WHEATLEY PARISH COUNCIL

 

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 7th SEPTEMBER 2015 IN THE MERRY BELLS HALL AT 7.30PM

 

 

PRESENT: Councillors: G Stephens (Chairman), R Bell, P Hood, A Davies,

                 T Davies, A Walkey, P Gregory, P Bignell, J Carr, G Birks (until 8.00pm),

R Reilly, I Roberts and T Newman

 

OFFICERS: Gareth Morris, Clerk to the Parish Council

 

Also present: County Councillor Anne Purse and 4 members of the public

 

 

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

 

 

  1. DECLARATIONS OF INTEREST

       Cllr Hood, as Treasurer of the Cool Kids Club, declared an interest in item 5 (the Village Green application)

Cllr Stephens, as a Trustee of the Wheatley Playing Field Trust, declared an interest in item 14(ii) (Matters concerning Wheatley Playing Trust)

 

 

  1. CLLR IAN ROBERTS WAS WELCOMED ON TO THE COUNCIL AND SIGNED THE DECLARATION OF ACCEPTANCE. He stated he would rather wait a while before he joined one of the standing committees

 

 

  1. RESOLUTION TO EXCLUDE THE PUBLIC (ITEM 5 ONLY)

       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”

     This was AGREED

 

 

  1. 59. TO REPORT ON PROGRESS OF THE PARISH COUNCIL’S APPLICATION   APPLYING FOR VILLAGE GREEN STATUS FOR THE PLAYING FIELDS AT LITTLEWORTH ROAD AND DECIDE ON A STRATEGY FOR THE PROPOSED ENQUIRY

 

Following an update from Cllr Birks, Cllr Carr proposed and Cllr Walkey seconded that “the Parish Council asks our solicitor to request an adjournment of the hearing and to continue talking to the Diocese. This was AGREED by 8 votes in favour with 1 against and 3 abstentions.

 

8.00pm Cllr Birks left the meeting

 

 

 

  1. MINUTES of the meeting of the Parish Council meeting held on 6th July 2015 which had been circulated previously were signed as a correct and accurate recordafter the following amendment had been made:

       Page 17, Minute 47(ii), line 6 after ‘and’ delete ‘also’ and add ‘that any decision concerning use, development and using the land as collateral for a loan must be referred back to the Parish Council. He also raised concern….’

 

 

  1. 61. UPDATE from the minutes of the Parish Council meeting held on Monday 6th July 2015
  2. i) Minute 48 – Cherry tree planting in Memorial Gardens. The Clerk had been told by the diocese that a Faculty had to be obtained before the tree was planted. He had downloaded the form and had sent it off to the Village Produce Association for the details of the tree to be filled in.
  3. ii) Minute 51 – Use of Social Media – the clerk reported that a ‘Twitter Account’ has been set up for the Parish Council. Name: [email protected]

 

 

  1. THE MINUTES of the meetings of the Planning Committee held on the following dates were received
  2. i) Wednesday 8th July 2105 – circulated previously
  3.    ii) Wednesday 12 August 2015 – circulated previously

 

 

  1. THE MINUTES of the meeting of the F&GP Committee held on the following date were received:
  2.   i) Monday 20th July 2015

 

  1. TO RECEIVE AND NOTE THE REPORT OF THE EXTERNAL AUDITOR ON THE 2014-2015 ACCOUNTS

       The report of the External Auditor on the 2014-15 Accounts had been received.

In their opinion “ the information in the annual return is in accordance with proper practices and no matters have come to our attention giving cause for concern that relevant legislation and regulatory requirements have not been met.”

Cllr Gregory proposed and Cllr Reilly seconded that the External Auditor’s report be received and noted.

 

  1. TO REPORT PROGRESS ON HOUSING FOR THE EXCEPTION SITE NORTH OF LONDON ROAD

       Reported that the SODC Planning officer had informed him that they (SODC) and the developers would be in talks over possible SODC amendments to the scheme

        e.g. continuing the road to the north of the site the whole length of the site.

Cllr Newman said he would inform the Parish Council if any amendments were

proposed.

 

 

  1. TO DECIDE WHETHER OR NOT TO PROCEED WITH A NEIGHBOURHOOD PLAN

‘The chairman reminded the meeting that although the PC was the proper body to initiate a Neighbourhood Plan, the plan actually belonged to wider community and that proper engagement with, and active involvement of the community was critical to the success of the project.’

 

       Following a discussion on the merits of a Neighbourhood Plan Cllr Bell proposed and Cllr Newman seconded that “This Parish Council undertakes a Neighbourhood Plan”

This AGREED with ten votes in favour, none against and two abstentions

 

A named vote had been called for:

Those in favour: Cllrs Stephens, A Davies, Bell, Gregory, Walkey, T Davies,

J Reilly, Hood, Bignall and Newman

Those against: None

       Those abstaining: Cllrs Roberts and Carr

       Cllr Davies proposed and Cllr Newman seconded that a working group be set up and to report back to the next full Parish Council meeting. This was AGREED

       Cllrs A Davies, Bell, Walkey, T Davies, Hood and Newman volunteered to serve on the group

 

 

8.47pm The Chairman declared the council out of session

 

 

County Councillor Anne Purse

  • OCC Bus Review – whilst the 103/104 were considered low risk she was worried about bus services for Cuddesdon
  • OCC Consultation on Recycling Centres –at the moment OCC were not allowed to charge for visiting site. She believed OCC would write to the Government to try and get the rules changed
  • Local Transport Plan – she was concerned that the idea of a link road from the A34 near Abingdon to the M40 at junction 8a seemed to have been resurrected.
  • Children centres – 40 out of the 43 were threatened with closure. If the Maple Leaf Centre in Wheatley closed she was concerned about what would happen to the building

 

Cllr Carr asked for the Youth Centre be put on the next Agenda.

 

District Councillor Toby Newman

  • SODC was starting a consultation on parks.
  • They were seeking views on the relaxation of Sunday trading laws
  • 12th October – there would be a ‘double’ collection of garden waste
  • Young Achievers Awards – 2 X £250 were available.

 

 

9.07pm the Chairman declared the Council back in session

 

With the agreement of the meeting the Chairman proposed that item 16(ii) be taken now. This was agreed

 

 

  1. REPORT FROM THE DRAINAGE AND FLOOD GROUP

       Mr Roger Bettess was asked to address the meeting.

Mr Bettess reported that Monson Engineering (SODC) was still in discussion with Shotover Estate over a holding pond near Westfield.

He was in discussions with Thames Water & the Environment Agency over the storm discharge of untreated sewage in to the Wheatley Ditch

Discussions were also taking place with the Environment Agency over the Wheatley Flood map

Clearing out road gullies – he was chasing up the County Council on the matter.

