Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 17th DECEMBER 2012 IN THE PARISH OFFICE AT 7.30PM

PRESENT: Councillors: J Reilly (in the Chair), E Bailey, J Anderson & 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

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

76.   DECLARATIONS OF INTEREST – None

77.  MINUTES OF THE PREVIOUS MEETING HELD 19th NOVEMBER 2012 which had been circulated previously were signed as a correct and accurate record

78.  UPDATE ON ITEMS FROM THE MINUTES 19th NOVEMBER 2012

(i) Minute 66(i) gully clearing – London Road gullies had now been cleared

(ii) Minute 66(ii) Footway around the Roundhouse – Keith Stenning had e-mailed saying that the work was scheduled for late January/early February. It was agreed that the quote from Mr Simon Shew (design of new access in to Church Road recreation Ground be taken at full council)

(iii) Minute 66(iv) – a quantity of ‘Floodsacs’ had been received and distribute, with a reserve stock in the Parish Office. It was Agreed that the clerk contact Mr Baldwin of Monson Engineering re the possibility of building up the wall at the entrance to the culvert at Ambrose Rise

(iv) Minute 66((v) – Cullum Road Sandpit. Cllr Bailey spoke to her tabled report by Nicole O’Donnell (Oxfordshire Playing Fields Association)on the meetings of the subgroup set up to look into the replacement of the Cullum Road sandpit

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

The committee noted that the Youth Café was now up and running.

The advisory group would be meeting at the beginning of January and be presenting a report to Full Council on 7th January

80.   TO CONSIDER A REVISED BUDGET FOR 2012-13 AND THE BUDGET 2013-2014

The revised 2012-13 budget and the draft budget for 2013-2014 had been circulated with the agenda.

It was AGREED to recommend the Revised and Draft Budgets to Full Council on 7th January, with and increase to £15,000 in the wages provision for the outdoor workers and that the precept remains at £104,609 (the same as for 2012-2013)

81.   CLERK UPDATE

i) Gate across Muddy Lane – Countryside team still to be contacted

ii) Request from a resident for a defibrillator in the village – the clerk to check with the Doctors surgery,  Park Sports Centre and Asda.

iii) Request from Siblings Nursery via OCC for bollards on London Road – the committee supports the

installation of barriers along that stretch of London Road

iv) Request to fell 4 trees at the western end of the allotments. – Granted

v) Meeting with representatives of Arriva re Church Road – Arriva had indicated a representative could attend a meeting in January. Agreed to arrange a meeting for Tuesday 15th January 2013 at either 3 or 4pm

82.  TO CONSIDER PRODUCING A COMMUNITY EMERGENCY PLAN

This item was deferred to a later meeting.

83.  GRANTS, LICENCES AND SUBSCRIPTIONS

i) Sue Ryder Care – Nettlebed Hospice (£25 in February 2011) – no information received as to the  number of Wheatley residents receiving care. No grant made

84. TO CONSIDER OCC’S MID TERM CONSULTATION ON BUS SERVICES 103 & 104

The committee believes that this service provides a valuable means of transport especially for those at the western end of the village

85.  FINANCIAL MANAGEMENT

a) Scrutiny of budget to end of November 2012 was undertaken & a completed copy of the reconciled bank statement by Chairman & RFO

b) Balances

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

17th December 2012  was follows:                                          Community       £2,009.16

Tracker             £118,417.19

Treasury           £60,410.64

86.                            SCHEDULE OF PAYMENTS TO BE AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105610-14 GM/SW/JO/OCC/HMR&C Nov sal/wages/pen/PAYE/NICs 3,418.73
105608 Fusion Youth & Community Quarterly payment for youth cafe 2,285.00
105609 South and Vale Carers Grant Aid 200.00
d/d Barclays Bank Bank Charges – Nov 24.40
d/d Orange Internet Nov 18.37
Total £5,946.50
Cheques to Pay
105615 J Watson Oct/Nov & Dec/Jan newsletters 1,360.00
105616 AB Ingram (The Tree Barn) Christmas Tree 183.00
105617 Parchment printers Dec/Jan newsletter 1,484.90
105618 The Merry Bells Rental 25/9 to 24/12 1,046.01
105618 The Merry Bells Increase in rental for 18/10-24/12 25.01
105618 The Merry Bells Hire of hall Nov & June 54.00
105619 Berinsfield Community Business Verges and recs – cut & collect 1,153.38
105620 Buryhook Countryside M’ment Trees and hedges 900.00
105621 Lyreco Ring binders for Youth Centre 51.60
105622 SODC Dog bins – 1/4 to 30/9 195.19
105623 The Post Office Stamps 192.00
GM/SW/JF/OCC/HMR&C Dec sal/wages/pen/PAYE/NICs 3,600.00
Total £10,245.09

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter Advertising 1030.00
VAT Refund 210.93
Allotments 20.00
Interest – Treasury Deposit 14.60
Interest – Tracker 13.11
Total £1,288.64

87.  PUBLICATIONS & CORRESPONDENCE RECEIVED and NOTED

i)        The Haseleys – December 2012*

ii)        Little Milton Newsletter October 2012*

iii)        Great Milton Bulletin October  2012*

iv)        Holton, Waterperry & Waterstock News – December 2012*

v)        Tiddington with Albury & Milton Common – December 2012/January 2012 newsletter*

vi)        URC Newsletter December 2012*

vii)        Shotover Preservation Society – Winter newsletter 2012*

viii)        TVP – Wheatley/Chalgrove Neighbourhood team December newsletter*

* On display in Parish Office

88.  DATE OF NEXT MEETING – 21st January 2013 – noted

The meeting closed at 9.50pm

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 19th NOVEMBER 2012 IN THE PARISH OFFICE AT 7.30PM

PRESENT: Councillors: J Reilly (in the Chair), S Coleridge, E Bailey, R Old, J Carr, J Anderson & 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

63.   APOLOGIES FOR ABSENCE had been received from Cllrs Stacey and Birks

64.   DECLARATIONS OF INTEREST – None

65.  MINUTES OF THE PREVIOUS MEETING HELD 15th OCTOBER 2012 which had been circulated previously were signed as a correct and accurate record.

66.  UPDATE ON ITEMS FROM THE MINUTES 15TH OCTOBER 2012

(i) Minute 37(iii) –gully clearing – The gullies on Ladder Hill and High Street had been cleared but not those along London Road. The clerk to chase this up

(ii) Minute 37(vi) – Footway around the Roundhouse. The cheque had still not been cashed and no start date had been set. It was Agreed to write to the Cabinet member for Highways expressing the Parish Council’s dissatisfaction in the delay to this scheme.

£750 had been sent to the County Council for 3 new grit bins for the village. It was hoped they would be installed in the next three weeks

(iii) Minute 37(v) – Request from Village Archives to use Parish Council wi-fi.  A dual router had now been installed so it would be possible for the Village Archives to access the internet separately from the Parish Council. It was Agreed to charge the Archives for the cost of the router and for them to use for a a trial period of 6 months.

(iv) Minute 53 – Flooding and maintenance of Ambrose Rise/Crown Road ditch – Kavan Ring had hand dug some of the ditch out but the land was to soft to employ a digger. 5 boxes of Aquasacs were being delivered to the Parish office later in the week

(v) Minute 54 – Cullum Road sandpit – The working party was to hold a further meeting later in the week to which a representative from OPFA had been invited

(vi) Minute 55 – New pedestrian access to Church Road Recreation Ground – The clerk had contacted Mr Simon Shew who had agreed to put forward a design

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

Issues over the insurance and key collection were being sorted out between Fusion and the Centre. The Clerk had seen the training qualifications and the CRB register for those who would be working at the Centre.

£980 worth of equipment had been purchased via a Parish Council cheque. A thank you to Asda was due because they had organised a system where by the Parish Council could purchase the goods, pay by cheque and be able to claim the VAT back.

The club was due to start on the Wednesday and then the following Sunday. Some councillors were still unhappy about the age group for both evenings being mixed. It was Agreed to ask the advisory group for a written report for the Parish Council meeting on 7th January.

It was Agreed to vary the order of the Agenda – To take item 6, 2013-14 Budget, after item 9

68.  CLERK UPDATE

i) Gate across Muddy Lane – the Clerk is still to contact the OCC Countryside Team.

ii) Signs for Memorial Gardens and ex toilet block land. Agreed to purchase 2 ‘Dogs must be kept on a  lead’ signs for the two gates into the Memorial Gardens and a ‘No Ball games’ sign for the ex toilet block land

iii) Request from Biffa for a location for recycling bins – Agreed that this should replace the concrete bin and pole mounted bin outside ‘The Cornfield Bakery

iv) LGBCE– recommended ward changes for South Oxfordshire – to be discussed at the next F& GP Meeting

69.  GRANTS, LICENCES AND SUBSCRIPTIONS

i) South and Vale Carers Centre – 5 carers supported in Wheatley (£150 granted in 2011-12)

AGREED £200

70.  TO RESPOND TO A RESIDENT’S REQUEST TO CONSIDER PURSUING ULTRA FAST BROADBAND IN THE VILLAGE PLUS CONSIDERATION OF OCC’S REQUEST TO NOMINATE A BROADBAND CHAMPION FOR THE AREA

It was Agreed to ask Mr Buchannan, the resident who had written to the Parish Council in the first instance, if he would be prepared to be the villages ’Broadband Champion’

71.   TO CONSIDER A REVISED BUDGET FOR 2012-13 AND THE BUDGET 2013-2014

i) To consider revised budget for 2012-13 and 2013-2014 budget

The clerk presented a revised budget for 2012 – 13.

