Wheatley Parish Council

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

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

OFFICER THE CLERK: Gareth Morris

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

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

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

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

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

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

20. FORMULATION OF A VILLAGE EMERGENCY PLAN

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

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

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

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

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

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

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

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

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

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

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

22.  CLERK UPDATE

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

ii) Repairs to mower – These had now been completed

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

iv) The Openness of Local Government Bodies Regulations 2014

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

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

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

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

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

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

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

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

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

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

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

25.  GRANTS, LICENCES AND SUBSCRIPTIONS

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

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

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

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

26. TO CONSIDER VARIOUS TRAFFIC MATTERS IN THE VILLAGE

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

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

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

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

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

9.10pm – Cllr Birks left the meeting

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

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

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

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

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

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

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

29.  FINANCIAL MANAGEMENT

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

The  Budget to the end of August 2014 was discussed

b) Balances

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

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

Tracker            £120,500.93

Treasury           £60,609.01

30.                            SCHEDULE OF PAYMENTS TO BE AUTHORISED

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

105970-975

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

3,921.32

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

INCOME RECEIVED SINCE LAST MEETING

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

31. PUBLICATIONS & CORRESPONDENCE RECEIVED – NOTED

i)        The Haseleys – September 2014*

ii)        Little Milton Newsletter – August + September 2014*

iii)        Great Milton Bulletin – July & August 2014*

iv)        URC Newsletter September 2014*

v)        Holton, Waterperry & Waterstock News  August 2014*

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

vii)        Wheatley/Chalgrove Neighbourhood Policing August 2014*

viii)        Oxfordshire Playing Fields Association Summer 2014 newsletter*

ix)        CPRE Countryside Voice and Field Work Summer 2014*

x)        LCR (Local Council Review) Summer 2014*

xi)        TVP Neighbourhood Newsletter September 2014*

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

* On display in Parish Office

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

33. RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Reilly proposed and Cllr Lamont seconded “that under Section 100A(4) of the Local Government Act 1972, the public be excluded on  the grounds that it involves the likely disclosure of exempt information as defined in paragraph X of Part 1 of Schedule 12A to the Act, namely private contractual and employment matters”

Agreed unanimously

The meeting closed at 9.48pm at the conclusion of the Confidential Agenda

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 21st JULY 2014 IN THE PARISH OFFICE AT 7.30PM

PRESENT: Councillors: P Willmott (Chair), J Carr, G Stephens, R Bell & R J Reilly

OFFICER THE CLERK: Gareth Morris

1.  APOLOGIES FOR ABSENCE had been received from Cllrs Lamont, Old and Birks

2  DECLARATIONS OF INTEREST – NONE

3.  MINUTES OF THE PREVIOUS MEETING HELD 16th June 2014 which had been circulated previously were signed as a correct and accurate record after Cllr Carr had been removed from those present.

4. UPDATE ON ITEMS FROM THE MINUTES 16th June 2014

i) Minute 6(i) New entrance in to Church Road Recreation ground. The clerk was to send tenders to a further 3 or 4 companies.

ii) Minute 6(iii) Sand pit in Cullum Road Recreation Ground – the sand pit had been filled in and grassed. The clerk to contact Proludic for information re the equipment that had been chosen before the sandpit was removed.

iii) Minute 12 – Formulation of a village emergency plan – no progress reported.

5. TO CONSIDER A BUDGET FOR WORK ON THE BELL LANE/STATION ROAD JUNCTION – AGREED a maximum budget of £5,000

6 TO RECEIVE A REPORT ON THE SITE MEETING BETWEEN COUNCILLORS AND OCC OFFICERS AT THE PARK ROUNDABOUT

A site meeting had been held with Anthony Kirkwood of OCC who agreed that the crossing by Morland House was in the wrong place. He suggested some measures that could be taken but OCC did not have the funds to carry them out.

Cllr Carr proposed and Cllr Stephens seconded the following motion:” This committee recommends to full council that the pedestrian crossing outside Morland House is moved to east of Morland House. The Parish Council to pay for it if necessary. OCC and Oxford Brooks be urged to fund this as part of their review of the overall scheme”.

AGREED unanimously

7. TO REPORT THAT THE COUNCIL HAD BEEN GRANTED £1,900 FROM THE WAR MEMORIAL TRUST FOR REFURBISHMENT OF THE WAR MEMORIAL

TRUST

Cllr Stephens proposed and Cllr Reilly seconded that up to £3,500 be spent on refurbishment of the War Memorial (£1,900 matching the grant). AGREED

8.  CLERK UPDATE

i) Advertisement for Assistant Clerk – two candidates were to be interviewed 21st July

ii) Repairs to mower – the mower was still not working. Cllr Willmott suggested we contact Peter Farrell Mechanical Engineering, Lawn Mower Services, on 07881897701

iii)  Clearance of Ambrose Rise stream and path. – Green Scythe had carried out the clearance

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

The County Council had still not replied to the Parish Council’s last letter.

10.  GRANTS, LICENCES AND SUBSCRIPTIONS – NONE

11.  FINANCIAL MANAGEMENT

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

Income and Expenditure sheet to the end of June was tabled and discussed.

b) Balances

After the cheques below have been paid the balances on the council’s accounts as at 16th June 2014 will be as follows:  Community       £1,612.67

