Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 21st NOVEMBER 2011 IN THE PARISH OFFICE AT 7.30PM

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

OFFICER THE CLERK: Gareth Morris

Also Present: Mr P Lawrence (Oxfordshire Association for Young People (for Agenda Item 8 – see minute 102)

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 Chairman, Cllr E Stacey, chaired the meeting.

98.  APOLOGIES FOR ABSENCE had been received from Cllrs Fyffe, Carr and Old

99.   DECLARATIONS OF INTEREST – None

100.  MINUTES OF THE PREVIOUS MEETING HELD 17TH OCTOBER 2011 which had been circulated previously were signed as a correct and accurate record.

It was noted that Cllrs Coleridge and Stacey had given their apologies but they had not been reported.

101.  UPDATE ON ITEMS FROM THE MINUTES 17TH OCTOBER 2011

i) Minute 84 (viii) Resurfacing of Holloway Road and Friday Lane – this had now been completed

With the permission of the meeting Agenda item 8 was now taken

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

Mr Paul Lawrence, County Director of Oxfordshire Association for Young People (OAYP), had agreed to attend the meeting to explain how his organisation might help the Parish Council. Mr Lawrence explained that the OAYP provided support to some 56 youth clubs within the County but did not, at the moment, employ people to ‘run’ youth centres. If this was what the Parish Council was wanting then his was not the organisation it wanted. It can give advice on management and structure at a cost of £25 per hour. OAYP could also provide advice on Big Society funding. He suggested that Oxford City Council might be contacted. Mr Lawrence was thanked for his attendance and his advice.

It was Agreed that the Clerk contact the person suggested by Mr Lawrence.

103.  TO CONSIDER A REVISED BUDGET FOR 2011-2012 AND THE 2012-2013 BUDGET

(i) Revised 2011-2012 budget – A revised budget had been circulated. This was AGREED

(ii) To consider the 2012-2013 budget – A draft budget had been circulated. It was Agreed to recommend to full council to maintain that the precept be maintained at its 2011-12 level of £104,619, by using some of the Parish Council’s reserves.

It was proposed by Cllr Reilly and seconded by Cllr Bell that £10,000 be earmarked from next year’s budget to begin to provide the Parish Council’s contribution to the redevelopment of the sports pavilion on the playing fields at Holton.. This was Agreed unanimously.

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

i) Cllr Reilly conducted a survey of students at Wheatley Park School – results would be brought to the next meeting.

ii) Letters had been sent to residents adjacent to the recreation area informing them of the Parish Council’s intention to install a Youth Shelter. No responses had been received

105. TO REPORT PROGRESS RE REFURBISHMENT OF CULLUM ROAD RECREATION GROUND

(i) To consider the removal of the sandpit – no action to be taken at the moment.

(ii) To consider maintenance of the ground – It was Agreed to go ahead with the tree planting as proposed by Cllr Dalton. Also Berinsfield Business Community to be asked to take on the maintenance of the flower beds as they do with Farm Close patio.

106.   TO START PLANNING FOR THE FINANCING OF THE NEW PAVILION DEVELOPMENT ON THE PARISH COUNCIL’S LAND

See Minute 103

107.  TO CONSIDER A REQUEST FOR A ‘RESIDENTS ONLY’ PARKING SCHEME IN THE HIGH STREET AND ELSEWHERE.

i)  the Clerk reported on e-mail correspondence between a resident of the High Street, Thames Valley Police and the County Council on the enforcement of the current parking restrictions and the possibility of a Resident’s Only parking Scheme being introduced. The County Council had said there was no money in their budget for such a Traffic Order but it seemed that the residents would be pressing their demands for one. – NOTED

ii) An e-mail from a resident of Church Road objecting to the new parking limits in the SODC car park and wanting the old limits or residents to use the car park, permanently, without charge and for free residential parking permits along Church Road.- Noted

108.  CLERK UPDATE

i) Allotments – only two allotment holders had not paid the rent for 2011-12

ii) Racist words on Asda bus shelter – these were still appearing from time to time. The clerk had attended a site meeting with the Police and SODC. It was felt there was not a lot of action that could be taken to prevent a reoccurrence. The Parish Council would continue to clean the words off as soon as possible after their reappearance

iii) Christmas tree – the clerk had ordered a tree similar to last year and it would arrive on Saturday 26th November, ready for the Advent Pageant on 1st December. It was Agreed that the owner of the property next to was willing the Parish Council would pay for an external power point so that lights could be plugged in.

109.  GRANTS, LICENCES AND SUBSCRIPTIONS

i) Request from The Merry Bells Management Committee (MBMC) for a grant of £3,000 towards the refurbishment of the coffee room.

It was Agreed that the MBMC be asked for the costs of the refurbishment so that the committee can award an appropriate amount.

110.  FINANCIAL MANAGEMENT

a)The budget to October 2011,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

21st November 2011 was as follows:                        Community     £2,667.98

Tracker           £104,756.40

Treasury          £60,172.34

SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105404-408 GM/SW/JF/OCC/HMR&C Oct  sal/wages/pen/PAYE/NICs 3,565.85
105402 Royal British Legion Parish Council wreath 40.00
105403 South and Vale Carers Grant Aid 150.00
d/d Barclays Bank Bank charges 13.9 to 12.10 29.57
d/d BNP Paribas Photocopier lease 27.10- 26.01 435.94
d/d Orange Internet charge Oct 18.37
Total £4,239.73
Cheques to Pay
105409 Swift Digital Services Annual Network Support fee 119.70
105410 SODC Dog Hygiene bin emptying 93.29
105411 The Merry Bells Office Rental – Sept- Dec 2011 992.42
105412 Berinsfield Business Community Oct Grass cutting-verges & recs 904.08
105413 Lyreco Ltd Paper and stationery 82.61
105414 G Birks Mileage and sundry expenses 50.74
105415 Safe and Sound Playgrounds Swing and chain bridge repairs 162.00
105416 BT Telephone charges – Aug to Nov 149.88
105417 Kantara Ltd Domain name & e-mail address 90.00
105418 AB + JD Ingram Christmas tree 177.00
105419 HM Rev & Customs VAT repayment – Aug-Oct 231.13
GM/SW/JF/OCC/HMR&C Nov sal/wages/pen/PAYE/NICs 3,600.00
Total £6,652.85

Cheques 105416 to 105419 were for invoices received after the Agenda was sent out

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter Advertising 5,985.00
Newsletter Subscription 30.00
Photocopying 5.00
Allotment Rental 32.00
Total £6,052.00

111.  PUBLICATIONS & CORRESPONDENCE RECEIVED – NOTED

i)        The Haseleys – Newsletter November 2011*

ii)        Little Milton Newsletter November 2011*

iii)        Great Milton Bulletin November 2011*

iv)        Wheatley URC Newsletter – November 2011*

v)        TVP – Wheatley Area Neighbourhood Team October 2011 Newsletter*

vi)        Holton, Waterperry & Waterstock News November 2011*

vii)        Clerks and Councils Direct – September 2011 issue

viii)        Thank-you letter from South and Vale Carers

ix)        Wheatley Park Newsletter – October 2011*

x)        Oxford Brookes University – ‘Observe‘ Magazine – Autumn 2011*

xi)        CPRE ‘Countryside Voice’ – Winter 2011*

* On display in Parish Office

112.  DATE OF NEXT MEETING – 12th December 2011 – NOTED

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 17th OCTOBER 2011 IN THE PARISH OFFICE AT 7.30PM

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

In the absence of the Chairman, the Vice-Chairman, Cllr J Carr, chaired the meeting.

81. APOLOGIES FOR ABSENCE had been received from Cllrs Fyffe

82. DECLARATIONS OF INTEREST – None

83.  MINUTES OF THE PREVIOUS MEETING – 19th SEPTEMBER were signed as a correct and accurate record

84.  UPDATE ON ITEMS FROM THE MINUTES 19TH SEPTEMBER 2011

i) Minute 70 (viii) Resurfacing of Holloway Road and Friday Lane. This had started on 17th October and was expected to take two weeks. One resident had complained to the police and the County Council about the congestion on Church Road on the first Monday but the Clerk had heard nothing since.

Cllr Carr reported that a resident had complained that a temporary bus stop had not been placed on London Road between St Mary’s Close and the Glebe as had been promised in the newsletter. The clerk said that he had asked for this and had understood that one would be provided. He would contact the County Council.

85.  TO CONSIDER THE 2012-2013 BUDGET and 2011-2012 ACCOUNTS

(i) Revised 2011-2012 budget – the clerk circulated a revised 2011-2012 budget for  discussion

(ii) To consider the 2012-2013 budget – Cllrs were asked to consider items for next year’s budget

86.  TO REPORT PROGRESS RE REFURBISHMENT OF CULLUM ROAD RECREATION GROUND

(i) Repair of safety Surface under the swings – this had now been completed

(ii) Progress on installing a tap in the recreation road. The clerk had now ascertained how this could be achieved from Thames Water. Cllr Dalton to be asked to make a case for replacing trees in the recreation area this autumn to the next full council.

(ii) Consideration of the removal of the sand pit and its possible replacement to be placed on the next Agenda

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

Cllr Reilly reported that he had set up a meeting with Wheatley Park School for 2nd November.

The Clerk circulated a second draft of a letter to go to nearby residents for discussion.

88.  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 parish Council’s bid for funding would be heard at the next OCC Cabinet meeting on 18th October 2011.

89. TO START PLANNING FOR THE FINANCING OF THE NEW PAVILION DEVELOPMENT ON THE PARISH COUNCIL’S LAND – Nothing further to report

90.  TO CONSIDER THE MAINTENANCE OF THE FLOWER BEDS OUTSIDE LONDIS AND THE MEMORIAL GARDENS.

Following a letter of complaint about the state of the flower bed outside Londis and the Memorial Gardens the Clerk reported that an offer had been received from Windmill Nursery to plant the areas.

