Wheatley Parish Council


MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 21st MARCH 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 & T Newman

 

OFFICER: THE CLERK: Gareth Morris

 

Also present; Parish Councillor R Bell


133. APOLOGIES FOR ABSENCE had been received from Cllr A Davies

 

 134. DECLARATIONS OF INTEREST – Cllr P Willmott for item 5, Wheatley Playing Field Trust

   

 135. MINUTES OF THE PREVIOUS MEETING HELD 15th FEBRUARY 2016 which had been circulated previously were signed as a correct and accurate record

 

136. UPDATE ON ITEMS FROM THE MINUTES 15TH FEBRUARY 2016

 i) Minute 119(i) – VPA Cherry tree in the Church Road Recreation Ground

A reply from Mr Savage (VPA) was read out. A cherry tree had been ordered. The clerk would talk to Richard Taylor about planting it.

The clerk suggested that we wait until the cherry trees along Roman Road have bloomed and then decide on the variety to replace them one that had been removed.

 

ii) Minute 119(ii) – Vehicle Activated signs (Letter to County Councillor Nimmo-Smith)

As a result of a number of mails from Cllr Newman nothing had been heard from Cty Cllr  Nimmo-Smith until today where he says he apologizes for the delay and has passed the matter on to the Deputy Director to investigate.

Cllr Hood proposed and Cllr Davies seconded that a letter is sent to the Leader of the Council, signed by the F&GP Cttee, with a copy of the clerk’s original letter saying the delay is intolerable shows the inefficient nature of the County Council. This was AGREED unanimously.

 

137. TO RECEIVE AN UPDATE ON THE SITUATION REGARDING THE LEASE BETWEEN THE PARISH COUNCIL AND THE WHEATLEY PLAYING FIELD TRUST.

Cllr Gregory reported on progress. A number of inspections had been organised. A productive meeting had been held between the council sub-group and the trustees.

A reply from the Trustees was awaited.

Cllr Newman reported on a site visit to the new pavilion development at Chinor that had been attended by members of the subgroup and the Trustees. A presentation had been given by a member of Chinnor’s Parish Council outlining how the project had been undertaken.

A lease was not yet in place in Chinor. All the funds had been raised by Chinnor parish Council

It was felt the visit had been extremely useful and Wheatley Parish Council could gain help from Chinnor in the future.

 

 138. TO CONSIDER THE PURCHASE OF A DATA PROJECTOR FOR USE BY THE PARISH COUNCIL AND THE NEIGHBOURHOOD PLAN GROUP.

It was AGREED to purchase a projector, screen and lead. These to be kept in the Parish Office when not in use.                  

The clerk would look in to the possibility of getting a front loaded debit or credit card that the Parish Council could use

 

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

The Clerk had asked Kavan Ring (Buryhook) to look at the land at the corner of St Mary’s Close and London Road. He would ask Tim O’Connor (Arbor) to cutback the tree at the end of the garages on Farm Close Road.

He understood that the hedge on the corner of Howe Close and Ladder Hill had been removed. However the owner of 1 Crown Road was still defying the County Council requests to cut back her hedge.

The trees along the northern side of the footpath from Farm Close Road to Farm Close   Lane would be removed when the end terrace house was redeveloped.

The clerk would contact Arbor to remove the dead bough on the plane tree on Littleworth Green

 

 140. TO CONSIDER THE GENERAL TIDINESS OF THE VILLAGE

After an extensive discussion the following suggestions were made:

  • A village clean up two or three times a year, to include road signs – this would need  organising, including equipment such as a pressure washer, brush etc. (this would need organising )– mention at APM?
  • A steel shed (Shed for Life) or a metal locker be purchased. Kept on ex toilet block land or in the locked alleyways at Cullum Road Recreation Ground
  • Bags of leaves eg from around St Mary’s Close tree could be taken to the wooded area owned by the Parish Council by the Holton Playing fields
  • Cllr Newman would ask SODC for a street cleaning schedule. Cllrs to draw up a list of roads that need cleaning.
  • The Sport’s Centre banner had been removed on the fence by the flyover had been taken down after a request from the clerk. A large board in the same location would be taken down.
  • SOHA to be contacted and asked to clean their signs at their various properties in the village
  • The clerk would ask the outside workers to clean in front of the shops on Sunday mornings when there were few if any cars parked there

141. GRANTS, LICENCES AND SUBSCRIPTIONS

 i) Fusion Youth & Community St George’s Day Community Funday – request for £325 as 50% of cost of climbing wall & bouncy castle (£275 last year) – Agreed £325

ii) Queen’s 90th Birthday party celebrations (£1,500 for marquee in 2012)

Cllr T Davies reported on progress made for a day of celebration with help from Sands Dance Group, the church and musicians.

Cllr Newman proposed and Seconded by Cllr Reilly up to £1,500 to be granted

Cllr Newman reported that SODC would be giving, on application, £1,600 to the Parish Council


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

The footpath behind Barlows Close had now been cleared. It was agreed that Green Scythe had done a very good job.

It was Agreed that a brush cutter be used a couple of times a year to keep the path tidy. Advice to be sought on further clearance.

It was Agreed that the councillors walks around the village be done again this year. Cllr Newman volunteered to organise.

 

143. TO RECEIVE AN UPDATE ON THE SITUATION OF THE MAPLE TREE CHILDREN’S CENTRE

Cllr Newman was to attend a meeting on the matter which would be talking about raising finance for non-statutory provision. Statutory provision would be provided at a ‘hub’ in Barton

 

144. CLERK UPDATE

i)  Rock fall in Church Road Recreation Ground.

A rock fall had occurred from the cliff face at the north end of the recreation ground.

The clerk passed around photographs. Cllr Newman supplied the name of a surveyor. The clerk would contact the surveyor and arrange a site visit

ii) OCC would be resurfacing London Road, from Sunnyside to The Avenue, starting  on 5th.  A diversion along Old London Road would be in place.

145. FINANCIAL MANAGEMENT

a) Budget to the end of February 2016 was discussed

A  completed copy of 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 15th February will be as follows:

 Community        £2,845.15

 Tracker            £91,461.78

 Treasury            £60,887.99

 

146. SCHEDULE OF PAYMENTS TO BE AUTHORISED

 

Cheque no. Payee Payment details Amount
Cheques paid
106432-106437 GM/SW/JF/OCC/AR/HMR&C Jan sals/wages/pen/PAYE/NIC 4,047.97
106442 Lyreco Ltd Photocopier paper 36.20
d/d Barclays Bank Charges 13/01/16-14/02/16 26.65
Total £4,104.82
Cheques to Pay
106438 Safe and Sound Playgrounds Replacement of nest swing leg 918.00
106439 Berinsfield Community Business Verges – Feb 608.33
106440 Mainstream Digital Phone calls 04/02/16-26/02/16 1.51
106441 M Aitken Plants for the Memorial Gardens 49.00
106443 Thames Water Memorial Gardens–30.12.-6.03.16 8.22
106444 SODC Dog bins 01.10.15-31.03.16 200.93
 106445 Green Scythe Ltd Clear path behind Barlow’s Close 1,677.60
106446 Irwin Mitchell Village Green Application 234.40
106447 T Newman Carbon Monoxide Alarm 59.98
106448 Merry Bells Recharge for gas used 52.04
106448 Merry Bells Hire of hall and coffee room 171.00
S/O Wheatley Playing Field Trust Monthly standing order 833.33
GM/SW/JF/AR/OCC//HMR&C Mar sals/wages/pen/PAYE/NICs 4,200.00
Total                   £8,984.34

 

 

INCOME RECEIVED SINCE LAST MEETING

 

Income details Amount
Newsletter Advertising 1,540.00
WPFT Feb repayments of loan 500.00
Total £2,040.00


147. PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED

i) The Haseleys March 2016*

ii) Little Milton Newsletter – March 2016*

iii) Great Milton Bulletin – February 2016*

iv) URC Newsletter – March 2016*

v) Holton, Waterperry & Waterstock News – March 2016*

vi) Tiddington with Albury and Milton Common – February/March 2016*

vii) TVP Neighbourhood Team – Wheatley/Chalgrove January 2016 Newsletter*

viii) Green Belt Network Newsletter March 2016*

* On display in Parish Office

 

 

148. DATE OF NEXT MEETING – 18th APRIL 2016 – noted

 

149. ITEMS FOR INFORMATION

 The clerk reported that the diocese had approved the new position for the bench in the Memorial Gardens. The forms to obtain a Faculty now had to be filled and sent to the Parochial Church Council

Cllr Carr would check if the stories that the CAB had closed its Wheatley outreach office in the URC were correct


The meeting closed at 9.20pm

Wheatley Parish Council
MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 15th FEBRUARY 2016 IN THE MERRY BELLS COFFEE ROOM AT 7.30PM
PRESENT: Councillors: P Gregory (Chairman), G Stephens, J Carr, P Hood, P Willmott (until 8.10pm), R Reilly, T Davies & A Davies