The group would like the support of the Parish Council to put an article in the newsletter, flyers and letters to riparian owners as to their responsibilities for water course maintenance

Thames Water were beginning to ‘tanker’ away the effluent to another treatment works so there would be no discharge in to the Wheatley ditch, 24/7. Thames Water have given the assurance that these tankers should not be going through the village.

There was a danger if there was very wet weather and the storm tanks became full there would be a discharge into Wheatley ditch.

Mr Bettess was thanked for his report and for the work he undertook in the Flood and Drainage Group

 

Cllr T Davies pointed out that SODC had earmarked money for the work in Westfield in this financial year and it shouldn’t be lost through not reaching an agreement with the Estate. He suggested that the District Councillor take this up.

Cllr Carr proposed and Cllr T Davies seconded that the Parish Council request

the Flood and Drainage group to take action to make riparian owners aware of their obligations. This was Agreed.

 

Cllr Davies expressed an interest in joining this group

 

 

  1. TO CONSIDER THE LETTER FROM THE REVEREND NIGEL HAWKES RE THE CLOSURE OF THE CHURCHYARD TO FURTHER BURIALS.

The clerk had circulated a letter from the Reverend Nigel Hawkes (Vicar at St Mary’s) stating that the space for burials was running out with, perhaps 5 years of usable space. With extension of the burial ground and the re-use of areas ruled out the Parochial Church Council had resolved to close the churchyard when it is full. It was AGREED that this should be considered by the Working Group on the Neighbourhood Plan

 

 

 

  1. TO CONSIDER MATTERS RELATING TO WHEATLEY PARK SPORTSFIELD   MANAGEMENT COMMITTEE AND THE WHEATLEY PLAYING FIELD TRUST
  2. i) Wheatley Park Sportsfield Management Committee – the report submitted by Cllr Willmott was noted. In answer to a question from Cllr Bell the clerk replied that he believed that the redundancy pay to the two employees had been paid out the Sportsfield management account.
  3. ii) Matters concerning the Wheatley Playing Field Trust – the report was noted
  4. a) To consider the requested loan from the Parish Council for £5,000 to be repaid over 10 months. Cllr Reilly proposed and Cllr Davies seconded that the loan be made. This was AGREED
  5. b) To consider setting up a standing order to pay the Parish Council’s £10,000 annual contribution in 12 equal instalments (£833.33).Cllr Davies proposed and Cllr Newman seconded that the standing order be set up for One year only. This was AGREED

 

 

 

  1. TO CONSIDER OXFORDSHIRE COUNTY COUNCIL’S HOUSEHOLD WASTE RECYCLING CENTRES STRATEGY IN OXFORDSHIRE

       The consultation document from the County Council had been circulated to each councillor. Following discussion Cllr Roberts proposed and Cllr Reilly seconded that

      The Parish Council write to the County Council requesting that all the recycling centres be kept open.

 

 

  1. TO CONSIDER THE SETTING UP OF WORKING GROUPS
  2. i) Parking within the village – It was Agreed that this would be discussed by the Neighbourhood Plan working group.
  3. ii) Drainage within the village Thames Water discussed under minute 67

 

 

 

  1. TO APPOINT TWO PARISH COUNCIL REPRESENTATIVES TO THE HOWE TRUST TO REPLACE CLLRS DALTON AND COVELEY

It was AGREED that Cllrs Gregory and Newman be Parish Council representatives on the Howe Trust

 

 

  1. TO AGREE THE PARISH COUNCIL’S REPRESENTATIVES TO A MEETING AT COUNTY HALL CALLED BY OCC TO “LOOK AT WAYS TO DELIVER PUBLIC SERVICES DIFFERENTLY” (September 21st 18.00-21.00 County Hall)

      Cllrs Walkey and Bell agreed to go to this meeting.

 

 

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

      Cllr Hood proposed and Cllr Reilly seconded that these reports be sent to the F&GP Committee. This was AGREED

 

 

  1. TO CONSIDER AN ACTION PLAN FOR THE IMPROVEMENT OF THE AREA IN FRONT OF AND INCLUDING THE OLD TOILET BLOCK IN THE HIGH STREET.

      It was AGREED that this be item be considered by the Neighbourhood Plan Working Group

 

 

  1. REPORTS FROM OUTSIDE BODIES
  2. i) The Merry Bells Management Committee – Cllr Gregory reported that building works had been recently been carried out and further refurbishment would start soon.
  3. ii) The Howe Trust – no report

iii) Thames Valley Police – In August Wheatley had 6 incidents of ASB and 2 burglaries (non-dwelling)

  1. iv) Wheatley Windmill Preservation Society – Cllr Stephens reported the Society was looking for ways to increase their cash flow eg they had recently been a venue for wedding photos.
  2. v) Flood Group meeting – 26th August 2015 – dealt with under minute 67
  3. vi) Reception and Sounding of Retreat – Oxfordshire (The Rifles) Battalion – Army Cadet Force – Cllr Carr had attended in the place of the Chairman who was away. She said she felt it was important to accept such invitations and the evening had been most enjoyable.

 

 

  1. CALENDAR OF MEETINGS – NOTED
  2. i) Planning Committee – Wednesday 9th September 2015 – 7.30pm (Cllr Stephens sends his apologies)
  3. ii) F&GP Committee – Monday 21st September 2015 – 7.30pm
  • iii) Planning Committee – Wednesday 14th October 2015 – 7.30pm (Cllr Bignell sends her apologies)
  1. iv) F&GP Committee – Monday 19th October 2015
  2. v) Parish Council Meeting – Monday 2nd November 2015 – 7.30 pm (Cllr Stephens sends his apologies)

 

 

  1. ITEMS FOR INFORMATION

 

  • Cllr Carr reported that she had had a number favourable comments over the new seat at the Ambrose Rise bus stop
  • In reply to a question from Cllr Hood on vehicle activated signs the clerk said that there would be a report going to the Finance and General Purposes Committee

 

 

The meeting closed at 10.15pm

WHEATLEY PARISH COUNCIL

 

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 6TH JULY 2015 IN THE MERRY BELLS HALL AT 7.30PM

 

 

PRESENT: Councillors: G Stephens (Chairman), R Bell, P Hood, A Davies,   T Davies, P Willmott, A Walkey, P Gregory, P Bignell, J Carr, G Birks,

R Reilly, S Coleridge and T Newman

 

OFFICERS: Gareth Morris, Clerk to the Parish Council

 

Also present: County Councillor Anne Purse and seventeen members of the public

 

Mr S Bond and Mr B Farmery (Woolfe Bond/Taylor Wimpey/Cole Easdon) also attended for item re Housing Development, north of London Road

 

34. APOLOGIES FOR ABSENCE – none

 