It was Agreed to ask them to go ahead.

91.  TO CONSIDER A RESPONSE TO THE GOVERNMENT’S DRAFT NATIONAL PLANNING POLICY FRAMEWORK: CONSULTATION which ended on  17th October 2011 See also: http://www.communities.gov.uk/publications/planningandbuilding/draftframeworkconsultation

Cllr Birks tabled a response that she felt could go from the Parish Council.(Copy in Minute Book.

Cllr Reilly proposed and Cllr Stacey seconded that Cllr Birks draft be sent as the Parish Council’s response. This was Agreed unanimously

The clerk would send the response off by e-mail after the meeting. Copies would also be sent to David Cameron MP, John Howell MP and Minister of State (Cities) Greg Clark MP

92.  TO CONSIDER OXFORDSHIRE COUNTY COUNCIL’S NEW POLICY ON SALT BINS AND BAGS

OCC had replied to the Parish Council’s request for 6 extra salt bins around the village.

Ones on Ladder Hill, Windmill Lane and Howe Close were granted but the ones on Crown Road, Barlow Close and Templars Close were rejected. It was Agreed to go ahead with the ones permitted (cost £300 each inc VAT) and to contact the County Council to see if they would change their mind on the one on Crown Road.

93.  CLERK UPDATE

i) Seat around tree in St .Mary’s Close. As this was in a state of disrepair it was Agreed to remove it.

ii) Allotments – Most of the tenants had paid the increased rental. The clerk would chase up those who still had not paid.

iii) Racist words on Asda bus shelter. This has occurred a number of times and the Parish Council removes them as soon as it can. There had been an informal request from the Police asking if the Parish Council would consider removing the panels. It was Agreed not to do this.

94.  GRANTS, LICENCES AND SUBSCRIPTIONS

i) Royal British Legion – Parish Council wreath – (£40 last year) – Agreed

ii) South and Vale Carers – 11 people from the village supported (£150 last year)  –Agreed

95.  FINANCIAL MANAGEMENT

a) Scrutiny of budget to September 2011 and 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 17th October 2011 will be as follows:  Community           £ 887.56

Tracker           £107,756.40

Treasury          £60,141.20

SCHEDULE OF PAYMENTS TO BE AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105369-73 GM/SW/JF/OCC/HMR&C Sept  sal/wages/pen/PAYE/NICs 3,454.31
105395 The Post Office Stamps 174.00
d/d Barclays Bank plc Bank charges 15/8/11-12/9/11 33.00
Total £3,661.31
Cheques to Pay
105392 Parchments of Oxford Oct/Nov Newsletter 1,484.90
105393 Safe and Sound Playgrounds Repair to Safety Surface- Cullum 1,795.20
105394 J Watson Editor Oct/Nov newsletter 680.00
105398 Berinsfield Business Community Verges and recs etc – Sept 842.58
105399 Southern Electric Electricity July-Oct 67.64
105400 WPSFMC 3rd Quarterly Instalment 2000.00
105401 Swift Digital Services Photocopier usage – July – Oct 51.11
GM/SW/JF/OCC/HMR&C Oct sal/wages/pen/PAYE/NICs 3,600.00
Total £10,521.43

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter Advertising 340.00
Interest – Treasury Deposit May-July 31.14
Interest – Barclays tracker Account 9.95
SODC – 2nd precept instalment 52,309.50
Photocopying 1.60
Allotment Rental 70.00
Total £52,762.19

96.  PUBLICATIONS & CORRESPONDENCE NOTED

i)        The Haseleys – Newsletter October 2011*

ii)        Little Milton Newsletter October 2011*

iii)        Great Milton Bulletin October 2011*

iv)        Wheatley URC Newsletter – October 2011*

v)        TVP – Wheatley Area Neighbourhood Team October 2011 Newsletter*

vi)        Holton, Waterperry & Waterstock News October 2011*

vii)        Tiddington with Albury & Milton Common –  October/November 2011 Newsletter*

viii)        Clerks and councils Direct – September 2011 issue

ix)        TVP – Wheatley Area Neighbourhood Team –newsletter October 2011*

x)        The Queen’s Diamond Jubilee Beacons*

xi)        Oxford Brookes University Residents’ Association meeting Wednesday 19th October 2011

* On display in Parish Office

97.  DATE OF NEXT MEETING – 21st November 2011 – Noted

The meeting closed at 9.21pm

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 19th SEPTEMBER 2011 IN THE MERRY BELLS HALL AT 7.30PM

PRESENT: Councillors: M Fyffe (Chairman), J Carr (until 9.35pm), R Old, J Reilly, R Bell, J Anderson & S Coleridge

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

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

58.  DECLARATIONS OF INTEREST – None

59.  MINUTES OF THE PREVIOUS MEETING HELD ON 18TH JULY 2011 which had been circulated previously were signed as a correct and accurate record

60.  UPDATE ON ITEMS FROM THE MINUTES 27th JULY 2011

i) Minute 46 – Seat outside Merry Bells. The clerk reported that the seat paid for by the Parish Council had been installed

61.  TO CONSIDER THE 2012-2013 BUDGET and 2011-2012 ACCOUNTS

(i)  Letter of Engagement of Internal Auditor (Mr Phillip Hood) 2011-2012 – Agreed that Mr Hood should be invited to the November Parish Council meeting

(ii)  Statement of Internal Control for Wheatley Parish Council – to be signed at the next parish council meeting

(iii) To review charges and policies of the Parish Council

  • Allotments – charges for the allotments had not changed for a number of years and therefore it was AGREED that the charge for an allotment should raise from £6.00 to £10.00.
  • Advertisements in Wheatley Newsletter – these charges had only recently been reviewed and increased (January 2011) – AGREED to keep the existing charges
  • Charges for information.- AGREED to keep the existing charges

62.  TO REPORT PROGRESS RE REFURBISHMENT OF CULLUM ROAD RECREATION GROUND

The Clerk reported that the Parish Council Insurers had agreed to pay for the replacement safety surface under the swings less a small excess and he had asked Safe and Sound Playgrounds to  go ahead and replace the surface in line with their quotation.

He still had to contact Thames Water re the provision of a tap in the recreation ground.

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

The Clerk distributed a draft of a letter to be sent to residents as adjacent to Church Road Recreation Area, informing them of the Parish Council’s intention to install a youth centre. Comments made by the Committee would be include in the final version.

Cllr Reilly would contact Wheatley Park School to arrange for consultation with pupils.

64.  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 Parish Council’s bid had been submitted and a decision was expected in October.

The Clerk reported that, as he understood it, the Parish Council spend on this project would be under Section 137 of the Local Government Act 1972.

Cllrs Bell and Carr, as District Councillors, had visited Asda, in response to Asda’s offer help to the community. It may be that Asda could provide help with providing computers etc.

65. TO START PLANNING FOR THE FINANCING OF THE NEW PAVILION DEVELOPMENT ON THE PARISH COUNCIL’S LAND

The clerk informed the committee that the increase in income from grants or expenditure on the new pavilion would substantially raise the audit fee of the parish Council. Currently the fee stands at £550

66. TO DETERMINE ACTIONS REQUIRED AND THE COSTS INVOLVED RESULTING FROM THE RECENT PARISH COUNCIL WALKS UNDER THE FOLLOWING HEADINGS.

1 Trees – AGREED to ask Cavan Ring to carry out work on the trees in Church Road Recreation Ground and the tree on Littleworth Green (check for TPO first) and to give advice on leaf miner

2. Allotments – Clerk to contact resident who has not used her allotment recently

3. Ownership of land – Checks need to be done on the land and trees behind Barlow Close and on the verge on north side of London Road, opposite Morland House Surgery.

4. Grass cutting – arrange to talk to Berinsfield  Community Business re their grass cutting, especially of the recreation areas and Greens

5. Recreation areas & Public Open Space (Coopers Close) – consideration needs to be given to removing the sand pit in Cullum Road Recreation Ground. Cavan Ring to be asked to deal with cutting back the shrubs etc at Coopers Close public open space.. Cllr Reilly and the clerk to visit Littleworth and inspect the footpaths etc.

67.  TO RECEIVE A REPORT ON THE COUNCIL’S SUBMISSION TO THE EXAMINATION IN PUBLIC OF  SODC’s CORE STRATEGY AND TO CONSIDER A SUBMISSION TO THE NEXT EXAMINATION IN PUBLIC SESSION (1st November to 11th November) Referred from full council

Items for examination are:

  • the overall strategy, particularly the quantity and distribution of housing development   (CS chapter 4 and the relevant section of chapter 7)
  • ‘moving around’ (CS chapter 5)
  • Didcot (CS chapter 9),
  • Thame (CS chapter 11),
  • Wallingford (CS chapter 12),
  • ‘quality development’ (CS chapter 15),
  • infrastructure provision (CS chapter 18).

The Clerk reported that the deadline for a submission to this part of the Examination in Public was 13th October. The item could therefore be placed on the Agenda of the Extra-ordinary Parish Council meeting to be held on Wednesday 12th October to discuss the Brookes University (Wheatley Campus) new entrance application. AGREED

68. TO AGREE TO SIGN STANDING ORDER INSTRUCTION FOR THE TENANCY AGREEMENT FOR A STORAGE  FACILITY AT WHEATLEY BUSINESS CENTRE FOR £156 PER MONTH. (£130 + vat) AGREED

69.  TO CONSIDER OXFORDSHIRE COUNTY COUNCIL’S NEW POLICY ON SALT BINS AND BAGS

Salt bins will be filled just once by OCC. After that OCC expect Parishes to replenish the bins when  required. OCC will provide Parishes with a free one tonne bag of salt. After that Parishes can purchase extra bags at a cost of £100 per bag.