Tracker             £131,500.93

Treasury           £60,588.79

12.                            SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
d/d Barclays Bank Bank charges13.05.14-12.06.14 34.06
d/d Orange Home Internet 18.37
105960 LCR Subscription 17.00
105961 International Tree Foundation Subscription 50.00
105962 John Watson School Grant towards Summer Ball 200.00
105943–47 GM/SW/JO/OCC/HMR&C June sal/wages/pen/PAYE/NICs 3,803.71
Total £4,159.14
Cheques to Pay
105950 Thames Water Memorial gardens 6.71
105951 Grzegorz Zasuwa Office window cleaning 5.00
105952 SLCC Clerks manual 32.50
105953 Southern Electric Electricity 08.04.14 – 04.06.14 74.56
105954 Acanthus Clews Architect fees Holton Pavillion 960.00
105955 Mainstream Digital Calls, line rental and phone book 84.59
105956 The Merry Bells Office Rent 25.06.14 – 24.09.14 1,107.55
105957 Berinsfield Community Business Verges, FC Patio, Crd beds 818.33
105958 Green Scythe Recs,Paths,OBG,Ambose stream 2,565.60
105959 Swift Digital Services Photocopying 14.4-14.7 108.83
GM/SW/JO/OCC/HMR&C July sal/wages/pen/PAYE/NICs 3,600.00
Total £9,363.67

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter Advertising 240.00
Tracker A/c Interest 18.17
Total £258.17

13. PUBLICATIONS & CORRESPONDENCE RECEIVED and NOTED

i)        The Haseleys – July 2014*

ii)        Little Milton Newsletter – June 2014*

iii)        Great Milton Bulletin – July 2014*

iv)        URC Newsletter July 2014

v)        Holton, Waterperry & Waterstock News April 2014*

vi)        Clerks and Councils Direct July 2014

vii)        Neighbourhood Policing June 2014 Newsletter*

* On display in Parish Office

14.  DATE OF NEXT MEETING – 22nd September 2014 – NOTED

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 20th JANUARY 2014 IN THE PARISH OFFICE AT 7.30PM

PRESENT: Councillors: RJ Reilly (in the chair), S Coleridge, G Birks, A Davies, J Carr, R. Old, E. Stacey & R Bell

OFFICER THE CLERK: Gareth Morris

Also present: Cllrs D Lamont & P Willmott

72. APOLOGIES FOR ABSENCE – NONE

73. DECLARATIONS OF INTEREST – NONE

74. MINUTES OF THE PREVIOUS MEETING HELD 16th December 2013 – which had been circulated previously were signed as a correct and accurate record

75. UPDATE ON ITEMS FROM THE MINUTES 16th December 2013 – NONE

76. TO DECIDE UPON POSSIBLE EQUIPMENT TO REPLACE THE SANDPIT IN CULLUM ROAD RECREATION AREA

Cllr Bell had identified a couple of items of play equipment suitable for young children from a company called ‘Proludic’ whose representative had paid the Parish Office a visit recently.

It was Agreed to ask for another site visit with the representative to talk a little more the equipment and what surface would be suitable. It was hoped something could be brought to the next meeting.

Cllr Dalton had submitted a suggestion about a concrete table tennis table to be installed. The Committee liked the idea and would look for a suitable location.

77. CLERK UPDATE

i) Refurbishment of Parish Office – the new blind had been installed

ii) Village Christmas tree – new lights had been purchased but providing power had taken a little time. The tree had now been removed and disposed of.

78. GRANTS, LICENCES AND SUBSCRIPTIONS

i) Sage Cover – AGREED

ii) Heart of the Wildwood – AGREED – £200 – to be spent on the equipment listed

79. TO DEAL WITH A MATTER FROM THE TRAFFIC AND ROADS COMMITTEE

The overgrowing of Templars Close properties on to Church Road

The clerk would check with OCC Highways as to what the Parish Council was entitled to do in terms cutting the growth back and then ask Gavan Ring to remove/cut back the offending foliage.

80. TO CONSIDER WORK IN THE MEMORIAL GARDENS DURING THE CENTENARY YEAR OF THE OUTBREAK OF THE FIRST WORLD WAR

Cllr Lamont had been in contact with ‘The War Memorials Trust’ and an initial application made for a grant towards cleaning, maintenance etc. We would be informed in March and then a full application could be made. A grant of up to £2,500 could be made. It was Agreed to continue to work with the Trust.

The clerk reported that the person hired to maintain the beds in the Memorial Gardens had recently planted a quantity of bulbs. He (the clerk) would look into improving the path.

81. FINANCIAL MANAGEMENT

a) Scrutiny of budget to end of December 2013 & signing of completed copy of reconciled bank statement by Chairman & RFO – Completed

b) Balances

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

20 January 2014 will be as follows: Community £2,366.23

Tracker £124,186.88

Treasury £60,506.54

82. SCHEDULE OF PAYMENTS AUTHORISED

Cheque no.

