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

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 13th DECEMBER 2010 IN THE PARISH OFFICE AT 7.30PM

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

M Fyffe (until 9.00pm) & 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

91. APOLOGIES FOR ABSENCE had been received from Cllr Devlin

92.  MINUTES OF THE PREVIOUS MEETING – 15th November 2010, which had been circulated previously were signed as a correct and accurate record.

93.  DECLARATIONS OF INTEREST – None

94. MATTERS ARISING FROM THE MINUTES  15th November 2010

i. Minute 79(i) – Grit Bins in the Village – No reply had been received from OCC Highways. The clerk would chase up

ii. Minute 79(ii) – Wheatley Information Booklet – this had now been distributed. A letter of thanks to be sent to Martin Tims.

iii. Minute 79(iii) – Oxford City’s Management of Shotover Park. Cllr Devlin had been in touch with the Natural England organisation and Oxford City Council. There was to be a ‘Shotover User Forum on Tuesday 11th January 2011 in the Tea Room at Horspath Sports Ground. Parish Councillors were encouraged to attend.

iv. Minute 69(iv) – Christmas tree – this was now in situ. An external extension cable and 2 extra lengths of lights had been purchased.

v. Minute 81 – Newsletter publishing – Mr Jim Watson to be asked to quote a price for the doing the work that Mr Durbin used to undertake in preparing the newsletter for printing.

vi. The clerk had yet to contact the contractor re the hatching at Littleworth.

95. TO CONSIDER A REVISED BUDGET FOR 2010-2011 AND A DRAFT BUDGET FOR 2011– 2012 WITH A VIEW TO MAKING A RECOMMENDATION TO FULL COUNCIL ON 10th JANUARY 2011

i.      Revised budget 2010-2011 – The clerk presented a 2nd draft of the revised 2010-2011 budget in which was included the new rental amount for the Parish Office and up to date income and cost figures for the newsletter.

ii.     Budget for 2011-2010 – the second draft of the budget for 2011-2012 included increases for the Parish Office rent and in the cost of the grass cutting cost. There was also an additional £5,000 provided at the request of the Sportsfield Management Committee to meet the possible costs of providing plans for the proposed pavilion development. These additional costs could be met by drawing on the Parish Council’s general fund.

However it was felt that an increase in the precept should be recommended to meet possible future expenditure; notably an increase in the Section 137 funding to allow for a Parish Council grant towards the provision of a lift on the steps from the bank to the Merry Bells Car Park which is being pursued by the Merry Bells Management Committee and to increase the amount earmarked for pedestrian and traffic safety measures within the village as the County Council does  not appear at present to wish to fund measures which the Parish Council feels are necessary and supported by residents.

Cllr Reilly proposed and Cllr Carr seconded that the revised 2010-2011 Budget and the draft budget for 2011-2012 as presented, with the addition of £3,000 to the Grants (Section 137) heading and an increase in the earmarked funds for traffic and road safety measures of £7,000, thus making the precept required £104,619, be recommended to the full council meeting on 10th January 2011. This was Agreed unanimously

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

Cllr Fyffe said she was yet to check whether or not the replacement trees/ shrubs had been planted.

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

Cllr Stacey had completed the application form for Grant Aid from SODC and this would be sent of by the end of the week

98. TO AGREE A DATE FOR THE 2011 ANNUAL PARISH MEETING

Monday 4th April 2011 was Agreed as the date for the 2011 Annual Parish Meeting. The clerk would see if Sergeant Hookham, the neighbourhood police sergeant would attend.

99. CLERK UPDATE

i)       Computer back up – to consider automatic Internet backup – £45 pa. Agreed

100. GRANTS, LICENCES AND SUBSCRIPTIONS

i) South and Vale Carers – 19 carers in the area (last year £150) – Agreed £150

101. FINANCIAL MANAGEMENT

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

ii) Balances

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

13th December will be as follows:               Community           £1,849.27

Tracker           £51,103.18

Treasury         £60,034.07

SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105219-223 GM/SW/JF/OCC/HMR&C Nov wages/pen/PAYE/NICs 3506.37
105218 BT Telephone rental and calls 120.51
105224 Thame and District CAB Grant Aid 2010-2011 (non137) 1,000.00
105258 Post Office Stamps 154.00
Total £4,780.88
Cheques to Pay
105225 The Tree Barn Village Christmas Tree 172.72
105226 Mallabar Durbin Dec/Jan Newsletter 235.00
105227 SODC Dog Waste Bin contract 224.84
105228 Lyreco Stationary 18.21
105229 Berinsfield Community Business Verges, Nov 542.26
105230 Parchments Dec/Jan newsletter 1,484.90
105231 J Watson Dec/Jan newsletter 480.00
105232 G Ewbank Cable/lights for tree 67.10
Parchment Information Booklet 801.16
GM/SW/JF/OCC/HMR&C Dec wages/pen/PAYE/NICs 3,500.00
Total £7,526.19