At the moment the revised budget was lower than the original one for 2012-2013. The costs of the Youth centre would be looked at again and the grants (non 137) would be increased by £500

The clerk suggested that the outdoor workers’ rate should be considered for increase in light of the ‘living wage’ rate movement. (November 2009 was the last time the rate was increased)

The clerk presented a draft budget for 2013-2014.

This showed an increase of £3,000 over the previous year. The current precept could be kept at £104,619 for the next year by using £16,000 of the Parish Council’s reserves. A further £10,000 could be added to the Capital reserve for the new pavilion.

The next F&GP committee would make the recommendation on the budgets to the January meeting of the full council.

72.  FINANCIAL MANAGEMENT

a) The budget to end of October 2012 was scrutinised & 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

19TH November 2012 will be as follows:                                   Community       £1,019.48

Tracker             £126,417.19

Treasury           £60,425.24

73.                            SCHEDULE OF PAYMENTS TO BE AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105592-97 GM/SW/JO/OCC/HMR&C Oct sal/wages/pen/PAYE/NICs 3194.27
d/d BNP Paribas Rental and admin fee 27.10.12 435.94
d/d Barclays Bank Bank Charges 13.09.12-14.10.12 40.72
105598 OCC Payment for grit bins 750.00
105599 ASDA Equipment etc for Youth Centre 987.87
Total £5,408.80
Cheques to Pay
105600 Swift Digital Services Photocopier usage18.07-17.10 182.90
105601 Berinsfield Community Business Verges October 2012 581.88
105602 Lyreco Stationary 71.42
105603 C Dalton Mileage to SODC 07.11.12 15.26
105604 Trinder and Son To fix office plug socket 50.00
105605 AON Insurance Extra for increase in Fid. Guar 83.26
105606 Clairelogic Computer check and router 199.20
105607 BT Telephone charges 164.58
GM/SW/JF/OCC/HMR&C Nov sal/wages/pen/PAYE/NICs 3,600.00
Total £4,948.50

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
SODC precept 2nd instalment 52,304.50
OCC recharge – for verges 3,463.44
Newsletter Advertising 2,215.00
Allotments 30.00
Interest – Treasury Deposit 24.62
Interest – Tracker 13.11
Photocopying 3.60
Total £58,054.27

74.  PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED

i)        The Haseleys – Newsletter November  2012*

ii)        Little Milton Newsletter November 2012*

iii)        Great Milton Bulletin November  2012*

iv)        Holton, Waterperry & Waterstock News – November  2012*

v)        URC Newsletter November  2012*

vi)        Oxfordshire Rural Community Council Annual review 2011/2012*

vii)        CPRE ‘Countryside Voice’ Winter 2012-11-05

viii)        TVP Wheatley/Chalgrove Neighbourhood Team November 2012 Newsletter

ix)        Clerk and Councils Direct – November 2012*

x)        CPRE Oxfordshire – Oxfordshire Voice – Autumn 2012*

* On display in Parish Office

75.  DATE OF NEXT MEETING – 17th December 2012 – Noted

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 15th October 2012 IN THE PARISH OFFICE AT 7.30PM

PRESENT: Councillors: J Reilly (in the Chair), S Coleridge, E Bailey, E Stacey, R Old & 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

47. APOLOGIES FOR ABSENCE had been received from Cllrs J Carr, J Anderson & G Birks

48. DECLARATIONS OF INTEREST – Cllr Bailey declared an interest in agenda Item 10(iii) (Minute 56(iii)) as the applicant was a neighbour.

49. MINUTES OF THE PREVIOUS MEETING HELD 17th SEPTEMBER 2012 which had been circulated previously were signed as a correct and accurate record with the following correction

Minute 48 Date of Next Meeting – Change ‘17th September” to “15 September

50. UPDATE ON ITEMS FROM THE MINUTES 17TH SEPTEMBER 2012

(i) Minute 37(iii) – gully clearing. Cllr Bell had carried out a survey of Ladder Hill and 9 of the 18 gullies were blocked. London Road, Holloway Road and Park Hill, High Street, Crown Road and Roman Road would also be surveyed and the results given to the clerk so they could be forwarded to the County Council. The Parish Council could volunteer to pay for these gullies to be cleared if the County refused to come out

(ii) Minute 37(vi) – Footway around the Roundhouse – Cheque for £7,000 had been sent off. No start date for the work had been given. NOTED

(iii) Minute 37(v) – Request from Village Archives to use Parish Council wi-fi. The clerk had asked a computer consultant to give the Parish computer a health check and at the same time advise on the wi-fi provision. His advice was that a new, modern dual router be purchased so that the Archives could use one of the ‘channels’ whilst the Parish Council would the other. This would add to security. The consultant would furnish the clerk with a price.

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

The Advisory Group had met and decided that the two evenings would be Sunday and Wednesdays. The memorandum of Understanding had been signed and returned.

The likely start date would be 14th November.

The clerk had discussed with Fusion how equipment etc could be purchased and the VAT claimed back.

There were still issues such as key holders and risk assessment by the Centre of activities to be sorted out.

A ‘Big Society’ evaluation form had been received from the County Council showing the progress so far on the project.

52. TO CONSIDER A REVISED BUDGET FOR 2012-13 AND THE BUDGET 2013-2014

See enclosed paper from Cllr Bell

i) To receive a report on the briefing meeting held at SODC offices and the changes to the way Council Tax benefit is funded. The clerk reported that the Government had changed the Legislation so there would now be no effect on Parish Councils’ precepts.

ii) To consider revised budget for 2012-13 and 2013-2014 budget

The budget proposals suggested by Cllr Bell were discussed.

  • Gully clearing – in the first instance the County Council to be asked to pay
  • Use of toilet land – £1,000 had been allocated for fees a High Street scheme
  • Grass cutting of recreation grounds – put out to tender – increase in cost + £1,000?
  • New entrance into Church Road Recreation Ground – £7,000?
  • Cullum Road Recreation Ground – vire the £5,000 earmarked for the Youth Shelter
  • New pavilion in Holton – allocate a further £10,000 to the project?
  • Tree work within the village – increase from £3,000 to £4,000
  • Review of Parish Council website – unknown
  • Production of Neighbourhood Plan – unknown

The Clerk reminded the Committee that next financial year the cost of funding the two nights at the Family Centre would be around £12,000

53. TO CONSIDER THE RECENT FLOODING IN THE VILLAGE AND THE MAINTENANCE OF THE AMBROSE RISE/CROWN ROAD DITCH

Agreed that the maintenance to the trees at the southern end of the footpath be undertaken.

The clerk to ask Dave Baldwin of Monson Ltd for two boxes of ‘Aquasacs’ and advice on ‘dredging’ the ditch.

54. TO BEGIN PLANNING FOR THE REPLACEMENT OF THE SAND PIT IN CULLUM ROAD RECREATION GROUND

Residents to be invited, in the next newsletter, to help themselves to the sand from the sandpit and then to offer it on ‘Freecycle’

It was Agreed that Cllrs Bailey and Bell plus Anderson (if willing) would look at possible use for the land freed up. .