 35. DECLARATIONS OF INTEREST

i) Cllr Newman declared an interest in item 8 ( Minute 41 Application for housing development o north side of London Road – as a member of the SODC’s planning Committee

ii) Cllr Coleridge declared an interest in item 10 (Minute 43 Village Green Application) as a Governor of John Watson School

iii) Cllr Hood declared an interest in item 10 (Minute 43 Village Green Application) as the Treasurer of the Cool Kids club

 

36UPDATE from the minutes of the meeting held on Monday 18th May 2015

i) Minute 18 – Parish Council Stall at Merry Bells Fayre 4th It was agreed that the event was a great success. The clerk to write a letter of thanks to the MBMC

 

37.  MINUTES of the Extra Ordinary meeting of the Parish Council meeting Wednesday 24th June 2015 which had been circulated with the Agenda were signed as a correct and accurate record

 

 38.UPDATE from the minutes of the Extra Ordinary meeting held 24th June 2015

     Minute 31 – Resolution from Cllr T. Davies. The Clerk reported that “Items for Information” now appeared at the end of each Agenda. Minutes were now being put on the website as soon as completed marked” Draft – subject to confirmation”

Minute 32 – First steps regarding the possible adoption of a neighbourhood plan.

The Clerk had e-mailed the clerk of Holton Parish Council informing her of Wheatley Parish Council’s first steps in deciding whether or not embark on a Neighbourhood and invited any Holton Parish Councillor to attend a meeting with Beryl Guiver, Planning Officer SODC which had been provisionally booked for Wednesday 5th August at 7.30pm

 

With the permission of the meeting it was AGREED to move to item

 

39. TO REPORT PROGRESS ON HOUSING FOR THE EXCEPTION SITE NORTH OF LONDON ROAD

       To consider the planning application for housing on an exception site on the north side of London Road between the Park Hill Roundabout and Fairfax Gate

     Mr Stephen Bond of Woolfe Bond gave an overview of the site history and the application and how it had changed following the public consultation and exhibition and meetings with SODC at which Parish councillors       were present.

At the end of the presentation the Chairman asked for questions from the councillors.

Cllr Newman – said that application was on SODC’s website but the 28 days public consultation had not yet started as no officer had been appointed.          

   Cllr A Davies – asked about the crossings – Ans. One would be light controlled and the second one would be dropped kerbs only.

     Cllr Bell – wanted clarification on further meetings. Ans. If, as a result of responses to the application, any changes would form an amendment to the application and go out to consultation

     Cllr Coleridge – felt there should have been a better location mix of affordable and market housing. Ans There had been much debate on this issue. The mix would be ‘tenure blind’ (unable to see the difference between the affordable and market houses) it was felt that this design, given all the various parameters, was the most appropriate balance to meet the housing needs.

     Cllr Birks – questioned the ‘non-controlled nature of the 2nd crossing Ans. It is irregular/incompatible to have two light controlled crossings (or even with one with belisha beacons) in such close proximity

     Cllr T Davies – said he was delighted with the traffic safety measures. He highlighted the problem of extra sewage and could the Wheatley system cope. Ans. The capacity questioned had been put to Thames Water and a study would be made

Cllr Bell – SODC Housing dept. had asked for an increase in the no. of smaller units, but this it had only increased by 2. Ans. SODC is happy that the mix is appropriate to meet the housing needs identified

     Cllr Bell had been unable to see any reference to street lighting. Ans. Given the nature of the site it would be more usual for street lighting to be devised at a later date

     Cllr Gregory – pointed out that the exit/entrance at the eastern end was quite close to the Fairfax Gate one and the junction between Church Road and London Road.and asked would that pose a problem? Ans. Following discussions with OCC Highways it was not thought it would pose a problem.

 

8.06pm The Chairman declared the Parish Council out of session and invited comments from the floor on the planning application

 

       Mr D Lamont – he understood that 2 light controlled crossings had been promised as had double yellow lined by the Glebe and St Mary’s Close. Ans. Two light controlled crossings had never been on the Agenda for reasons already discussed.   Ans Double yellow lines could be requested and it would fall to Taylor Wimpey to pay.

       Mr R Gordon – Wanted to know the regulations concerning the permitted distances between crossings. An. OCC had said that you cannot have a second controlled crossing given what is already in place on London Road.

Mr Gordon – noise was obviously a serious issue and he raised questions about what was written in the ‘Noise Report’. Ans. Where a development was built near part of the national road network noise levels are allowed to be higher than the norm. At the moment SODC’s Environment Officers had accepted the report and its findings

Mr Gordon – would noise monitoring post development be recommended. Ans. Yes, this would be likely

Mr D Lamont – if the zebra crossing east of the Park Hill roundabout was removed would another light controlled crossing nearer the development be permitted? Ans.

Taylor Wimpey would raise the matter, along with the double yellow lines with the County Council. Residents could also lobby SODC on the matter.

Mr A Johnson – felt that there was lack of clarity and ambiguity in the application. He asked who to go to at SODC in order to ask for clarification Ans. Mr Peter Brampton

Mr J Reay – adding more crossings along London Road may deter traffic in so much as they find another way through the village. Had Taylor Wimpey considered this? Ans..It was felt that this extra crossing would have an insignificant effect.

Pedestrians would use the crossing, go along the Glebe and the footpath through to Church Road and then go through the SODC or the Merry Bells car park to get to the High Street

 

8.24pm The Chairman declared the Parish Council back in session

(Item 8 Continued) TO REPORT PROGRESS ON HOUSING FOR THE EXCEPTION SITE NORTH OF LONDON ROAD

 he clerk announced that SODC had given the application number and a description which was:-

P15/S2121/Ful – Erection of 51 dwellings, with access from London Road, together with associated landscaping and open space provision. (Rural Exception Site)

    

Cllr Carr proposed and Cllr Gregory seconded that the Parish Council recommends SODC approves the application.

This was AGREED nem con with one abstention (Cllr Newman who served as an SODC Councillor on the SODC Planning Committee and had declared an interest)

The Chairman thanked Mr Bond and Mr Farmery for their attendance

 

41. TO NOTE THE RESIGNATION OF CLLR JOYCE COVELEY AND TO DECLARE A VACANCY ON THE PARISH COUNCIL

       The meeting was sad to note the resignation of Cllr Joyce Coveley. The Chairman said that Cllr Coveley was first co-opted on to the Parish Council in 1999 and had served ever since. She had been a stalwart of the Planning Committee. She would be greatly missed. It was agreed that the clerk should write to Mrs Coveley, The council declared a vacancy and the clerk would inform the Returning Officer at SODC and post the relevant notices.

 

 42. TO REPORT ON PROGRESS OF THE PARISH COUNCIL’S APPLICATION   APPLYING FOR VILLAGE GREEN STATUS FOR THE PLAYING FIELDS AT LITTLEWORTH ROAD.