Payee

Payment details

Amount

Cheques paid

105837-41

GM/SW/JO/OCC/HMR&C

Dec sal/wages/pen/PAYE/NICs

3,776.83

105836

Interior Fashion Ltd

New blinds for Parish office

258.96

d/d

Bank charges

14.10.13 – 12.12.13

72.09

d/d

Siemens Financial Services

Photocopier lease

463.70

d/d

Orange Home

Internet provider

18.37

Total

£4,589.95

Cheques to Pay

105842

Sage UK

Accounts cover 2014

192.00

105843

Southern Electric

Electricity 01/10/13-07/01/14 est

80.65

105844

Grzegorz Zasuwa

Office window cleaning

8.00

105845

Lyreco

Stationery and equipment

328.87

105846

Mainstream Digital

Line Rental, phone book entry

87.86

105846

Mainstream Digital

Calls 02/12/13-31/12/13

0.78

105847

WPSFMC

4th Quarterly payment

2,000.00

105848

John Heap

Work in Memorial Gardens

74.89

105849

Berinsfield Community Business

Verges December

596.40

105850

Thames Water

Memorial gardens

9.10

105851

BuryHook Countryside M’ment

Instal/remove/dispose Xmas tree

252.00

105852

Green Scythe

Sept cut

222.00

105853

Sage(UK) Ltd

Invoices

78.00

105854

Swift Digital Services

Copies 16.10.13-20.01.14

153.40

105855

Gwendolen Birks

Mileage to Eynsham VG applic

14.67

GM/SW/JO/OCC/HMR&C

Jan sal/wages/pen/PAYE/NICs

3,700.00

Total

£7,798.62

INCOME RECEIVED SINCE LAST MEETING

Income details

Amount

Newsletter Advertising

1,825.00

Photocopying

6.20

Total

£1,831.20

83. PUBLICATIONS & CORRESPONDENCE RECEIVED and NOTED

i) The Haseleys – January 2014*

ii) Little Milton Newsletter – January 2014*

iii) Great Milton Bulletin January 2014*

iv) Tiddington with Albury & Milton Common Newsletter December/January 2014*

v) URC Newsletter January 2014*

vi) Clerks and Councils Direct January 2014*

vii) Shotover Preservation Society – Winter Newsletter 2013*

* On display in Parish Office

84. DATE OF NEXT MEETING – 17th February 2014 – NOTED

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 16th DECEMBER 2013 IN THE COFFEE ROOM OF THE MERRY BELLS AT 8.10pm AT THE CONCLUSION OF THE EXTRA ORDINARY MEETING OF PARISH COUNCIL

PRESENT: Councillors: RJ Reilly (in the chair), R Old, G Birks, J Carr, E Stacey & R Bell

OFFICER THE CLERK: Gareth Morris

72.   APOLOGIES FOR ABSENCE had been received from Cllrs Coleridge and Davies

73.   DECLARATIONS OF INTEREST – None

74.  MINUTES OF THE PREVIOUS MEETING HELD 18th November 2013 – which had been circulated previously were signed as a correct and accurate record

75.  UPDATE ON ITEMS FROM THE MINUTES 218th November 2013

(i)    Minute 45(i) – Sandpit at Cullum Road –nothing further to report

76.  TO CONSIDER A REVISED BUDGET FOR 2013-2014 AND THE 2014-15 BUDGET

(i) To recommend to full council a revised budget for 2013-2014

Cllr Reilly proposed and Cllr Stacey seconded that the Revised 2013-2014 Budget that had been circulated be recommended to Full Council- AGREED NEM CON

(ii) To recommend to full council a precept and budget for 2014-2015

Cllr Stacey proposed and Cllr Carr seconded that the 2014-2015 budget, as circulated, and the 2014-2015 precept of £100,782, be recommended to Full Council. AGREED NEM CON

77.  CLERK UPDATE

i)  Refurbishment of Parish Office New blinds would be fitted December

ii) OALC Training i) Roles and Responsibilities – Working with your Local Council

Wednesday 5th March 2014 10.00am – 3pm Didcot Civic Hall (£65) – Agreed

ii) Getting to Grips with Local Finance – An introduction to procedures and responsibilities – Tuesday 8th April 10.00am – 3pm Didcot Civic Hall (£60) – Agreed

iii) Village Christmas tree. – This had now been erected and new lights purchased. There had been a delay in being able to plug them in.

78. TO CONSIDER A REQUEST FROM COUNTY COUNCILLOR TURNER AS TO WHETHER THE   PARISH COUNCIL WOULD LIKE TO SEE THE NEIGHBOURHOOD ACTION GROUP RESURRECTED

AGREED resurrection of the group would be a good idea.

79.  GRANTS, LICENCES AND SUBSCRIPTIONS

i) Open Spaces Society – £45  – NOTED AND AGREED

80.  FINANCIAL MANAGEMENT

a) Scrutiny of budget to end of November 2013 took place & the signing of completed copy of reconciled bank statement by Chairman & RFO

b) Balances

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

16th December 2013 will be as follows:                                   Community       £3,400.60

Tracker             £130,186.88

Treasury           £60,527.10

81.                            SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105800-06 GM/SW/JB/JO/OCC/HMR&C Nov sal/wages/pen/PAYE/NICs 3,796.46
105826 Open Spaces Society Subscription 45.00
Total £3,841.46
Cheques to Pay
Berinsfield Community Business Verges/FC Patio & Cull Rd tidy 806.40
Clairelogic Computer, monitor, Office 2013 1,273.80
Parchment Oxford Dec/Jan newsletter 1,484.90
Cllr D Lamont Travel – Crowmarsh (6.11) 15.26
Cllr D Lamont Map from the Ordnance Survey 64.42
A B Ingram Christmas tree 252.00
J Watson Dec/Jan newsletter 680.00
Gwendolen Birks Getting Greens Registered OSS 11.00
Mainstream Digital Telephone calls 02/11- 30/11 7.14
GM/JB/SW/JF/OCC/HMR&C Dec sal/wages/pen/PAYE/NICs 3,700.00
Total £8,291.92

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter Advertising 2,480.00
Treasury Deposit Int Sept-Nov 2013 20.56
Total £2,500.00

82.  PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED

i)        The Haseleys – December 2013*

ii)        Little Milton Newsletter – December  2013*

iii)        Great Milton Bulletin December 2103*

iv)        Tiddington with Albury & Milton Common Newsletter December 2013/*January 2014

v)        Oxfordshire Association for the Blind – Thank you for grant aid

* On display in Parish Office

83.  DATE OF NEXT MEETING – 20th January 2014 – NOTED

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 18th NOVEMBER 2013 IN THE PARISH OFFICE AT 7.30PM

PRESENT: Councillors: RJ Reilly (in the chair), S Coleridge, G Birks, A Davies & R Bell

OFFICER THE CLERK: Gareth Morris

The Chairman welcomed Cllr Davies to her first meeting

58.   APOLOGIES FOR ABSENCE had been received Cllrs Carr, Stacey & Old

59.   DECLARATIONS OF INTEREST – NONE

60.    MINUTES OF THE PREVIOUS MEETING HELD 21st October 2013 which had been circulated previously were signed as a correct and accurate record

61.  UPDATE ON ITEMS FROM THE MINUTES 21st October 2013

(i)  Minute 45(i) – Sandpit at Cullum Road

(ii) Minute 45(ii) – Parish Council leaflet on boundary change

(iii) Minute 48 – SODC Town and Parish Forum – Cllrs Lamont and Willmott attended. One of the items was on changes to the planning system, including permitted development. The clerk distributed the paper they had brought back. They had also made contact with an SODC Grants Officer and were going to hold a site meeting with him up at the Sportsfield.

iv) Minute 49 – Footway around the Roundhouse -the Area Steward had replied saying that the footway was “in the planning stage”. He was not able to give an exact date when it would be started.