55. TO AGREE THE NEXT STAGE IN CREATING THE NEW PEDESTRIAN ACCESS INTO CHURCH ROAD RECREATION GROUND

Agreed that the Clerk would contact Mr Simon Shew, who had devised a draft design earlier in the year

56. CLERK UPDATE

i) Gate across Muddy Lane – The clerk had received correspondence from the Land Registry via a resident that that nobody was Registered as owner of the track. The clerk to check with the OCC Countryside team to see if it could be made into a public footpath.

ii) To consider providing a Christmas tree for the village. Cost approx £163 – Agreed

iii) OCC Consultation on providing a Disabled Persons Parking Place (DPPP) outside 3 Bell Lane

Agreed – no objection

iv) Reply from Chief Fire Officer – Noted

v) Request from Wheatley Park School for tasks for years’ 12/13 Community Day – 25th October

It was suggested that the War Memorial could be cleaned in time for Remembrance Sunday

57. GRANTS, LICENCES AND SUBSCRIPTIONS

i) Ordnance Survey licence £65.70 – Agreed

ii) Royal British Legion – wreath (£40 last year) – £40 Agreed

58. TO RESPOND TO A RESIDENT’S REQUEST TO CONSIDER PURSUING ULTRA FAST BROADBAND IN THE VILLAGE – Deferred to next meeting

59. FINANCIAL MANAGEMENT

a) The budget to end of September 2012 had been circulated with the Agenda & the completed copy of the reconciled bank statement was signed by the Chairman & RFO

b) Balances

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

15th October 2012 would be as follows: Community £3,102.49

Tracker £130,417.19

Treasury £60,410.64

60. SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105575-80 GM/SW/JO/OCC/HMR&C Sept sal/wages/pen/PAYE/NICs 3,306.35
d/d Barclays bank Bank charges 13.8 to 12.9 33.10
105572 WPSFMC Additional payment for 2012-13 2,092.86
105573 OCC Highways Footway round the Roundhouse 7,000.00
105574 Thames Water Memorial Gardens 6.14
d/d Orange Internet connection 18.37
Total £12,456.82
Cheques to Pay
105582 WPSFMC 2nd Quarterly payment 2,000.00
105583 D Lamont Mileage to SODC – 20/9 17.02
105584 Parchments Oct/Nov newsletter 1,484.90
105585 K Watts Allotment clearance 720.00
105586 Lyreco Ltd Photocopier paper 51.48
105587 Ordnance Survey Map copying licence 65.70
105588 Berinsfield Community Business Verges & recs grass cutting Sept 863.64
105589 Southern Electric Electricity -6.7.12-4.10.12 65.00
105590 Royal British Legion Wreath for Remembrance Day 40.00
105591 Acanthus Clews Holton Sports pavilion 3,600.00
GM/SW/JF/OCC/HMR&C Oct sal/wages/pen/PAYE/NICs 3,600.00
Total £12,507.74

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
SODC precept 2nd instalment 52,304.50
OCC recharge – for verges 3,463.44
Newsletter Advertising 2,215.00
Allotments 30.00
Interest – Treasury Deposit 24.62
Interest – Tracker 13.11
Photocopying 3.60
Total £58,054.27

61. PUBLICATIONS & CORRESPONDENCE RECEIVED – Noted

  1. i. The Haseleys – Newsletter October 2012*
  2. ii. Little Milton Newsletter October 2012*
  3. iii. Great Milton Bulletin October 2012*
  4. iv. Holton, Waterperry & Waterstock News – October 2012*
  5. v. Tiddington with Albury & Milton Common – October/November newsletter*
  6. vi. URC Newsletter October 2012*
  7. vii. Tree News – Autumn/Winter 2012*
  8. viii. TVP Wheatley Neighbourhood Team newsletter October 2012*
  9. ix. Oxfordshire playing Fields Association – ‘The Playing Field’ Autumn 2012

* On display in Parish Office

62. DATE OF NEXT MEETING – 19th November 2012 – Noted


Then I found out about Accutane Online on “valtrexlab.com“, and I was able to control herpes. At least, I was able to protect myself from unpleasant surprises when I took it in advance of the big event.

The meeting closed at 10.00pm

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 17th SEPTEMBER 2012 IN THE PARISH OFFICE AT 7.30PM

PRESENT: Councillors: J Reilly (in the Chair), S Coleridge, E Bailey, E Stacey, G Birks (up to 8.50Pm), J Anderson          & 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

The Committee had met first of all at Cullum Road Recreation Ground to discuss the replacement of the sandpit. It was suggested that some of the sand might be spread over the grass to improve the quality and that Freecycle might be used to dispose of it. Suggestions for replacement equipment included concrete table tennis tables or ‘adult’ keep fit equipment.

34.   APOLOGIES FOR ABSENCE had been received from Cllrs Carr & Old

35.   DECLARATIONS OF INTEREST – NONE

36.  MINUTES OF THE PREVIOUS MEETING HELD 20th August 2012 which had been circulated previously were signed as a correct and accurate record

37.  UPDATE ON ITEMS FROM THE MINUTES 20th August  2012

(i) Minute 20(i) – Bollards on north side of Church Road

(ii) Minute 20(ii) – 2011-12 Final Accounts – External Audit by BDO was now complete. No outstanding issues had been identified. The Annual return had been posted on the noticeboard and BDO’s report would be presented to the next Parish Council meeting.

(iii) Minute 22 – reply from OCC Highways re gully clearing – OCC have a programme of work and  would ‘only return if they are blocked’

Councillors are asked to check the gullies, note their location and inform the clerk.

(iv) Minute 23 – Footway around the Roundhouse. OCC Highways had requested the £7,000 payment straight away. Agreed to send the payment.

(v) Minute 26 – Request from Village Archives to use Parish Council wi-fi. The clerk had made some enquiries and had found out that the Parish Council was still had wifi though the new computer was hard wired into the phone socket. He would continue to make enquiries into security etc.

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

Cllr Stacey said that the first meeting of the Parish Council’s Advisory Group would take place on Tuesday 25th September.

Invitation to attend Maple Tree Children’s Centre Advisory Group – 9.30am on Friday 5th October.

Cllr Coleridge said she would be able to attend.

39.  CONSIDERATION OF DISTRIBUTION OF THE 1,154, UNDER THE SODC’S CORE STRATEGY

Meeting at SODC’s offices on Thursday 20th September at 6pm – three representatives invited

Cllrs Lamont and Reilly agreed to attend

40.  TO BEGIN THE PROCESS OF PREPARING THE 2013-2014 BUDGET.

The Clerk suggested that the committee begin to consider expenditure for next financial year. Are there any specific items of expenditure that should be considered? It was agreed that the grass cutting contracts should be looked at. In the meantime the clerk to ask BCB to pick up the grass cuttings after the next cut of the cut of the recreation grounds etc.

41.  CLERK UPDATE

i) The Audit Commission have appointed BDO LLP as External Auditor for 2012-2013 – NOTED

ii)  OCC Highways Open Day 15th September + salt bags – NOTED

42.  GRANTS, LICENCES AND SUBSCRIPTIONS – NONE

43.  FINANCIAL MANAGEMENT

a) The  budget to end of August 2012 was presented & the reconciled bank statement was signed by the Chairman & RFO

b) Balances

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

17th September 2012 was as follows:                                    Community        £2,555.01

Tracker                         £87,099.55

Treasury           £60,386.02

44.                            SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105561-65 GM/SW/JO/OCC/HMR&C Aug sal/wages/pen/PAYE/NICs 3,300.12
105558 Wheatley Park School Prize giving 200.00
105559 CPRE 2012/13 subscription 29.00
105560 Society of Local Council Clerks Clerk’s 2012-2013 subscription 175.00
105567 K Ring Church Rd pollarding 1,200.00
Total £4,904.12
Cheques to Pay
105568 BDO LLP External Audit 2011- 2012 660.00
105569 The Merry Bells Office Rental  25/06/12-24/09/12 1,046.01
105569 The Merry Bells Hire of Hall May-Sept  2012 150.00
105570 Berinsfield Community Business Verges &rec cutting Aug 2012 1,007.64
105571 Sam Trinder Office PAT safety test 80.00
Oxfordshire County Council Footway around the Lock-Up 7,000.00
d/d Public Works Loan Board Loan repayment 483.47
GM/SW/JF/OCC/HMR&C Sept sal/wages/pen/PAYE/NICs 3,600.00
Total £14,027.12

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter Advertising 635.00
Total £635.00

45.  PUBLICATIONS & CORRESPONDENCE RECEIVED

i)        The Haseleys – Newsletter September 2012*

ii)        Little Milton Newsletter September 2012*

iii)        Great Milton Bulletin September  2012*

iv)        Holton, Waterperry & Waterstock News – August 2012*

v)        URC Newsletter September 2012*

vi)        Clerks and Councils Direct September 2012*

vii)        Oxford Rural Housing Partnership – Affordable Rural Housing Conference

viii)        Wednesday 26th September 2012 – Marcham – 9.30am-12.15pm

ix)        E-mail from resident re installation of gate across Muddy Lane.

The clerk to find out the address of the person who has erected the gate and ask them to remove it.

* On display in Parish Office

46.  DATE OF NEXT MEETING – 15th October 2012 – 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 20th AUGUST 2012 IN THE PARISH OFFICE AT 7.30PM

PRESENT: Councillors: J Reilly (in the Chair), S Coleridge, E Bailey, E Stacey, J Carr & R Old

OFFICER THE CLERK: Gareth Morris

ALSO PRESENT: County Councillor Anne Purse

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 Cllrs Anderson, Bell & Birks

18.   DECLARATIONS OF INTEREST – None

19.  MINUTES OF THE PREVIOUS MEETING HELD 18th JUNE 2012 which had been circulated previously were signed as a correct and accurate record.