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Treasury Bill Interest 25.07
Vat Refund 231.26
Newsletter Advertising 2437.00
Total £2,693.33

102. PUBLICATIONS & CORRESPONDENCE RECEIVED – NOTED

i)        The Haseleys – Newsletter December   2010*

ii)        Wheatley URC Newsletter December 2010*

iii)        Little Milton Newsletter December  2010*

iv)        Great Milton Bulletin December   2010*

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

vi)        CPRE ‘Fieldwork’ December 2010*

vii)        Tiddington with Albury and Milton Common  Newsletter Dec 2010/Jan 2011*

viii)        Neighbourhood Policing December Newsletter.*

*On display in Parish Office

9.00pm Cllr Fyffe left the meeting

103. DATE OF NEXT MEETING – 24th January 2011– Noted

104. 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 9.15pm 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 15th NOVEMBER 2010 IN THE PARISH OFFICE AT 7.30PM

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

75. APOLOGIES FOR ABSENCE – None

76. MINUTES OF THE MEETING OF 27TH SEPTEMBER were signed as a correct and accurate record with the addition of Cllr E Stacy to those present and the deletion of the second Cllr S Coleridge (These minutes had been tabled at the F & GP’s last meeting but not signed).

77.  MINUTES OF THE PREVIOUS MEETING – 18th OCTOBER 2010 which had been tabled at Parish Council meeting  of November 1st were signed as a correct and accurate record

78. MATTERS ARISING FROM THE MINUTES  27th SEPTEMBER   2010

i) Minute 55(i) – Real time bus information – A resident had reported that the solar panel and post at the Church Road bus shelter was to be taken down. The clerk had checked with the County Council and they had confirmed this but had said that a standard real time timetable would replace it.

79. MATTERS ARISING FROM THE MINUTES  18th October  2010

i) Minute 63(i) – Grit Bins in the Village – the County Council had been asked to look at the additional location on Crown Road and had been asked about the material placed in the bins. No reply had been received.

ii)   Minute 63(ii) – Wheatley Information Booklet – the clerk had ordered an extra 100 copies. The cost of cost printing 2,100 copies is £801.He had received a copy from Parchment for proof reading.

iii) Minute 63(iii) – Oxford City’s Management of Shotover Park. Cllr Devlin had been in touch with Martin Harris of Horspath. It was Agreed that Wheatley supports Horspath’s position in seeking better management of the Park.

iv) Minute 69(iv) – Christmas tree – 14’ Norway spruce £112 + £35 transport. Agreed. An extension cable and further lights would be purchased

80. TO CONSIDER A REVISED BUDGET FOR 2010-2011 AND A DRAFT BUDGET FOR 2011– 2012 WITH A VIEW TO MAKING A RECOMMENDATION TO FULL COUNCIL ON 10th JANUARY 2011

The figures for a revised budget 2010-2011 and a budget for 2011-2012 had been circulated with the Agenda.

Suggestions were made for changes to the figures provided e.g. office rental for 2011-2012 was likely to be more than estimated and the amount for the Sportsfield Management Committee was likely to be higher due to the cost of submitting a planning application for the pavilion development.

It was the feeling of the meeting that the Parish Council should be prepared to increase the precept because:

  • The County Council may require parishes to undertake work that they (the County Council) had previously undertaken.
  • The new Localism Act was likely to give Parish Councils greater powers/responsibilities

It should be noted that the precept had not risen in the previous year and that whilst being exempt from a freeze on its precept the Parish Council could not be certain that one would not be imposed in the future. Councillors were asked to consider what projects might be taken on in 2011-12 eg traffic and pedestrian safety measures.

Parish Council newsletter advertising charges for 2011-12

Due to the fact that VAT was to increase to 20% on 4th January 2011 and advertising prices had not been increased for 6 years the committee felt an increase in price was needed. There was a full discussion on the scale of the rise.