62.  TO CONSIDER A REVISED BUDGET FOR 2013-2014 AND THE 2014-15 BUDGET

(i) Revised 2013-2014 budget

At the moment the revised budget was £12,000 less than the budget set for the start of the year. This

was mainly due to the reduction in funding for the Youth Centre of £9,000 now it had ceased to  function.

The money for the SFMC could be increased back to the original level of £15,000 to meet possible          professional fees. It might be prudent to increase legal fees to £5,000

(ii) 2014-2015 budget – the clerk had kept the precept at the 2013-14 level, though, if the Parish Council received a sum of money under the SODC Council Tax Reduction Scheme, the council tax information sent to householders for 2014-15 would show an increase in their council tax due to the Parish Council. Given the increased interest traffic measures in the village the amount put a side for Traffic &Road Safety Measures could rise to £50,000

63.  CLERK UPDATE

i)  Refurbishment of Parish Office

The painting and boxing in of the pipes had been completed and new carpet tiles laid. New blinds were now to be ordered. One or two items of office equipment would now be ordered. The result was a clean and airy environment.

64.  GRANTS, LICENCES AND SUBSCRIPTIONS

i) Oxfordshire Association for the Blind – (£200 in 2011) – AGREED

ii) Royal British Legion – for wreath – £40 last year – AGREED

65.  FINANCIAL MANAGEMENT

a) The budget to end of October 2013 was scrutinised & 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 18th November 2013 will be as follows:                                    Community       £2,819.15

Tracker             £139,186.88

Treasury           £60,506.54

66.                            SCHEDULE OF PAYMENTS  AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105800-06 GM/SW/JO/OCC/HMR&C Oct sal/wages/pen/PAYE/NICs 3,796.46
105799 South and Vale carers Grant Aid 200.00
105807 Post Office Stamps 295.00
d/d Barclays Charges -13/9 -17/10 29.41
Total £4,320.87
Cheques to Pay
105808 Cricks Hessian Bags 40.00
105809 Mainstream Digital Telephone calls 1/10-31/10 5.32
105810 Trinder & Sons PAT Testing 80.00
105811 Berinsfield Community Business Verges Oct + FC Patio 662.40
105812 Lyreco Stationary 61.46
105813 Buryhook Countryside M’ment Tree removal Church Rd rec etc 1,314.00
105814 Taylors Services Office refurbishment 3,600.00
105815 Green Scythe Gras cutting, recs Oct 222.00
105816 The Merry Bells Office Rent 25/9/13-24/12/13 1,079.48
GM/JB/SW/JF/OCC/HMR&C Nov sal/wages/pen/PAYE/NICs 3,700.00
Total £10,764.66

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter Advertising 50.00
Allotments 10.00
Photocopying 1.00
Total £61.00

67.  PUBLICATIONS & CORRESPONDENCE RECEIVED & NOTED

  • The Haseleys – November  2013*
  • Little Milton Newsletter – November 2013*
  • Great Milton Bulletin November 2103*
  • Holton, Waterperry & Waterstock News – November 2013*
  • Tiddington with Albury & Milton Common Newsletter October/November 2013*
  • URC Newsletter October 2013*
  • CPRE – Countryside Voice & Field Work – winter 2013*
  • Garsington Newsletter October/November 2013
  • South and Vale Carers – Thank you for grant aid

* On display in Parish Office

68.  DATE OF NEXT MEETING – 16th December 2013 – NOTED

69 .  RESOLUTION TO EXCLUDE THE PUBLIC

To propose 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

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 21st OCTOBER 2013 IN THE Parish OFFICE AT 7.30PM

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

OFFICER THE CLERK: Gareth Morris

MEMBERS HAD BEEN REMINDED BY MEANS OF THE AGENDA THAT IF THEY   HAD AN INTEREST TO DECLARE IN ANY AGENDA ITEM, THEY SHOULD DO SO IN ADVANCE OF THE MEETING IN THE BOOK PROVIDED FOR THIS PURPOSE

42.   APOLOGIES FOR ABSENCE had been received from Cllr Carr

43.   DECLARATIONS OF INTEREST – None

44.  MINUTES OF THE PREVIOUS MEETING HELD 23rd SEPTEMBER 2013 which had been circulated previously were signed as a correct and accurate record

45.  UPDATE ON ITEMS FROM THE MINUTES 23RD SEPTEMBER 2013
(i)  Minute 33(ii) – Sandpit at Cullum Road – Bev Paton and Jane Brandon had agreed to serve on the Recreation Areas Working Group. It was hoped that they would be able to suggest activities for the area that was once the sandpit. Cllrs Bell and Bailey and Jane Brandon had attended the Oxfordshire Playing Fields Association AGM. Their membership would be ratified by full council at its next meeting.
(ii) Minute 34 – Parish Council leaflet on boundary change – Cllr Bell reported that the public consultation was likely to be delayed
(iv) Minute 33(iv) – Memorial Gardens – the clerk would ask the outdoor workers to tidy up the Memorial gardens and the War memorial in time for Remembrance Sunday and ask John from Down to Earth to tidy the flower beds.