20.  UPDATE ON ITEMS FROM THE MINUTES 18th JUNE  2012

(i) Minute 8 – Bollards on north side of Church Rd –  the clerk to arrange a meeting with Arriva

(ii) Minute 6 – 2011-12 Final Accounts – Query from External Auditor re Fidelity Guarantee – there is a need to increase the parish’s fidelity guarantee due to the level of the reserves held at the start of the financial year when half the precept is received. The clerk to advise the council’s insurance company

(iii) Minute 10 – Grass cutting of verges and recreation grounds The clerk has been in contact with the grass cutting company and informed them of the parish’s concerns. There is a problem of cutting Church Road Recreation area during the school holidays as there have been children playing there when the contractors had gone in. In such circumstances the grass is not cut

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

A meeting had been held on 17th July at the Maple Tree Centre to discuss the Youth Club provision. Cllrs Stacey and Carr had attended along with County Councillor Purse, Dan Evanhuis and others (Fusion) and representatives from OCC and users of the centre.- Record of meeting to be circulated.

The F&GP committee emphasised that the provision should be 2 weekday evenings a week, 7pm to 9pm.

Costings for the use of the centre had just been received – £3,163.51per annum.

A Memorandum of Understanding between the Parish Council and the Headteacher and Governors of   Great Milton Primary School (who are responsible for the running of the Centre) would go before the next Parish Council meeting.

Cllr Carr made the following points:

The age groups should not be mixed; the Parish Council needs sight of the Qualifications and CRB checks of the youth workers/leaders; volunteers should not be leaders; neighbouring villages should be encouraged to send their young people to the centre and to contribute to the cost,

County Councillor Purse said that in her statement to the cabinet of Oxfordshire County Council in support of the bid she had emphasised the need for strong, qualified youth leaders due to the problems that Wheatley had had youth anti-social behaviour in the past. She said she would encourage other villages to come on board.

22.   To consider AND REPORT ACTIONS FOLLOWING THE FLOODING IN THE VILLAGE ON FRIDAY 6TH JULY INCLUDING asking OCC to arrange a special clearance of all the village gullies before the onset of winter.

It was Agreed to write a letter of thanks to the Oxfordshire Fire Service for all their work on the 6th July in dealing with the flooding that took place in the village.

It was also Agreed that OCC be requested that the blocked gullies in the village should be cleared –especial attention should be paid to those on Ladder Hill, Station Road, Holloway Road and London Road.

23.  TO RECEIVE AND CONSIDER THE REPLY FROM OXFORDSHIRE COUNTY COUNCIL ON THE COST OF PROVIDING A FOOTPATH AROUND THE ROUNDHOUSE AT THE JUNCTION OF HOLLOWAY ROAD AND CHURCH ROAD

Costings had been received from the County Council re providing a footway around the Roundhouse.

It would cost £7,000 to provide a footway from Holloway Road around the Roundhouse stopping at the bus stop and a further £4,000 for the footway to extend to the ‘Keep Clear’ sign on the road by the

Gates. This extra section would have an effect on the on-street parking which the Highways Department

would not be happy with.

Cllr Carr proposed and Cllr Stacey seconded that the F&GP committee recommend to full council that the Parish Council requests the County Council proceeds with providing a footway around the Roundhouse from Holloway Road to the bus stop pole on Church Road for a cost of £7,000. This was AGREED

Unanimously

24.   TO CONSIDER THE EFFECT OF THE NEW FUNDING ARRANGEMENTS FOR LOCALISING SUPPORT FOR COUNCIL TAX

As part of the 2010 Spending Review the Government announced its intention to localise support for Council Tax from 2013-14 and to reduce expenditure on this benefit by 10%.

The existing arrangements for council tax benefit are standardised across the country and are paid for out of national taxation. The new arrangements will be implemented by amending the Local Government Finance Act 1992. The new localised schemes will be implemented in the financial year 2013-2014. The Bill is central to delivering the Government’s commitment to reducing expenditure, increased devolution of services through Localism and cutting benefits with the aim of stimulating economic growth. This Government will only be providing a grant to fund 90% of the council tax benefit liability so the localised schemes have to address how to cope with the 10% shortfall in funding. The potential impact on town and parish councils as precepting authorities could be considerable particularly where there is a high proportion of council tax benefit claimants. The Government expects billing and local precepting authorities to work together to manage the potential impact of the Council Tax reductions on the local precepting authority Band D council tax levels

South Oxfordshire and the Vale of White Horse District Councils will be holding four seminars to explain the implications of the new scheme. All town and parish councils are invited to attend a seminar at either venue (maximum of two attendees from each town/parish).

The seminars will take place at:

South Oxfordshire DC – two sessions, between 12.30 and 13.30 lunchtime and between 18.00 to 19.00 in the evening. Both to be held in the council chamber at Crowmarsh on 19 September

Agreed that the clerk and Cllr Reilly attend on behalf of the Parish Council

25 TO CONSIDER A RESPONSE TO THE CONSULTATION ON THE ELECTORAL REVIEW OF SOUTH OXFORDSHIRE BEING CARRIED OUT BY THE LOCAL GOVERNMENT BOUNDARY COMMISSION

This item had been referred to F&GP from Parish Council meeting held on 2nd July

It was Agreed that it would be sensible for Wheatley and Holton to be in the same ward. The clerk to respond making the case to the Commission.

26. TO CONSIDER A REQUEST FROM THE WHEATLEY ARCHIVES TO USE WHEATLEY PARISH COUNCIL’S WIFI SYSTEM TO ALLOW THE ARCHIVES TO CONNECT TO THE INTERNET.

There was a mixed response to the request. Some Cllrs expressed concerns over security and the ethicacy of a public body allowing its wifi connection to be used by another body. Other councillors felt that provided the wifi was password protected and usage by the Archives did not affect the speed of the parish council’s connection, then there should not be a problem.

The clerk was asked to do some more research.

27.  CLERK UPDATE

i) Tree work in the village –The clerk indicated that he would be asking for more work to be done on the  trees in the village.

ii) Consultation – Cheque Signatories Legislative Reform Order – Parish Councils were being consulted  on the use of electronic means of payment. The Clerk reported that he felt being able to pay wages and salaries by BACS would be more convenient for the employees. It was Agreed that this be the Parish’s response to the consultation.

iii) To consider paying the 2012 Society of Local Council Clerks Subscription for the clerk – £175 – Agreed

iv) FOR INFORMATION ONLY- The County Council had asked for the Parish Council’s views on the 275 Oxford/High Wycombe service using the London Road only through the village ie not coming down Holloway Road and along Church Road. To be on next Parish Council Agenda.

28. TO RECEIVE A REPORT ON THE PARISH COUNCILLORS’ VILLAGE WALKABOUTS HELD IN JULY Noted

Replacement of sand pit at Cullum Road – a brief discussion took place on what might be installed. Cllr Dalton had written to the committee suggesting a sensory garden might be provided. However over all the committee felt that maybe ‘adult’ fitness equipment might be welcomed.

It was suggested that the committee should start its next meeting at Cullum Road recreation area – Agreed.

29.  GRANTS, LICENCES AND SUBSCRIPTIONS

i) Campaign to Protect Rural England (CPRE) 2012 Subscription – £29 – AGREED

ii) Wheatley Park School prize Giving – request for grant aid – AGREED £200

30.  FINANCIAL MANAGEMENT

a) The budget to end of July 2012 had been distributed and discussed &

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

b) Balances

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

20th August 2012 would be as follows:                                   Community      £4252.85

Tracker                         £99,099.55

Treasury           £60,386.02

31.                            SCHEDULE OF PAYMENTS TO BE AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105534-38

105543-47

GM/SW/JO/OCC/HMR&C June&July sal/wages/pen/PAYE/NICs 7,100.04
105531 Oxford Air Ambulance Grant Aid 100.00
105533 OALC Planning Training 42.00
105539 WPSFMC 2nd Quarterly payment 2,000.00
105540 Thames Water Memorial gardens 7.90
105541 Berinsfield Community Business Verges and rec cutting 1,073.64
105542 Southern electric Electrity 71.21
105548 Lyreco Fax/Answering machine 99.59
Total £10,494.38
Cheques to Pay
105549 Parchment printers Aug/Sept newsletter 1,484.90
105550 J Watson Aug/Sept newsletter 680.00
105551 Acanthus Clews Architects New Holton pavillion 3,000.00
105552 K Ring (Buryhook) Collection & disposal of rubbish 180.00
105553 Swift Digital Services Photocopies 13/4 – 18/7 123.47
105554 C Dalton Travel to planning training 8.70
105555 Berinsfield Community Business Verges+recs – June & July 1,793.28
105556 Clairelogic Esat computer 67.90
105566 BT Telephone charges 156.38
GM/SW/JF/OCC/HMR&C Aug sal/wages/pen/PAYE/NICs 3,600.00
Total £11,094.63

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter Advertising 315.00
Treasury Deposit Interest 42.89
Allotment 10.00
Total £367.89

32.  PUBLICATIONS & CORRESPONDENCE RECEIVED – NOTED

i)        The Haseleys – Newsletter June 2012*

ii)        Little Milton Newsletter July 2012*

iii)        Great Milton Bulletin July  2012*

iv)        Holton, Waterperry & Waterstock News – July 2012*

v) Letter from The Howe trustees re allotments  – Agreed that the clerk invite them to report to each Parish Council meeting

vi)        Wheatley Neighbourhood Police Team –August newsletter*

vii)        Oxfordshire playing Fields Association Summer Newsletter*

viii)        Letter from Church Road resident re condition of north side pavement –Agreed that the clerk reply to the resident.