The Committee felt strongly that it was the County Council’s responsibility to provide the grit for the bins and to fill them. The Parish Council did not have the facilities to store the bags, the equipment or the staff to move the grit in order to replenish the bins.

Cllr Carr proposed and Cllr Reilly seconded that the Parish Council does not avail itself of the free one ton bag of salt/grit or purchase any subsequent bags. This was AGREED unanimously.

The clerk would follow up last year’s request for extra bins within the village. These would now cost £250 each.

70.  CLERK UPDATE

i) OALC Training day – Tuesday 8th November – ‘ROLES AND RESPONSIBILITIES WORKING ON  YOUR LOCAL COUNCIL. An introduction for new councillors and clerks – NOTED

ii) To consider developing an Community Emergency Plan for the parish. ‘Emergency Response and

Winter Preparedness’ session. 4th October 6.15 pm Abbey House – NOTED

iii)  To consider paying the 2011 Society of Local Council Clerks Subscription for the clerk – £168 – AGREED

iv)  Procedures to be followed in the absence of the clerk. – NOTED

vi)  Safety Inspection of Recreation Areas – The Clerk reported on the recent safety inspection of the recreation areas explaining the faults found and the remedial action that had been taken. – NOTED

vii) Powers and Duties of Local Councils and Section 137 Funding (currently approx £22,000) – NOTED

viii) Resurfacing of Holloway Road (3rd October for 3 weeks) and Friday Lane ( October 24th for 3 days)

(See enclosed papers) – NOTED

71.  GRANTS, LICENCES AND SUBSCRIPTIONS

i) International Tree Foundation – 2011 subscription – £25 Agreed

ii) Grant towards Merry Bells Coffee room refurbishment – Place on the Agenda of the next meeting.

iii) Oxfordshire Association for the Blind – 13 (15) residents helped In Wheatley (£200 awarded in 2010)

AGREED £200

iv) Wheatley park School – 2011 Prize Giving (£180 in 2010) – AGREED £180

v)  Fusion Community UK – Request for £60 towards Bouncy Castle on Cullum Road Recreation Area  Funday- AGREED £60

vi)  Ordnance Survey – Map copying licence – £65 – AGREED

9.30pm Cllr Reilly proposed and Cllr Carr seconded that Standing orders be suspended for 15 minutes in order to finish the remaining items on the Agenda – Agreed

72.  FINANCIAL MANAGEMENT

a) The Clerk distributed a copy of the budget to the end of August 2011 and a completed copy of reconciled bank statement was signed by Chairman & RFO

b) Balances

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

19TH September 2011 will be as follows:                Community      £2,216.27

Tracker           £62,436.95

Treasury         £60,141.20

SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105354-58

105369-73

GM/SW/JF/OCC/HMR&C July/ Aug sal/wages/pen/PAYE/NICs 6,681.55
105360 Swift Digital services Photocopies April-July 70.32
105361 Parchments Aug/Sept newsletter 1,484.90
105362 Lyreco Coloured paper 22.64
105363 Berinsfield Community Business Verges and recs July 842.58
105364 SODC Dog Bins – 1/4/11 – 30/6/11 84.32
105365 J Watson Aug-Sept Newsletter 680.00
105366 MBMC Office rental 25/06/11 – 24/09/11 992.42
105366 MBMC Hire of hall to Nov 2011 224.00
105367 HMR&C VAT repayment 1,314.25
105368 BT Telephone line and rental 136.44
105378 WPSFMC Additional 2010-2011 payment 2,330.95
d/d Barclays Bank plc Bank charges 13/7/11-14/08/11 53.97
d/d Public Works Loan Board Loan repayment 483.47
Total £15,401.81
Cheques to Pay
105374 Waterperry Gardens Ltd Seat outside Merry Bells 434.65
105376 Safe and Sound Playgrounds Spring repair to gate Ch Rd Rec 156.00
105377 Berinsfield Community Business Recs and verges cutting Aug 904.08
105379 BDO LLP Fee for External Audit 660.00
105380 SODC Uncontested election expenses 130.00
GM/SW/JF/OCC/HMR&C Sept sal/wages/pen/PAYE/NICs 3,500.00
Total £5,784.73

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter Advertising 5,157.00
Interest – Treasury Deposit May-July 30.63
Photocopying 4.70
Refund on photocopier lease 271.20
Total £5,463.53

9.35pm Cllr Carr left the meeting

79.  PUBLICATIONS & CORRESPONDENCE RECEIVED – NOTED

i)        The Haseleys – Newsletter September 2011*

ii)        Little Milton Newsletters August & September 2011*

iii)        Great Milton Bulletin September 2011*

iv)        Wheatley URC Newsletter August  & September 2011*

v)        TVP – Wheatley Area Neighbourhood Team August 2011 Newsletter*

vi)        Holton, Waterperry & Waterstock News August 2011*

vii)        Tiddington with Albury & Milton Common –  August/September Newsletter*

viii)        CPRE – ‘Fieldwork’ magazine Summer 2011*

ix)        “The Playing Field” – Oxfordshire Playing Fields Association Summer 2011 Newsletter*

x)        CPRE – ‘Countryside Voice’. Summer 2011

xi) ORCC – Networking event and AGM 6.30pm Monday 3rd October – Chalgrove Village Hall NOTED

xii)        Clerks and councils Direct – September 2011 issue

xiii)        LCR (Local Council Review) – Autumn 2011*

xiv) Letter from Resident re Car parking times in SODC car park. – NOTED

xv)        Letter of thanks and photographs from John Watson School

* On display in Parish Office

80.  DATE OF NEXT MEETING – 17th October 2011 – NOTED

The meeting closed at 9.45pm

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 18th July 2011 IN THE MERRY BELLS HALL AT 7.30PM

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

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 Cllr Fyffe, the Chairman of the Committee, Cllr Carr, the Vice-chairman, took the Chair

37.  APOLOGIES FOR ABSENCE had been received from Cllr Fyffe

38 . DECLARATIONS OF INTEREST – None

39.  MINUTES OF THE PREVIOUS MEETING – 27th June 2011 which had been circulated previously were signed as a correct and accurate record

40. MATTERS ARISING FROM THE MINUTES 27th June 2011 – none

41. TO CONSIDER THE REPORT OF THE INTERNAL AUDITOR, MR P HOOD ON THE FINAL ACCOUNTS FOR THE FINANCIAL YEAR 2010-2011

The Internal Auditor’s report had been distributed at the last full council meeting. The committee went through the recommendations and noted that a number of them had already been included in the final accounts or would be. The report would be presented to the next full council for approval.

42.  TO REPORT PROGRESS RE REFURBISHMENT OF CULLUM ROAD RECREATION GROUND

The clerk reported that the young people responsible for the graffiti had cleaned it off.

He reported that he was dealing with the replacement of the safety surface under the swings. The   manufacturers/installers, following a site meeting had not accepted responsibility for a failure in the  surface. This was subject to an ongoing insurance claim.

So far there had been no success in employing a gardener to look after the planted areas.

It was Agreed that the clerk should investigate the possibility of putting a locked tap in the recreation

area.

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

The Clerk reported on a site meeting he had held with Lesley Nesbit (TVP Crime Reduction Advisor).

She advised that the shelter should be on the left as you enter the recreation ground. She also gave other advice re cutting back foliage and on how anti-social behaviour could be tackled if it arises after installation.

Cllr Reilly reported that he had tried to contact a year head at Wheatley Park School.

The clerk would draft a letter to send to near-by residents and circulate it  to committee members.

44.  TO CONSIDER THE FOLLOWING OXFORDSHIRE COUNCIL CONSULTATIONS:

i) Library Service Public Consultation – 27th May – 30 September  http://www.oxfordshire.gov.uk/wps/portal/publicsite/councilservices/libraryserviceconsultation

The proposal is that Wheatley Library will be a ‘community plus library’ which two thirds paid staff and one third volunteers.- Noted

To be placed on the Agenda of the next full council

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

Cllr Stacey is to fill the form for the Parish Council’s bid

46. TO CONSIDER A REQUEST FROM THE MERRY BELLS MANAGEMENT COMMITTEE TO PROVIDE A SEAT OUTSIDE THE MERRY BELLS HALL

The Committee Agreed to fund the cost of a seat outside the Merry Bells on which the two plaques in recognition of their service as Parish Councillors (Cllrs P Audley-Miller and F Anson) could be reinstated.

47.  TO START  PLANNING FOR THE FINANCING OF THE NEW PAVILION DEVELOPMENT ON THE PARISH COUNCIL’S LAND – deferred to next Parish Council meeting

48. TO AGREE TO SIGN A TENANCY AGREEMENT FOR A STORAGE FACILITY AT Wheatley BUSINESS CENTRE FOR £130 PER MONTH.

Proposed by Cllr Bell and Seconded by Cllr Old and Agreed

49. TO DECIDE A RESPONSE TO THE SODC CONSULTATION DOCUMENT  “ ADDENDUM OF CHANGES TO THE SOUTH OXFORDSHIRE CORE STRATEGY” Closes 19th August

The change affecting Wheatley increases in the supply of homes from the larger villages from 740 to 1,154 – NOTED – To be placed on next Parish Council Agenda

49.  CLERK UPDATE

i) To arrange a village ‘walkabout’ by councillors – The Clerk to send possible dates to Councillors

50.  GRANTS, LICENCES AND SUBSCRIPTIONS – NONE

51.  FINANCIAL MANAGEMENT

a) The budget to June 2011 was circulated and explained. Overall expenditure was in line with what was to be expected at this point in the financial year. The increase in the insurance premium was due the new equipment in Cullum Road Recreation Area. 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

18th July 2011 will be as follows:                               Community      £2,335.79

Tracker           £77,436.95

Treasury           £60,110.57

SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105340-344 GM/SW/JF/OCC/HMR&C June  sal/wages/pen/PAYE/NICs 3,655.73
Total £3,655.73
Cheques to Pay
105348 Lyreco Office supplies 53.86
105349 OALC Clerk training 36.00
105350 Arrow Accounting Internal Audit 618.00
105351 Southern Electric Electricity April-July 2011 69.12
105352 Trinder and Son PAT testing 80.00
d/d Orange Internet June 2011 18.73
GM/SW/JF/OCC/HMR&C June sal/wages/pen/PAYE/NICs 3,500.00
Total £4,375.71

An additional payment was Agreed for £965.58 to Berinsfield Community Business for cutting of the grass on the verges and in the recreation areas etc.