OFFICER: THE CLERK: Gareth Morris

Also present; County Councillor Anne Purse & 2 members of the public

116. APOLOGIES FOR ABSENCE been received from Cllr Newman

117. DECLARATIONS OF INTEREST – Cllrs Stephens & Cllr Willmott for item 5 as they were both members of the Playing Field Trust

118. MINUTES OF THE PREVIOUS MEETING HELD 18th JANUARY2016 – which had been circulated previously were signed as a correct and accurate record

119. UPDATE ON ITEMS FROM THE MINUTES 18TH JANUARY 2016
i) Minute101(i) – VPA Cherry tree in the Church Road Recreation Ground
The clerk had contacted Aaron Savage of VPA and asked him to contact the office but he hadn’t as yet
ii) Minute 101(ii) – Vehicle Activated Signs –The Chairman and the Clerk had written to County Councillor David Nimmo Smith, Cabinet member for Environment, on 4th, outlining the Parish Council’s grievance with the County Council over the delay in getting the paperwork out to the Parish Council so the signs could be installed. A reply had been received that day which said the letter had been forwarded to the relevant officers and (they) would respond in full as soon as possible. The committee expressed its disappointment at the delay by the County Council.
County Cllr Anne Purse, at her Saturday Surgery had been asked to take up the matter which she would do when she attended the County Council on Tuesday.
iii) Minute 101(iv) – Littleworth Allotments – the Chairman of the Committee and the clerk had held a site meeting with a number of allotment holders the previous Friday. This had proved very useful in hopefully allying fears of the allotment holders of the parish Council’s intention of keeping the land for allotments and in finding out from the allotment holders the which land they owned and which land the Parish Council owned.
iv) Minute 115 – 3rd bullet point – bus subsidies. Cllr Tim Davies, the Parish Council’s Public Transport representative, had hosted an extremely successful public meeting for residents from a number of parishes which had been attended by a representative of Heyfordian Buses who have devised a new timetable to replace the 103/104.

120. TO RECOMMEND TO FULL COUNCIL LEASE AND GRANT AGREEMENTS BETWEEN THE PARISH COUNCIL AND THE WHEATLEY PLAYING FIELD TRUST

The chairman reminded the committee that at its last meeting Cllrs Newman, Gregory and Carr and the clerk had been tasked with dealing with the lease and solicitors. They had met on three occasions and had had one meeting with the solicitors at their offices.
This had resulted in the lease that was now before the committee for recommendation to full council. When the clerk circulated the lease, councillors were asked to submit questions before this meeting so answers could be ascertained. Only Cllr Bell had done so. The address given in the lease was the address.of the Councillor who filled in the application form for the Charities Commissioners. The official address was in fact the Parish Office.
Was it sensible to have the postal address of the trust at the pavilions, the same address could be used as in the first instance. What about the ability of the Rugby Club to be able to apply for grants. The Rugby Club could be granted a separate lease covering the land they occupy. Who seeks planning permission? The Trust or the freeholder? Either could, but the solicitor suggested it should be the body gaining the most, in this case, the Trust.

The Chairman said that our solicitors had asked for the names of the Trust’s solicitors.

Cllr T Davies had a number of question; the first was reinstatement and the second was on the tenant using the land as collateral for a loan and the third was on the review of the rent. The Chairman asked Cllr T Davies if he could put these questions in writing to the clerk. This he said he would do.

Cllr Willmott said that the Trust could not operate under the lease in its current form, it was totally in appropriate, a management committee might as well be used. If the terms are not suitable for the Trust then the Trust will dissolve. If a lease was not in place by Easter, when the Trust had to produce their accounts then the Trust would dissolve. Cllr Willmott went on to say that the Parish Council had not accepted its ownership or responsibility for the playing fields since September 2015. He said that there was a fire risk, Legionnaires Disease, complete disregard for social inclusion as there is no disabled access to the buildings.

8.10pm Cllr Willmott left the meeting
Cllr Davies proposed and Cllr Reilly seconded that a break clause in the lease be 40 years. There vote was tied with 3 votes in favour and 3 votes against with 1 abstention. The Chairman used his casting vote against the proposal (Standing Order 58). The motion thus Failed.

Cllr Carr proposed and Cllr Hood seconded that the council undertakes a Health and Safety repot on the buildings at the sports field. This was Agreed by 6 votes in favour with 1 abstention

Cllr Hood proposed and Cllr Reilly seconded that the committee was not in a position to recommend the lease to full council. This was Agreed with 6 votes in favour and 1 abstention

The Chairman asked if the committee was happy if the 4 people (Cllrs Gregory, Carr and Newman and the clerk) who had been dealing with the lease and the solicitors continue to act on behalf of the Parish Council. This was agreed.

Cllr T Davis proposed and Cllr Reilly seconded that the Trust is written to expressing regret that the committee was not in a position to recommend the lease to full council and that the Trust is asked for their Heads of Terms. This was Agreed by 6 votes in favour and 1 abstention.

121. TO CONSIDER THE NUMBER OF ADVERTISING SIGNS IN THE VILLAGE
It was suggested that a standard letter be prepared in the Parish Office which could be sent as a matter of course to the offending Estate Agent or business.

122. TO CONSIDER THE CONDITION OF THE TREES WITHIN THE VILLAGE AND WHAT ACTIONS ARE NECESSARY
Land at the eastern corner of St Mary’s Close and London Road. It was Agreed to ask Kavan Ring (Buryhook) to attend to the trees and vegetation.

123. TO CONSIDER SUPPORT FOR THE MAPLE TREE CHILDREN’S CENTRE
The County Council was to decide the budget the next day.

124. GRANTS, LICENCES AND SUBSCRIPTIONS – None

125. CONSIDER THE REPORTS ON THE PARISH COUNCILLORS’ WALKS
AROUND THE VILLAGE
The footpath alongside the Ambrose Rise stream had been strummed and tidied up
Footpath at the back of Barlow’s Close – a quote for the removal of the vegetation etc. had been received from Green Scythe for £1,398.00 (ex VAT)
Cllr Stephens proposed and Cllr Hood seconded that the Parish Council goes ahead with work. The was Agreed unanimously

Cllr Stephens proposed and Cllr Hood seconded the Parish Council pursues a claim for the ownership of the land. This was Agreed unanimously

126. TO CONSIDER THE REQUEST FROM THE NEIGHBOURHOOD ACTION GROUP FOR A JOINT PARISH COUNCIL/THAMES VALLEY POLICE ACTION DAY
It was Agreed to invite Inspector Harling (TVP) to the Parish Council meeting on
Monday 7th March

127. CLERK UPDATE
i) Repair to Nest Swing, Church Road Recreation Ground – repairs had been completed the previous Friday.
ii) Litter Pick – “Clean for the Queen”
There had been a request from Mr Kevin Heritage at Wheatley Park School was that could a group of pupils do a ‘clean up’ of the council’s recreation areas on Friday 4th March.
iii) HM Lord-Lieutenant of Oxfordshire, HM the Queen’s 90th Birthday. Celebrations in June 2016.
Cllr T Davies was hosting a meeting of interested parties on the next Wednesday.
iv) Request from Fusion Youth and Community to use Church Road Recreation Ground on Saturday 23rd April for their St George’s Day Funday – GRANTED
v) Request for Wheatley May Day Committee to us Church Road Recreation for the Maypole Celebrations on Monday 2nd May 2016 – GRANTED
vi) Request for grants from SODC – noticeboards, benches, cycle sheds (Merry Bells) – It was felt that the Merry Bells should make their own application.

128. FINANCIAL MANAGEMENT
a) Budget to the end of January 2016 had been circulated with the Agenda
Signing of A completed copy of 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 15th February will be as follows:
Community £3,680.09
Tracker £98,461.78
Treasury £60,887.99

129. SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
106396-402 GM/SW/JF/OCC/AR/HMR&C Jan sals/wages/pen/PAYE/NIC 4,332.21
106421 Arbor – Tree Specialists St Marys/L’worth Green/FCR path 1,480.00
106423 Holton Village Hall Neighbourhood Plan meeting 36.25
d/d Barclays Bank Charges 14/12/15-12/01/16 23.13
Total £5,871.59
Cheques to Pay
106422 Annette Richards Feb/Mar newsletter 680.00
106424 Buryhook (Kavan Ring) Xmas tree/willows Kelly’s Rd. 876.00
106425 Swift Digital services photocopies 50.09
106426 Parchment Printers Feb/Mar newsletter 1,871.30
106427 Mainstream Digital Telephone calls 4/1/16-28/1/16 1.79
106428 J Carr Postal surcharge 1.50
106429 The Post Office Stamps 350.00
106430 Green Scythe Ltd Ambrose Rise Footpath 333.60
106431 Berinsfield Community Business Verges January payment 608.33
S/O Wheatley Playing Field Trust Monthly standing order 833.33
GM/SW/JF/AR/OCC//HMR&C Feb sals/wages/pen/PAYE/NICs 4,000.00
Total £8,314.01