Cllr Devlin proposed and Cllr Birks seconded the following prices (gross of VAT):

Quarter page – £25 –  Agreed by 7 votes in favour to 2 against

Half page – £35    –     Agreed unanimously

Full page – £55     –    Agreed unanimously

81. TO CONSIDER THE RENEWAL OF THE EDITORSHIP OF THE NEWSLETTER FROM JANUARY 2011

It was Agreed appoint Jim Watson as editor of the newsletter for 2011

The Clerk reported that Mr Clive Durbin who had prepared the newsletter for the printers for a number of years would cease to do it after the December/January issue. It was Agreed that Mr Watson be asked to make new arrangements which might involve the Parish Council purchasing the relevant software.

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

Cllr Fyffe reported that a number of ‘failed’ trees in the recreation ground would be replaced. On fencing her advice had been that fencing would not be suitable and that planting would be better. It was Agreed that this be investigated. It is the Council’s intention to do something to protect the residents’ fencing as soon as was practicable.

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

Cllr Stacy circulated a draft application for submission to SODC for grant aid towards the shelter. Councillors gave suggestions for the answers to the questions. Cllr Stacy will complete the form and submit to the clerk to be sent off. Cllr Bell will provide details of prices from a second supplier.

Cllr Stacy was thanked for her work on the application.

84. TO CONSIDER A REQUEST FOR A DOG WASTE BIN IN THE CULLUM/MILLER/LEYSHON  ROAD AREA – Agreed (cost approx £190)

85. CLERK UPDATE

i)        Parish Councils exempt from freeze on Council Tax – Noted

ii)        In 2011 it is the intention that payment methods for Parish Councils will be reformed i.e. freedom to use modern banking methods such as electronic banking – Noted

iii)        To consider quotes received for the hatching on the Littleworth industrial apron Agreed to accept the quote from Acculine Ltd for £385

86. GRANTS, LICENCES AND SUBSCRIPTIONS

i) Thame CAB – in past years the Parish Council have given £1,000. A letter from the CAB had been circulated with Agenda. In it the manager explained that clients seem to be accessing advice by telephone or travelling to Thame rather than face to face in Wheatley. There was a discussion about whether the Parish Council should reduce its grant aid in light of this.

Cllr Carr proposed and Cllr Reilly seconded that a grant of £500 be made. This motion was lost by 4 votes in favour to 5 against.

Cllr Bell proposed and Cllr Devlin seconded that the grant should remain at £1,000 for 2010/2011. This was Agreed with 5 votes in favour to 4 against.

9.30 pm Cllr Devlin proposed and Cllr Reilly seconded that Standing Orders be suspended for 20 minutes in order to finish the Agenda. Agreed

87. FINANCIAL MANAGEMENT

i)   The budget to October 2010 was scrutinised and a copy of the reconciled bank statement was signed by the Chairman & RFO

ii) Balances

After the cheques below have been paid the balances on the council’s  accounts  as at 15th November 2010 will be as follows:           Community        £1,756.15

Tracker             £56,103.18

Treasury           £60,009.00

SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105207-211 GM/SW/JF/OCC/HMR&C Oct wages/pen/PAYE/NICs 3506.37
105200 The Post Office Stamps 185.00
105201 Southern Electric Electricity July – Sept 2010 3.40
105202 Royal British Legion Wreath 40.00
105203 M Hogan 4 years antivirus subscription 169.95
105204 Oxfordshire Assoc. or the Blind Grant Aid 200.00
105205 Society for local Council Clerks 2010-2011 subscription 168.00
105206 Berinsfield Community Business September verges and recs 804.87
d/d BNP Paribas Quarterly lease for photocopier 360.18
Total £5,437.77
Cheques to Pay
105212 MBMC Office rental Sept-Dec 2010 949.69
105212 MBMC Hire of hall 75.00
105213 Berinsfield Business Community Verges/Recs/Patio/Greens 981.22
105214 Swift Business services Ltd Final excess copies on old copier 95.72
105215 Anthony Stiff Associates Defects Inspection and report 500.00
105216 Active Installations Cullum Rd 5% retainer 4,775.60
GM/SW/JF/OCC/HMR&C Nov wages/pen/PAYE/NICs 3,500.00
Total £10,877.23

Also authorised £234.52 to Queensbury Shelters – replacement glass for Park Hill Bus shelter

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Allotments 20.00
Photocopying 1.10
Total £21.10

88. PUBLICATIONS & CORRESPONDENCE RECEIVED – NOTED

i)        The Haseleys – Newsletter November  2010*

ii)        Wheatley URC Newsletter October 2010*

iii)        Little Milton Newsletter November  2010*

iv)        Great Milton Bulletin November  2010*

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

vi)        CPRE Oxfordshire Bulletin Autumn 2010*

vii) The Wheatley Society – Letter re centre of the village and footpaths

It was Agreed that the outdoor workers be asked to clear the grit from the kerbs and in the longer term investigation be mad into using the ‘Unpaid Work in the Community’ scheme run by Thames Valley Probation to help with such tasks in the future