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter Advertising 400.00
Interest – Tracker a/c 10.56
Total £410.56

52.  PUBLICATIONS & CORRESPONDENCE RECEIVED  – Noted

i)        The Haseleys – Newsletter July 2011*

ii)        Little Milton Newsletter July 2011*

iii)        Great Milton Bulletin June 2011*

iv)        Wheatley URC Newsletter July 2011

v)        TVP – Wheatley Area Neighbourhood Team July 2011 Newsletter*

vi)        Holton, Waterperry & Waterstock News July 2011*

vii)        E-mail from resident requesting notices to dog owners in Memorial Gardens

The Clerk to arrange for signs to be placed at both entrances.

* On display in Parish Office                         ** Action needed

53.  DATE OF NEXT MEETING – 19th September 2011 – Noted

54. RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Reilly proposed and Cllr carr 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

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 27th JUNE  2011 IN THE MERRY BELLS HALL AT 7.30PM

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

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

21.  APOLOGIES FOR ABSENCE had been received from Cllr Anderson

22 . DECLARATIONS OF INTEREST – None

23.  MINUTES OF THE PREVIOUS MEETING – 23rd MAY 2011 which had been circulated previously

were signed as a correct and accurate record

24. MATTERS ARISING FROM THE MINUTES 23rd May 2011

i) Minute 7 – Pedestrian Safety   measures at Park Hill Roundabout –a meeting with Mr Paul Yoward, Area Liaison Officer, OCC Highways had been held. The councillors present at the meeting felt that it had been a positive meeting. Mr Yoward had listened to the points raised and then undertaken a site visit to the Park Hill roundabout and the Round House junction at Church Road/Holloway Road a number of photographs taken.

25. TO RECEIVE THE FINAL ACCOUNTS FOR THE FINANCIAL YEAR 2010-2011 prior to their approval at the Extra-Ordinary Council Meeting of the Parish Council to be held at 8.00pm

The Clerk reported that Mr Phillip Hood, the Parish Council’s newly appointed Internal Auditor had visited the Parish Office the previous Tuesday to inspect the council’s accounts and various other documentation. He had found everything was satisfactory and he had returned that day to sign Section 4 of the Annual Return. His written report was expected shortly and would be circulated to all councillors and discussed at the next Finance and General Purposes Committee and full Council

The clerk explained that due to a new instruction from the external auditors Parish Council assets should no longer be valued at their insurance values (as in past years). They should be valued at cost price or if that was not known given a proxy value, which as most of the council’s assets do not have a market value would be just £1. On paper the value of the Parish Council’s assets had been halved despite new assets having been purchased for over £3,000 and no assets having been disposed of.

The Parish Council funds had increased by £21,143 over the year and the total net assets of the Council stood at £119,905.

Cllr Reilly proposed and Cllr Birks seconded that the committee recommend to full council that the Final Accounts for the financial year 2010-2012 and section 1 and 2 of the Annual Return be approved and signed. This was AGREED unanimously

8.00 pm – The Finance and General Purposes Committee meeting was adjourned to enable the Extra-Ordinary Meeting of the Parish Council to approve the 2010 – 2011 Accounts and Annual Return

8.20 pm – The Finance and General Purposes Committee meeting resumed its business

26.  TO REPORT PROGRESS RE REFURBISHMENT OF CULLUM ROAD RECREATION GROUND

The clerk had obtained a crime number for the vandalism to the safety surface. The manufactures had inspected the damage but denied liability.

The clerk had met with the two people who had sprayed graffiti in the area as part of the ‘retotitive justice’ programme. They would be removing the graffiti in the near future.

It was Agreed to see how much it would cost to employ a person to look after the planted areas within the area.

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

Nothing further  to report at the moment. The clerk to check for how long the SODC grant would be available for.

28.  TO CONSIDER THE FOLLOWING OXFORDSHIRE COUNCIL CONSULTATIONS:

i) Library Service Public Consultation – 27th May – 30 September  http://www.oxfordshire.gov.uk/wps/portal/publicsite/councilservices/libraryserviceconsultation

The proposal is that Wheatley Library will be a ‘community plus library’ which  two thirds paid staff and one third volunteers. – Agreed to place on next Agenda

ii) Concessionary Travel Scheme (free bus passes) – application and card issuing process – Noted

6th June – 10th July. http://www.oxfordshire.gov.uk/concessionarytravelpassconsultation

29.   TO CONSIDER A BID TO THE OCC BIG SOCIETY FUND FOR YOUTH SERVICES IN THE  VILLAGE

Cllr Stacey spoke to her paper and also reported on a meeting she had just attended along with Cllr Carr at the Youth Centre. The Parish Council would have to put forward a bid in the next couple of weeks. The running cost of providing 2 evening sessions per week for 48 weeks per year would be £14,000 (The County Council would fund start up and refurbishment costs). It was unlikely that the Parish Council could fund this full amount so other contributors would have to be found.

After discussion it was AGREED to recommend the following to full council on 4th July

“IN THE LIGHT OF INFORMATION RECEIVED AND ITS RESERVES, THE PARISH COUNCIL  IS PREPARED TO CONTRIBUTE £5,000 ANNUALLY TO YOUTH SERVICE PROVISION IN WHEATLEY.”

30.  CLERK UPDATE

i) To report that the rent for the container at Wheatley Business Park would be £130 per month

Agreed to rent the container but also look for a cheaper option

ii) To arrange a group photograph of the new council – Cllr Carr to ask Mrs Turner to take one before the next full council meeting on the 4th July

31.  GRANTS, LICENCES AND SUBSCRIPTIONS

i) Oxfordshire Carers’ Forum (£150 – 2008-2009) – AGREED £150 (Under section 137 LGA 1972)

ii) Campaign to Protect Rural England – Subscription 2011 – £29 – AGREED

iii) John Watson School – Request for Grant Aid for School Leavers Ball (£200 last Year) AGREED £200 (Under section 137 LGA 1972)

32.  FINANCIAL MANAGEMENT

a) 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

27 June 2011 will be as follows:                                Community      £1,897.75

Tracker           £82,426.39

Treasury           £60,110.57

SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105329-33 GM/SW/JF/OCC/HMR&C May sal/wages/pen/PAYE/NICs 3,349.45
Total £3,349.45
Cheques to Pay
105334 Parchments of Oxford June- July 2011 newsletter 1484.90
105335 J Watson June – July 2011 newsletter 680.00
105336 WPSFMC 2ND Quarter instalment 2,000.00
105337 Berinsfield Business Community Verges & Recs 842.58
105338 The Helping Hand Co. Ltd. Litter Pickers 46.75
105339 Thames Water Memorial gardens Dec 10-Jun 11 13.09
105345 Oxfordshire Carer’s Forum Grant Aid 150.00
105346 CPRE 2011-2012 subscription 29.00
105347 John Watson School Grant Aid 200.00
d/d Barclays Bank Bank charges Mar-Jun 2011 83.45
GM/SW/JF/OCC/HMR&C June sal/wages/pen/PAYE/NICs 3,500.00
Total £9,029.77

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter Advertising 109.00
Refund of Insurance Premium 412.85
VAT refund 685.75
OCC Recharge for verge cutting (inc VAT 3,463.44
Total £4,671.04

33.  PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED

i)        The Haseleys – Newsletter June 2011*

ii)        Little Milton Newsletter June 2011*

iii)        Great Milton Bulletin June 2101*

iv)        Tiddington with Albury and Milton Common Newsletter June/July 2011*

v)        ORCC Review may 2011*

vi)        TVP – Wheatley Area Neighbourhood Team June 2011 Newsletter*

vii)        Holton, Waterperry & Waterstock News June 2011*

viii)        LCR (Local Council Review) Summer 2011*

ix)        Thank you e-mail from St John Ambulance for £100 grant aid

x)        Thank you e-mail from OCC (Children and Families) for the use of Church Road Recreation

Area ‘the ‘Stay and Play’ event on 1st June

xi)     Wheatley Village produce Association 2010 – ‘A Year in Pictures’*

xii)     CPRE – Oxfordshire Rural Housing Partnership – Affordable Rural Housing Conference Monday 11th July 9.30am to 12.30pm – Stanton Harcourt**

xiii)    OCC Local Transport Plan 2011-2030 Adopted April 2011*

xiv)   Shotover Preservation Society – Summer newsletter 2011*

* On display in Parish Office                         ** Action needed

34.  DATE OF NEXT MEETING – 18th July 2010– NOTED

35. RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Reilly proposed and Cllr Carr 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

The meeting closed at 9.45pm at the end of the confidential session

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 23rd MAY 2011 IN THE PARISH OFFICE AT 7.30PM

PRESENT: Councillors:  M Fyffe (Chairman) to 9.20pm, G Birks (Retiring Chairman), E Stacey, R Old, J Reilly, R Bell, J Carr & S Coleridge

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.