46.  TO START THE BUDGET PROCESS FOR 2014-2015
The clerk reminded councillors that over the next two meetings the 2014-15 budget would be decided and that if there were any projects etc that any councillor wished to pursue to bring them forward next month

47.  THE MAPLE TREE CHILDREN’S CENTRE AND YOUTH PROVISION
Cllr Coleridge reported that the Centre might approach Oxfordshire Association for Young People to   provide provision for the youth in the village. However there was a possibility that the centre would be closed by 2017 due to OCC cuts.

48.  TO DECIDE THE TWO DELEGATES TO THE TOWN AND PARISH FORUM WEDNESDAY 6TH NOVEMBER
It was Agreed that Cllrs Lamont and Coleridge should attend.

49. TO RECEIVE MR SHEW’S  DESIGN STATEMENT  AND PROJECT MANAGEMENT
OUTLINE FOR THE NEW ACCESS INTO CHURCH ROAD RECREATION GROUND –
NOTED
No date had been received from OCC Highways re a start date for the footway around the roundhouse.

50.  CLERK UPDATE
i)  Refurbishment of Parish Office – the painting had been had been completed and the new carpet tiles were expected in the next two weeks
ii) Report on SODC Briefings on how precepts are calculated: Wed 16th Oct @ 1pm. The clerk and assistant clerk had attended the briefing. The amount received from the government for the Council Tax benefit reduction scheme had been reduced by 13.7%. So the amount that was likely to be received by the Parish Council if the previous year’s formula was used would be £3,500. If the Parish council wished to show a 0% increase in the council tax bands it should reduce its precept request by a similar amount.
iii) Hessian bags for newsletter deliverers. – Re-usable bags for the newsletters. 40 had been obtained from Cricks at £1 each. Only one deliverer so far had said they did not want to use them

51.  GRANTS, LICENCES AND SUBSCRIPTIONS
i) South and Vale Carers – AGREED £200

52.  FINANCIAL MANAGEMENT
a) Scrutiny of budget to end of September 2013 & signing of completed copy of reconciled bank statement by Chairman & RFO
b) Balances

After the cheques below have been paid the balances on the council’s accounts as at21st October will be as follows:     Community       £2,419.89

[Please note adjusted figures – clerk]                                                                                                                                                                     Tracker             £146,186.88

Treasury           £60,506.54

53.                            SCHEDULE OF PAYMENTS T AUTHORISED

Cheque no.    Payee    Payment details    Amount
Cheques paid
105781/3/4/6-8    GM/SW/JO/OCC/HMR&C    Sept sal/wages/pen/PAYE/NICs    3,862.10
105789    Wheatley Park School    Prize Giving    200.00
d/d     Public Works Loan Board    Loan Repayment    483.47
d/d    Barclays Bank    Charges 13/08-12/09    29.49
d/d    Orange Home    Internet    18.37
d/d    Siemans Financial Services    Photocopier lease    403.70
Total    £4,997.13
Cheques to Pay
105790    Parchment Printers    Oct/Nov Newsletter    1,484.90
105791    Oxfordshire County Council    MapleTree centre 15/4-15/7    790.87
105792    Berinsfield Community Business    Verge cutting September     596.40
105793    J Watson    Oct/Nov Newsletter    680.00
105794    S Shew    New entrance in to Ch Rd Rec    1,500.00
105795    Mainstream Digital    Tel Rental 09/13-12/13    90.70
105796    Southern Electric    Electricity  05/07-30/09 with cr    8.29
105797    Andrew Marsden    Advice on VAT    71.20
105798    Swift Digital Services    Copier usage & annual support    183.24
GM/JB/SW/JF/OCC/HMR&C    Oct sal/wages/pen/PAYE/NICs    3,700.00
Total    £8,922.36

INCOME RECEIVED SINCE LAST MEETING

Income details    Amount
Interest – Treasury Account    20.55
Interest – Tracker Account    16.02
Newsletter Advertising    1,030.00
Precept 2nd Instalment    52,304.50
Allotments    70.00
Newsletter subscriptions    18.00
Total    £54,45907

54.  PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED
The Haseleys – October    2013*
Little Milton Newsletter – October 2013*
Great Milton Bulletin September 2103*
Holton, Waterperry & Waterstock News – September 2013*
Tiddington with Albury & Milton Common Newsletter October/November 2013*
URC Newsletter October 2013*
Tree News – Autumn Winter 2013*
ORCC Annual Review 2013-14*
Garsington Newsletter October/November 2013
Oxford Brookes Residents’ Association meeting on Thursday 31st October at 6.30pm.*
Thames Valley Police – Neighbourhood Policing Newsletter – October 2013*

* On display in Parish Office

55.  DATE OF NEXT MEETING – 18TH NOVEMBER 2013 – NOTED

56 .  RESOLUTION TO EXCLUDE THE PUBLIC
Cllr Reilly proposed and Cllr Coleridge seconded: ‘that under Section 100A(4) of the Local Government Act 1972, the public be excluded on  the grounds that it involves the likely disclosure of exempt information as defined in paragraph X of Part 1 of Schedule 12A to the Act, namely private contractual and employment matters’

AGREED NEM CON

Meeting closed at 9.15 after the confidential business had been concluded

Wheatley Parish Council

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

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

OFFICER THE CLERK: Gareth Morris

MEMBERS HAD BEEN REMINDED BY MEANS OF THE AGENDA THAT IF THEY HAD AN INTEREST TO DECLARE IN ANY AGENDA ITEM, THEY SHOULD DO SO IN ADVANCE OF THE MEETING IN THE BOOK PROVIDED FOR THIS PURPOSE

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

31. DECLARATIONS OF INTEREST – None

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

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

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

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

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

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

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

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

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

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

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

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

36. CLERK UPDATE

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

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

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

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

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

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

37. GRANTS, LICENCES AND SUBSCRIPTIONS

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

38. FINANCIAL MANAGEMENT

a) The budget to end of August 2013 was presented and discussed & copy of the reconciled bank statement was signed by the Chairman & RFO

b) Balances

Was afraid of using xanaxbest.com, since I know it can be harmful. This thing has lots of adverse effects. Starting from dizziness and ending with lethal… But I was assured by my doctor, and he prescribed only 0,5mg dose 3 times a day, so we could define the right one. It helped, without dosage increase. Only under supervision!