ix)        The Oxfordshire University Trust Hospitals TORCH magazine*

x)        SODC –  Modifications of Core Strategy following May & June Examination in Public*

xi)        CPRE – ‘Countryside Voice’ – Summer 2012*

xii)        Clerks and Councils Direct – July 2012 issue*

* On display in Parish Office

33.  DATE OF NEXT MEETING – 17th September 2012 – noted – it was agreed that the meeting convenes at Cullum Road Recreation Ground

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 18th JUNE 2012 IN THE PARISH OFFICE AT 7.30PM

PRESENT: Councillors: J Reilly (in the Chair), R Bell, S Coleridge, J Anderson, E Bailey, E Stacey & 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

  1. 1. ELECTION OF CHAIRMAN

Cllr Reilly – proposed by Cllr Bell and seconded by Cllr Coleridge

As there were no further nominations Cllr Reilly was declared Chairman of the Committee

  1. 2. ELECTION OF VICE CHAIRMAN

Cllr Bell – proposed by Cllr Reilly and seconded by Cllr Coleridge

As there no further nominations Cllr Bell was declared ViceChairman of the Committee

3.   APOLOGIES FOR ABSENCE had been received from Cllr Birks

4.   DECLARATIONS OF INTEREST – None

5.  MINUTES OF THE PREVIOUS MEETING HELD 16th April 2012 which had been circulated previously were signed as a correct and accurate record.

6. TO RECEIVE THE FINAL ACCOUNTS FOR THE FINANCIAL YEAR 2011-2012 6.

The papers for the final accounts (Detailed Balance Sheet, Income and Expenditure Account, Budget Statement, Bank Reconciliation and Notes to the Accounts) had been distributed previously. As had Sections 1 and 2 of the Annual Return 2011-2012 and the papers titled ‘Review of Parish Council Funds’  and ‘Internal Control and Management of Risk’ (Review of Internal Audit).

The clerk went through the various papers explaining the figures and answering questions. The surplus of income over expenditure for the year was £31,000 and this put the balances at the end of the year up to £151,000. The Internal Auditor was not happy last year with the amount in the general fund so this year the earmarked reserves would be increased to £73,000. Additional ear marked reserves, for items agreed by the council were: Youth Centre, £8,000, tree care, £5,000, Holton Pavilion, £10,000 and Playground equipment, £5,000.

The clerk reported that the Internal Auditor had paid his annual visit that afternoon to carry out his internal audit of the Parish Council. He had been furnished with all the figures beforehand and he had signed off the accounts and completed his section of the Annual Return.

Cllr Bell proposed and Cllr Stacey seconded that the Accounts, the Annual Return, the Review of Internal Audit and the Review of Parish Council’s Funds be received and recommended for approval by the Parish Council.

This was Agreed unanimously

8.00pm – The Finance and general Purposes Committee was suspended whilst the Extra-Ordinary meeting of the Parish Council was held

9.20pm – The Finance and General Purposes Committee resumed

7. UPDATE ON ITEMS FROM THE MINUTES 16th April 2012

(i) Minute 8 – Bollards on north side of High St – Arriva representative can meet after 24th June – Noted

(ii) Minute 9 – Footway around the Roundhouse – no reply from Highways – Noted

8.  TO RECEIVE AN UPDATE ON PROGRESS ON THE PARISH COUNCIL’S BID TO THE OCC BIG SOCIETY FUND FOR YOUTH PROVISION IN THE VILLAGE

The Extra Ordinary Parish Council meeting held at 8.00pm had agreed to sign Big Society Funding Agreement with he County Council. It had further agreed to ask under paragraph 9.2 that it be given permission by the County Council to subcontract the project to Fusion Youth and Community UK

It also agreed to sign the Service Agreement and Schedules with Fusion

9.  TO RESPOND TO THE CONSULTATION ON THE APPOINTMENT OF BDO LLP AS THE PARISH COUNCIL’S EXTERNAL AUDITOR ROM 2012-2013

Agreed that the Parish Council has no objection to the appointment of BDO LLP as the Parish Council’s External Auditor. No further action necessary.

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

Cllr Bell had requested this item to be placed on the Agenda as a result of complaints to him about the grass cutting, especially in Church Road recreation ground before mayday and the Jubilee celebrations.

The Clerk explained that the cutting of the verges had been taken over from the County Council in 2005/6 and there were approximately 70 stretches of grass to cut, some should be done twice a month and some once a month.

The recreation grounds used to be cut by another organisation up until about 3 years ago when that firm ceased operations. Berinsfield Community Business was then engaged to cut the recreation grounds as well as the verges.

It was agreed that the clerk set up a meeting with BCB to discuss the contract.

11.  CLERK UPDATE

i) Arrangements for cover of the clerk’s leave of absence. – noted

ii) To re-allocate the Grant to the Diamond Jubilee Committee as a Section 145 award not Section 137

Agreed

iii) Tree work within the village – the Clerk reported that the lime trees in Church Road Recreation Ground  would be pollarded on 3rd July

A small tree on the boundary of the Council’s allotments at Littleworth Road had fallen in to a neighbouring resident’s garden. The clerk had had the tree removed. No damage had been done to the resident’s garden or property.

iv) Wheatley Primary School – task for year 6 – Councillors to bring ideas to full council on 2nd July

12.  GRANTS, LICENCES AND SUBSCRIPTIONS

i) Berks/Oxon/Bucks Air Ambulance  Agreed £100 – (under Section 137 Local Government Act 1972)

13.  FINANCIAL MANAGEMENT

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

b) Balances – Noted

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

18th June  2012 will be as follows:                              Community      £1,371.62

Tracker           £111,085.25

Treasury         £60,345.68

14.                            SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105520,1&23-26 GM/SW/JF/OCC/HMR&C May  sal/wages/pen/PAYE/NICs 3,281.24
105516 BT April-June 151.32
105517 Merry Bells Management Cttee Office rental 26/3 – 24/6 1,046.01
105518 Berinsfield Community Business Verges and recs 926.70
105519 AON Insurance 2012-2013 3,455.06
d/d Orange Internet charge May 18.37
d/d Barclays Bank Bank charges 13.04 -13.05 43.44
Total £8,922.14
Cheques to Pay
105527 Parchments of Oxford Newsletter June/July 2012 1,484.90
105528 SODC Dog waste bin contract 85.39
105529 J Watson Newsletter June/July 2012 680.00
105530 K Ring (Buryhook0 Allotment tree removal 50.00
GM/SW/JF/OCC/HMR&C Mar sal/wages/pen/PAYE/NICs 3,600.00
Total £5,900.29

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter Advertising 315.00
Treasury Deposit Interest 42.89
Allotment 10.00
Total £367.89

15.  PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED

i)        The Haseleys – Newsletter June 2012*

ii)        Little Milton Newsletter June 2012*

iii)        Great Milton Bulletin May  2012*

iv)        Wheatley URC Newsletter – June   2012*

v)        Holton, Waterperry & Waterstock News – June 2012*

vi)        Oxfordshire Playing Fields Association Magazine  Spring 2012

vii)        International Tree Foundation Supporter Event  – 23rd June 2012 10am -3pm

viii)        CPRE Oxfordshire Branch AGM June 30th 2012 3.00pm

ix)        Tiddington with Albury and Milton Common – June/July Newsletter 2012*

x)        Local Council Review – Summer 2012*

xi)        South Oxfordshire Sustainability – ‘Water, Water Everywhere’, Public meeting to discuss water issues in South Oxfordshire. 22nd June 7.30-9.00pm, River and Rowing Museum, Henley on Thames

* On display in Parish Office

16.  DATE OF NEXT MEETING – 20th August – Noted – Cllrs bell and Anderson gave their apologies

The meeting closed at 9 .50pm

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 16th APRIL 2012 IN THE PARISH OFFICE AT 7.30PM

PRESENT: Councillors: J Carr (Chairman), J Reilly, R Bell, S Coleridge, G Birks, J Anderson & R Old

OFFICER THE CLERK: Gareth Morris

Also Present: 2 members of the public.

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

1.  APOLOGIES FOR ABSENCE had been received from Cllr Stacey

2. DECLARATIONS OF INTEREST – None

3.  MINUTES OF THE PREVIOUS MEETING HELD 19th MARCH 2012 which had been circulated with the Agenda were signed as a correct and accurate record

4.  UPDATE ON ITEMS FROM THE MINUTES 19TH MARCH 2012 – nothing to report

5.  TO RECEIVE AN UPDATE ON PROGRESS ON THE PARISH COUNCIL’S BID TO THE OCC BIG SOCIETY FUND FOR YOUTH PROVISION IN THE VILLAGE

Cllrs Bell, Stacey and the clerk were meeting with representatives of Fusion the following day to receive Fusion’s response to the Parish Council’s draft service agreement. It was emphasised by the committee the need to keep to two evenings a week at the Youth Centre

6.  TO PREPARE A REVIEW OF THE PARISH COUNCIL’S RESERVES AS PER THE INTERNAL AUDITOR’S REPORT 2010-2011

Agreed that the clerk would prepare a paper outlining the Parish Council’s spending plans in the future.