Cllr Birks, the retiring Chairman took the Chair for Agenda Item 1

  1. 1. ELECTION OF CHAIRMAN

Cllr Fyffe was proposed by Cllr Birks and seconded by Cllr Reilly

As there were no other nominations Cllr Fyffe was declared elected as Chairman

  1. 2. ELECTION OF VICE CHAIRMAN

Cllr Carr was proposed by Cllr Birks and seconded by Cllr Reilly

As there were no other nominations Cllr Carr was declared elected as Vice-Chairman

  1. 3. APOLOGIES FOR ABSENCE had been received from Cllr Anderson

  1. 4. DECLARATIONS OF INTEREST – Cllr Bell, as member of South Oxfordshire District Council, declared a personal interest in agenda item 7 and took no part in the discussion and abstain from voting.

  1. 5. MINUTES OF THE PREVIOUS MEETING – 18TH APRIL 2011 which had been circulated previously were signed as a correct and accurate record.

  1. 6. MATTERS ARISING FROM THE MINUTES  18th April 2011

i) Minute 149 – Youth Provision in Wheatley and the ‘Big Society’ Fund

Information had been received from the County Council that it might cost up to £5,000 to  run two evening sessions per week. Cllr Carr reported slightly different figures.

So that Cllr Carr would be able to report something positive to the next meeting she was to attend, Cllr Reilly proposed and Cllr Coleridge seconded that “The Parish Council  would be minded to contribute between £2,000 to £3,000 max to fund youth service provision in Wheatley for 2011-2012, subject to approval. This was Agreed unanimously.

ii) Minute 163 – Refurbishment of Cullum Road Recreation Area

The Clerk reported that the new trees had been planted.

The estimate to replace the safety surface by the swings was £1,496.00. Substantially more damage had been done over the recent weeks. Agreed the clerk would report the damage to the police and obtain a crime number so that a claim might be made on the insurance policy and then the surface to be repaired asap.

7.  TO AGREE A FORMAL RESPONSE TO BROOKES UNIVERSITY ‘S PROPOSALS FOR PEDESTRIAN SAFETY MEASURES AT PARK HILL AND HOLLOWAY ROAD (deferred from full council)

Cllr Birks tabled a draft letter (copy in Minute Book) which was discussed and approved, with minor amendments.

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

The clerk reported that he had contacted Wheatley Park School and Mr Pearson would seem to be the person who would put the council in touch with year 10 students. The clerk would put Cllr Reilly in touch with him to arrange for a consultation session. The clerk would contact the police to confirm their preferred siting and also to obtain a third estimate. The exact location would have to be decided. A letter from a resident on Church asking for details of the project was read out.

  1. 9. TO CONSIDER ALTERATIONS TO BELL LANE FOLLOWING THE RECENT PEDESTRIAN/CAR ACCIDENT.

Cllr Fyffe had completed a comprehensive analysis of the results of the responses (copy in Minute Book) to the Parish Council’s letter to residents of Bell Lane on the possibility of making Bell Lane a cul de sac at the High Street end. This idea had not found favour with the majority of respondents however the change suggested by biggest number was to reverse the direction of traffic. Cllr Fyffe suggested that a further letter be sent thanking them for their input and proposing that the option of reversing the traffic flow is looked at and get their feedback on this alternative approach – recognising that this has come from them.

This was Agreed. Cllrs Birks and Dalton to draft the letter.

10.            TO CONSIDER THE REMIT OF THE RECREATION AREAS WORKING GROUP

(referred from full council)

Cllr Bell had tabled a suggestion of a change of name and possible Terms of Reference.

The Clerk also circulated Draft Terms of Reference from 2007.

It was felt by the majority of councillors that there was no need to make any changes at this in time as the council workload is high with existing commitments and further meetings would not improve efficiency. However all councillors were reminded of the need to raise issues/concerns relating to open spaces directly with the clerk or through existing meetings to ensure actions are taken.

  1. 11. TO CONSIDER THE SITING OF A DOG HYGIENE BIN ON WINDMILL LANE, BY THE FIRST ENTRANCE TO THE HOWE ALLOTMENTS

AGREED in principle but residents to be further consulted as to the exact location.

  1. 12. CLERK UPDATE

i) Project for Year 6th Wheatley Primary School – The clerk reported that six year six students, with the help of Cllr Reilly had planted out the area outside Londis. The Parish Council is grateful to Mill View Garden centre for the donation of the plants. The clerk to ask the Primary School to help to plant flowers in the memorial Gardens

ii) Container at Wheatley Business Centre . It is likely that the Parish Council will be charged rental for the container they use for storage at the centre in the future due to change of ownership of the containers

iii) The organisation using the Church Road Recreation Area on 1st June, agreed at full council, had replied that they do have Public Liability Insurance.

  1. 13. GRANTS, LICENCES AND SUBSCRIPTIONS

i)  St John Ambulance – Request for Grant Aid (£100 granted March 2010) –  £100 AGREED

14. TO CONFIRM THE SIX SIGNATORIES TO PARISH COUNCIL’S BANK ACCOUNT

It was AGREED that Cllr Stacey become one of the six signatories. The remaining five to be the clerk and Cllrs Reilly, Bell, Carr and Dalton

15.  FINANCIAL MANAGEMENT

i)    Chairman & RFO signed a completed copy of the reconciled bank statement

ii) Balances

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

23RD May  2011 will be as follows:          Community     £1,085.00

Tracker           £87,426.39

Treasury         £60,081.45

SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105309-313 GM/SW/JF/OCC/HMR&C April wages/pen/PAYE/NICs 3,154.58
d/d Orange Internet provider 18.37
did BNP Paribas Quarterly lease on photocopier 399.94
Total £3,572.89
Cheques to Pay
105314 Briants of Risborough Stakes for Cullum Road rec trees 35.88
105315 R Taylor Landscapes Tree planting – Cullum Rd 60.00
105316 SODC Dog bin emptying 81.62
105317 Ox Design (Jonathan Crowe) Website hosting 72.00
103518 Earth Anchors Dog Bin 236.34
105319 Lyreco Envelopes 43.79
105320 Claire Logic Eset Anti Virus 27.94
105321 Swift Digital services Photocopier usage 45.67
105322 C Dalton Trees etc for Cullum Rd Rec 246.11
105323 Berinsfield Business Community Verges,Recs,Greens,Patio 957.18
105324 Aon Limited Annual Insurance Premium 3,759.55
105325 BT Telephone calls and rental 147.51
105326 The Post Office Stamps 138.00
105327 Merry Bells Office Lease March-June 992.42
105328 St John Ambulance Grant Aid 100.00
GM/SW/JF/OCC/HMR&C May wages/pen/PAYE/NICs 3,500.00
Total £10,444.01

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter Advertising 403.00
Total 403.00

16. TO CONSIDER THE TRAINING COURSES OFFERED BY OALC

Agreed to meet the cost of the course (£50) if a any Councillor wished to attend any of the courses

Agreed for the Clerk to attend the course on Agendas and Minutes on 19th July

17  PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED

i)        The Haseleys – Newsletter May 2011*

ii)        Wheatley URC Newsletter March 2011*

iii)        Little Milton Newsletter May 2011*

iv)        Great Milton Bulletin May 2011*

v)        Holton, Waterperry & Waterstock News – May 2011*

vi)        Wheatley URC May 2011*

vii)        Sue Ryder-Nettlebed Hospice – Thank-you letter for grant aid donation

viii)        Wheatley Park School  April Newsletter*

ix)        Oxfordshire Playing Fields Association – Spring newsletter*

x)        CPRE – ‘Countryside Voice’ – Spring 2011*

xi)        CPRE – ‘Field Work’ Spring 2011*

*On display in Parish Office

18. DATE OF NEXT MEETING – 20th or 27th June 2011 – NOTED

19. RESOLUTION TO EXCLUDE THE PUBLIC

Cllrs Birks proposed and Cllr Reilly seconded that:

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

Agreed nem con

9.20pm Cllr Fyffe left the meeting and Cllr Carr took the Chair for the Confidential item

The meeting closed at 9.52pm at the finish of the confidential business

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 18th APRIL 2011 IN THE PARISH OFFICE AT 7.30PM

PRESENT: Councillors:  G Birks (Chairman), R Old, J Reilly, R Bell, M Fyffe (from 8.10pm), & J Carr

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. There were no such declarations

  1. 158. APOLOGIES FOR ABSENCE had been received from Cllrs Coleridge and Stacey

  1. 159. DECLARATIONS OF INTEREST – None
  1. 160. MINUTES OF THE PREVIOUS MEETING – 21st March  2011 which had been circulated with the Agenda were signed as a correct and accurate record with the correction of ‘eh’ to ‘the’ in the third line of Minute 145(i)
  1. 161. MATTERS ARISING FROM THE MINUTES  21st March 2011

i) Minute 145(i) – Section 106 Funding for Pedestrian safety measures (Brookes University)

Cllr Birks reported on the meeting of 11th April between councillors and Brookes University. The University had proposed 3 ‘Toucan’ crossings at Park Hill  but with the closure of the footpaths across the grass on the western side of the fly over. The councillors had also suggested that a pavement around the ‘Round House’ be provided and a crossing at that junction. A formal reply to Brookes to be agreed at the full council meeting on 16th May.

ii) Minute 149 – Youth Provision in Wheatley and the ‘Big Society’ Fund. The Committee confirmed Cllr Carr’s view to the County Council that the Parish Council had expressed an interest only in being a partner in providing a Youth Service in Wheatley. No promise of money had been made as the Parish Council does not have the funding or the expertise.

iii) Minute 152 – ‘Save Oxfordshire Libraries’ – named person from the Parish Council?

Agreed that Cllr Old would be the ‘named person’ as contact for  ‘Save Oxfordshire Libraries’.

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

Agreed that the clerk would contact Wheatley Park School to initiate the consultation required with young people. It was thought that young people might also be involved in the consultation with residents.

  1. 163. TO REPORT PROGRESS RE REFURBISHMENT OF CULLUM ROAD RECREATION GROUND

Cllr Dalton had purchased 6 trees to screen residents from users potentially looking into the gardens.These would be planted later in the week.