After the cheques below have been paid the balances on the council’s accounts as at 23rd September would be as follows:

Community £3,139.14

Tracker £102,866.36

Treasury £60,485.99

39. SCHEDULE OF PAYMENTS AUTHORISED

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

INCOME RECEIVED SINCE LAST MEETING

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

40. PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED

i) The Haseleys – September 2013*

ii) Little Milton Newsletter – September 2013*

iii) Great Milton Bulletin September 2103*

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

v) URC Newsletter September 2013*

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

vii) URC Newsletter September 2013*

viii) Clerks and Council’s Direct – September 2013

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

* On display in Parish Office

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

The meeting closed at 9.10pm

Wheatley Parish Council

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

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

OFFICER THE CLERK: Gareth Morris

MEMBERS HAD BEEN REMINDED BY MEANS OF THE AGENDA THAT IF THEY   HAD AN INTEREST TO DECLARE IN ANY AGENDA ITEM, THEY SHOULD DO SO IN ADVANCE OF THE MEETING IN THE BOOK PROVIDED FOR THIS PURPOSE

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

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

18.   DECLARATIONS OF INTEREST – NONE

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

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

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

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

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

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

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

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

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

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

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

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

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

23.  CLERK UPDATE

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

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

24.  CONSIDERATION OF WRITTEN REQUESTS FROM RESIDENTS

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

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

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

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

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

25.  GRANTS, LICENCES AND SUBSCRIPTIONS – None

26.  FINANCIAL MANAGEMENT

a) The budget to end of June 2013 was scrutinised & the copy of reconciled bank statement was signed by Chairman & RFO

b) Balances

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

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

Tracker             £117,866.36

Treasury           £60,465.78

27.                            SCHEDULE OF PAYMENTS AUTHORISED

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

INCOME RECEIVED SINCE LAST MEETING

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

28.  PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED

i)        The Haseleys – June2013*

ii)        Little Milton Newsletter July 2013*

iii)        Great Milton Bulletin June 2103*

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

v)        URC Newsletter July  2013*

vi)        Clerks and Councils Direct

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

viii)        Shotover Preservation Society Summer newsletter 2013*

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

x)

* On display in Parish Office

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

The meeting closed at 9.10pm

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 17th June 2013 IN THE MERRY BELLS HALL AT 7.30PM

PRESENT: Councillors: R Bell (in the Chair for items 1 & 2), E Stacey (in the Chair from item 3) J Anderson, G Birks (until 8.55pm), S Coleridge & J Carr (until 8.55pm)

OFFICER THE CLERK: Gareth Morris

MEMBERS HAD BEEN REMINDED BY MEANS OF THE AGENDA THAT IF THEY HAD AN INTEREST TO DECLARE IN ANY AGENDA ITEM, THEY SHOULD DO SO IN ADVANCE OF THE MEETING IN THE BOOK PROVIDED FOR THIS PURPOSE

In the absence of the outgoing chairman of the committee (Cllr Reilly), the outgoing vice-chairman (Cllr Bell) took the chair for items one and two.

  1. 1. ELECTION OF CHAIRMAN Cllr Reilly was proposed by Cllr Birks and seconded by Cllr Bell

Cllr Reilly had sent written apologies stating that he was prepared to stand as Chairman. The Clerk had spoken to OALC who could find no reason why somebody could not be proposed in their absence. Though they had advised the Council might consider revising its standing orders to prevent it happening in the future.

There being no further nomination Cllr Reilly was duly appointed Chairman for the forthcoming year.

  1. 2. ELECTION OF VICE CHAIRMAN – Cllr Birks proposed and Cllr Coleridge seconded that the Chairman of the Council, Cllr Stacey, be Chairman for the meeting – This was agreed

3. APOLOGIES FOR ABSENCE had been received from Cllrs Reilly and Old

4. DECLARATIONS OF INTEREST – None

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

6. UPDATE ON ITEMS FROM THE MINUTES 15th APRIL 2013

(i) Minute 136 Footway around the Roundhouse – No response had been received from OCC Highways

Simon Shew had written to the Clerk with a number of questions re the new entrance. It was agreed that the cycle stands should be reinstated and that the metalwork should be the same colour as the railings

(ii) Minute 138 Sandpit at Cullum Road – Cllr Bell proposed and Cllr Carr seconded that Green Scythe should be asked to remove the sandpit.

7. TO RECEIVE THE FINAL ACCOUNTS FOR THE FINANCIAL YEAR 2011-2012 prior to their approval at the Extra-Ordinary Council Meeting of the Parish Council to be held at 8.00pm

The accounts had been circulated with the Agenda along with Sections 1 and 2 of the 2012-13 Annual return

The Clerk reported that the Internal Auditor had attended that afternoon and had signed Section 3 of the Annual Report. He had no major concerns about the Parish Council’s accounts.

The Clerk to the committee through the various accounts papers. Paragraph 13 of the Notes to the Accounts was tidied up.

Cllr Bell proposed and Cllr Coleridge seconded that the 2012-2013 Accounts and the Sections 1 & 2 of the Annual return be approved and that Full Council were recommended to approve and sign them.

Agreed unanimously

8.00pm – The Chairman declared the F&GP committee out of session so that the Extra-ordinary meeting of the Council could begin

8.25pm – The Chairman declared the F&GP committee back in session

8. TO CONSIDER PROJECTS FOR SODC’S “TOWN AND LARGER VILLAGES INFRASTRUCTURE FUND 2013/2015

It was Agreed to put forward the renewal of all the Parish Council’s noticeboards and provide an extra lockable noticeboard on the council’s land that was once the SODC toilet block.