     To consider the following resolution:

The Parish Council be free to vary the extent of the area covered by the Village Green Application in order to reach a timely agreement with ODST (Oxford Diocesan Schools Trust) for the partitioning of the Littleworth Road playing field, thus facilitating a manageable and secure boundary for Wheatley Primary Academy whilst at the same time protecting village use, in perpetuity of part of the field.

 The context is that the PC’s representatives discussed partition of the field with Oxford Diocesan Trust at, inter alia, a meeting on 9th January 2015, followed by partition being informally agreed at a meeting between representatives of the Parish Council, ODST and the Primary Academy on 24th April 2015, ODST having made it clear at all meetings that the field was too big for, and not required by, the Primary Academy; also that there was plenty of space available in the field for the above parties to be accommodated.

 

8.30pm The Chairman declared the Parish Council out of session and invited comments from the floor

 

Mrs Liz Wickens Community Governor of the Primary Academy. The compromise the resolution proposes meets the school’s specific needs the school can fence in the school’s immediate site perimeter. She said that the responsibility for the maintenance of the village green was unclear. She felt that the restrictions on village green usage might be something that residents of the village might regret in the future. The school was also concerned about the health and safety and access issues that the John Watson School may have with their proposed building work.

 

Chairman of the John Watson School Governors – there had been no consultation between the John Watson School and the Parish Council over this issue. As it stands the proposal is not acceptable. The school has concern about access to their land and they need 24 hour access. The school would start building work in October. They also questioned who would have responsibility for maintaining the area of the village green

 

Head Teacher of the John Watson School – safeguarding issues were very important to the school and any increased use by adults of the land would be worrying.

 

Mr J Reay – felt that residents especially those on Littleworth Road should have been consulted.

 

County Councillor Anne Purse – stated that there were likely to be cut backs in the County Council supported subsidized public transport. Another cutback would be in Children’ Centres.

              The County Council was doing regular weight limit checks and enforcement in Watlington and Little Milton and the Haseleys. In Watlington they have a scheme

 

District Councillor Newman – He had asked if additional signage at the entrances to the village re the weight limits could be provided

 

Mr D Lamont – asked about the Vehicle Activated Signs that the previous council has approved. The clerk replied that in November the County Council had estimated a cost of around £11,000 for the four requested. The Parish Council had now been told that this cost had risen to £23,000 due to a calculation error in the original estimate. The F&GP Committee had felt that it could not go ahead without further investigation.

 

9.04pm The Chairman declared the Parish Council back in session

 

 Item 10 continued (Village Green Application)

     Cllr Willmott wished to counter the ‘facts’ that had been included in a letter that went out from the Primary Academy, on this issue, to parents and carers which was also available at the Fayre on Saturday.

 

Cllr Birks. A compromise that would work for all parties was now in reach. The landowner (the County Council) should maintain the land, though it was likely that the Parish Council would be asked to pay some of it.

The access issue to the John Watson school had been discussed with Mr Joyner of Diocese and he said that the County Council, which has the responsibility for the John Watson school and the Diocese should be able to reach a solution over the access to the John Watson school. Mr Joyner did not believe that this was an issue to affect the village green. Any access to the John Watson school would affect the Diocese portion of the land.

      

The motion, as it appeared on the Agenda (and at the start of Minute 42) was

proposed by Cllr Carr and Seconded by Cllr T Davies.

The was AGREED by 13 votes in favour, none against – Cllr Coleridge who had

declared an interest, did not vote

 

44 THE MINUTES of the meetings of the Planning Committee held on Wednesday 20th May 2015 and Wednesday 10th June 2015 which had both been circulated previously were received

 

45.THE MINUTES of the meetings of the F&GP Committee held on Monday 15th June 2015 which had been circulated previously were received.

 

 46. TO RECEIVE AND NOTE THE REPORT OF THE INTERNAL AUDITOR, MR P HOOD

The report of the Internal Auditor had been circulated with the Agenda.

The only recommendation from the auditor was that the Risk Assessment undertaken by the Parish Council is approved, adopted and minuted within each financial year for that year. (See minute 50 below)

Cllr Gregory proposed and Cllr T Davies seconded that the report of the Internal Auditor be received and noted. AGREED

 

47. TO CONSIDER MATTERS RELATING TO WHEATLEY PARK SPORTSFIELD   MANAGEMENT COMMITTEE AND THE WHEATLEY PLAYING FIELD TRUST

i) To receive the audited accounts for of the WPSFMC for 2014/2015 (see enclosed papers) and to agree to pay the balance that the Parish Council has to pay of £1,667.81. This was Agreed

            Report on Sportsfield management Committee – Cllr Bell asked a question on the redundancy of the two employees of the Committee. Cllr Willmott confirmed that all due process had been carried out and the two  employees would be made redundant as from 31 August 2015. It was expected that the County Council would pay 80% of the cost of redundancy pay but they had not confirmed that as yet

Point 4 on the report related to the fact that the new residents in the bungalow next to the sports field had a Rottweiler. The school and written to the owners and so had Cllr Willmott on behalf of the management committee. Two PCSO’s had paid a visit. It was Agreed that, as landowners, the Parish Council should write to the owner and Holton Parish Council with their concerns.

ii) Matters concerning the Wheatley Playing Field Trust

Cllr Willmott reported that matters were progressing and it was hoped that an agreement would be reached with Wheatley Park School in the next fortnight. For bookings they were looking at an on-line system in order to reduce costs.

Cllr T Davies was concerned that there should be protection for the Parish Council in terms of ownership of the land that any decision concerning use, development and using the land as collateral for a loan must be referred back to the parish Council, also he was concerned that the £10,000 contribution by the Parish Council could be a burden on it. The Trust should look to reducing this cost to the Parish Council. Cllr Willmott replied that it would be difficult to raise enough revenue to cover the costs of running the field in the evenings and at the weekends. The Trust had been looking at ways to raise extra revenue and to make savings.

 

48. TO CONSIDER THE WHEATLEY VILLAGE PRODUCE ASSOCIATION’S REQUEST TO PLANT A CHERRY TREE IN THE MEMORIAL GARDENS.

       The clerk read out a letter from the Chairman of the Village Produce Association requesting permission to plant a cherry tree in the Memorial Gardens to mark the Association’s 75th birthday. The Parish Council granted the request. The clerk would check with the Diocese to see if there were any procedural issues.

 

49. TO CONSIDER OXFORDSHIRE County Council’s Public consultation on proposed changes to subsidised bus services and to the Dial a Ride service in Oxfordshire – Ends 14th September 2015

       Public meetingWeds 8 July in OCC County Hall, Oxford – 19.00pm-20.30pm   www.oxfordshire.gov.uk/stconsultation

The County Council was considering two options:

Option 1 – removing all subsidies – Bus Route 280 – at risk – Sunday and Bank Holidays – first service in the morning and one evening service

Services 103/104 services were fully subsidised

Option 2 – Prioritise Routes – on the following grounds.