8.10pm Cllr Fyffe joined the meeting

  1. 164. TO CONSIDER ALTERATIONS TO BELL LANE FOLLOWING THE RECENT PEDESTRIAN/CAR ACCIDENT. Referred to F&GP from The Traffic and Roads Advisory Committee. Councillors to consider the replies from residents. It was Agreed that Cllr Fyffe would compile a synopsis of the replies and bring to the next F&GP Committee

  1. 165. TO CONSIDER THE SITING OF A DOG HYGIENE BIN AT THE EASTERN END OF ROMAN ROAD – Agreed

  1. 166. CLERK UPDATE

i) Littleworth Allotments – the rubbish has now been removed – Noted

ii) Gate to Play Equipment in Church Road Recreation Area – Agreed to abide by the RoSPA advice that gates should open inwards

iii) SODC – closure of roads for the May Day Procession – Agreed

iv)  Parish Council Elections – there were only 14 candidates nominated for 15 places so    there would be no need for an election.  Nevertheless the Parish Council would be charged £130 by SODC – Noted

v) Project for Year 6th Wheatley Primary School – Agreed to suggest planting flowers in  the Memorial Gardens and the tree planter by Londis

vi) Overhanging trees/hedges – The Clerk had reported the hedge at 1 Crown Road to the Highways Department who had been to investigate and had agreed that it should be cut back to the boundary wall in stages. The Clerk to write to the occupier – Noted

  1. 167. GRANTS, LICENCES AND SUBSCRIPTIONS

i)   Wheatley Village Archive – request for £1,000 annual grant aid – Agreed

ii)  Oxford Green Belt Network – 2011-12 subscription – £15.00 – Agreed

iii)  Information Commissioner – Registration 2011-2012 – £35.00 – Agreed

iv) Oxfordshire Association of Local Councils (OALC) – Subscription 2011-2012 – £615.20 – Agreed

v) Oxfordshire Rural Community Council (ORCC) – Subscription 2011-2012 – £30.00 – Agreed

  1. 168. TO CONSIDER THE WHEATLEY SOCIETY’S LEAFLET DISTRIBUTED TO HOUSEHOLDS IN MARCH 2011

Agreed that Cllrs Reilly, Carr, Birks, Dalton & Fyffe (heads of Committees and Council)  would draft a reply to the Wheatley Society on behalf of the Parish Council –  reply to be agreed at the May Parish Council meeting

  1. 169. FINANCIAL MANAGEMENT

i) The budget to end of March had been circulated and was discussed and the Chairman & RFO signed a copy of reconciled bank statement

ii) Balances

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

18th April  2011 will be as follows:        Community       £2,976.81

Tracker           £103,426.39

Treasury         £60,081.45

SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105290-293 GM/SW/JF/OCC/HMR&C March wages/pen/PAYE/NICs 2,951.83
105294 The Post Office stamps 128.00
105295 WPSFMC 1st instalment 2011-2012 2,000.00
105299 Fusion Youth and Com’ity UK Grant Aid St George’s Funday 150.00
Total £5,229.83
Cheques to Pay
105296 Parchment April/May Newsletter 1,484.91
105297 Berinsfield Community Business Verges cutting – March 553.80
105298 Anker International Black Bags 124.80
105300 Oxford Green Belt Network 2011-12 subscription 15.00
105301 SODC Non Domestic rates bill 2011-12 1,277.35
105302 ORCC 2011-2012 subscription 30.00
105303 The Information Commissioner 2011-2012 Registration 35.00
105304 OALC 2011-2012 Subscription 738.24
105305 Southern Electric Electricity 08.01.11-31.03.11 65.45
105306 J. Watson Newsletter April-May 2011 680.00
GM/SW/JF/OCC/HMR&C April wages/pen/PAYE/NICs 3,500.00
Total £7,824.55

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
1st half 2011 – 2012 Precept 52,309.50
Newsletter Advertising 488.00
Total £52,797.50

170  PUBLICATIONS & CORRESPONDENCE NOTED

i)        The Haseleys – Newsletter April 2011*

ii)      Wheatley URC Newsletter March 2011*

iii)          Little Milton Newsletter April 2011*

iv)         Great Milton Bulletin April 2011*

v)          Holton, Waterperry & Waterstock News – April 2011*

vi)         Wheatley URC April 2011*

vii)          Tiddington with Albury & Milton Common – April/May Newsletter*

viii)          Sue Ryder-Nettlebed Hospice – Thank-you letter for grant aid donation

ix)          St Mary the Virgin – Thank-you letter for grant aid for church yard.

x)          TVP Neighbourhood Policing Newsletter April – Wheatley Area Neighbourhood Team*

xi)          Letter from Resident re traffic speeds on London Road

Agreed that the clerk would reply to the resident and that a request would be made to Oxfordshire for three permanent Speed Iindicator devices: one between Park Hill roundabout and the Kings Arms (for east bound traffic) and two on Ladder Hill (one for each direction)

xii)          The Tree Council – Tree news Spring/Summer 2011*

xiii)          SODC – Copy of presentation given to District Councillors on the Localism Bill – The clerk to send a copy of the presentation by e-mail to all councillors.

xiv)          OCC – changes to bus services as a result of the award of new contracts – The 103/104 remains broadly the same. The 113 service (Stanton St John – Wheatley) is withdrawn.

*On display in Parish Office

  1. 171. DATE OF NEXT MEETING – 23rd May 2011– noted

  1. 172. RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Birks proposed and Cllr Carr 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

The Meeting Closed at 9.04pm


Wheatley Parish Council

AGENDA FOR CONFIDENTIAL SESSION – FINANCE AND GENERAL PURPOSES COMMITTEE – 18TH APRIL 2011

172.    RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Birks proposed and Cllr Carr 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

173.    MINUTES OF THE PREVIOUS CONFIDENTIAL SESSION HELD ON 21st March 2011 – Circulated with the Agenda were signed as a correct and accurate record

174 .    MATTERS ARISING FROM THE CONFIDENTIAL SESSION HELD ON 21ST MARCH 2011

The criteria would be brought to the next F&GP meeting.

The Meeting Closed at 9.04pm

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 21st March 2011 IN THE PARISH OFFICE AT 7.30PM

PRESENT: Councillors:  G Birks (Chairman), S Coleridge, R Old, J Reilly, R Bell, P Devlin, M Fyffe, J Carr

& E Stacey

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. There were no such declarations

  1. 142. APOLOGIES FOR ABSENCE – None

  1. 143. MINUTES OF THE PREVIOUS MEETING held on 21st February 2011, which had been  circulated  previously  were signed as a correct and accurate record
  1. 144. DECLARATIONS OF INTEREST – None

  1. 145. MATTERS ARISING FROM THE MINUTES  21st February 2011
    1. i. Minute 125(ii) – section 106 funding for Pedestrian Safety Measures (Brookes University)

Cllr Reilly  reported that the results of the Student Questionaire on Parking at the Wheatley campus had been reported at eh last residents’ meeting. (See copies of the Residents’ Meeting)

ii.    Minute 130 – Help with 2011 Census Form. It was Agreed not to provide a ‘help’ session.

  1. 146. TO REPORT PROGRESS RE REFURBISHMENT OF CULLUM ROAD RECREATION GROUND

Cllrs reported that the area was ‘bedding down’ nicely and looking much better. The recently planted hedge was also doing well. The clerk reported that following an e-mail from the contractors that the final ’snagging’ had been completed the last tranche of money had been paid.

Cllr Fyffe reported that The ‘Playbuilder’ and ‘Aiming High’ funds were still requiring information from her which she would provide. The Chairman thanked her for her hard work in this project.

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

The District Council had awarded a grant of £2,980 (30%of the expected cost) but there were a number of provisos. The most pressing of which were to provide evidence of consultation with young people, residents and the police and to obtain a further quote.

It was Agreed to undertake those consultations and the committee was asked to think how to best  go about these consultations for discussion at the April F&GP meeting.

  1. 148. TO CONSIDER THE OCC CONSULTATION DOCUMENT – Revised Household Waste Recycling Centre Strategy for Oxfordshire. This matter had been referred to the Committee from full council. It was Agreed that the Parish Council’s view should be that whilst welcoming the fact that Redbridge Recycling Centre would remain open to the public at the weekend and Bank Holidays they ask that the centre is open for at least one weekday to avoid overcrowding and obstruction. This would be of benefit to the elderly and those that have to work weekends.

  1. 149. TO CONSIDER A RESPONSE TO OCC’S PROPOSAL THAT THE WHEATLEY YOUTH CENTRE IS DELIVERED THROUGH A COMMUNITY LED AND FUNDED APPROACH

The Parish Council had received an e-mail form the County Council re the likely closure of the Wheatley Youth Centre and asking for consideration of delivering the youth provision in Wheatley through a community led approach in line with the ‘Big Society’ philosophy.

District Councillor Carr and County Councillor Purse had been to a meeting at the Youth Centre with officers of the  County Council to discuss the matter. A number of organisations had expressed an interest in the premises and there was to be a follow up meeting later in the week. They had been informed that political or religious groups would not be allowed to claim funding under the ‘Big Society’.

This matter to be discussed at the next F&GP meeting.