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Treasury Bill Interest 37.21
Newsletter Advertising 100.00
WPFT Feb repayments of loan 500.00
Total £637.21
130. PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED
i) The Haseleys February 2016*
ii) Little Milton Newsletter – February 2016*
iii) Great Milton Bulletin – January/February 2016*
iv) URC Newsletter – January 2016*
v) Holton, Waterperry & Waterstock News – January 2016*
vi) Tiddington with Albury and Milton Common – February/March 2016*
vii) TVP Neighbourhood Team – Wheatley/Chalgrove January 2016 Newsletter*

* On display in Parish Office

131. DATE OF NEXT MEETING – 21st March 2016 – noted

132. ITEMS FOR INFORMATION – None

The meeting closed 8.42pm

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 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

DRAFT – Subject to confirmation
MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 16TH NOVEMBER 2015 IN THE MERRY BELLS COFFEE ROOM AT 7.30PM
PRESENT: Councillors J Carr (Chairman), A Davies, P Hood, R J Reilly, P Willmott, G Stephens and T Newman

OFFICER: THE CLERK: Gareth Morris

Also present: Cllr R Bell and one member of the public
In the absence of the Chairman and Vice-Chairman of the Committee it was agreed that Cllr J Carr should chair the meeting

70. APOLOGIES FOR ABSENCE had been received from Cllrs Gregory, G Birks and T Davies

71. DECLARATIONS OF INTEREST – None

72. MINUTES OF THE PREVIOUS MEETING HELD 19th OCTOBER 2015 which had been circulated previously were signed as a correct and accurate record.

73. UPDATE ON ITEMS FROM THE MINUTES 19TH OCTOBER 2015
i) Minute 27(iv) – Village Produce Association Cherry tree in the Memorial Gardens – the VPA had changed its request to planting a tree in Church Road Recreation Ground. The committee has no objection to this. The clerk to facilitate
ii) Minute 57(i) – Vehicle Activated signs – MDMessagemaker had sent a quotation of £15,120, including installation. The clerk had informed OCC of the Parish Council’s intentions and had received this reply: “The original signs were to be placed on lamp columns so the locations will be different for those originally agreed, new positions will therefore need to be agreed. The design of the proposed signage will need to comply with the Department for Transport guidelines as the proposed signs are to be located on the public highway, details of this can be found at http://tsrgd.co.uk/pdf/tal/2003/tal-1-03.pdf. The installation procedure will require Oxfordshire County Council agreement.”
The clerk be will contacting MD Messagemaker and OCC further.
iii) Minute 59 – Double decker buses for school transport. The clerk was yet to contact OCC. Cllr Newman had contacted Wheatley Park School and they would be putting the matter on their next Transport Plan meeting
iv) Minute 61 – Littleworth Allotments A letter had been sent out to all allotment holders saying that the parish Council was a little worried about the untidy state of some of the allotments, asking for their future intentions and if they had any views for the future. Two replies had been received and two allotment holders had been in to the office. A common view expressed was the desire to purchase their allotment. It was also clear that there is confusion over boundaries between the householders land and the allotment land. Site visits would be held.

74. TO CONTINUE THE BUDGET PROCESS FOR THE FINANCIAL YEAR 2016-2017
The budgets were presented in landscape form as requested with a comments column.
2015-2016 budget – at the moment it looks as if there would be a draw down from reserves of £33,000. This had been planned for in last year’s budget process. £1,000 had been added to expenditure for expenditure on the Neighbourhood Plan.
2016-2017 budget – SODC would be withdrawing the Council Tax Support Grant from Parishes. For 2015-16 this amounted to £3,500 for Wheatley. This would mean a reduction in income for 2016-17. £18,500 expenditure on the Neighbourhood Plan had been allowed for, offset by an expected £18,500 of grant income.
It was also felt that the Parish should assume no money from the County Council to help with grass verge cutting. An income loss of around £1,000.
The tax base figures for 2016-2017 had just been received which showed an extremely small increase for Wheatley. Every £1,000 increase in the precept would add 58p per year to a band ‘D’ property.
Cllr Newman informed the committee that the development on London Road could result in the Parish Council receiving a share in the Section 106 payments of around £200,000. This could go towards the sports pavilions and pitches, open spaces and play equipment and other infrastructure. This payment was not yet confirmed.
It was agreed that an amount should be earmarked for the refurbishment of Farm Close Recreation Ground.
All councillors are requested to consider items for next year’s budget.

75. TO CONSIDER SUPPORT FOR THE MAPLE TREE CHILDREN’S CENTRE
This item had been referred to F&GP by the full Parish Council meeting.
The Centres had been told that if they could raise between £30,000 and £40,000 each, then the centre could stay open.
Councillors felt that the centre should be supported but that the parish couldn’t afford that kind of sum for what would be an ongoing commitment especially given the other pressures on the budget following withdrawal of other county and district financial support.
The committee asked Ms Job, who had attended on behalf of the centre to try and give the Parish Council the number of people from Wheatley who had used the centre. Once in possession of those numbers the committee would be in a position to agree the amount of support they were prepared to give either as a one off amount or ongoing. This was AGREED

76. TO CONSIDER THE CONDITION OF THE TREES WITHIN THE VILLAGE AND WHAT ACTIONS ARE NECESSARY
The trees along the footpath from Farm Close Road to Farm Close Lane (north
side) – Shortlift Ltd (the owners of the land) had asked for the name of local contractors to carry out the work, which was a positive step but now required a further letter from the Parish council requesting the work be carried out. This he would do.

77. GRANTS, LICENCES AND SUBSCRIPTIONS
i) Sue Ryder Nettlebed Hospice – £50 in 2014/15 – AGREED £50.00
78. TO CONSIDER THE REPORTS ON THE PARISH COUNCILLORS’ WALKS
AROUND THE VILLAGE
Footpath along the rear of Barlow’s Close – it was Agreed that the adoption of
this footpath should be brought to the next full council meeting but in the
meantime advice should be sought as to the process.
It was also AGREED that the Council should pursue its claim to ownership of
the strip of land from Coopers Close to the concrete apron in front of the
industrial units.

79. TO CONSIDER THE LOAN OF HAND TOOLS FOR HEDGE TRIMMING
Cllr Stephens felt that perhaps the reason for overhanging hedges was that
home owners did not have the right tools to do the job. He proposed that the Parish
Council buy some hand tools to loan out to residents so they could undertake
the job. This was AGREED. Cllr Stephens would advertise this service in the Newsletter in the Spring.

80. CLERK UPDATE
i) VPA Request to plant a cherry tree in Church Road Recreation Ground. See
minute 73(i)
ii) Gardener for the Memorial Gardens – The clerk had employed gardener from
Wheatley to tidy up the Memorial Gardens prior to Remembrance Sunday. He would also tend to the planter outside Costcutter and continue to look after the Memorial Gardens.
iii) Historic England were considering giving listed status to the Wheatley War Memorial

81. FINANCIAL MANAGEMENT
a) The Budget to the end of October 2015 had been circulated
The Signing of completed copy of the reconciled bank statement was undertaken by the 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 £2,532.48
Tracker £132,443.90
Treasury £60,774.98
82. SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
106289-95,98 GM/SW/JF/OCC/AR/HMR&C Oct sals/wages/pen/PAYE/NIC 4,423.10
102844 South and Vale Carers Grant Aid 200.00
106285 Royal British Legion Wreath 40.00
106286 Oxon Playing Fields Association 2015 -02016 Subscription 50.00
106287 Oxfordshire Assoc. for the Blind Grant Aid 250.00
106290 Wheatley Primary School Hire of Hall 63.75
106296 Post Office Stamps 243.00
106297 Lynx dpm Ltd Neighbourhood Plan Flyer 325.00
Total £5,594.85
Cheques to Pay
106299 Taylor Landscapes Removal of damaged bollard 42.00
106300 SODC Dog bin emptying 1/4/15-30/9/15 200.93
106301 Irwin Mitchell Solicitors Fees Village Green Application 1,015.20
106302 Swift Digital Services Photocopying 21/07/15-20/10/15 22.42
106303 Green Scythe Ltd Rec cutting Sept x 2 466.34
106303 Green Scythe Ltd Recs Oct + Ambrose Rise ditch 1,283.17
106304 Lyreco Desk Calendar 10.67
106305 Mainstream Digital Ltd Phone calls Oct 2015 0.67
106306 A Walkey Travel to Witney –Training 18.19
106307 Grzegorz Zasuwa Office window cleaning 5.00
106308 Berinsfield Community Business Verges Oct payment 608.33
GM/SW/JF/AR/OCC//HMR&C Sept sal/wages/pen/PAYE/NICs 4,300.00
Total £7,972.92

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Treasury Bill Interest 38.20
Newsletter Advertising 4,722.00
Newsletter Payments 12.50
Total £4,772.70

83. PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED
i) The Haseleys – November 2015*
ii) Little Milton Newsletters –November 2015*
iii) Great Milton Bulletin – October 2015*
iv) URC Newsletter – November 2015*
v) Local Council Review (LCR) Summer 2015*
vi) Tiddington with Albury and Milton Common Newsletter October/November 2015
vii) CPRE ‘Countryside Voice’ & ‘Field Work’ – Summer 2015
viii) Oxfordshire Association of the Blind – Thank You for Grant Aid
ix) TVP Neighbourhood Policing – November 2015 newsletter*
* On display in Parish Office

84. DATE OF NEXT MEETING – 21st DECEMBER 2015 – NOTED
Cllr A Davies sends her apologies

85. ITEMS FOR INFORMATION

• The Clerk apologised that he hadn’t put the suggestion from the Neighbourhood Action to hold a joint TVP/Parish Council Action Day on the Agenda
• Cllr Newman requested a ‘No Dogs Allowed’ sign be put on the new gate in to Church Road Recreation ground.
• The new owner of “Miss Tomb’s Field” as registered with the Land Registry is a Swiss Company.
• Cllr Willmott said that the final accounts of the now defunct Wheatley Park Sportsfield Management Committee were about to be audited, it showed that the Parish Council was liable to pay around £2,500
• Cllr Carr would like the purchase of the new noticeboards to be put on the agenda

Wheatley Parish Council

DRAFT – SUBJECT TO CONFIRMATION

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 19th OCTOBER 2015 IN THE MERRY BELLS COFFEE ROOM AT 7.30PM
PRESENT: Councillors P Gregory (Chairman), J Carr, A Davies, T Davies, P Hood, R J Reilly, P Willmott, G Stephens and T Newman (until 8.20pm)

OFFICER: THE CLERK: Gareth Morris

Also present: Cllr A Walkey and one member of the public

54. APOLOGIES FOR ABSENCE had been received from Cllr Birks

55. DECLARATIONS OF INTEREST – none

56. MINUTES OF THE PREVIOUS MEETING HELD 21st SEPTEMBER 2015 which had been circulated previously were signed as a correct and accurate record

57. UPDATE ON ITEMS FROM THE MINUTES 21st SEPTEMBER 2015
i) Minute 38 – Vehicle Activated Signs – Cllr Gregory and the Clerk had met with a representative of MDMessagemaker who would inspect the sites and give a quote for the 4 signs and installation costs. The clerk would contact OCC Highways to find out their requirements.
ii) Minute 45 – Safety Inspection of Playgrounds. – work was continuing on implementing the recommendations from the Playground Inspector. The Clerk and Cllrs Gregory and Hood and visited Church Road recreation ground and were all perplexed as to what the Inspector was concerned about entrapment at the gates. One of the gates had been in use for decades and the Clerk knew of no incidents. The clerk would go back to the Inspector and ask for clarification.
iii) Minute 53 – Tender for tree work within the village – the work should start in November
iv) Minute 46(v) – Land Registry details – some addresses for the Parish Council were incorrect and would have to be changed. Also some of parcels of land were not registered at the Land Registry. This would have to done.

58. TO BEGIN THE BUDGET PROCESS FOR THE FINANCIAL YEAR 2016-2017
A Draft (1) Revised Budget 2015-2016 & Draft (1) Budget 2016-2017 had been circulated with the Agenda
The clerk explained that the Parish Council agrees its budget and precept at the January council meeting ready for submission to SODC
The clerk explained that he had added £1,000 for this year for expenditure on the Neighbourhood Plan. Councillors could suggest areas for expenditure (e.g. for the development of Farm Close Road recreation ground).or changes in the amounts proposed. It was pointed out that running down reserves each year was not desirable. Cllrs Newman and T Davies offered their assistance. The clerk agreed to allow for a ‘comments’ column on the budget papers and to circulate the budget summary that was agreed at the January 2014 meeting.
As far as expenditure/income for the neighbourhood plan, it was felt that this would have a neutral effect on the overall budget i.e. the same amount for income and for expenditure.

59. TO CONSIDER THE USE OF DOUBLE DECKER BUSES FOR SCHOOL TRANSPORT THROUGH THE VILLAGE – Cllr Gregory’s paper that expressed his concern that Walters Coaches had used double-decker buses going through the village for their school transport .had been circulated with the Agenda. These buses were not suited to the roads (Ladder Hill/Station Road/High Street/the Sun corner) and the speed through the village was also a cause for concern.
Agreed – Cllr Newman would take the concerns back to Wheatley Park School and the clerk to write to the OCC Schools Transport section and ask for a risk assessment on the use of double-deckers through Wheatley
8.20pm Cllr Newman left the meeting

60. TO CONSIDER THE CONDITION OF THE TREES WITHIN THE VILLAGE AND WHAT ACTIONS ARE NECESSARY
The Clerk had written to OCC Highways re overhangs at Howe Close/Ladder Hill junction, Crown Road to Orchard Close, Holloway Road and Crown Square

Trees along the footpath from Farm Close Road to Farm Close Lane. The clerk had received a reply from Shortlift Ltd who owns the land to the north who asked for local contractors who could deal with the trees. The householder to the south had admitted to ownership of those trees. But said he could not afford to deal with them.
It was suggested that the local contractor who dealt with trees on the north might be able to do something to those on the south

61. TO CONSIDER MATTERS RELATING TO THE LITTLEWORTH ALLOTMENTS
Cllr Gregory’s report on his inspection on the condition of the allotments had been circulated with the Agenda
Agreed to carry out Cllr Gregory’s recommendations and that the land by signed as Parish Council owned land. This should be considered for all the Council’s land.

62. TO CONSIDER THE REPORTS ON THE PARISH COUNCILLORS’ WALKS AROUND THE VILLAGE
Ambrose ditch – the clerk had asked Green Scythe to cut down and remove the cuttings. It would cost £875. It was Agreed that the clerk ask Green Scythe to do regular maintenance to that path and bank.
Cllr T Davies reported that the Flood group was thinking of calling a meeting of those residents who had been affected by flooding in the past to point out what the Parish Council had done in the past to try and alleviate the problem and that volunteers could be called on to clear the ditch etc.

Cherry tree replacement on Crown Road/Roman Rd junction. The clerk had received the OCC conditions that had to be adhered to for planting. The clerk was asked to find out. If these conditions applied to replacement planting.

63. CLERK UPDATE
i) Closure of Wheatley Branch, Barclays – the clerk reported that as the Post Office would not accept work from business that bank with Barclays it means that all monies that the council needs to pay in would have to be taken to Barclays branches in Thame/Cowley/Headington. Councillors suggested that they could help with this.

64. GRANTS, LICENCES AND SUBSCRIPTIONS
i) South and Vale Carers – 2014-216 5 carers and their families supported £200 in £2014-15. £200 AGREED
ii) Sue Ryder Nettlebed Hospice – £50 in 2014/15 – deferred until more information received
iii) Royal British Legion – wreath – £40 – AGREED
iv) Oxfordshire playing Fields Association (OPFA) 2015 Subscription – £50.00 AGREED
v) Oxfordshire Association for the Blind- £250 in 2014/15 -19 Wheatley residents helped £250 AGREED

65 FINANCIAL MANAGEMENT
a) Budget to the end of September 2015 was noted
A completed 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 19th October 2015 will be as follows:
Community £1,307.17
Tracker £138,428.32
Treasury £60,774.98

66. SCHEDULE OF PAYMENTS TO BE AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
106265-106270 GM/SW/JF/OCC/AR/HMR&C Sept sal/wages/NIC/Pension/exps 4333.58
Total £4,333.58
Cheques to Pay
106271 Sage UK Ltd Invoices/credit notes 102.96
106272 The Merry Bells Office rental 25.09.15-24.12.15 1,133.02
106273 Lyreco Envelopes & box files 50.58
106274 Mainstream Digital Calls,phone book entry, line rental 75.66
106275 Parchments Oct/Nov Newsletter 1,871.30
106276 Annette Richards Oct/Nov Newsletter 680.00
106277 Arbor Tree Specialists Trim hedge in Memorial Gardens 150.00
106278 Grzegorz Zasuwa Office window cleaning 5.00
105279 Green Scythe Recs cutting August 233.17
106281 Merry Bells Gas recharge April-Sept 35.15
106282 Southern Electric Electricity July – October 76.11
106280 Berinsfield Community Business Verges – Sept cut 608.33
106283 Ordnance survey Map Copying Licence 54.75
GM/SW/JF/AR/OCC/HMR&C Oct sal/wages/NIC/Pension/exps 4,500.00
Total £9,621.03
INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Treasury Bill Interest 38.20
Tracker Account Interest 15.58
Photocopying 13.20
Newsletter Advertising 230.00
Newsletter subscription 37.50
Allotments 60.00
Wheatley Plying Field Trust – repayment 500.00

Total £894.48

67. PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED
i) The Haseleys – October 2015*
ii) Little Milton Newsletters –October 2015*
iii) Great Milton Bulletin – August 2015*
iv) URC Newsletter – October 2015*
v) Tiddington with Albury and Milton Common Newsletter Oct/Nov 2015
vi) TVP Neighbourhood Team October newsletter
vii) Oxford Brookes – Lectures, Exhibitions, Debates – What’s on at Brookes 2015/16
viii) International Tree Foundation –‘trees’ – Journal of ITF –Oct 2015*
ix) Local Council Review – Autumn 2015*
x) Holton, Waterperry & Waterstock News- October 2105

* On display in Parish Office

68. DATE OF NEXT MEETING – 16th November 2015 – NOTED

69. ITEMS FOR INFORMATION

• Cllr Davies – as Green Belt review included the primary school playing fields he felt that it would seem unlikely that the County Council would want to grant Village Green Status

Meeting closed at 8.58pm

Wheatley Parish Council

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

PRESENT: Councillors P Gregory (Chairman) A Davies, G Birks (until 9.55pm), T Davies, P Hood, R J Reilly, P Willmott, G Stephens and T Newman.