  1. a) –   services used by older/disabled passengers
  2. b) –   peak hour running
  3. c)  – evenings and weekends

The 103/104 & 275 services were deemed ‘low risk’

It was agreed notices to go up at the bus stops and in the news letter

 

 

50 TO RECEIVE THE RISK ASSESSMENT FOR THE PARISH COUNCIL FOR 2015-2106 (copy in Parish Office) AND TO SIGN THE ACTION PLAN

      The Parish Council had received and signed this Risk Assessment at its March meeting. However given the Internal Auditor’s recommendation (see minute 46 above) it was coming to the Parish Council again to be signed in the financial year that it related to.

It was AGREED to receive the Risk Assessment and it was signed by the Chairman.

Cllr Walkey pointed out that under ‘Drainage’ specific mention should be made of the stream from Westfield as well as the Ambrose Rise ditch. The clerk agreed to add that.

 

51. TO CONSIDER THE PARISH COUNCIL’S USE OF SOCIAL MEDIA

       The Chairman had asked for this item to be put on the Agenda. He said he felt that to improve communication between the Parish Council and the residents and the council should adopt a form of social media, such as ‘Twitter’. This account would announce the availability of agendas and minutes and direct people to the Parish Council website.

Cllr Newman proposed and Cllr Hood seconded that the Parish Council should adopt the use of ‘Twitter’ This was AGREED unanimously

 

52. REPORTS FROM OUTSIDE BODIES

i) The Merry Bells Management Committee – Cllr Gregory – Mrs Mary Blake was the new Chairman. The Fayre had been a success and it should be repeated.

ii) The Howe Trust – No Report

iii) Thames Valley Police – No Report

iv) Brookes University Resident Associations’ meeting – Cllr Bell – There had been no discussion on the future of the Wheatley Campus. There had been a survey of student and staff travel movement. There was a large no. of students with car park passes. From September there will be a pay as you go system for student parking

v) Public Transport Meeting for Parish Council representatives – the OCC Consultation on Bus subsidies and the Dial-a-Ride service had been discussed

vi) Wheatley Park School – No report

vii) Wheatley Windmill – Cllr Stephens – looking for volunteers

Cllr Walkey asked how these reports were chosen. The clerk replied that they were from Parish Council representatives on those bodies or meetings were Parish Councillors attended on behalf of the Parish Council

 

53. CALENDAR OF MEETINGS – NOTED

i) Planning Committee – Wednesday 8th July 2015 – 7.30pm

ii) F&GP Committee – Monday 20th July 2015 – 7.30pm

iii) Planning Committee – Wednesday 12 August 2015 – 7.30pm

iv) Parish Council Meeting – Monday 7th September 2015 – 7.30 pm

v) Planning Committee – Wednesday 9th September 2015 – 7.30pm

 

54. ITEMS FOR INFORMATION

  • Cllr Newman –SODC Report funding for a Neighbourhood plan – £10,000 available from SODC and £7,500 from central government. John Howell MP now has responsibility for Neighbourhood Planning and he is willing to attend the meeting with SODC Officers.

Business rate rules for amateur sports clubs had changed

The deadline for bids between £15,000 and £100,000 from SODC under the Community Capital Grant was 24th July

  • Cllr Stephens – councillors’ village walkabout – the date would be 10th or 17th August at 6.30pm. Cllr Bell
  • Cllr Walkey – The URC would be holding a farewell service for their minister, Tanya Rasmusson the following Sunday. Counsellors would be welcome.
  • The Clerk – OCC would starting formal consultation along Church Road on the short lengths of extra double yellow lines along the south side of Church to allow vehicles to pull in, to allow on coming vehicles to pass.

 

Meeting closed at 10.22pm

WHEATLEY PARISH COUNCIL

MINUTES OF THE EXTRA ORDINARY MEETING OF THE PARISH COUNCIL
HELD ON WEDNESDAY 24TH JUNE 2015 IN THE MERRY BELLS HALL AT 8.00PM
PRESENT: Councillors: G Stephens (Chairman), R Bell, P Hood, A Davies,
T Davies, P Willmott, Coveley, A Walkey, P Gregory, P Bignall and
T Newman

OFFICERS: Gareth Morris, Clerk to the Parish Council

Also present: One member of the public

27. APOLOGIES FOR ABSENCE had been received from Cllrs Carr, Coleridge and Reilly

28. DECLARATIONS OF INTEREST – None

29. MINUTES OF THE AGM AND ORDINARY MEETING HELD ON 18th May 2015 (circulated previously)

i) Page 3 Open Forum – PCSO James Hopkins Add a second paragraph:
“In reply to a question from Cllr Gregory, James said that the CCTV camera in the High Street should be back up and running but unfortunately the only PCSO who that knew how to operate it has been transferred. They would have to get him back to show them how to operate it”
ii) Page 5 Minute 21(iii) Insert ‘A Davies’ between ‘Cllr’ and ‘had’ in the first line
30. TO RECEIVE THE FINAL ACCOUNTS FOR THE FINANCIAL YEAR 2014-2015
i) To approve and sign the final accounts for the financial year 2014-2015
The clerk explained that the Internal Auditor had been in to look at the accounts and the papers distributed were no longer ‘draft’ documents.
The clerk went through the Register of Assets, The Notes to the Accounts, the Balance Sheet and the Income and Expenditure Accounts. The Internal Auditor was happy that all the figures were accurate and would be sending his formal Audit Report shortly.
Cllr Hood proposed and Cllr Gregory seconded that the final accounts for the financial year 2014-2015 be received. This was AGREED unanimously.

ii) To receive and approve SECTIONS 1 (Statement of Accounts) and SECTION 2 (Annual Governance Statement) OF THE ANNUAL RETURN FOR THE FINANCIAL YEAR 2014 -2015
The clerk explained that the Parish also had to submit an Annual Return to an External Auditor (BDO Ltd).
The Internal Auditor was happy with all the figures in Section 1 and had ‘agreed’ with all the Internal Control Objectives (though as Cllr Gregory pointed out he had signed it for 2016!)
The Council agreed that the Chairman could answer ‘yes’ to the nine statements in Section2 ((Annual governance statement 2014-2015
Cllr Willmott proposed and Cllr Newman seconded that SECTION 1 (Statement of Accounts) and SECTION 2 (Annual Governance Statement) OF THE ANNUAL RETURN FOR THE FINANCIAL YEAR 2014 -2015 received and approved.
This was AGREED unanimously

8.30pm – Open Forum – The Chairman declared the meeting out of session and invited the District Councillor and the member of the public

District Cllr T Newman – The application by Taylor Wimpey re the housing development on London Road had been submitted to SODC. Consultation would run for 28 days
From September kerbside recycling would include clothing and small electrical items.
SODC would be operating from its new offices at Milton Park (135 Eastern Avenue) from Monday 29th June
He also drew attention to OCC’s Consultation Document on subsidised bus services across the county. [The clerk would put this on the Agenda for the council meeting on 6th July and circulate the details to all councillors.}

Mr Johnson – asked when the 28 days would run from. Cllr Newman replied that it runs from when the application is made public.
8.45pm – The Chairman declared the Council back in session
31. RESOLUTION FROM CLLR T DAVIES – received 18TH MAY 2015
Suggestions concerning the Process of future meetings

Proposals:
Frequency of meetings: PC meetings should be monthly not once every two months. (This requires point 6 to be amended to read “Eight additional meetings shall be held on the first Monday in the months of February, April, June, August, October and December.”)