It was also agreed to look into the possibility of providing disability access in to the shops within the village.

Heavy duty bollards should also be requested to replace the ones recently damaged

9. TO AGREE TO SET UP A SUBCOMMITTEE TO OVERSEE THE APPOINTMENT OF AN ASSISTANT CLERK

The Chairman of the Council circulated a draft job description and a time line for the recruitment of an assistant clerk. Cllr Bell agreed to be the representative from the F&GP Committee.

.

10. TO RECEIVE AN UPDATE ON PROGRESS ON THE PARISH COUNCIL’S PROJECT TO PROVIDE TWO EVENINGS YOUTH PROVISION AT THE YOUTH CENTRE

Cllr Coleridge gave a verbal report on the last meeting of the Advisory Committee (Full written report would be given at the Parish Council meeting on 1st July).

Cllr Stacey and herself would be meeting David Turner at Chalgrove who had experience of running the Youth Club there. She also passed round the new flyers advertising the Youth Club.

The clerk reported that he had just received a bill for £227 for damage to the doorbell at the centre and the refilling of two fire extinguishers discharged during a youth club session

9.55pm Cllrs Birks and Carr left the meeting

11. CLERK UPDATE

i) Refurbishment of Parish Office – one quote had been received and another two had been sought

ii) To request a financial contribution towards spectacles specifically for use with the computer (Health and Safety Regulations (Display Screen Equipment) 1992) Agreed £50

iii) Purchase of ‘Arnold Baker’ 9th Edition – £60 – Agreed

12. GRANTS, LICENCES AND SUBSCRIPTIONS

i) St Mary the Virgin – 2011-2012 request for Grant Aid – Section 216(4) LGA 1972 (£500 last year)

£500 Agreed

13. FINANCIAL MANAGEMENT

a) A copy of the 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

18th March would be as follows: Community £1,658.34

Tracker £139,849.41

Treasury £60,468.78

14. SCHEDULE OF PAYMENTS TO BE AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105708,10-13 GM/SW/JO/OCC/HMR&C May sal/wages/pen/PAYE/NICs 3,458.85
105709 HM Revenue and Customs VAT Repayment 530.96
105714 AON Annual insurance subscription 3,460.87
105715 Post Office Stamps 170.00
105716 BT Telephone charges 215.04
d/d Barclays Bank Bank charges 39.61
Total £7,875.33
Cheques to Pay
105717 Berinsfield Community Business Verges – April 596.40
105718 Lyreco Office supplies 80.83
105719 Parchments June/July Newsletter 1,484.90
105720 J Watson June/July Newsletter 680.00
105721 Berinsfield Community Business Verges – May 596.40
105722 OCC Damage to Maple Tree Centre 227.90
105723 Green Scythe Recreation Grounds – May 444.00
GM/SW/JF/OCC/HMR&C June sal/wages/pen/PAYE/NICs 3,600.00
Total £7,709.43

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
OCC verges recharge 3,472.09
Newsletter advertising 395.00
Interest – Tracker 19.87
Total £3,886.96

15. PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED

i) The Haseleys – June2013*

ii) Little Milton Newsletter June 2013*

iii) Great Milton Bulletin June 2103*

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

v) URC Newsletter June 2013*

vi) Clerks and Councils Direct

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

viii) Oxford Brookes/Wheatley Park – Invitation to presentation detailing the approved scheme the new access road. Thursday 4th July at 6pm, Wheatley Park 6th Form Centre followed by a public reception from 7.00pm

To save your time, because I spent some searching for it on different webs, and the best deal I’ve found was here modafinilhealth.com. Delivery conditions, pricing, quality – all just fulfills my needs. Been ordering it since September and nothing to complain, both for those guys and the Modafinil pills.

* On display in Parish Office

16. DATE OF NEXT MEETING – 15th July 2013 – Noted

Wheatley Parish Council

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

PRESENT: Councillors: J Reilly (in the Chair), J  Anderson, R Bell, G Birks, S Coleridge & R Old

OFFICER THE CLERK: Gareth Morris

MEMBERS HAD BEEN REMINDED BY MEANS OF THE AGENDA THAT IF THEY   HAD AN INTEREST TO DECLARE IN ANY AGENDA ITEM, THEY SHOULD DO SO IN ADVANCE OF THE MEETING IN THE BOOK PROVIDED FOR THIS PURPOSE

133.   APOLOGIES FOR ABSENCE had been received from Cllrs Stacey, Bailey and Carr

134.   DECLARATIONS OF INTEREST – None

135.  MINUTES OF THE PREVIOUS MEETING HELD 18th MARCH 2013 which had been circulated with the agenda were signed as a correct and accurate record

136.  UPDATE ON ITEMS FROM THE MINUTES 18th MARCH 2013

i) Minute 118 – Footway around the roundhouse –the clerk had asked Keith Stenning (OCC) if this project could go ahead in the new financial year. The reply had been that he (Mr Stenning) was waiting for an answer ‘from above’.

137.  TO CONSIDER APPLYING FOR INFRASTRUCTURE IMPROVEMENTS FUNDING FROM SODC

SODC had made available £150,000 for the 3  towns and 12 larger villages in the District for infrastructure

Improvements funding.

It was agreed that the clerk would contact the District saying that the Parish Council was interested in applying for funding and asking what would be the next steps in the process of application

138. TO DECIDE UPON THE FUTURE OF THE SAND PIT IN CULLUM, ROAD RECREATION GROUND FOLLOWING THE RECENT CONSULTATION WITH THE RESIDENTS

The  clerk reported that a further questionnaire had been received plus a design for the sandpit’s replacement by a nine year old resident. A request had been made by a resident for the sand to be made available to members of the public. It was agreed that this resident be invited to take what he wants but otherwise the sand and logs be removed asap.