Items to include: Youth Centre costs, which would be ongoing year on year; pavement around the Roundhouse + new entrance into Church Road Recreation ground + crossing; refurbishment of ex toilet block land in the High Street; salt bins for the village; removal of sand pit from Cullum Road Recreation Ground + replacement equipment.

7.  TO CONSIDER A REQUEST FROM THE DIAMOND JUBILEE COMMITTEE FOR USE OF CHURCH ROAD RECREATION GROUND ON SUNDAY 3RD JUNE 2012 – Due to possible objections from the police to the marquee being erected in Crown Square the Jubilee Committee was asking permission to erect it in Church Road Recreation Ground instead. – Agreed

8. TO CONSIDER AN OFFER BY OCC HIGHWAYS VIA COUNTY COUNCILLOR ANNE PURSE TO INSTALL BOLLARDS ALONG THE NORTH SIDE PAVEMENT ON CHURCH ROAD

The Clerk to arrange a site meeting with Keith Stenning of OCC Highways and the Arriva Bus Company

The resurfacing of Church Road between Holloway Road and Friday Lane is due to take place between 30th July and 24th August Noted

9. TO CONSIDER THE POSSIBILITY OF A FOOTWAY AROUND THE ROUNDHOUSE AT THE HOLLOWAY ROAD AND CHURCH ROAD JUNCTION

In a response to a request from Cllr Bell, Mr Shew had drawn up a draft plan for a pavement around the Roundhouse and a new entrance into the Recreation Ground just west of the Roundhouse. This had been sent to County Cllr Anne Purse who in turn had forwarded it on to the County Council Highways Department. It was agreed that the clerk should add to that request increasing the pavement westwards to the present entrance into the recreation ground and the possibility of a crossing across Church Road opposite the old Co-op building.

10.  TO CONSIDER THE ELECTORAL REVIEW OF SOUTH OXFORDSHIRE

Preliminary stage – reduction in size of council by 12 Councillors (from 48 to 36) – ends 8th May

Agreed that the Parish Council should respond by saying that the status quo should be maintained.

‘Localism’ should not mean fewer local councillors and larger wards.

11. TO CONSIDER THE LETTER FROM Mr J DYKES RE HIS PROPOSED MIX DEVELOPMENT OF AFFORDABLE AND MARKET HOUSING ON HIS LAND AT LONDON ROAD

Agreed to defer any formal response until councillors had visited the site to check on the closeness of the pylons and sub station etc.

12.   CLERK UPDATE

i) CCTV camera in the High Street – The Committee agreed that it still wanted the camera

ii) Vacancy on the Parish Council – No election had been called. The Council could now co-opt a councillor at it’s May Full Council meeting.

iii) Pavement resurfacing along High Street – This was due to have started after Easter. The Clerk had given permission for the contractors to keep there equipment on the land that was the toilet block.

iv) OALC Training – Planning – 11th July – £35 – Agreed

13.  GRANTS, LICENCES AND SUBSCRIPTIONS

i) Information Commissioner’s Office –  Registration 2012-2013 – £35.00 Agreed

ii) Oxfordshire Association of Local Councils (OALC) – Subscription 2012-2013 – £613.27 (+VAT)  Agreed

iii) Oxfordshire Rural Community Council (ORCC) – Subscription 2012-2013 – £30.00 Agreed

iv) Wheatley Village Archive – Request for Grant Aid – (last year £1,000) Agreed

v) International Tree Foundation – Subscription 2012-2013 – £25.00 Agreed

14.  FINANCIAL MANAGEMENT

a) Scrutiny of budget to March 2012 and signing of completed copy of reconciled bank statement   by  Chairman & RFO – Noted

b) Balances

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

16th April 2012 will be as follows:                                Community     £2,808.77

Tracker           £69,780.75

Treasury         £60,302.00

15.                            SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105481,2,4,5 & 8 GM/SW/JF/OCC/HMR&C Mar  sal/wages/pen/PAYE/NICs 3,704.60
d/d Orange Internet charge Mar 18.37
d/d Barclays Bank Interest and commission charges 54.22
Total £3,777.19
Cheques to Pay
105489 Diamond Jubilee Party Grant Aid 1,500.00
105490 Fusion Youth and Community Grant Aid 250.00
105491 SODC National non-domestic rates bill 1327.50
105492 Information Commissioner Registration 35.00
105493 OALC 2012-2013 subscription 735.92
105494 ORCC 2012-2013 subscription 30.00
105495 LCR (Local Council Review) 2012-2013 subscription 15.50
105496 WPSFMC 1st Quarterly Payment 2012-2013 2,000.00
105497 J Watson Wheatley newsletter – April/May 680.00
105498 Parchment April/May Newsletter 1,484.90
105499 Lyreco Office stationary 56.47
105500 International Tree Foundation 2012-2013 Subscription 25.00
105501 Wheatley Village Archive Grant Aid 1,000.00
105502 Mr P Hood Internal Audit 2011-2012 458.40
105503 Berinsfield C’nity Business Verges cutting March 2012 567.66
105504 C Sprent Delivery of newsletters 2011-12 35.22
d/d BNP Paribas Photocopier rental 399.94
GM/SW/JF/OCC/HMR&C April sal/wages/pen/PAYE/NICs 3,600.00
Total £14,201.48

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter Advertising 4,545.00
Tracker Account interest 12.15
Treasury Deposit 51.15
Photocopying 1.80
Total £4,610.10

16.  PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED

i)        The Haseleys – Newsletter April 2012*

ii)        Little Milton Newsletter April 2012*

iii)        Great Milton Bulletin April  2012*

iv)        Wheatley URC Newsletter – April  2012*

v)        Holton, Waterperry & Waterstock News – April  2012*

vi)        Thames Valley Police – Wheatley neighbourhood Team March 2012 newsletter*

vii)        Tree News – Spring/Summer 2012*

viii)        Oxfordshire Army Cadet force newsletter Winter 2011/12*

ix)        Tiddington with Alberry and Milton Common Newsletter – April/May 2012*

x)        CPRE – ‘Countryside Voice’ Spring 2012 & Members Guide 2012*

xi)        Oxford Brookes University – Minutes of last residents meeting + List of Public Events for 2012

xii) E-mail from resident re a ‘Village Litter Pick – Agreed that the Clerk reply asking if the resident would be prepared to organise a Litter Pick.

xiii) E-mail from resident re ‘blind chicane’ in Littleworth – Agreed that the Clerk pass the e-mail on to the Highways Department and reply to the resident that this had been done

* On display in Parish Office

17.  DATE OF NEXT MEETING – 21st May 2012 – to be confirmed

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 19th MARCH 2012 IN THE MERRY BELLS HALL AT 7.30PM

PRESENT: Councillors: J Carr (Chairman), J Reilly R Bell, S Coleridge, E Stacey, G Birks & R Old

OFFICER THE CLERK: Gareth Morris

Also Present: 9 members of the public.

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

1.  APOLOGIES FOR ABSENCE had been received from Cllr Anderson

2. DECLARATIONS OF INTEREST – None

3.  MINUTES OF THE PREVIOUS MEETING HELD 20th FEBRUARY 2012 which had been circulated   previously were signed as a correct and accurate record

4.  UPDATE ON ITEMS FROM THE MINUTES 20TH FEBRUARY 2012

i) Minute 143(i)Sign to toilets in SODC car park – This had now been removed

ii) Minute 152(xv) – NALC/CPRE Meeting – 12.03.12 – Cllrs Bell and Stacey attended this meeting on Localism

iii) Minute 152(vii) – Bollards at bottom of Friday Lane – The clerk reported that he had requested the reinstatement of the bollards

iv) Minute 152(xviii) – Review of District Councillor numbers – briefing attended by the clerk- The Local Government Boundary Commission would first review the requested reduction in District Councillors numbers by SODC and then ward boundaries would be considered. The Parish Council would be able to make comments at each stage.

5.  TO CONSIDER THE RESOLUTION PASSED AT THE FULL COUNCIL MEETING HELD ON 5TH MARCH 2012 CONCERNING THE PROVISION OF A YOUTH SHELTER IN CHURCH ROAD RECREATION GROUND

The resolution passed at full council was as follows:

Wheatley Parish Council recommends that a full consultation should be carried out throughout the village, including a thorough research into possible alternative sites, before any further action is taken on the provision of a youth shelter.”

It was Agreed by 3 votes in favour with 2 against and 2 abstentions that the Committee recommends no further action be taken on a shelter pending the outcome of the Parish Council’s initiative to fund the replacement of the youth facilities in the village.