Sub-Committees: (With monthly meetings, the need for additional sub-committee meetings is reduced)
Planning: These need to be held monthly and need to held to fit into the SODC’s timetable of meetings.
F&GP: With the full council meeting monthly and with discussion papers being circulated in advance we question the need for having a separate sub-committee. If on occasion there is a need a pre-appointed sub-group could be convened.
TRAC: Given this is a non-decision making group and in 2014 only met once in the first six months it appears to be unnecessary. Sub-groups could be appointed to research specific matters and report back to the main committee.

Minutes Content: The current minutes contain the minimum amount of required information and could be significantly improved. Going forward minutes need to reflect the main points of any discussion with names, and include action points with reporting dates. Amend Point 13 to read “The clerk shall record the names of the members who voted so as to show whether they voted for or against it.” In addition it should be extended to read “The minutes must reflect the main points of discussion and show agreed action points with the name of the councillor(s) responsible for the action and a date for reporting.”

Minutes Timing: Should be circulated within a week of the meeting not a week before the next meeting. If the Chair has not approved them they should be circulated as a Draft. (No reference could be found as to when these should be issued – suggest MINUTES is added as a new heading after VOTING and a new Point 15 is inserted “Minutes will be circulated within one week following a meeting.”

Meeting Agendas: All agendas should include Any Other Business allowing points to be brought forward. These should be added to the agenda on the Friday before the meeting.

Briefing /Discussion Papers: Councillors either reporting on an issue or raising an issue should circulate a paper to all members a week in advance of the meeting. Point 20 under Resolutions Moved on Notice states “ Except as provided by these Standing Orders, no resolution may be moved unless the business to which it relates has been put on the Agenda by the Clerk or the mover has given notice in writing of its terms and has delivered the notice to the Clerk at least ten clear days before the next meeting of the Council”. It is suggested that this is amended to three working days which allows time for the resolution to be circulated to all members and if not on the agenda they can be brought up under Any Other Business.

Accountabilities: All Councillors should have specific responsibilities / interests. (Suggestions to be made but could include: Security/Law Enforcement, Support for Businesses, Website/Communication, ‘Toilet Square’ improvements, Social Events, etc

Communication: Every opportunity should be taken to consult with residents and organisations within the village. This hasn’t occurred widely enough in the past bringing condemnation from many. It is suggested that each councilor has roads assigned to them for delivering leaflets on the occasions this is necessary, the Web site is utilized and improved, an email mailing list is maintained and banners announcing events are hung outside the Merry Bells.

The Chairman suggested that with the permission of Cllr T Davies the item on ‘Communication’ be taken first. Cllr T Davies had no objection.

Communication
Cllr T Davies said there had been instances recently where residents had not been aware of Parish Council decisions and this had led to protest and dissatisfaction
There was general agreement that the Parish Council should do all it could to inform the public on its intentions. Various ideas were suggested eg a Twitter Account, a Facebook Page, a better, more informative and interactive web site, a Parish Council banner for advertising events, a Parish Council ‘Noticeboard’ page in the newsletter and leaflets in the Wheatley Newsletter.

Frequency of Meetings
The proposer said that he felt that at two months the gap between Parish Council
meetings was too long. His proposal overall would reduce total number of
meetings by 6 meetings in total by scrapping the Finance and General Purposes
Committee.
Cllr Bell explained the Parish Council had moved to 6 meetings in 2000 in order to stream line decision making. It was easier to debate issues more fully in a committee of 9 members (F&GP) than 15 (full council). Some councillors felt that perhaps the F&GP committee should be kept, either meeting as and when necessary, or keep it at 12 meetings. Some councillors felt that as many were new to the council, a decision so early in the council’s life was premature.
The clerk said that he would be happy if total meetings went down, going up to over 35 meetings a year was, he felt administratively unfeasible. There was also a logistical issue with a PC meeting every month was that further meetings on Mondays would not be possible because of a regular booking of the hall.
Cllr T Davies proposed that ‘PC meetings should be monthly not once every two months. (This requires point 6 to be amended to read “Eight additional meetings shall be held on the first Monday in the months of February, April, June, August, October and December.”) There were 2 votes in favour and 9 against. The resolution was defeated.

Minutes Content

Minutes Timing
The clerk said that putting a time period of 1 week was unrealistic. But accepted that just before a meeting was unsatisfactory. Until a meeting approved the minutes of the previous meeting, the minutes were the responsibility of the clerk. He sent s draft copy to the chairman as a courtesy and to proof read. The chairman did not approve them. He suggested that minutes be put on the website as soon as they had been written as ‘Draft Minutes, subject to confirmation’. This was accepted.
It was possible for councillors be named against action points as long as they were finding out information on behalf of the council not acting in their own personal capacity.
The Chairman circulated a template that could be used to record the names of those councillors voting, for or against or abstaining on a particular issue. Cllr Hood proposed and Cllr Newman seconded that this template be used. This was Agreed. Standing Order 13 remains in place; a councillor still has to make a request for the names of how councillors voted, to be placed in the minutes.

Meeting Agendas
The proposer accepted that is was recommended by National Association of Local Councils, amongst others, that ‘Any Other Business’ be placed on an Agenda as it was not lawful to make a decision on anything that wasn’t on the agenda.
It was suggested that, ‘Items for Information’ be placed at the end of the Agenda. This was Agreed

Briefing /Discussion Papers
The clerk explained that Agendas had to go out three days before a meeting – this did not include the day of receipt, the day of the meeting or Sundays or Bank Holidays. Therefore, for example, the Agenda for a Monday meeting had to be posted on the Tuesday before. Items for an agenda should be with the clerk at least a week before the meeting.

He agreed that any papers/reports should either go out with the Agenda or at the very least be sent to the clerk before the meeting so it could be circulated by e-mail before the meeting. The Council agreed that it was unsatisfactory to have such information tabled at the meeting.