*On display in Parish Office

89.  DATE OF NEXT MEETING – 13th December 2010 – Noted

90.  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

The meeting closed at 9.50pm following the confidential item

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 18th October 2010 IN THE MERRY BELLS HALL AT 8.15 PM

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

61. APOLOGIES FOR ABSENCE had been received from Cllrs Devlin and Fyffe

62. MINUTES OF THE PREVIOUS MEETING held on 27th September 2010 were tabled

As the minutes had been tabled it was agreed that they would be signed at the next meeting

63. MATTERS ARISING FROM THE MINUTES  27th September 2010

i. Minute 49 – Grit Bins in the Village – The County Council had been informed of the locations suggested and would be visiting the sites. It was agreed that a further location be suggested, on Crown Road by Rectory House. The clerk would clarify if the bins would be filled with grit and/or salt.

ii. Minute 50 – Wheatley Information Booklet – Quote for printing £765.98 – Agreed with the possibility of increasing the amount by 100 copies.

iii. Minute 52 – Oxford City’s Management of Shotover Park –in the absence of Cllr Devlin nothing to report

iv. Minute 54 – Meeting with Brookes University and Westwaddy – next meeting is at 6.00pm on Tuesday November 2nd at Gipsy Lane – Noted

v. Minute 57(ii) ­Grant aid for Didcot CAB – this had been agreed in error at the last meeting so it was agreed to rescind the decision.

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

The Clerk to ask the outdoor workers to sweep the path by the sandpit

65. TO CONSIDER MATTERS RELATING TO TREES WITHIN THE VILLAGE

i) Holloway Road – between old fire station and doctor’s surgery. The decision on the removal of the ivy etc was deferred until a later date.

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

No progress to report.

67. OXFORDSHIRE COUNTY COUNCIL’S AREA REVIEW OF SUBSIDISED BUS SERVICES, WHEATLEY, THAME AND WATLINGTON

For information only. This would be an item on the next Parish Council’s Agenda

68. OXFORDSHIRE COUNTY COUNCIL LOCAL TRANSPORT PLAN 3 –  CONSULTATION ENDS 9th JANUARY 2011

This item for information only and would be on the next Parish Council Agenda

69. CLERK UPDATE

i)        Home Page for Wheatley Parish Council website – Agreed to amalgamate Cllr Dalton’s suggestions with the existing information on the home page

ii)        SLCC Subscription for the Clerk  – £168 – The clerk left the room for this item – Agreed

iii)        The company  from which the Council leased the photocopier can supply a colour photocopier with the same facilities for £4.80 extra per month. It would also be able to provide the scanning facility with Windows 7, the present copier could not provide that function. Agreed to replace the copier.

iv)        Christmas Tree for the village. Fusion would not be able to provide a tree this year.

Agreed to spend up to £120 on purchasing a tree. The clerk to ask the Headteacher of the Primary School to nominate a pupil to switch on the lights on December 2nd, the day of the Advent Pageant.

70. GRANTS, LICENCES AND SUBSCRIPTIONS

i) Oxfordshire Association for the Blind – deferred from last meeting. The Clerk reported that 15 Wheatley residents availed themselves of the services offered. Agreed £200

71. FINANCIAL MANAGEMENT

i)   The  budget to September 2010 was circulated and discussed and a completed copy of reconciled bank statement was signed by the Chairman & RFO

ii) Balances

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

18th October 2010 would be as follows:      Community       £7,260.29

Tracker           £64,103.18

Treasury         £60,009.00

SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105190-94 GM/SW/JF/OCC/HMR&C Sept wages/pen/PAYE/NICs 3,234.63
105187 Kavan Ring Table/benches Cullum Rd Rec 400.00
105189 Safe and Sound Playgrounds Repairs to cradle swing 91.65
105195 WPSFMC 3rd Quarter payment 2010-2011 2,000.00
105200 Post Office Stamps 185.00
d/d Siemens Ltd Lease on photocopier 328.07
Total £6,239.35
Cheques to Pay
105196 J Watson Oct/Nov newsletter 480.00
105197 Lyreco Ltd Paper and files 57.54
105198 Parchment Oct/Nov newsletter 1,484.90
105199 Tree Care Associates Ltd Site visit – St Mary’s Close 160.00
GM/SW/JF/OCC/HMR&C Oct wages/pen/PAYE/NICs 3,500.00
Total £5,682.44