  1. 150. CLERK UPDATE

i) Hatching at Littleworth – the markings showing the stretch of land as a walkway had now been completed

ii) Littleworth Allotments – further clearance needed to be undertaken. An estimate of £600 had been obtained. It was Agreed to go ahead

  1. 151. TO CONSIDER A REQUEST TO JOIN ‘SAVE OXFORDSHIRE LIBRARIES’

Although the County Council Library in Wheatley was not one of those threatened with closure it was felt that Parish Council should support this campaign

  1. 152. GRANTS, LICENCES AND SUBSCRIPTIONS

i) Fusion Youth & Community UK – St George’s Day Community Festival – sponsor hire of a  climbing wall (last year £150) – AGREED

153. FINANCIAL MANAGEMENT

i)   Scrutiny of budget to end of February and signing of completed copy of reconciled bank statement by Chairman & RFO – COMPLETED

ii) Balances

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

21ST March  2011 was as follows:                 Community      £7,474.03

Tracker           £51,110.22

Treasury         £60,058.15

SCHEDULE OF PAYMENTS TO BE AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105276-280 GM/SW/JF/OCC/HMR&C Feb wages/pen/PAYE/NICs 2,892.30
105282 St Mary the Virgin Church Grant aid- burial ground 500.00
105283 Sue Ryder Nettlebed Hospice Grant Aid 25.00
105284 OCC Grant Aid – Ox Bus Ed Alliance 150.00
d/d Orange Home Internet 17.99
Total £2,585.29
Cheques to Pay
d/d Public Works Loan Board Loan repayment 483.47
105285 Berinsfield Community Business Grass verge contract 553.80
105286 DMH Solutions Ltd LCRS Win 7 Update (Risk Ass) 33.83
105287 Acculine Ltd Littleworth marking 462.00
105288 Thames Water Memorial gardens 6.93
GM/SW/JF/OCC/HMR&C Feb wages/pen/PAYE/NICs 3,000.00
Total £4,410.03

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter Advertising 827.00
Total £468.00

  1. 154. PUBLICATIONS & CORRESPONDENCE RECEIVED NOTED

i)       The Haseleys – Newsletter March 2011*

ii)       Wheatley URC Newsletter March 2011*

iii)        Little Milton Newsletter March 2011*

iv)       Great Milton Bulletin March 2011*

v)       TVP – Wheatley Neighbourhood Team – March newsletter*

vi)       SODC Minutes of Standards Committee 10.03.11*

*On display in Parish Office

  1. 155. DATE OF NEXT MEETING – 18th April 2011– NOTED

  1. 156. RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Devin proposed and Cllr Reilly seconded that:

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

AGREED Nem con

The Meeting closed at 9.05 following the Confidential business

Wheatley Parish Council

MINUTES OF THE CONFIDENTIAL SESSION OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 21st MARCH 2011 IN THE PARISH OFFICE AT 7.30PM

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

& E Stacey

OFFICER THE CLERK: Gareth Morris

156. RESOLUTION TO EXCLUDE THE PUBLIC

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

Agreed nem con

157.  TO CONSIDER THE EDITORSHIP OF THE WHEATLEY NEWSLETTER AND  CONFLICT OF  INTERESTS

This item had been placed on the agenda by Cllr Carr. She had done so because of the recent literature delivered to residents around the village on behalf of the Wheatley Society. She saw the content as an attack on the Parish Council. As one of the main protagonists behind the leaflet was also the Editor of the Newsletter she felt that there could be a conflict of interests and that guidelines should be drawn up to ensure impartiality in the content of the newsletter.

A full discussion of the issue then took place. It was proposed by Cllr Carr and seconded by Cllr Reilly that:

i) Cllrs Devlin and Birks draw up guidelines to ensure impartiality in the content of the  newsletter and

ii) The Clerk write to the editor explaining the process.

This was AGREED

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 21st FEBRUARY 2011 IN THE PARISH OFFICE AT 7.30PM

PRESENT: Councillors:  G Birks (Chairman), S Coleridge, R Old, J Reilly, R Bell, P Devlin, M Fyffe,

& E Stacey

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. There were no such declarations

122. APOLOGIES FOR ABSENCE had been received from Cllr Carr

123. MINUTES OF THE PREVIOUS MEETING – 24TH JANUARY 2011 which had been circulated previously were signed as a correct and accurate record.

124. DECLARATIONS OF INTEREST – none

125. MATTERS ARISING FROM THE MINUTES  24TH JANUARY 2011

  1. i. Minute 108(ii) – Oxford City’s Management of Shotover Park – the minutes of the first meeting of the Shotover Forum had been received – Noted

ii.    Minute 111 – section 106 funding for Pedestrian Safety Measures – the clerk had found a letter from the County Council from 2002 giving the amount that had been allocated within the OCC budget for traffic safety measures within Wheatley. Agreed Cllr Birks and the clerk to write to OCC and Oxford Brookes

iii.   Minute 112 – New Burial Areathe clerk reported that Parish Councils did not have a duty to provide a burial ground.

126. TO REPORT PROGRESS RE REFURBISHMENT OF CULLUM ROAD RECREATION GROUND

Cllr Dalton had arranged for the planting of 100+ shrubs along the north end of the ground to prevent balls being kicked against the residents’ fences. The shrubs are currently protected by rabbit netting

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

SODC had indicated that the project could only receive 30% of the total cost ie £2,487. They had questioned the amount the Parish Council was holding as reserves. The clerk had responded explaining how and why the reserves had been built up.

128 THE CHAIRMAN OF THE COUNCIL TO REPORT ON A MEETING WITH MR RONALD’S (OCC HIGHWAYS) ON SAFETY MEASURES IN CHURCH ROAD

Cllr Reilly reported that OCC would provide 30MPH roundels on the tarmac in London Road by Wheatley Bridge as the 30 mph limit was reached, by Maidenhead Aquatics and the ones at the Holton turn would be re-done. Agreed that the clerk would write to Mr Ronald requesting the work to go ahead.

129.   TO REPORT ON CORRESPONDENCE BETWEEN THE CHAIRMAN OF THE COUNCIL AND MR I KING (OXFORD BROOKES) FOR PARISH COUNCIL VIEWS AND SUPPORT OF A PLANNING APPLICATION FOR ADDITIONAL CAR PARKING ON THE WHEATLEY CAMPUS

Agreed that clerk would write to Mr King saying that in principle the Parish Council is minded to support the University in an application for extra car parking on the Wheatley Campus subject to sight of the Planning Application.

130. 2011 CENSUS – TO CONSIDER A request to help those who need help to complete the forms, consider venue and volunteer resource for assisted sessions

Agreed that the Parish Council would seek to run an advice session. The Clerk to contact the area manager of the NSO

131.TO CONSIDER A RESPONSE TO Local Government Boundary Commission’S Electoral review of Oxfordshire

Cllr Bell tabled a paper giving some alternative groupings of parishes, within the Boundary Commission’s parameters that the Parish Council might chose between. Agreed that meeting should recommend to full council Wheatley should join Holton, Forest Hill, Garsington and Cuddesdon. The clerk to contact Garsington and Cuddesdon Parish Councils

132  CLERK UPDATE

i) Hatching at Littleworth – contractors would be on site in the week commencing 28th Feb

ii) Littleworth Allotments – The clerk to write to all tenants asking if they were using their allotments,    if not then they could be offered to those on the waiting list.

iii) The Air Ambulance Service had placed a clothing recycling bank in the SODC car park

iv) Details about the forthcoming Parish Council elections and forms had been received in the office

v) Graffiti – The Community Payback service are not able to remove graffiti from premises or street furniture

vi) Dog Hygiene Bins – SODC had not emptied the one by the steps on Old Road despite numerous requests. Its location might be proving problem for traffic site lines. Agreed to locate on opposite side of Old Road

vii) The Clerk circulated a report on the Conference he had attended on 16th February.

133. TO CONSIDER REQUESTS TO USE CHURCH RECREATION GROUND FOR THE 36TH MAYDAY CELEBRATIONS ON MONDAY 2ND MAY (and also give a view on the request for road closures) AND FOR FUSION’S FUNDAY ON SATURDAY 30TH APRIL.

Both events given permission

134. TO SET A DATE FOR THE NEXT TRAFFIC AND ROADS ADVISORY COMMITTEE

Agreed that members would send Cllr Fyffe dates they were available

135. GRANTS, LICENCES AND SUBSCRIPTIONS

i) Oxfordshire Playing Fields Association – 1p per head over 4001 – (£40) Agreed

ii) St Mary the Virgin  – grant aid for churchyard (£500 in 2009-2010) – Agreed – (Under Section

iii) Sue Ryder – Nettlebed Hospice (£25 2009-2010) – Agreed (under Section 137 LGA 1972)

iv) Oxfordshire Business Education Alliance (£150 in 2009-2010) ­Agreed ( Under Section 137)

136. FINANCIAL MANAGEMENT

i)   The budget to end January was scrutinised and a completed copy of reconciled bank statement was signed by Chairman & RFO

ii) Balances

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

21ST January 2011 will be as follows:              Community   £10,501.12

Tracker           £51,110.22

Treasury         £60,058.15

SCHEDULE OF PAYMENTS TO BE AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105254-8 GM/SW/JF/OCC/HMR&C Jan wages/pen/PAYE/NICs 3,206.13
d/d BNP Paribas Photocopier lease 391.60
d/d Orange Internet fee 17.99
105259 J Watson Feb/March newsletter 680.00
105252 Ryder-Cheshire Volunteers Grant Aid 100.00
105253 The Post Office Stamps 154.00
Total £4,549.72
Cheques to Pay
105263 C. Sprent Mileage for n’letter delivery 10/11 35.22
105264 Parchments of Oxford Newsletter Feb/March 2011 1,327.18
105265 Briants of Risborough Posts, netting for Cullum Rd rec 104.22
105267 Lyreco Coloured paper 30.05
105268 SODC Dog waste bins 1/10/10-31/12/10 79.92
105269 Oxfordshire Playing Fields Assoc 2011 subscription. 40.00
105270 Berinsfield Community Business Grass verge contract 553.80
GM/SW/JF/OCC/HMR&C Feb wages/pen/PAYE/NICs 3,500.00
105266 Merry Bells Management Cttee Office Rental to 24.03.11 992.42
105271 BT Telephone to 11.02.11 131.85
105272 HM Revenue and Customs Vat Repayment 514.68
105273 C Dalton Shrubs etc for Cullum Road Rec 146.71
105274 R Taylor Landscapes Planting shrubs – Cullum Rd Rec 205.00
105275 Society of Local Council Clerks Conference fee 16.02.11 48.00
Total £7,709.05