OFFICER: THE CLERK: Gareth Morris

33. APOLOGIES FOR ABSENCE had been received from Cllr Carr

34. DECLARATIONS OF INTEREST
• Cllrs Stephens and Gregory declared an interest in item 21 (Tender for tree work) because they had used one of the contractors who had tendered
• Cllr Willmott declared an interest in item 8 as he knew the resident in question

35. MINUTES OF THE PREVIOUS MEETING HELD 20th July 2015 which had been
circulated previously were signed as a correct and accurate record after the
following amendments had been made:
Minute 24 (page 11) 5th line – Change ‘Lanes’ to ‘Lane’
Minute 24 (page12) – add further bullet point – “Parking in the village should be looked at in a holistic way rather than in a piecemeal manner”
Minute 25(ii) – delete ‘70 litres’ replace with ‘430 bags of 70 litres’ each

36. UPDATE ON ITEMS FROM THE MINUTES 20th July 2015
i) Minute 25 – Repairs to Cullum Road Recreation ground –The nest swing leg had been replaced. The bags of bark for the safety surfaces had been spread by a team of councillors, residents and children
Ii) Minute 27(iv) – VPA Cherry tree in the Memorial Gardens – A reply was awaited from the VPA
iii) Minute 27 (v) Bench for Ambrose Rise bus stop – This had now been installed and was appreciated by residents.

37. TO CONSIDER OALC TRAINING COURSES
i) Planning – 3rd November – £35 -3 people have expressed an interest in attending
NOTED & AGREED

38. TO CONSIDER VARIOUS TRAFFIC MATTERS IN THE VILLAGE
i) Vehicle Activated signs
The Chairman spoke to his paper on the cost of Vehicle Activated Signs, which had been circulated with the Agenda. Following a discussion on the merits or otherwise of going with the OCC solar powered signs with the 30 year commuted sum for maintenance and installation which was far the most expensive option Cllr Newman proposed and Cllr Reilly seconded that the parish Council purchase 4 solar powered signs from MD Message Maker at £2,685, £10,740.00 in total (plus VAT and installation)
This was AGREED unanimously.

39. TO CONSIDER THE CONDITION OF THE TREES WITHIN THE VILLAGE AND WHAT ACTIONS ARE NECESSARY
• Cllr Stephens reported a large branch had fallen from the plane tree on Littleworth Road
• The hedge at 1 Crown Road had been cut back but still posed an obstruction to those on the pavement – clerk to report
• Footpath between Orchard Close and Crown Road – tree overhanging clerk to report
• Holloway Road (between gate to surgery and scout hut. The upper part of Holloway Road had been cut back the lower part still needed to be done. Clerk to report.
• Hedge at junction of Howe Close and ladder Hill. Clerk to re-report.

40. TO CONSIDER THE REQUEST FROM A RESIDENT OF LITTLEWORTH TO PURCHASE A PORTION OF THE LITTLEWORTH ALLOTMENT LAND
As the provision of allotments was one duty of a Parish Council disposal of such land would be difficult and controversial. There the committee was not prepared
agree to the resident’s request. They had no objection to the resident erecting a 6ft on their property

41. TO BEGIN THE BUDGET PROCESS FOR THE FINANCIAL YEAR 2016-2017
The Clerk reminded the committee that the budget process for 2016-2017 would begin at the next meeting with the intention of recommending the budget and precept at the January 2017 Council meeting

42. TO REVIEW THE CHARGES MADE BY WHEATLEY PARISH COUNCIL FOR SERVICES PROVIDED

• Allotments – charges raised in September 2012 from £6.00 to £10 per plot. Recommend – No Change – AGREED
• Advertisements in Wheatley Newsletter – these charges had only recently increased in January 2011 – Recommend No change for the moment unless 4 pages of colour are agreed – AGREED that this would be looked at further
• Charges for information.- Recommend to keep the existing charges 5p/10p per sheet photocopying – AGREED
• Newsletter subscription – has been £6.00 per annum (6 copies) for a number of years. Printing cost is 89p per newsletter and postage (2nd class) is £1.19 = £12.48 for 6 copies. Recommend £12.50 per annum.
AGREED

43. GRANTS, LICENCES AND SUBSCRIPTIONS
i) South and Vale Carers – £200 in 2014-15 – deferred until next meeting
ii) International Tree Foundation – 2015/16 subscription – £50 – AGREED
iii) Wheatley Park School prize giving – £250 in 2014-15 – AGREED
iv) Sue Ryder Nettlebed Hospice – £50 in 2014/15 – deferred until next meeting

44. TO CONSIDER THE REPORTS ON THE PARISH COUNCILLORS’ WALKS AROUND THE VILLAGE
The reports on the two walks had been circulated to all councillors.
The outside workers would be asked to sweep the ally between High Street and Farm Close Road and to strim along the footpath to Kelham Hall Drive and Ladder Hill. The exposed cable mentioned had been reported via the OCC web site,’Fix-My Street’. The trees along the footpath to Station Road were subject to the Tenders to be discussed under item 21. The clerk had contacted both the resident and Shortlift Limited re the trees alongside the footpath to Farm Close Lane.
The clerk would contact Green Scythe re work on the banks of the Ambrose Rise ditch
The Parish Council might consider adopting the path from Cooper’s Close to Littleworth Road
Consideration should be given to better footpath signs.
Cllr Gregory was willing to inspect the allotments.
It was suggested that signs be erected on the Parish Council’s allotment land to prevent against ‘adverse possession’.
The committee thanked Cllr Bell for organising the walks which had been extremely informative and useful

45. TO CONSIDER THE SAFETY REPORT ON THE PLAY EQUIPMENT IN THE RECREATION GROUNDS CARRIED OUT BY ZURICH ENGINEERING LTD
The clerk took the committee through the process of playground inspection. An outdoor worker checked the recreation areas each week for defects etc and each inspection was noted in a log book. Every month or so these log books are checked and signed by the clerk and defects chased up. Every year, in September, the areas are inspected by a specialist, in Wheatley’s case this is Zurich Insurance. This September’s inspection had resulted in no major safety defects but had highlighted issues with the hinges on the gates in Church Road Recreation ground and the possibility of entrapment. Cllrs Gregory and Hood would investigate.

46. CLERK UPDATE
i) Garden waste bin for the Parish Council – was now kept in the Memorial Gardens
ii) VPA Request to plant a cherry tree in the Memorial Gardens.- see minute 36(ii)
iii) Bench for Ambrose Rise bus stop – see minute 36(iii)
iv) Village Christmas tree – Agreed to purchase as in previous years
v) Report on SLCC ‘Roadshow’ in Kettering – the clerk gave a verbal report. One area that needed to be checked was to make sure that the details of Parish Council land registered at the Land Registry was correct eg the Parish Council’s address

47. FINANCIAL MANAGEMENT
a) Budget to the end of August 2015 was discussed
A completed copy of 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 21st September 2015 will be as follows:
Community £570.65
Tracker £148,428.32
Treasury £60,774.98

48. SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
106241-41,43-47 GM/SW/JF/OCC/AR/HMR&C June/Aug sals/wages/ 8,178.51
d/d Siemens Financial Services Photocopier lease 426.33
d/d Barclays Bank Bank charges 13/7-12/8 43.12
106221 CPRE 2015/16 Subscription 36.00
106222 OALC Councillor Training 390.00
106223 St Mary the Virgin Parish Church Grant Aid for graveyard 500.00
106228 WPSFMC Balance for 20141/5 1,667.81
106229 BDO LLP External Audit fee 480.00
106230 Lyreco Paper and office supplies 37.49
106231 Gregorz Zasuwa Office window cleaning 5.00
106232 Parchment Printers Aug/Sept Newsletter 1,871.30
106233 Safe and Sound Playgrounds Wobble log repair 361.20
106234 Kingdom Signs Brackets for sign 18.41
106236 SLCC Roadshow in Kettering 85.80
106237 Berinsfield Community Business Verges and Farm Close Patio 674.33
106238 Broxap Ltd Seat for Ambrose Rise 808.80
106239 Annette Richards Aug/Sept Newsletter 680.00
106242 HMRC VAT Repayment 157.76
106243 Post Office Stamps 243.00
106249 Freeths LLP Advice on Playing Field trust 1,980.00
106250 Wheatley Playing Field Trust 10 month loan 5,000.00
Total £23,644.86
Cheques to Pay
106251 Thames Water Memorial Gardens June-Sept 4.88
106252 S Whittingham Cooper’s Close Repair of fence 54.00
106253 NALC Subscription to ‘LCR’ 17.00
106254 Green Scythe Ltd Recs cut July 233.17
106255 SODC Uncontested election charge 85.00
106256 R Taylor landscapes Fixing of seat at Ambrose Rise bs 360.00
106257 SLCC Ref. book 13.45
106258 Lyreco Uk Ltd Paper and office supplies 84.41
106259 Safe and Sound Playgrounds Bark and repair to nest swing 4,011.60
106260 Mainstream Digital Ltd Telephone calls 04/08 to 01/09 1.40
106261 Berinsfield Community Business Verges – August 608.33
GM/SW/JF/AR/OCC//HMR&C Sept sal/wages/pen/PAYE/NICs 4,300.00
Total £9,773.24

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Treasury Bill Interest 36.33
Photocopying 13.20
Newsletter Advertising 2,212.00
Newsletter payments 9.00
Allotments 30.00
2nd half precept 53,961.50
Total £55,562.26

49. PUBLICATIONS & CORRESPONDENCE RECEIVED – NOTED
i) The Haseleys – September 2015*
ii) Little Milton Newsletters –August & September 2015*
iii) Great Milton Bulletin – August 2015*
iv) URC Newsletter – September 2015*
v) Local Council Review (LCR) Summer 2015*
vi) Tiddington with Albury and Milton Common Newsletter Aug/Sept 2015
vii) CPRE ‘Countryside Voice’ & ‘Field Work’ – Summer 2015
viii) Garsington August/September 2015 newsletter*
ix) Oxfordshire Playing Fields Association – AGM 2.00pm Thursday 15th
October 2015 Middle Barton
x) Request from resident to ‘brighten up’ the High Street in the summer
months The clerk read out an e-mail from a resident suggesting that the High Street could be brightened up with hanging baskets possibly sponsored by the Parish Council and/or businesses. Agreed that this be passed on to the Neighbourhood Plan working group to incorporate it in to their request for volunteers.
xI) Letter from resident requesting a zebra crossing across Church Road opposite the Roundhouse. Cllrs were in agreement that a crossing was needed at this point but accepted that the County Council should be responsible but had refused to fund crossings elsewhere in the village. It was pointed out that this was a route to school. It was AGREED that the Parish Council should ask the County Council to provide a crossing. It was also suggested that users of the playground and those with children at the secondary school get involved in the request. It was pointed out that there might be Traffic Regulations governing the siting of crossings in the vicinity of junctions

* On display in Parish Office
9.35pm – Cllr Newman proposed and Cllr Willmott seconded that Standing orders be suspended for 20 minutes – this was AGREED

50. DATE OF NEXT MEETING – 19th October 2015 – NOTED

51. ITEMS FOR INFORMATION

• Cllr Birks – Informed the committee that the hearing into our Village Green application had been postponed until late January 2016. The council needed to decide a course of action. Following a discussion Cllr Willmott was asked to arrange a meeting with the Diocese and to circulate a copy of the lease between the County Council and the Diocese. The Clerk would contact our solicitor and ask for his opinion on and the cost of, our application in light of the two legal cases he had circulated.
Wednesday 14th October at 8.00pm, following the Planning Committee meeting, was pencilled in for an extra ordinary parish council meeting to decide the council’s next steps in light of the advice received and the meeting with the Diocese

9.55pm – Cllr Birks left the meeting
9.56pm – Cllr Newman proposed and Cllr Davies seconded that Standing Orders be suspended for a further 20 mins. This was AGREED

52. RESOLUTION TO EXCLUDE THE PUBLIC
Cllr Reilly proposed and Cllr Newman 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

53. TO CONSIDER THE TENDERS RECEIVED FOR WORK ON THE TREES ALONG FARM CLOSE ROAD, ST MARY’S CLOSE AND LITTLEWORTH
GREEN.

The details of the 4 tenders had been circulated (as Tenders A, B, C and D)
After some discussion Cllr Hood proposed and Cllr Willmott seconded that Tender B for £1,480 be accepted. This was AGREED

Wheatley Parish Council
MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 20th JULY 2015 IN THE MERRY BELLS HALL AT 7.30PM

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

OFFICER: THE CLERK: Gareth Morris

Also present: Nine members of the public

17. APOLOGIES FOR ABSENCE – None

18. DECLARATIONS OF INTEREST – None

19. MINUTES OF THE PREVIOUS MEETING HELD 15th June 2015, which had been circulated previously, were signed as a correct and accurate record with the following amendment:
Minute 16 –Second paragraph, second line replace ‘Primary School’ with
‘ODST’

20. UPDATE ON ITEMS FROM THE MINUTES 15th June 2015
i) Minute 114(iii) – Handrails at entrance of Memorial Gardens These had now been installed.

21. TO CONSIDER OALC TRAINING COURSES
i) Role and Responsibilities – Tuesday 8th September – Didcot Civic Hall -10.00am to 3.00pm – £65 – 3 places booked – Cllrs Hood, Gregory & T Davies to attend £234 – noted
ii) Chairmanship – Wednesday 2nd September – Didcot Civic Hall 10.00am to 3.00pm – £65 – Cllr Stephens to attend – booked – £78 – noted
iii) Getting to Grips with Finance – Wednesday 30th September – Didcot Civic Hall- 10.00pm to 3.00pm – Asst Clerk Annette Richards to attend – booked – £78 – noted
iv) SLCC Regional Roadshow – Kettering – £69 – for the clerk – Agreed

22. TO CONSIDER VARIOUS TRAFFIC MATTERS IN THE VILLAGE
i) Vehicle Activated signs
Cllrs Hood and A Davies had made enquiries from private companies about
vehicle activated signs and would pass their information to the clerk. It was
Agreed that the Chairman of F&GP and the Clerk should investigate the
possibilities with a view making a decision to report to the next council meeting.
The clerks of Garsington and Tiddington to be contacted for information re their
signs.
ii) OCC consultation on extra double yellow lines along Church Road
The Clerk explained that there had been many suggestions over the years for trying to alleviate the traffic congestion along Church Road. The current OCC Consultation on three extra lengths of double yellow lines along the south side of Church Road between Friday Lane and Holloway Road arose from a meeting between Parish Councillors, Mark Frances (OCC Highways) and a representative from the Arriva Bus Company (Oxford Bus Company did not send a representative). The OCC Engineer suggested that a low impact, low cost solution
would be to put three short lengths of double yellow lines along the south side of Church Road to allow vehicles, especially buses, to pull in to allow vehicles travelling east to pass without having to mount the pavement on the north side. The Arriva Bus Company Representative thought this would be a solution to the
problem. It was suggested that before the Parish Council requested these extra
lines, on which OCC would consult, they (the Parish Council) undertake their own
informal consultation of residents along this stretch of London Road.
The Clerk wrote to 15 residences outlining the scheme with a plan and received 4 replies, only one of which was an out and out objection. These responses having been reported.to the Parish Council were sent to OCC Highways with the request that the extra yellow lines be installed if they (OCC) felt that the formal consultation stood a chance being favourable.
He reminded the meeting that one of the three stretches of extra lines would be in front of the Merry Bells car park entrance and would not remove any parking.

The Chairman said that at the moment we were in a period of consultation and that the Parish Council would just have to wait for the outcome.

23. TO CONSIDER THE CONDITION OF THE TREES WITHIN THE VILLAGE AND WHAT ACTIONS ARE NECESSARY
The clerk reported that the Area Steward (OCC Highways) had said that the Parish Council did not have any powers in relation trees/hedges in private ownership but that OCC did.
The clerk had reported, either directly to an OCC Inspector or via the Fix my street’
Website, a number of locations:.
• 1 Crown Road – a notice had been posted that the hedge was being taken down and replaced by a fence.
• Hedge at the northern junction between Howe Close and Ladder Hill
• The overgrown area on Holloway Road above the bottom exit from Morland House Surgery. The clerk understood that OCC Highways had said that there was no safety hazard her. However Cllr Carr had received a letter of concern from a Health Visitor and this had been passed on to OCC Highways.
• Pedestrians using the extremely narrow and uneven pavement over the bridge over the River Thame were being impeded by overhanging foliage.
• Parking in the village should be looked at in a holistic way rather than in a piecemeal manner

The clerk was about to put out to tender work on the trees in the following areas:
The horse Chestnut in St Mary’s Close; the Horse Chestnut on Littleworth Green and the tree along the Farm Close Road footpath

24. TO CONSIDER THE RELATIONSHIP BETWEEN THE PARISH COUNCIL AND THE POLICE
The Chairman began by giving a synopsis of the Thames Valley Police organisation for the area.
This item had resulted from the bad feeling caused by the ticketing of motorists along the double yellow lines outside the United Reformed Church. Following the reopening of Friday Lane there had been complaints from some lorry drivers that they couldn’t complete their 450 degree circle to turn up Friday Lane. The police had also begun to issue tickets for those over staying the two hour parking along the High Street.