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter Advertising 510.00
Interest 28.64
SODC 2nd half 2010-2011 precept 47,309.50
Total £47,848.14

72. PUBLICATIONS & CORRESPONDENCE RECEIVED – Noted

i)        The Haseleys – Newsletter October  2010*

ii)        Wheatley URC Newsletter October 2010*

iii)        Little Milton Newsletter October  2010*

iv)        Great Milton Bulletin July 2010*

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

vi)        Tiddington With Albury and Milton Common Newsletter October/November 2010*

vii)        The Tree Council – Tree News Autumn/Winter 2010*

viii)        Oxford Brookes University Magazine ‘Observe’ Autumn 2010*

ix)        Thank-you letter from Wheatley Village Produce Association

x) Oxford Brookes and the Residents’ Associations Meeting – Thursday 21st October 6.30m – Cllrs Reilly and Bell would be attending.

xi) The Local Government Boundary Commission for England – Electoral Review of Oxfordshire This would be an item on the next Parish Council’s Agenda

*On display in Parish Office        ** Decision needed

73. DATE OF NEXT MEETING – 15th November 2010– Noted

The meeting closed at  9.28pm

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 19th JULY 2010 IN THE PARISH OFFICE AT 7.30PM

PRESENT: Councillors:  G Birks (Chairman), R Bell, J Carr (from 8.20pm), S Coleridge, P Devlin, R Old,

J Reilly & M Fyffe (from 8.00pm).

OFFICER THE CLERK: Gareth Morris

ALSO PRESENT: 1 member 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. There were no such declarations

The Chairman welcomed Cllr Old to her first Finance and General Purposes Committee meeting

30. APOLOGIES FOR ABSENCE had been received from Cllr Stacey. Cllrs Carr and Fyffe would be late.

31. MINUTES OF THE PREVIOUS MEETING – 21st June 2010, which had been circulated previously, were signed as a correct and accurate record.

32. MATTERS ARISING FROM THE MINUTES  21st June 2010

i)          Minute 19(i) – Ex toilet block land – Nothing heard from SODC – (subsequently District Cllr  Carr has reported that the matter is still with the legal department at SODC)

ii) Minute 19(ii) – Kelly’s Road Allotments – Vacancy announced in August Newsletter – Noted

iii)          Minute 20 – Final Accounts 2009-2010 and Auditor’s report

a.    Rate of return – the Clerk reported that Barclays could not, at the moment, offer a better rate of return than the Council was obtaining. A bond giving 1.25% was likely to be issued soon. However this would be for a fixed term of 3, 6 or 9 months.

b.    Bank reconciliation – the clerk would produce a bank reconciliation report from the sage system to be compared against current account bank statement of the same date.

c.    A letter had been received from Mr Brian Rollerson saying that he would no longer undertake the role of the Council’s Internal Auditor in the coming years. He did give the name and address of a person who might be engaged by the Parish Council in that role. It was Agreed that a letter of thanks be sent to Mr Rollerson and that investigations begun to seek a new internal auditor.

iv) Minute 23 – The cliff in Church Road Recreation Ground – The Oxfordshire Geology Trust had completed their clearance work on the cliff face in Church Road Recreation Ground.

33. TO CONSIDER MATTERS RELATING TO TREES WITHIN THE VILLAGE

Horse Chestnut in St Mary’s Close. It had been agreed at the Full Council meeting that maintenance be carried out in line with permission granted by SODC and advice from our tree professional. Two estimates had been obtained and it was Agreed to award the contract to Mr Kavan Ring. Work was to begin as soon as possible and residents to be informed of the date.

It was noted that the limes on the southern boundary of Church Road Recreation Ground were in need of maintenance

34. TO CONSIDER THE PROVISION OF PARISH COUNCIL NOTICEBOARDS WITHIN THE VILLAGE – Agreed no action at the moment. The Clerk reported that he had placed a warning in the August issue of the newsletter that those people/organisations who/which put up signs at junctions ran the risk of them being removed either by the Parish Council or the County Council.

8.00pm Cllr Fyffe joined the meeting

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

i)        the plants then the Parish Council would purchase a suitable hosepipe. The Clerk to check with Berinsfield Community Business to see if they would undertake the maintenance of the beds etc.

ii)         Report of meeting with residents. Cllr Birks circulated her report of the meeting with the residents. With Request from resident to buy land in one of the blocked off alleyways plus other points plus other complaints. Agreed, as previously, that the Parish Council did not wish to sell of any of its land. That particular entrance was the widest of the four and would be needed should heavy machinery be used in the recreation ground. In relation to the other complaints (that the gate was too high etc) the design and materials used had been at the recommendation of Thames Valley Police’s crime prevention professionals.

iii)         Maintenance of flower beds and grass edges – at the moment Active Installations were attending to look after the plants/shrubs etc. If a resident was willing to undertake the watering of minor amendments the committee was happy that this note be sent to the residents attending the meeting.