Accountabilities
The Council agreed that this could be a way forward. Cllr Hood said she would take responsibility for the website/communication. Perhaps the Primary Academy could be involved in suggesting a design for the old toilet block area. A new name should also be suggested for that area. This to be an item for a future meeting.

32. TO DISCUSS THE FIRST STEPS REGARDING THE POSSIBLE ADOPTION OF A NEIGHBOURHOOD PLAN

Cllr Tim Davies said a Neighbourhood Plan was an opportunity to reach out to the whole community and involve them not only in the issue of housing but of infrastructure In general in the village for example sewage and traffic safety.

Cllr Anne Davies suggested inviting SODC Officers to talk to the Parish Council. Cllr Newman agreed and said there were SODC Officers willing to come and talk and perhaps Parish Councils that had adopted a Neighbourhood Plan could come and talk about their experiences.

Cllr Willmott suggested that Councillors go to the Campaign for the Protection of Rural England website and look at the information on there re creating a Neighbourhood Plan. He also pointed out that the boundary for a Neighbourhood Plan can be extended beyond the Parish boundaries and multiple Parish councils can join together to devise one. Given the interest Wheatley has in the future of the Wheatley Campus of Oxford Brookes University wouldn’t it be a good idea if we asked Holton Parish Council if they wished to join us in formulating a joint plan. This suggestion received a lot of support.

It was suggested that before a decision to go ahead with a Neighbourhood Plan more information should be sought from SODC officers and councils that had already adopted their own plan. Cllr Willmott would give the clerk the link to the CPRE site and Cllr Newman would give links to councils that had adopted their own plans for circulation to all councillors. A hard copy to be kept in the Parish Office.

Cllr A Davies proposed and Cllr Hood seconded that the ‘clerk arrange an evening meeting with Parish Councillors and an officer from SODC with experience of Neighbourhood Plans, to which Holton Parish Councillors would be invited to attend if they so wish’
This was AGREED unanimously.
33. DATE OF NEXT MEETING – MONDAY 6th July 2015 – NOTED
The meeting closed at 10.15pm

WHEATLEY PARISH COUNCIL

WHEATLEY PARISH COUNCIL ANNUAL GENERAL MEETING 2015
Present: D Lamont (Chairman for item 1 only), G Stephens (Chairman from item 2), R Bell, A Davies, J Coveley, R Reilly, G Birks, J Carr, S Coleridge, T Newman,
P Gregory, T Davies, P Hood and A Walkey

Officers: The clerk and assistant clerk

Also present: 8 members of the public
1 ELECTION of Chairman for 2015– 16 and Acceptance of Office
The retiring Chairman, Cllr Lamont, asked for nominations for Chairman
There were two nominations:
Cllr Stephens – Proposed by Cllr Birks and seconded by Cllr Bell
Cllr Gregory – Proposed by Cllr T Davies and seconded by Cllr A Davies

In the vote that followed Cllr Stephens received 7 votes and Cllr Gregory received 3 votes. Cllr Stephens was declared elected. He signed the Acceptance of Office and took the chair

He thanked Mr Lamont for his work as a councillor for the last 4 years and especially the last year as chairman
2 APOLOGIES FOR ABSENCE had been received from Cllr Willmott and County Councillor Anne Purse

3 ELECTION of Vice-chairman
Cllr J Carr – Proposed by Cllr Reilly and seconded by Cllr Coveley
Cllr P Gregory – Proposed by Cllr T Davies and seconded by Cllr A Davis

In the vote that followed Cllr Carr received 7 votes and Cllr Gregory received 3 votes. Cllr Carr was declared elected
4. FORMAL ADOPTION OF STANDING ORDERS (INCLUDING CODE OF
CONDUCT)
Cllr Reilly proposed and Cllr bell seconded that the Standing Orders, as distributed to all councillors, be adopted. This was AGREED nem con.

6. APPOINTMENT of Committees;

i.) Standing Committees
a) Finance & General Purposes Membership
Cllrs A Davies, T Davies, P Gregory, G Birks, P Hood, T Newman, and
J Reilly. Agreed to serve on the committee. Cllr Willmott to be asked to serve on this committee as well.

b) Planning Committee Membership
Cllrs A Davies, R Bell, J Coveley, S Coleridge, A Walkey agreed to serve on the committee. Cllr Bignell to be asked to serve on this committee

The chairman and vice-chairman are ex-officio members of ALL committees
ii) Advisory Committees and Working Groups
a) Traffic and Roads Advisory Committee (TRAC)
Cllrs T Davies, P Gregory, J Carr, J Coveley, G Birks and J Reilly agreed to serve on this advisory committee. It was agreed that this committee would meet on an ad hoc basis
b) Recreation Areas Working Group
Cllrs R. Bell, P Hood, S Coleridge and A Walkey agreed to serve on this working group. This group would meet on an ad hoc basis
7. CONFIRMATION of representatives to outside bodies:

i Merry Bells Management Committee; Cllr P Gregory

ii Oxfordshire Association of Local Councils; Cllrs J. Carr. & Cllr T Davis
iii Wheatley Sports Field Management Committee (to 31.08.15); Messrs Peter Bayliss, Steve Kemp, Peter Cudd and Doug Lamont, and Cllrs Geoff Stephens & Paul Willmott
iv Wheatley Playing Field Trust: Mrs M Blake; Mrs P Willmott; Mr R Cosier; Mr S Pearson; Mr D Lamont Cllr P Willmott and Cllr G Stephens
iv Howe Trust; Mrs Caroline Dalton and Cllr Joyce Coveley
v Wheatley Charities; Mr Mike Lancashire (to 2017), and Mr Graham Colverson (until 2019)
vi Public Transport Representative: Cllr Tim Davies
vii Wheatley Windmill Preservation Society; Cllr G Stephens
viii. Wheatley Nursery School & John Watson Confederation Cllr Sarah Coleridge
ix). Neighbourhood Action Group – Cllr A Davies
FIRST STATUTORY MEETING OF WHEATLEY PARISH COUNCIL
for council year 2015 – 16
8. APOLOGIES FOR ABSENCE had been received from Cllr Willmott and County Councillor Purse
9. DECLARATIONS OF INTEREST
Cllr Coleridge as a Governor of the Wheatley Nursery School & John Watson Confederation and Cllr Hood as Treasurer of the ‘Cool Kidz club declared an interest in Agenda items 25, (The Parish Council’s application for a village green on the Littleworth Field)
10. MINUTES of the meeting of the Parish Council of Monday 2nd March
2015, which had been circulated previously, were signed as a correct and accurate record.
11. UPDATE from the meeting held on Monday 2nd March 2015
Minute 102 – Housing on the Exception Site on London Road
Taylor-Wimpey had informed the clerk that they were not in position to give an update at this meeting.
The clerk was asked to enquire about when the planning application was likely to be made and request that Taylor-Wimpey come back to the Parish Council with the details of the scheme and any alterations as a result of the public consultation and the timetable for the application.
Minute106 – Receiving Agendas electronically – Unless notified to the contrary it would be presumed that all councillors would be prepared to receive Agendas electronically. Minutes would be sent electronically and via the normal post.
8.30pm – The Chairman declared the Council out of session and asked for contributions from the floor

Mr Doug Lamont – from talks he had had with Taylor Wimpey he understood that to give a better mix of types of houses the number would increase from 50 to 51. There would be a footpath along the north side of London Road, 2 light controlled pedestrian crossings and double yellow lines at the corners of the entrances into the development. They would also contribute some funding for Farm Close Recreation Area.