8.36pm The Chairman asked for comments from the public present.
Some of the comments made were as follows:

• It was already difficult to park in the village and removing more parking spaces would just add to the problem. Businesses, their employees and their clients were inconvenienced by not being able to park near their premises.
• Some had been surprised by the consultation on the extra double yellow lines and that the Parish Council’s consultation and not been extensive enough.
• The ‘old practice’ of not ticketing worked well and why couldn’t that continue?
• There was a question re weight restrictions in the village.
• The effect on hearses and wedding cars in front of the church was queried.
• When asked directly by the Chairman whether or not they were in favour of parking enforcement a number answered ‘No’

8.55pm – the Chairman declared the Committee back in session

In answer to the ‘weight restriction’ in the village the answer was that, yes, it was in existence, but the clerk had been told by OCC Trading Standards that they did not have enough staffing to come out to the village. Also it was likely that a number of ‘over weight’ lorries were legitimately travelling through the village.

The Chairman replied to the question on hearses and wedding cars, that there could be liaison with the PCSOs for traffic control.

Some councillors felt that they should have been informed that the Police had been asked to ‘increase’ their clampdown on illegally parked vehicles by the Parish Council. Others said that the Parish Council did not have the power to demand that police take action on any matter and that the police could be trusted to use their own initiative.

The Chairman brought the discussion to an end.

25. REPAIRS TO CULLUM ROAD RECREATION GROUND
i) Repair to wooden support of nest swing £635.00 – Agreed
ii) Bark surfacing – 430 bags of 70 litres – £2,708.00 – Agreed
iii) Installation of bark surfacing – £1,862.00 – It was Agreed that councillors themselves would undertake the installation

26. GRANTS, LICENCES AND SUBSCRIPTIONS
i) CPRE 2015 Subscription – £36 – Agreed
ii) Grant to St Mary’s – Maintenance of graveyard – Section 214(6) LGA 1972
£500 – Agreed

27 CLERK UPDATE
i) Update of Information Booklet – the updated edition was now being distributed around the village by councillors
ii) Garden waste bin for the Parish Council – payment authorised this meeting
iii) Defibrillator training – Sat 18th July – this had been very well received by the participants
iv) VPA Request to plant a cherry tree in the Memorial Gardens. – following the granting of permission by the Parish Council the clerk had contacted the Diocese who had said a Faculty would be needed. He had forwarded the form to the VPA for details of the tree. He would then send that on to the Parochial Church Council at St Mary’s for their permission and then it would be sent to the Diocese in order for a Faculty to be granted.
v) Bench for Ambrose Rise bus stop – it was hoped that this would be installed towards the end of August

28. FINANCIAL MANAGEMENT
a) Budget to the end of June 2015 had been circulated and noted
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 20th July 2015 will be as follows:
Community £3,232.21
Tracker £125,466.82
Treasury £60,738.65

29. SCHEDULE OF PAYMENTS TO BE AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
106196-201 GM/SW/JF/OCC/AR/HMR&C June sals/wages/pen/PAYE/NICs 4,068.21
d/d Barclays Bank Bank charges and interest 185.47
Total £4,253.68
Cheques to Pay
106202 Green Scythe Recs May cuts X2 466.34
106203 Arrow Accounting Internal Audit 2014/2015 607.04
106204 Claire Logic ESET Smart Security 3 years 67.90
106206 Kingdom Signs Feather Flag 195.60
106207 Berinsfield Community Business Verges cut June 608.33
106208 Parchments of Oxford Information booklet 797.18
106209 Taylors Services Handrails at Memorial Gardens 1,320.00
106210 Thames Water Memorial Gardens 6.35
106211 R Bell Travel SODC Planning Committee 19.96
106212 Vale of White Horse Garden Waste Bin 33.30
106213 Merry Bells Management C’ttee Office rental – 25.06.15-24.09.15 1,133.02
106213 Merry Bells Management C’ttee Hall Hire April-July 2015 117.00
106214 Southern Electric Electricity 14.04-15-06.07-15 68.74
106217 Green Scythe Recs June cut x 2 466.34
106219 Irwin Mitchell Legal Fees – Village Green Application 360.00
106220 Swift Digital Photo copies May- Jun 2015 22.18
GM/SW/JF/AR/OCC//HMR&C July sal/wages/pen/PAYE/NICs 4,000.00
Total £10,289.28

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Tracker Interest 18.07
Newsletter Advertising 3,770.00
Total £3,788.07

30. PUBLICATIONS & CORRESPONDENCE RECEIVED – noted
i) The Haseleys – June 2015*
ii) Little Milton Newsletter –July 2015*
iii) Great Milton Bulletin – July2015*
iv) URC Newsletter – June 2015*
v) Local Council Review (LCR) Summer 2015*
vi) Shotover Preservation Society 2015 Summer Newsletter
vii) Letter from resident re cycle event
A resident had first of all visited the office and had then written with safety concerns about a cycle event through the village held one Saturday. She felt that the Parish Council should have been informed and they in turn should have informed the residents. The clerk had told her that he had not been informed but if she sent him the telephone number on the signs that had been posted he would contact the organisers and report the matter to the Parish Council.
Cllr Newman said that he had also been contacted by the resident and had learnt from the organisers that they had informed OCC Highways and the Police. They had also positioned marshals at road junctions to ensure safety.
The committee was satisfied with Cllr Newman’s summary. The clerk would reply to the resident.

* On display in Parish Office

31. DATE OF NEXT MEETING – 21st September 2015 – noted

32. ITEMS FOR INFORMATION

• Cllr Stephens – the Ramblers Association had set up a scheme called ‘The Big Path Watch’ whereby the public are encouraged to walk the footpaths and report what they find. He had joined the scheme and he encouraged fellow councillors to do the same
• Cllr Newman – the Shotover Preservation Society’s AGM was taking place at the Horspath Hub the following evening (21st July)
• Cllr Hood – reported a conversation with Mr Bendor-Samuel (Primary School Governor) where he had said the Primary School would fight the Village Green application.
• Cllr Willmott – The first meeting of the Playing Field Trust would take place on 22nd July 2015.
A new agreement with Wheatley Park School was close to being finalized.
The playing fields would be handed over to the Parish Council on 31st August 2015 and then they would have to be handed over to the Trust.
As the Trust, when it starts in September, would have no funds a request would have to be made for a loan from the Parish Council.

The meeting closed at 9.36pm

Wheatley Parish Council
MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 15th June 2015 IN THE PARISH OFFICE AT 7.30PM
PRESENT: Councillors P Willmott (Chair for item 1), P Gregory (Chair from item 2 onwards) A Davies, T Davies, P Hood, R J Reilly from 7.45pm) and T Newman.

OFFICER: THE CLERK: Gareth Morris

Also present: Parish Councillor P Bignall

Councillor Willmott as the outgoing Chairman of the Committee took the chair for item 1, and called for nominations for Chairman
1. ELECTION OF CHAIRMAN
Cllr T Davies – proposed by Cllr A Davies, seconded by Cllr Newman
Cllr P Gregory – proposed by Cllr Hood and seconded by Cllr Willmott
The vote was as follows – Cllr T Davies – 1 vote
Cllr P Gregory – 4 votes
Cllr Gregory was declared Chairman of the Finance and General Purposes
Committee and took the Chair for the remainder of the meeting
2. ELECTION OF VICE CHAIRMAN
Cllr T Davies – proposed by Cllr Newman, Seconded by Cllr A Davies
As there were no further nominations Cllr T Davies declared elected.
3. APOLOGIES FOR ABSENCE had been received from Cllrs Carr, Birks and Stephens
4. DECLARATIONS OF INTEREST – None

5. MINUTES OF THE PREVIOUS MEETING HELD 20th April 2015 which had been circulated previously were signed as a correct and accurate record with the following amendment:
Minute 132(i) – delete ‘the put on’ after ‘available on’ in the second line
6. UPDATE ON ITEMS FROM THE MINUTES 20th April 2015
i) Minute 114(iii) – Handrails at entrance of Memorial Gardens. The handrails had now been ordered from Taylor Services Ltd. Cllr Newman mentioned that he had seen measurements being taken at the entrance approximately 2 weeks ago.