8.20pm Cllr Carr joined the meeting

iv)        To consider the erection of fencing in front of the garden fence of 6 Cullum Road. It was Agreed to purchase and erect quiet, robust, unobtrusive wire fencing, minimum of 4 feet high and a minimum of 25metres long, parallel to the houses on Cullum Road.

v)        Sandpit – it was reported that a quantity of cat faeces had been seen in the sand pit. Considerable concern was expressed. Children needed to be protected and, if it should become necessary the sandpit removed. Cllr Carr proposed and Cllr Devlin seconded that a number of measures be taken; anti-cat plants be used eg curry plants; ‘Silent Roar’ lion dung pellets; citrus sticks, oil fruit peelings.  This was Agreed.

36. TO CONSIDER A REQUEST FROM FUSION TO USE CULLUM RECREATION AREA FOR A MINI FUNDAY ON SATURDAY 9TH OCTOBER 2010 – AGREED

37. TO CONSIDER TRAFFIC ISSUES ON LADDER HILL

Following incidents of vehicles not recognising the ‘Give Way’ signs at the build outs on Ladder Hill and nearly causing accidents it was Agreed to write to the police and request that the speed limit and the traffic – signs be enforced.

Agreed that the ‘Speed Watch’ signs in the possession of  the Parish Council be deployed on Ladder Hill.

38. TO RECEIVE A DRAFT OF THE NEW EDITION OF THE WHEATLEY INFORMATION BOOKLET

A copy of the draft Wheatley Information Booklet had been circulated with the Agenda. Overall the committee was impressed with the work that had been done in compiling the information. It was Agreed that councillors should look at for any corrections/amendments and send them to the clerk. The booklet to be reviewed  at the September meeting with a view to giving the go-ahead for printing.

Decision remains to be taken on what exceptions, if any, are made for commercial organisations eg health care and child care provision.

39. CLERK UPDATE

i)        Hatching on the Littleworth Apron – the clerk had now been advised to contact WS Atkins.

ii)        Dog mess in Farm Close Road Recreation Ground and on Farm Close Road verges. As a result of a complaint from a resident it was Agreed that the clerk write to all households backing on to Farm Close Road Recreation requesting them to stop exercising their dogs in Farm Close Road Recreation Ground.

It was Agreed that the proposed Church Road Recreation Ground Youth Shelter be put on the next F&GP Agenda

40. GRANTS, LICENCES AND SUBSCRIPTIONS

i)   Wheatley Boys Football Club – to set up an under 13s team Cllr Bell proposed and Cllr Carr seconded the £140 be granted (under Section 137 Local Government Act 1972) to fund a training course for one of the managers – Agreed nem con

ii)   International Tree Foundation 2010-2011 subscription £25 – Agreed

9.30 pm Cllr Birks proposed and Cllr Reilly seconded that Standing Orders be suspended for 15 minutes to allow the Agenda to be completed. Agreed

41. FINANCIAL MANAGEMENT

i)   The Chairman & RFO signed a completed copy of reconciled bank statement  to 9th July 2010.

ii)    Expenditure made by the Parish Council to the end of June (25% of the financial year)  was produced by the clerk who explained the variances against the 2010-2011 budget.

iii)   Balances

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

19th July 2010 will be as follows:   Community       £9,274.24

Tracker               £30,780.12

Treasury             £59,955.37

SCHEDULE OF PAYMENTS TO BE AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105140 – 45 GM/SW/JF/OCC/HMR&C June sal/wages/pen/PAYE/NICs 3,439.90
105146 Thame CAB Grant Aid 2009-2010 1,000.00
105147 Southern Electric Electricity 01.04 – 06.07 98.64
105152 WPSFMC Additional payment 2009-2010 1,523.02
d/d Siemans Financial Services Photocopier lease 328.07
Total £6,389.63
Cheques to Pay
105148 Lyreco Misc Stationary 40.35
105149 Berinsfield Business Community Recs and verges June 2010 804.87
105150 Kavan Ring Work on Path to Farm Close Rec 175.00
105151 Oxford Laptop Support Installation of new computer 280.00
105152 Merry Bells Management Cttee Office lease 949.69
105155 Caroline Dalton Trowels/forks for Pr Ssc planting 13.88
GM/SW/JF/OCC/HMR&C April sal/wages/pen/PAYE/NICs 3,400.00
Total £5663.79

