

vi   Wheatley Charities; Mr Peter Targett, (has indicated he is resigning as a representative).and Mr Graham Colverson (until 2015)

vii   Public Transport Representative: Mr J Dalton has tendered his resignation

viii   Wheatley Windmill Preservation Society; Cllr Caroline Dalton

ix. Wheatley Nursery School:

FIRST STATUTORY MEETING OF WHEATLEY PARISH COUNCIL

for council year 2012 – 13

8.   APOLOGIES FOR ABSENCE

9.   DECLARATIONS OF INTEREST

10.   MINUTES of the meeting of the Parish Council of Monday 7th March

2011 circulated previously

11.  UPDATE from the meeting held on Monday 5th March 2011

i) Minute 105 – Proposed Youth Centre – see Minute 5 F&GP Committee 19.03.12 below

ii) Minute 107 – site for Affordable Housing within the village – see 11 of the F&GP Committee 16.04.12 below

iii) Minute – Open Forum – County Councillor Anne Purse’s report. Response to Oxford City Council’s ‘Barton Action Plan’ – see Minute 100 Planning Committee 14.03.12

12. TO RECEIVE THE MINUTES of the meetings of the Planning Committee held on:

i) Wednesday 14th March 201 – circulated previously

Minute 100 – Barton Area Action Plan – Examination in Public

ii)    Wednesday 11th April 2011 – circulated previously

iii)    Wednesday 9th May 2011 – to be tabled

13. TO RECEIVE THE MINUTES of the meetings of the F&GP Committee meetings held on:

i)        Monday 19th March 2011 – circulated previously

Minute 5 – Resolution passed at Full Council re provision of Youth Shelter in Church Road Recreation Ground.

[That] the Committee recommends no further action be taken on a shelter pending the outcome of the Parish Council’s initiative to fund the replacement of the youth facilities in the village.

ii)        Monday 16th April 2011 – circulated with this Agenda

a) Minute 8 – Bollards along Church – site meeting

b) Minute 9Footway around the Roundhouse

The friends of Church Road Recreation Ground would like to lodge a formal interest in the project with the parish Council.

b) Minute 11 – Offer of affordable housing in a development on London Road

14.  TO CONSIDER THE AGREEMENT AND SCHEDULES BETWEEN THE PARISH COUNCIL AND FUSION YOUTH AND COMMUNITY UK TO PROVIDE YOUTH PROVISION AT THE YOUTH CENTRE UNDER THE ‘BIG SOCIETY’

See enclosed papers

15.  TO CONSIDER THE FOLLOWING RESOLUTION SUBMITTED BY CLLR BELL

To set up an Advisory Committee under Standing Order 56(a) of the Parish Council’s Standing Orders to monitor, investigate and promote facilities for  young people of the village between the ages of 11 & 17.The committee to consist of three parish councillors, two representatives from Fusion Youth & Community(Fusion) and one member of the public with teenage children and experience of youth work. To be known as  ‘The Youth Facilities Advisory Committee’.

Terms of reference:

  1. To act as the monitoring committee for the Youth Club activities now to be carried out by Fusion  in accordance with the agreement signed with them.
  2. To carry out detailed research into the needs and aspirations of young residents of the village and to investigate possible areas of land where these activities might take place.
  3. To do this by organising a house to house survey throughout the village of all residents.
  4. The committee to form a Steering Group of interested villagers, including the young people concerned, to undertake this work
  5. To report back to the Parish Council on the results and recommendations for action within the next twelve months.

16.    TO REVIEW THE GRASS CUTTING CONTRACT WITH BERINSFIELD BUSINESS COMMUNITY

17. TO CONSIDER A REQUEST FROM SODC FOR ROAD CLOSURES (AS  REQUESTED BY THE DIAMOND JUBILEE COMMITTEE) ON SUNDAY 3RD JULY

18.  FINANCIAL MANAGEMENT

a) Signing of completed copy of reconciled bank statement   by  Chairman &   RFO

b) Balances

After the cheques below have been paid the balances on the council’s accounts as at 16th April 2012 will be as follows:

:                                                                              Community     £2,346.49

Tracker          £122,085.25

Treasury         £60,302.00

SCHEDULE OF PAYMENTS  TO BE AUTHORISED

Payee Payment details Amount
Cheques paid
105508-512 GM/SW/JF/OCC/HMR&C April  sal/wages/pen/PAYE/NICs 3,300.33
105505 Southern Electric Electricity Jan-Mar 2012 57.23
105506+7 The Post Office Stamps 691.00
d/d Orange Internet charge April 18.37
Total £4,757.93
Cheques to Pay
105513 Sage(UK)Ltd Accounting stationary -invoices 66.53
105514 Lyreco Coloured paper 14.14
105515 Swift Digital Services Photocopier usage 54.65
GM/SW/JF/OCC/HMR&C April sal/wages/pen/PAYE/NICs 3,600.00
Total £3,735.32

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter Advertising 1,860.00
SODC 1st half of precept 52,304.50
Total £54,164.10

19.  REPORTS FROM OUTSIDE BODIES

i)        The Merry Bells Management Committee

ii)        The Howe Trust

iii)       The Park Sports Centre Joint User Group

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

i)         To receive a report of the latest meeting(s)

21.  CORRESPONDENCE

i) The Hasleys newsletter May 2012

ii) Wheatley URC Newsletter – May 2012

iii) Little Milton Newsletter – May 2012

iv) Letter of thanks from Fusion UK for grant aid

v) Letter of thanks from Oxfordshire Business Education Alliance for grant aid

vi) Notice from Thames Water that they intend to submit an application for planning permission to build a new reservoir next to the existing one at the top of Old Road. This could involve a substantial number of lorry movements through the village and up Old Road. They have been invited to the next Planning Committee

22.   CALENDAR OF MEETINGS.

i)    Planning Committee  – Wednesday June 13th 2012 – 7.30pm

ii)    F&GP Committee –  Monday 18th June 2012 – 7.30pm

iii)    Parish Council Meeting – Monday 4th July 2011– 7.30 pm