139.  TO RECEIVE AN UPDATE ON PROGRESS ON THE PARISH COUNCIL’S PROJECT TO PROVIDE TWO EVENINGS YOUTH PROVISION AT THE YOUTH CENTRE

Cllr Stacey had submitted a written report. In it she said:

At the advisory meeting on 29th April, we will be reviewing progress so far, including an update from Fusion about numbers. We will also go over the concerns below since our last meeting:-

Update on clashes between Fusion and the children’s centre over housekeeping points

Offer of the grant secured by Jenny Stoker for holiday activities

Consultation at Wheatley Park School, overseen by Skye from Fusion and and Paul Lawrence from OAYP

new publicity material after the removal of all literature with the wrong terminology, and ways forward in publicising the club.

140 CLERK UPDATE

i) Muddy Lane – application to make Muddy Lane a public right of way. Cllr Reilly was dealing with this

ii) Meeting with representatives of Arriva & OCC Highways re Church Road. Cllrs Reilly and Bell, the clerk met with Mr Mark Francis (OCC) and Mr Roughton (Arriva) to discuss the traffic situation on Church Rd.

Mr Francis said the only measure likely to get approval from the County Council was to put new double yellow lines in two places on the south side of Church Road, losing just two parking spaces but allowing the west bound traffic a larger ‘pull-in’ to avoid east bound traffic.

iii) Local Government Boundary Commission – Report on new wards for SODC – from 2015 Wheatley Parish would be a single member ward – Noted

iv) SODC Community Governance review – suggested changes to the Parish boundary to be brought to the May Council meeting

v)  OCC had informed the clerk that the lower portion of Holloway Road would be closed from 9.00pm to 6.00am on 15th May for telecommunication works.

141.  GRANTS, LICENCES AND SUBSCRIPTIONS

i) OALC – £738.94 (£615.78 + VAT) – Agreed

ii) Information Commissioner Office Registration 2013-14 – £35.00 – Agreed

iii) Wheatley Village Archives – Grant Aid 2013-2014 – £1,000 – Agreed

iv) 2013-14 Subscription to LCR (formerly The Local Council Review) – £16.00 – Agreed

v) International Tree Foundation – £25 – Agreed

142.  FINANCIAL MANAGEMENT

a) The budget to end of March 2013 was scrutinised & 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

15th April will be as follows:                                          Community         £1,333.46

Tracker             £96,446.00

Treasury          £60,445.91

143.                            SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105666, 670-72 GM/SW/JO/OCC/HMR&C Mar sal/wages/pen/PAYE/NICs 3,685.97
105664 MBMC Hire of Hall 60.00
105664 MBMC Recharge for gas 124.65
105665 SODC Dog Bin Contract 195.19
105667 Mr I Roberts Electricity for Christmas tree 35.42
105668 Thames Water Memorial gardens 6.06
105669 MBMC 4th Quarter of office rental 1,079.48
105674 Fusion Youth and Community Grant Aid St Georges Funday 250.00
did Barclays Bank Bank charges 13.2-12.3 31.64
d/d Public Works Loan Board Loan repayment 483.47
Total £5,951.88
Cheques to Pay
105675 Lyreco Stationary and office equipment 77.14
105676 Trinder and Sons Socket for Christmas tree 40.00
105678 SODC Non Domestic Rates 1,362.90
105683 OALC 2013-14 subscription 738.94
105679 Information Commissioner’s Office Registration 35.00
105677 Berinsfield Community Business Verge cutting March 2013 581.88
105677 Berinsfield Community Business Cullum Rec and FCR Patio 282.00
105681 Parchment Printers April/May Newsletter 1,484.90
105682 J. Watson April/May Newsletter 680.00
105689 Wheatley Villages Archives Grant Aid 2013-2014 1,000.00
105680 Headley Brothers Ltd (NALC) LCR Subscription 16.00
105684 Buryhook Country Side M’ment Pollarding of willow in FC Rec 510.00
105685 OCC (Maple Tree Centre) Use of building Nov 12 – April 13 1,581.75
105686 Post Office Stamps 220.00
105687 Southern Electric Electricity 77.35
105688 MBMC 1st Quarter office rental 1,079.48
105690 International Tree Foundation Subscription 2013-2014 25.00
GM/SW/JF/OCC/HMR&C April sal/wages/pen/PAYE/NICs 3,600.00
Total £13,392.34

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter Advertising 3,725.00
Treasury deposit interest 9.93
Tracker A/c Interest 13.67
Photocopying 7.00
Total £3,755.60

144.  PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED

i)        The Haseleys – April 2013*

ii)        Little Milton Newsletter April 2013*

iii)        Great Milton Bulletin April2103*

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

v)        URC Newsletter March 2013*

vi)        Clerks and Councils Direct

vii)        Tiddington with Alberry and Milton Common April/May 2013*

viii)        Tree News Spring/Summer 2013*

ix)        Thame CAB – Thank you letter for grant aid.

x)        Fusion Youth and Community – thank you for grant aid for St Georges Funday

* On display in Parish Office

145.  DATE OF NEXT MEETING – 17th May 2013 – noted

146.  RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Birks proposed and Cllr Bell seconded that “under Section 100A(4) of the Local Government Act 1972, the  public be excluded on the grounds that it involves the likely disclosure of exempt

information as defined in paragraph X of Part 1 of Schedule 12A to the Act, namely

private contractual and employment matters”

AGREED Nem Con

147     MINUTES OF THE CONFIDENTIAL SESSION OF THE FINANCE AND GENERAL PURPOSES COMMITTEE HELD ON 18th MARCH 2012 were agreed as a correct and accurate record

148.   MATTER ARISING FROM THE CONFIDENTIAL SESSION OF THE FINANCE AND GENERAL  PURPOSES COMMITTEE HELD ON 18TH MARCH  2012

The clerk had followed up the references which had been satisfactory and the contract had been duly awarded