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter Advertising 2,392.00
Photocopying 1.40
VAT Refund 12,725.61
Total £14,871.01

42. PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED

i)        The Haseleys – Newsletter July 2010*

ii)        Wheatley URC Newsletter July 2010*

iii)        Little Milton Newsletter July 2010*

iv)        Great Milton Bulletin July 2010*

v)        Holton, Waterstock and Waterperry News July 2010*

* On display in Parish Office

43. DATE OF NEXT MEETING – 20th September 2010 – NOTED

The Meeting closed at 9.40 pm

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 21st JUNE 2010 IN THE MERRY BELLS HALL AT 7.30PM

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

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. There were no such declarations

17. APOLOGIES FOR ABSENCE had been received from Cllrs Devlin, Reilly & Fyffe

18. MINUTES OF THE PREVIOUS MEETING – 24th May 2010 which had been circulated previously were signed as correct and accurate record

19. MATTERS ARISING FROM THE MINUTES  24th May 2010

i)       Minute 5 – Ex toilet block land – Nothing had been heard from SODC – Noted

ii) Minute 11(ii) – Kelly’s Road Allotments – vacancy to be advertised in next newsletter

iii) Minute  11(vi) – Year 6 pupils from the primary school, with help of Cllrs Reilly and Dalton had planted flowers in the area by the side of Londis. The Parish Council was grateful to Wheatley Farm Shop on the London Road for the providing the plants and compost free of charge. Letters of thanks to be written to the Primary School and the shop.

20.  TO RECEIVE THE FINAL ACOUNTS FOR THE FINANCIAL YEAR 2009-2010 prior to their approval at a Extra-Ordinary Council Meeting of the parish Council to be held at 8.00pm.

The Clerk reported that Mr Brian Rollerson had visited the Parish Office the previous Friday to inspect the council’s accounts and various other documentation. There was an imbalance of £57.86 on the bank reconciliation as of 31st March 2010 which had to be found. Otherwise everything else was satisfactory. and he had signed Section Four of the Annual Return.

The clerk distributed a new Balance Sheet, Income and Expenditure Account and Section 1 of the Annual Return including amendments that had been discussed with and agreed by Mr Rollerson that morning.

Cllr Stacey proposed and Cllr Coleridge seconded that the Accounts and the Annual Return be received and recommended for approval by the Parish Council. This was Agreed unanimously.

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

i)        Request from resident to buy land in one of the blocked off alleyways, deferred from last meeting. Agreed that the Parish Council did not wish to sell this land off. The land had only just been purchased from SODC and there would be no advantage to the Parish Council in disposing of the land. Furthermore it cannot be predicted whether or not the Parish Council would need to use that land in the future.

ii)        Maintenance of flower beds and grass edges – The Clerk would contact the Parish Council’s contractors to discuss.

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 2009 – 2010 Accounts and Annual Return

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

iii)        Complaint from resident – a further two e-mails had been received from the same address re complaints that had been made to the police on Saturday and Sunday evenings. It was Agreed to hold a meeting with the complainants and invite PCSO Cooney to attend.

22.  TO CONSIDER THE PARISH’S RESPONSE TO OCC’S LOCAL TRANSPORT PLAN 3 (2011-2030): CONSULTATION 5: SCENARIOS.

Cllr Birks had tabled some possible responses to the consultation document on behalf of the Transport and Roads Advisory Committee’s meeting held on 14th June. Cllr Carr proposed and Cllr Stacey seconded that these response were submitted to the County Council. This was Agreed. The clerk would e-mail the response the following day having agreed a two day extension from the County Council

23. TO CONSIDER A REQUEST FROM THE OXFORSHIRE GEOLOGY TRUST TO CARRY OUT MINOR CLEARANCE WORK ON THE CLIFF AT CHURCH ROAD RECREATION GROUND

Agreed to grant permission but to seek assurances that the cliff face would not be damaged or  undermined. The Clerk to write to residents of Gardiner Close to inform them of the work.

24. TO CONSIDER A REQUEST FROM FLORA MURRAY ON BEHALF OF YEAR 5 & 6 CHILDREN FOR A DEDICATED AREA FOR SKATEBOARDS/BMX BIKES ETC

A petition of 118 signatories, mainly Years 5 & 6 of the Primary School asking for the provision of a skate/BMX park with in the village. Whilst applauding the initiative of the pupils concerned the committee felt that it was unable to help directly because there was no suitable Parish Council owned land in the village plus the council had a number of projects it was already pursuing and did not have any spare capacity to deal with another one. It was Agreed to send the petition to The Wheatley Park Sportsfield Management Committee as they were responsible for the upkeep of the land (at the Primary School) that was mentioned in the petition.