6.  TO RECEIVE AN UPDATE ON PROGRESS ON THE PARISH COUNCIL’S BID TO THE OCC BIG SOCIETY FUND FOR YOUTH PROVISION IN THE VILLAGE

Dan Evanhuis of Fusion Youth and Community UK addressed the meeting and tabled a paper on what Fusion would be able to offer the Parish Council in relation to the Parish Council’s funding from OCC’s Big Society Fund.

It was Agreed that “the Parish Council proceeds with Fusion, Youth and Community UK in providing youth provision within the village, providing that it meets the County Council’s funding criteria and that a Service Agreement and Schedules be revised and brought to the next relevant meeting of the parish council.”

Cllr Bell agreed to draw up a Service Agreement and Schedules and arrange a meeting with Fusion once they had seen the documentation.

7.  TO CONSIDER A PARISH COUNCIL INITIATIVE, INCLUDING FUNDING, FOR THE DIAMOND JUBILEE CELEBRATIONS. (See Minute 10(ii))

8.    TO CONSIDER MR DYKES OFFER OF LAND FOR AFFORDABLE HOUSING ON LONDON ROAD.

Nothing had been received from Mr Dykes.

Concern was raised over the drainage of the land in that particular area.

9.   CLERK UPDATE

i) Farm Close Road patio – Agreed that the clerk arrange for the wall and coping stones by the steps be replaced

ii) Replacement of answer phone/fax machine – Agreed

iii) The clerk reported that the Holton flyover would be closed for road repairs on the 31st March and 1st April. This would affect the U1 and 280 bus services from Oxford into the village. Also work on the pavements in the High Street, from Holloway to Friday Lane would commence in early April.

iv) Footway around the Round House. Following an e-mail from Mr S Shew of Templar’s Close with suggestions it was agreed that the clerk contact him.

10.  GRANTS, LICENCES AND SUBSCRIPTIONS

i) Fusion Youth and Community – request for grant aid towards the ‘inflatables’ for St George’s Day

Festival cost £225 – Agreed £225

ii) Diamond Jubilee Celebrations Committee- request for grant aid towards marquee £1,500 was proposed by Cllr Stacey proposed and seconded by Cllr Reilly – Agreed

11.  FINANCIAL MANAGEMENT

a) Scrutiny of budget to February 2012 and signing of completed copy of reconciled bank statement    by Chairman & RFO – Noted

b) Balances

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

19th March  2012 was as follows:                               Community     £1,030.24

Tracker           £82,768.60

Treasury         £60,252.64

12.                            SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105469-71,73,78 GM/SW/JF/OCC/HMR&C Feb  sal/wages/pen/PAYE/NICs 3,179.52
105475 Wheatley Boys Football Club Grant Aid 150.00
105476 Ox. Educt Business Alliance Grant Aid 160.00
105477 St Mary the Virgin Grant Aid 500.00
d/d Orange Internet charge Feb 18.37
d/d Barclays bank Bank charges Jan/Feb 23.34
d/d Public Works loan Board Loan repayment 483.47
d/d Orange Home Internet – Feb 18.37
Total £4,533.07
Cheques to Pay
105479 Thames Water Memorial gardens 6.34
GM/SW/JF/OCC/HMR&C Mar sal/wages/pen/PAYE/NICs 3,600.00
Total £3,606.34

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter Advertising 790.00
Tracker Account interest 12.20
VAT repayment 718.02
Total £1,520.22

13.  PUBLICATIONS & CORRESPONDENCE RECEIVED -NOTED

i)        The Haseleys – Newsletter March 2012*

ii)        Little Milton Newsletter March 2012*

iii)        Great Milton Bulletin March  2012*

iv)        Wheatley URC Newsletter – March   2012*

v)        Holton, Waterperry & Waterstock News – March  2012*

vi)        Thames Valley Police – Wheatley neighbourhood Team March 2012 newsletter*

vii)        Clerk and Councils Direct – March 2012*

viii)        St Mary the Virgin Parish Church – letter of thanks for grant aid.

ix)        Wheatley Boys Football Club – letter of thanks for grant aid

* On display in Parish Office

14.  DATE OF NEXT MEETING – 16 April 2012 – noted

The meeting closed at 9.30pm

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 20th FEBRUARY 2012 IN THE MERRY BELLS HALL AT 7.30PM

PRESENT: Councillors: J Carr (Chairman), J Reilly R Bell, S Coleridge, E Stacey, G Birks (until 8.40) & J Anderson

OFFICER THE CLERK: Gareth Morris

Also Present: 16 members of the public.

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

Cllr Carr, as Vice-Chairman of the Committee, took the Chair for item 1

139. ELECTION OF CHAIRMAN

Cllr Carr was proposed by Cllr Birks and Seconded by Cllr Reilly.

As there were no further nominations Cllr Carr was declared Chairman of the Committee

140.  APOLOGIES FOR ABSENCE had been received from Cllr Old

141. DECLARATIONS OF INTEREST – None

142.  MINUTES OF THE PREVIOUS MEETING HELD 16th January 2012, which had been circulated with the Agenda, were agreed as a correct and accurate record

143.  UPDATE ON ITEMS FROM THE MINUTES 16th January 2012

i) Minute 129 (i) removal of sign to toilets in SODC car park. – Cllr Carr has been assured by SODC that this sign will be removed. At the moment the directions to the toilets are taped over.

144.  TO CONSIDER THE PROPOSED YOUTH SHELTER IN CHURCH ROAD RECREATION GROUND

To recommend to Full Council a way forward following SODC’s letter informing the Parish Council that their grant would not be awarded until further consultation had taken place with residents and young people.

The Clerk had tabled, for each Councillor, a further 4 letters/e-mails of objection. One letter of in support received just before the meeting started was read out.

A number of councillors spoke saying that given the level of objection to the project the Parish Council should review their decision.

Cllr Birks proposed and Cllr Stacey seconded the motion that ‘The issue of the proposed shelter, including its location, should be reviewed at the next parish Council meeting.’

This was Agreed by six votes in favour with one against and no abstentions.

145.  TO RECEIVE AN UPDATE ON PROGRESS ON THE PARISH COUNCIL’S BID TO THE OCC BIG SOCIETY FUND FOR YOUTH PROVISION IN THE VILLAGE – the Draft Service Agreement from Neil Holman.

The total cost was much higher than had been anticipated when the bid to the ‘Big Society Fund was initially made. The Clerk was asked to ask for a breakdown of the staffing costs. The Chairman of the Council would contact Fusion Youth and Community who run ‘Youth Cafes’ in the County

146.  TO CONSIDER A PARISH COUNCIL INITIATIVE, INCLUDING FUNDING, FOR THE DIAMOND JUBILEE CELEBRATIONS.

One resident has come forward with ideas and is interested in arranging a meeting of interested parties plus one organisation (The Royal British Legion). Cllr Birks said she was going to attend this meeting and would report back to the Parish Council/Finance and General Purposes Committee

147.  TO CONSIDER THE POLLARDING OF THE TREES ALONG THE CHURCH ROAD WALL OF CHURCH ROAD RECREATION GROUND.

SODC have given their permission to pollard the 8 lime trees along the Church Road wall.

The cost will be £1,000 ex VAT – Agreed to go ahead with the work.

148. TO CONSIDER REQUESTS FROM VILLAGE ORGANISATIONS TO USE CHURCH ROAD   RECREATION AREA.

i)   Fusion Youth and Community – St George’s Funday – Saturday – Agreed

ii)  Wheatley May Day Committee – Monday 7th May – morning – Agreed

iii) Wheatley Scouts –Fete – Monday 7th May – afternoon – Agreed

149.   CLERK UPDATE

i) Acknowledgement from SODC of 2012-2013 precept request – Noted

ii) Trees and graffiti at Littleworth Bridge – The Clerk had been in touch with the British Railways Residuary Body – the trees had now been cut back and the graffiti removed.

iii) Parish Council Web site

iv) OALC Training on Data Transparency – Agreed that the clerk attend if it is deemed relevant

8.40pm Cllr Birks left the meeting

150.  GRANTS, LICENCES AND SUBSCRIPTIONS

i) Sage Cover 2012 – £174.00 – Noted

ii) Wheatley Boys Football Club – (£140 granted in 2010) – AGREED £150

iii) St Mary the Virgin, Wheatley – request for grant aid for upkeep of graveyard – agreed £500

iv) Oxford green Belt 2012 Subscription – £15.00 – AGREED

v) Oxfordshire Business Education Alliance (£150 last year) – AGREED –  £160

151.  FINANCIAL MANAGEMENT

a) The budget to end January 2012, which had been circulated with the Agenda, was scrutinised and a  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

20th February 2012 will be as follows:                        Community       £1,633.86