7.45pm – Cllr Reilly joined the meeting
7. TO RECEIVE THE FINAL ACCOUNTS FOR THE FINANCIAL YEAR 2014-2015 prior to their approval at the Extra-Ordinary Council Meeting of the Parish Council to be held on Wednesday 24th June

The clerk explained that the Parish Council has to have two Auditors, an Internal one and an External one. The Internal Auditor was due to come to the office on Friday 19th June. As the Internal Auditor had not yet seen the accounts. they were still entitled ‘Draft’
The clerk took the committee through the Annual Return, the Notes to the Accounts, the Income and Expenditure Accounts and the Balance Sheet.
The Accounts were received.
8. TO CONSIDER OALC TRAINING COURSES
i) Role and Responsibilities – Wednesday 29th July – Didcot Civic Hall -10.00am to 3.00pm – £65 – Cllrs Gregory, Hood and T Davies wished to attend
ii) Chairmanship – Wednesday 2nd September – Didcot Civic Hall 10.00am to 3.00pm – £65 – Cllr Stephens wishes to attend
iii) Getting to Grips with Finance – Wednesday 30th September – Didcot Civic Hall- 10.00pm to 3.00pm – Annette Richards (Assistant Clerk) wishes to attend

There will be a Planning Course on how local councils fit into the planning system and effective responses to planning applications.

9. TO CONSIDER THE DETAILS OF THE PARISH COUNCIL’S ‘TABLE’ AT THE MERRY BELLS FAIR ON 4TH JULY 2015
Cllrs A Davies and Hood agreed to organise a rota of Parish Councillors to staff the table from between1pm to 5pm and boards. Cllr Willmott would supply large plans of the suggested new pavilion at Holton and the clerk would try and obtain large plans for the development on London Road. Cllr Gregory agreed to research the price of a ‘Parish Council’ banner.
One suggestion was that the Parish Council asks for volunteers to help with jobs around the village.
[ Cllr Gregory has contacted one firm and has passed details on to the clerk who will liaise with the Chairman of the Council – Clerk]

10. CLERK UPDATE
i) Newsletter on website. – the latest newsletter is now on the website
ii) Update of Information Booklet – this would be ready for printing shortly
iii) Land in front of the old toilet block – it was noted that at the full council meeting on 18th May the proposal to put planters on the land was defeated.
vi) Trees in the village – The clerk had received complaints from residents in Farm Close Road about the trees along the Station Rd to Farm Close Road footpath over hanging their parked cars. It was Agreed that tenders be obtained for those trees to be cut back and crowns reduced. It was further Agreed that ‘Trees’ be a standing item on the F&GP Agenda
v) Fence at Coopers Close public open space. – The householder had now repaired the fence. The clerk to contact to offer half the cost.
vi) ASDA’s ‘Big Lunch’ on Church Road Recreation Ground – Sat 6th June – The clerk (after consultation with the Chairman of the Council) had given permission, (ASDA did provide public liability insurance). This event had not been well attended and ASDA will give thought about better publicity next year.
vii) Replacement photocopier – a smaller, more reliable one had been provided.
viii) Gardener for Memorial Gardens and planter by old toilet block – The clerk was meeting a possible gardener to look after the Memorial Gardens and the planter
ix) Garden waste bin for the Parish Council – SODC would provide a garden waste (brown bin) for the Parish Council) – to be kept at the top end of the Memorial Gardens.
x) Defibrillator training – Sat 18th July – two sessions of 90 minutes was to be provided free of charge by the South Central Ambulance service. If councillors wish to be included please contact the clerk (places are limited to 28 – all the shops and offices in the vicinity of the Merry Bells are to be invited)

10. GRANTS, LICENCES AND SUBSCRIPTIONS – None
11. TO CONSIDER VARIOUS TRAFFIC MATTERS IN THE VILLAGE
i) Vehicle Activated Signs – Quote from OCC for 4 signs is £23,252.72 (£17,439 for three). The provisional quote on 13th November 2014 was £11,298.80 for 4.
When the clerk had pointed out the doubling of cost to the County Council who had replied ‘Unfortunately there was an internal error with our commuted sum spreadsheet which I must apologise for. This commuted sum covers the price of a new unit, 30 years energy and maintenance costs. The sum for this £3,167.04 extra per unit and not the £414 originally quoted”.
The committee was aware that this issue should be expedited as soon as possible but given this increase in cost further research is required.
The clerk was asked to contact Cty Cllr Anne Purse and Chislehampton and Horspath Parish Council Councils.to ask for the costs of their signs. Also the cost of solar powered signs should be revisited.

12. FINANCIAL MANAGEMENT
a) A completed copy of reconciled bank statement was signed by the RFO

b) Balances
After the cheques below have been paid the balances on the council’s accounts as at 15th June 2015will be as follows:
Community £2,371.91
Tracker £140,448.75
Treasury £60,738.65
13. SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
106176-181 GM/SW/JF/OCC/AR/HMR&C May/wages/pen/PAYE/NICs 4,327.06
106182 J J Bark Motor lawn mower 379.00
d/d Orange Internet 18.37
106183 Post Office Stamps 189.00
Total £4,913.43
Cheques to Pay
106185 Green Scythe Ltd Recreation cuts x 2 April 466.34
106186 Grzegorz Zasuwa Window cleaning 5.00
106187 Lyreco New Chair and stationary 256.72
106188 Swift Digital Services Copies 13/04/15 – 29/05/15 126.80

106189 Annette Richards June/July newsletter 680.00
106190 Parchments of Oxford June/July newsletter 1,484.90
106191 WPSFMC 2nd Quarterly payment 2,000.00
106193 Berinsfield Community Business Verges -May 608.33
GM/SW/JF/AR/OCC//HMR&C June sal/wages/pen/PAYE/NICs 4,000.00
Total £9,628.09
INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Treasurer Bill Interest 37.72
VAT Refund 579.15
Newsletter Advertising 120.00
Total £736.87

14. PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED
i) The Haseleys – June 2015*
ii) Little Milton Newsletter –June 2015*
iii) Great Milton Bulletin – April 2015*
iv) URC Newsletter – June 2015*
v) Holton, Waterperry & Waterstock News – March 2014*
vi) Tiddington with Albury and Milton Common newsletter – April/May 2015
vii) Letter from resident re Parking along The Avenue – The clerk read out a letter from a resident of the Avenue complaining about the vehicle parking along the Avenue. The committee, whilst sympathising with the resident, pointed out that the Parish Council did not have any powers in the area of introducing and enforcing parking restrictions. As far as pothole and damaged kerbs were concerned the resident could always report them on the OCC ‘Fix-My-Street’ website,
viii) Letter re dropped kerbs around Triangle Care Home.- The Clerk read a letter from a relative of a resident in the Triangle Care Home re the lack of dropped kerbs in its vicinity. Given the cost that OCC would be likely to charge the clerk was asked to try and find another contactor and also ask The Triangle Care Home, the Wheatley Business Park, Jordell and Siblings Nursery if they would be willing to contribute towards the cost of providing dropped kerbs by their businesses.
ix) Wheatley Park School – School Travel Plan 2015* – Cllr Newman had attending a meeting at Wheatley Park School re the plan. Cllr Bell had also attended. One issue raised was that of schoolchildren waiting up to 40 minutes for a bus on Park Hill. The school had requested that a service bus might pull in to the school coach park at home time and pick up students. The bus companies did not seem keen on this. However there was a possibility a Park and Ride bus might take students from the school to the Thornhill car park. Cllr T Davies asked for details so that he could raise the issue at the Public Transport User Group meeting the following week.
x) Wheatley Park School – Summer afternoon at the Museum and Archive – Saturday 27th June 2015 2pm – 5pm
xi) International Tree Foundation – Impact Report 2014
xii) Oxfordshire (The Rifles) Battalion – Army Cadet Force – Annual Camp Visitors’ Day 20th August 2015 – Tenby, Pembrokeshire
xiii) Open Spaces Summer 2015 magazine + invite to AGM- Thursday 9th July 2015 at 11.00am, Friends’ House, Euston Road
* On display in Parish Office

15. DATE OF NEXT MEETING – 20th July 2015 – Noted

16. UPDATE ON PROGRESS OF THE PARISH COUNCIL’S VILLAGE GREEN APPLICATION
Cllr Willmott gave a brief summary of meetings with the Diocese. There had been an informal meeting with Mr Joiner, of the Diocese in January and then a second meeting in March which he and Ms Joan Morters, (Head Teacher) and Mrs Liz Wickens (Community Governor) had also attended. This had been followed by a site meeting. It was thought that the school had indicated which area of the playing field that they required.
Cllr Willmott pointed out that the Parish Council could not withdraw the application but if an agreement could be reached with the Diocese an amendment could be made.
Cllr Hood proposed and Cllr A Davies seconded that a further meeting with Mr Joiner be arranged. This was AGREED.
Meeting closed at 9.45pm