25. TO CONSIDER MATTERS RELATING TO TREES WITHIN THE VILLAGE

i)        Report from Tree Care Associates re inspection of Common Lime Tree in the Memorial Gardens. The report was read out and it was Agreed to ask Tree Care Associates for an estimate for the recommended work. Permission of SODC would have to be obtained as the tree is within the Conservation Area.

ii)        Report on the meeting held in St Mary’s Close on 5th June. Cllrs Reilly and Dalton had attended, along with Mr Harris of Tree Care Associates. Mr Harris’ report and estimates would be reported to the July Parish Council.

26. CLERK UPDATE

i)        International Tree Foundation AGM 10.30 am Saturday 26th June 2010 NCVQ Conference Centre, London – Noted

ii)        To consider removal of the barrier(s) in the alley way up the side for The Cornfield Bakery following graffiti spraying – It was Agreed to take no action at the present time but to monitor the situation.

iii)        Report from PCSOs on graffiti spraying at above alley and at Cullum Road recreation Area .The offenders had been identified and had been to make an attempt to clean the graffiti off.

iv)        Parish Council’s notice board on Crown Road had been replaced with the one that was outside Lavells’ newsagents. It was Agreed to look for a replacement board.

27. GRANTS, LICENCES AND SUBSCRIPTIONS

i)        Berks/Oxon/Bucks Air Ambulance (2008-2009 £100) – Cllr Bell proposed and Cllr carr seconded that under Section 137 of the 1972 Local Government Act £100 be granted – Agreed

ii)        CPRE 2010-2011 Subscription – £29 – Agreed

28. FINANCIAL MANAGEMENT

Balances

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

21st June 2010 will be as follows:                            Community       £1,354.27

Tracker           £30,780.12

Treasury         £59,955.37

SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105116-20 GM/SW/JF/OCC/HMR&C May sal/wages/pen/PAYE/NICs 3,213.80
105121 AON Ltd Insurance 2010 – 2011 2,424.43
105122 The Post Office Stamps 139.00
105115 Clair Logic Computer maintenance 101.64
Total £5,878.87
Cheques to Pay
105124 Kingdom Signs Signs for Cullum Road Rec 541.62
105125 WPSFMC 2nd Quarterly Payment 2000.00
105126 Mallabar Durbin June /July newsletter 235.00
105127 J Watson June/July newsletter 480.00
105128 Berinsfield Community Business Verges – May 542.26
105128 Berinsfield Community Business Recs,&  Littleworth Green 262.61
105129 Safe and Sound Playgrounds New Cradle swing seats – FCRd 652.13
105130 Kantara Ltd Domain+ Host name& Email A/cs 163.33
105131 Active Installations Grass mats Cullum Rec goals 737.02
105132 Glasdon UK Litter bin for Holloway Road 49.05
d/d Barclays Bank Bank charges 08.03.10–06.06.10 137.80
105133 parchments Newsletter June/July 2010 1,476.78
102134 Earth Anchors Dog Bins x3 654.42
102135 Thames Water Memorial Gardens 6.05
105136 BR Consulting Internal Audit 2009-2010 331.80
105137 MBMC Gas – 11.12.09 – 31.05.10 197.80
105138 CPRE 2010-2011 Subscription 29.00
105139 Berks/Ox/Bucks Air Ambulance Grant Aid 100.00
GM/SW/JF/OCC/HMR&C April sal/wages/pen/PAYE/NICs 3,400.00
Total £11,996.67

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter Advertising 925.00
Photocopying .20
Allotments 6.00
Clear bags 4.00
Total £935.20

29. PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED

i)        The Haseleys – Newsletter June 2010*

ii)        Wheatley URC Newsletter June 2010*

iii)        Little Milton Newsletter June 2010*

iv)        Tiddington with Albury & Milton Common Newsletter – June/July 2010

v)        Shotover Preservation Society – Summer Newsletter 2010*

vi)        Great Milton Bulletin June 2101*

vii)        OCC – Planning for Emergencies- A Community Approach – Thursday 8th July – SODC Offices Committee Room 4 – 6pm to 8.00pm

* On display in Parish Office

30. DATE OF NEXT MEETING  –  19th July 2010 – Noted