Tracker           £84,786.60

Treasury         £60,252.64

SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105451-5 GM/SW/JF/OCC/HMR&C Jan  sal/wages/pen/PAYE/NICs 3,203.88
105446 Sage (UK) Ltd Sage Cover 2012 174.00
105449 Southern Electric Electricity 05.1.11 to 06.01.12 70.05
d/d Orange Internet charge Dec 18.37
105456 The Post Office Stamps 174.00
Total £3,640.30
Cheques to Pay
105448 Swift Digital services P’tocopies 17.10.11 to 16.01.12 174.00
105450 Stanton Hope Ltd RoundUp weed killer 327.54
105457 Merry Bells Office rental increase 18/10-24/12 40.05
105457 Merry Bells Office rental Dec-Mar 1,046.01
105457 Merry Bells Hire of Hall Jan-Mar 2012 132.00
105458 Sportsfield management Committee 4th Quarterly payment 2011-2012 2,000.00
105460 Berinsfield Community Business Farm Close Rd patio – winter tidy 84.00
105460 Berinsfield Community Business Cullum Rd–weeding/ tidy(3 days) 432.00
105461 Mr Roberts cost of electricity for tree lights 35.12
105462 G Birks Travel expenses to EIP, SODC 15.26
105463 J Watson Feb-March newsletter 680.00
105464 Parchments of Oxford Feb-March newsletter 1,484.90
105465 Lyreco UK Ltd paper 64.98
105466 Berinsfield Community Business Verges –Jan2012 567.66
105478 Oxfordshire County Council 4 Grit bins 1,200.00
GM/SW/JF/OCC/HMR&C Feb sal/wages/pen/PAYE/NICs 3,600.00
Total £11,883.52

[Two invoices have been received and paid since the Agenda was sent out:

Cheque No.105467 – BT   –    Telephone              –          £139.41

Cheque No 105468 – SODC – dog waste bin emptying  – £98.60]

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter Advertising 200.00
Tracker Account interest 12.20
Treasury Deposit Interest 45.28
Photocopying 10.20
Newsletter Subscription 6.00
Total £273.68

152.  PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED

i)        The Haseleys – Newsletter February  2012*

ii)        Little Milton Newsletter February  2012*

iii)        Great Milton Bulletin February  2012*

iv)        Wheatley URC Newsletter – February 2012*

v)        Holton, Waterperry & Waterstock News – February   2012*

vi)        Thames Valley Police – Wheatley neighbourhood Team January 2012 newsletter*

vii)        Shotover Preservation Society – Winter Newsletter 2011

viii)        ‘Trees’ – Journal of the International Tree Foundation – January 2012*

ix)        Wheatley Park School – letter of thanks for grant aid for prizes

x)        Thame CAB – letter of thanks for grant aid.

xi)        Invitation to CPRE AGM, Punches Barn Waterperry Rd on Tuesday 6th March 2012 at 8.00pm

xii)        Copies of correspondence from High Street residents to Barclays Bank re new parking restrictions in front of the bank

xiii)        Tiddington with Albury & Milton Common – February/March 2012*

xiv)        Oxfordshire Playing Fields Association ‘The Playing Field’ – Winter 2011-12*

xv)        NALC/CPRE Meeting Exeter Hall – Cllrs Bell and Stacey to attend

xvi)        ORCC News Bulletin February 2012*

xvii)        Letter from resident re bollards at bottom of Friday Lane – Noted

xviii)        SODC Reviews of District Councillor Numbers briefing session 29th February – Clerk to atend

xix)        Local Government Boundary Commission – Electoral Review of Oxfordshire – Final Recommendations*

xx)        SODC Invitation to the Chairman’s Charity Dinner Friday 30th March

* On display in Parish Office

153.  DATE OF NEXT MEETING – 19th March 2012 – Noted

The meeting closed at 9.03pm

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 16th JANUARY 2012 IN THE MERRY BELLS HALL AT 7.30PM

PRESENT: Councillors: J Carr (Chairman), J Reilly (from 7.35pm), R Bell, S Coleridge, E Stacey (from 7.52pm) & R Old

OFFICER THE CLERK: Gareth Morris

Also Present: 7 members of the public.

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

The Clerk informed the meeting that Chairman of the Committee, Cllr Fyffe, had tendered her resignation from the Parish Council. In her absence the Vice-Chairman, Cllr Carr took the chair

126.  APOLOGIES FOR ABSENCE had been received from Cllrs Anderson and Birks

127.  DECLARATIONS OF INTEREST – None

128.  MINUTES OF THE PREVIOUS MEETING HELD 12th DECEMBER 2012 – which had been circulated previously, were signed as a correct and accurate record

129.  UPDATE ON ITEMS FROM THE MINUTES 12TH DECEMBER 2012

i) Minute 116(i) – Sign to toilets on SODC car park. Despite requests to remove this information  SODC had again merely taped over it. Cllr Carr had been in touch again requesting removal.

7.35pm Cllr Reilly joined the meeting

130.  TO CONSIDER THE PROPOSED YOUTH SHELTER IN CHURCH ROAD RECREATION GROUND

The Clerk tabled a further letter of objection from a resident in Church Road and also a copy of an e-mail from a resident of Templar’s Close that had been sent to the Grants office at SODC. The clerk had also received a telephone call from Angie Paterson, the Caseworker and Aide to John Howell MP asking for background to the subject as a resident had contacted the MP

The clerk further reported that a new quote had been received from Monster Play UK. Total cost (net of VAT) would be £8,190.00; which is made up of Youth Shelter £5,895.00; Installation £900.00: Steel base plate £895.00; Delivery £500.00.

The Chairman of the meeting invited members of the public present to speak to this item especially those who had not attended/spoken at previous meetings or had something new to add. Residents of Gardiners Close expressed their concern over the new youth shelter and the lack of consultation.

7.52 Cllr Stacey joined the meeting

131.  TO RECEIVE AN UPDATE ON PROGRESS ON THE PARISH COUNCIL’S BID TO THE OCC BIG SOCIETY FUND FOR YOUTH PROVISION IN THE VILLAGE

Following a meeting with Mr Holman the clerk reported that Mr Holman would send a draft schedule to the Parish Council. It was Agreed not to ask for the Big Society grant from OCC until the Schedule had been seen

Contact would also be made with a Karen Tolley, the Youth Co-ordinator at SODC

132.  TO CONSIDER A PARISH COUNCIL INITIATIVE, INCLUDING FUNDING, FOR THE DIAMOND JUBILEE CELEBRATIONS.

It was agreed that the Chairman of the Council would put a short piece in the Feb/March newsletter asking for ideas and volunteers to help organise events. The Parish Council would provide a small amount of funding depending on the extent of the celebrations

133.   CLERK UPDATE

i) Racist words on Asda bus shelter – no more incidents had been reported.

ii) Christmas tree – the tree and the lights had remained untouched again this year. The parish  Council thanks goes to Mr Roberts of the High for allowing power for the lights to be run from his property

iii) Maintenance of Cullum Road Recreation Ground – Berinsfield Community Business had attended

to the beds etc just before Christmas. Further visits would be made starting in the Spring

134.  GRANTS, LICENCES AND SUBSCRIPTIONS

i) Oxfordshire Playing Fields Association – 2012 Subscription – £45 – AGREED

ii) Citizens Advice Bureau, Thame  – Agreed to award £1,000 for a further year

135.  FINANCIAL MANAGEMENT

a) The budget to December 2011 had been circulated with the Agenda and a completed copy of reconciled bank statement was signed by The Chairman & RFO

b) Balances

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

16 January 2012 was as follows:                               Community       £2,855.57

Tracker           £96,786.60

Treasury         £60,172.34

136.                            SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105433-37 GM/SW/JF/OCC/HMR&C Dec  sal/wages/pen/PAYE/NICs 3,448.75
d/d Orange Internet charge Dec 18.37
Total £3,507.12
Cheques to Pay
105438 MBMC Gas recharge 01.01.11-02.12.11 89.09
105439 Berinsfield Business Community Grass cutting verges Dec 2011 567.66
105440 R Taylor Landscapes Tree planting Cullum Rd Rec 85.00
105441 Oxon Playing Fields Assoc 2012 subscription 45.00
105442 Thames Water Memorial Gardens 6.35
105443 C Dalton Trees etc for Cullum Rd Rec 167.85
105444 Sam Trinder Timer plug for Christmas tree 12.00
GM/SW/JF/OCC/HMR&C Jan sal/wages/pen/PAYE/NICs 3,600.00
Total £4,572.95

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter Advertising 190.00
Tracker Account interest 12.20
Allianz Insurance – claim Cullum Rd rec 1,371.00
Total £1,573.20

137.  PUBLICATIONS & CORRESPONDENCE RECEIVED – Noted

i)        The Haseleys – Newsletter January 2012*

ii)        Little Milton Newsletter January  2012*

iii)        Great Milton Bulletin December  2012*

iv)        Wheatley URC Newsletter – January   2012*

v)        Holton, Waterperry & Waterstock News – January  2012*

vi)        Thames Valley Police – Wheatley neighbourhood Team January 2012 newsletter*

vii)        Clerk and Councils Direct – January 2012*

* On display in Parish Office

138.  DATE OF NEXT MEETING – 21st February 2012 – Noted

Meeting closed at 8.45pm