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Treasury Bill Interest 24.08
Newsletter Advertising 2,613.00
Capital grant from TOE 16,800.00
Refund Ph’copier rental and annual fee 383.05
Total £19,820.13

137. PUBLICATIONS & CORRESPONDENCE RECEIVED

i)        The Haseleys – Newsletter February 2011*

ii)        Wheatley URC Newsletter February 2011*

iii)        Little Milton Newsletter February 2011*

iv)        Great Milton Bulletin February 2011*

v)        Holton, Waterstock and Waterperry News – February 2011*

vi)        Tiddington with Albury & Milton Common – Newsletter – Feb/March 2011*

vii)        Ryder-Cheshire Volunteers – Thank-you for grant aid

viii)        Oxfordshire Playing Fields Association – Annual Report and winter Newsletter*

ix) John Howell MP – Request for information re internet and mobile phone access in the community. Agreed that the clerk reply giving the areas of the village with poor coverage – Littleworth, Old London Road areas down in the valley.

x)        TVP – Wheatley Neighbourhood Team – Winter newsletter*

*On display in Parish Office

138.  DATE OF NEXT MEETING – 21st March 2011– Noted

139.    RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Reilly proposed and Cllr Bell proposed 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

The meeting closed at 9.17pm following the confidential items


Wheatley Parish Council

MINUTES OF THE CONFIDENTIAL SESSION OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 21st FEBRUARY 2011 IN THE PARISH OFFICE AT 7.30PM

PRESENT: Councillors:  G Birks (Chairman), S Coleridge, R Old, J Reilly, R Bell, P Devlin, M Fyffe,

& E Stacey

OFFICER THE CLERK: Gareth Morris

139.   RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Reilly proposed and Cllr Bell proposed 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

140.  MINUTES OF THE CONFIDENTIAL SESSION HELD DURING THE MEETING ON 24th JANUARY 2011 were signed as a correct and accurate record

141. MATTERS ARISING FROM THE CONFIDENTIAL SESSION HELD DURING THE MEETING ON 24TH JANUARY 2011

Minute 120 – The Clerk had been unable to contact the applicant so it was agreed that as Mr Funge should return from holiday in 6 weeks the Council would not employ a temporary replacement.

The meeting closed at 9.17pm following the confidential items

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 24th JANUARY 2011 IN THE PARISH OFFICE AT 7.30PM

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

& E Stacey

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. There were no such declarations

105. APOLOGIES FOR ABSENCE had been received from Cllr Fyffe

106.       MINUTES OF THE PREVIOUS MEETING held on 13th December 2010, which had been circulated previously, were signed as a correct and accurate record.

107.       DECLARATIONS OF INTEREST – None

108. MATTERS ARISING FROM THE MINUTES  13th December 2011

i. Minute 94(i) – Grit Bins in the Village. The clerk had been informed that there would be no more bins supplied this financial year. The OCC Highways dept. would check to see if the locations suggested were suitable. Councillors expressed concern re pot holes in  Wheatley’s roads. Agreed that the clerk write to the Highways Dept.

ii. Minute 949iii) – Oxford City’s Management of Shotover Park – no feedback as yet on the meeting held on 11th January

iii. Minute 69(iv) – Christmas tree – this had been a success and the lights had remained on throughout the period. The clerk to write to Mr Tandy thanking him for supplying the electricity.

109. TO REPORT PROGRESS RE REFURBISHMENT OF CULLUM ROAD RECREATION GROUND

Cllr Dalton was arranging the planting of shrubs along the top boundary.

It was reported that barbed/razor wire had been put along one of the fences at the back of one of the houses on Miller Road. The clerk to investigate.

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

The application to SODC for grant aid had been sent off.

111. TO RECEIVE AN UPDATE ON THE PARISH COUNCIL’S REQUEST TO SECTION 106

FUNDING FOR PEDESTRIAN AND TRAFFIC SAFETY MEASURES.

The Clerk to contact Anne Purse re the request for the original and current costings for the 2002 pedestrian safety plans for the village.

The clerk and Chairman of the Council reported on a further meeting at Thame Police Station re the car parking along Waterperry Road etc

112. TO CONSIDER THE NEED TO PROVIDE A NEW BURIAL AREA WHEN THE CURRENT CHURCHYARD RUNS OUT OF SPACE

This item had been referred to the F&GP Committee from the Parish Council meeting   of 10th January. Mr Sprent, churchwarden, had suggested the Parish Council eg write to the Diocese of Oxford asking for part of the vicarage garden to be used.

Agreed that the clerk check the legal position re Parish Councils’ ‘duty’ to provide a burial ground. It was noted that Mr Sprent had already written to the Diocese along the lines he suggested at the Parish Council meeting

113. CLERK UPDATE

i)   Computer back up – The internet back –up facility has now been installed

ii)   An e-mail had been received from a resident asking the Parish Council to note his correspondence to SODC re the non adoption of the sewerage system in Elton Crescent

iii)   The Clerk had been informed that the road through Littleworth would be closed for a few days from 14th February whilst sewer repair works are carried out.

iv)   The Clerk requested permission to attend the training day/ conference organised by the  Oxfordshire branch of the Society for Local Council Clerks on 16th February. This was Agreed. It was further Agreed that the council pay the conference fee of £40.

114. GRANTS, LICENCES AND SUBSCRIPTIONS

i) Sage Instant Accounts Cover for 2011 – £174.00 (inc VAT) – Agreed

ii) Ryder-Cheshire Volunteers, Oxfordshire – 16 disabled members and 3 volunteers in this area – Agreed £100 under Section 137 of the 1972 Local Government Act

115. FINANCIAL MANAGEMENT

i)   Scrutiny of budget to end December (see enclosed paper) and signing of completed copy of reconciled bank statement by Chairman & RFO

ii) Balances

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

24th January 2011 will be as follows:              Community     £2,122.07

Tracker           £48,110.22

Treasury         £60,034.07

SCHEDULE OF PAYMENTS TO BE AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105236-240 GM/SW/JF/OCC/HMR&C Dec wages/pen/PAYE/NICs 3,362.41
105241 WPSFMC Quarterly Payment 2,000.00
105242 South and Vale Carers Grant Aid 150.00
d/d Siemans Financial Services Photocopier lease 383.05
d/d Bank charges 6/9 – 5/12 81.89
Total £5,977.35
Cheques to Pay
105243 Sage (UK) – Accounts Instant accounts cover for 2011 174.00
105244 Claire Logic IT Support 93.60
105245 Southern Electric Electricity 1/10 – 7/01 60.81
105246 Whetter, Duckworth and Fowler SODC Land in High Street 348.75
105247 Sage (UK) Accounts Accounts stationery 63.46
105248 Thames Water Memorial gardens 8.28
105249 Berinsfield Business Community Grass verge contract 542.26
105250 Merry Bells Management C’ttee Hire of Hall 15/11/10 25.00
105250 Merry Bells Management C’ttee Rental Increase 18/10/10–25/12/10 42.34
105250 Merry bells management C’ttee Gas recharge 1/6/10 – 31/12/10 247.50
105251 Oxfordshire Business Alliance Grant Aid 2009-2010 150.00
105253 Swift Digital Services Charge for photocopies 51.41
GM/SW/JF/OCC/HMR&C Jan wages/pen/PAYE/NICs 3,500
Total £5,307.41

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Tracker Interest 7.04
Newsletter Advertising 5,382.00
Total £5,389.04

116. PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED

i)        The Haseleys – Newsletter January 2011*

ii)        Wheatley URC Newsletter January 2011*

iii)        Little Milton Newsletter January 2011*

iv)        Great Milton Bulletin January 2010*

v)        Holton, Waterstock and Waterperry News – December  2010*

vi)        SODC Minutes of Standards Committee 25th November 2010*

vii) Letter from resident expressing concern over the education provided at the Primary and Secondary schools within the village – Agreed that the clerk would reply to the effect that  this matter does not fall within the Parish Council’s remit and that he might wish to contact the Chairman of the Governing body of each school

viii) Local Government Boundary Commission – Electoral review of Oxfordshire. Agreed that the matter be placed on the next F&GP agenda and that the clerk sends each councillor the Boundary Commission correspondence.

ix) Thames Valley Primary Care – Application By Morland House Surgery to provide pharmaceutical services – refused

x) Clerks and Councils Direct*

xi) Request from resident for double yellow lines along the road leading up to the Caravan Park from Littleworth Road opposite the Primary School. Agreed that the clerk reply saying that this road is a private Road.

xii) E-mail from resident pointing out the removal of the solar powered real time bus indicator from the bus stop on Church Road by the SODC car park – Noted The clerk reported that the County Council would be erecting a ‘normal’ real time information post during February

xiii) OCC Snow guide for Oxfordshire Communities – Noted

xiv) The Royal British Legion request to hold or support ‘The Great Poppy Party Weekend’ on 10th,11th & 12th June 2011 – to celebrate 90 years of the Royal British Legion – Noted

xv) 2011 Census – request to help those who need help to complete the forms, consider venue and volunteer resource for assisted sessions. This to be discussed at the next F&GP meeting

xvi) To consider a request from the PCSO that given the recent outbreak of graffiti in the village the Parish Council provides a ‘graffiti wall’. Agreed that no action be taken on this.

*On display in Parish Office

117. DATE OF NEXT MEETING – 21st January 2011 – Noted

118. RESOLUTION TO EXCLUDE THE PUBLIC

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

Agreed nem con

The meeting closed at 9.00pm following the confidential items