Mrs Liz Wickens – asked about the rationale behind items of confidentiality on the Agenda. That the clerk explained that exclusion of the public could only be asked for in a limited number of cases: engagement, terms of service, conduct and dismissal of employees; terms of tenders, negotiation of contracts and preparation of a legal case. He added that there couldn’t be any ‘confidential minutes’, care had to be taken not to report specific details.

PCSO James Hopkins reported that there had not been any recent cases of ASB in the village. A replacement for PCSO Cooney was now being trained up and would shortly be out on his own around the village. This brings up to strength the complement of 4 PCSOs serving the Wheatley/Chalgrove area which covers around 20 individual villages)
In reply to a question from Cllr Gregory, James said that the CCTV camera in the High Street should be back up and running but unfortunately the only PCSO who that knew how to operate it has been transferred. They would have to get him back to show them how to operate it

Mr Doug Lamont – Asked Cllr T Davies if he know what monetary support might be available from SODC to the village preparing its Neighbourhood Plan?
Cllr Davies replied that his understanding that for a village of Wheatley’s size around £18.000 might be available. He stressed that this information was some months old.

District Cllr Toby Newman – Stated that he would be attending his first SODC meeting the following Thursday

8.50pm The Chairman declared the council back in session
12. THE MINUTES of the meetings of the Planning Committee held on the following dates were received:
i) Wednesday 11th March 2015 – circulated previously
ii) Wednesday 8th April 2015 – circulated previously
13. THE MINUTES of the meetings of the F&GP Committee meetings held on the following were received:
i) Monday 16th March 2015 – circulated previously
ii) Monday 20th April 2015 – circulated previously

14. The minutes of the Traffic and Roads Advisory Committee held on 15th April, which had been circulated previously were received.
i) Minute 4(ii) – Recommendation to Full Council that concrete planters be purchased and located on the land in front of the old toilet block.
Following discussion a number of councillors felt that the whole area should be looked at again. Cllr Hood proposed and Cllr T Davies seconded that this recommendation be differed. This deferred was AGREED by 7 votes to 0 with 4 abstentions

15. TO CONSIDER MATTERS RELATING TO WHEATLEY PARK SPORTSFIELD MANAGEMENT COMMITTEE AND THE WHEATLEY PLAYING FIELD TRUST
i) Composition of the Trustees – Agreed to Mr Lamont remaining a trustee
ii) Letter of Engagement from Freeths Solicitors – estimated costs £2,000.00
This was Agreed
16. TO ADOPT THE WHEATLEY AND HOLTON EMERGENCY PLAN
Cllr A Davies said that there were still omissions eg addresses etc and letters should be sent to residents asking if they were happy to be included in the handbook. The Chairman said that he, Cllr A Davies and the clerk would go through the handbook and complete and then bring it back to full council
17. TO AGREE THE SIGNATORIES TO PARISH COUNCIL CHEQUES
It was AGREED that Cllr Stephens and Cllr Gregory should be signatories along
with Cllrs Bell, Carr and Reilly
18. TO CONSIDER THAT THE PARISH COUNCIL TAKE AN OUTSIDE STALL, STAFFED BY PARISH COUNCILLORS AT THE MERRY BELLS FAIR ON 4TH JULY 2015
Cllr A Davies thought the stalls would be inside the hall
It was proposed by Cllr T Davies and Seconded by Cllr Newman that the Parish Council does take an outside stall at the Merry Bells Fair on 4th July. This was Agreed. The details to be worked out at the F&GP Committee meeting on15th June
19. GRANTS, LICENCES AND SUBSCRIPTIONS – None
20. FINANCIAL MANAGEMENT
a) Signing of completed copy of reconciled bank statement by Chairman & RFO
b) Balances – Noted
After the cheques below have been paid the balances on the council’s accounts as at 18th May 2015 will be as follows:
: Community £1,277.70
Tracker £137,448.75
Treasury £60,567.55

SCHEDULE OF PAYMENTS TO BE AUTHORISED

Payee Payment details Amount
Cheques paid
106164-106169 GM/SW/JF/OCC/HMR&C April sal/wages/pen/PAYE/NICs 4,065.61
d/d Orange internet Internet for April 18.37
106158 Green Scythe Recs etc 233.17
106159 Oxon Assoc of Local Councils 2015- 2016 subscription 746.34
106161 Oxfordshire Rural Cty Council 2015- 2016 subscription 65.00
106162 Wheatley Village Archives Grant for 2015-2016 1,500.00
106163 The Information Commissioner 2015-2016 subscription 35.00
Total £6,663.49
Cheques to Pay
106170 Oxford Conservation (Simon Shew) Final fees for new entrance into Church Road Recreation Ground 104.00
106171 Berkshire ALC ‘Good Councillor Guide’ Booklets 51.20
106172 Berinsfield Community Business Verge cutting April 2015 608.33
106073 AON Insurance 2015-2016 3,590.72
106074 Public Law Solicitors Village Green Application 2,176.80
Trinder and Sons Fitting of Defibrillator Cabinet 150.00
GM/SW/JF/OCC/HMR&C May sal/wages/pen/PAYE/NICs 4,500.00
Total £11,181.05

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter advertising 100.00
OCC Recharge for verge cutting 1,775.02
Total £1,875.02
21. REPORTS FROM OUTSIDE BODIES
i) The Merry Bells Management Committee – planning for the Fayre on 4th July was underway. Bookings were very healthy. The results of the recent Building and Energy surveys were being studied.
Cllr T Davies raised the issue of the Parish Council paying Wheatley Village Archives £1,500 so that the Archives could pay their rent. Couldn’t the Merry Bells charge just a peppercorn rent? Cllr A Davies said that this general matter had been raised at the Merry Bells AGM and would be on the next merry Bells Committee meeting.
ii) The Howe Trust – next meeting was in a week’s time
iii) Neighbourhood Action Group – Cllr A Davies had attended her first meeting. She had found it interesting, it received reports from TVP on traffic maters and ASB. She suggested that the minutes be circulated to all councillors.
iv) Thames Valley Police. Newsletter April 2015 – No Anti-Social Behaviour reports.
2 drivers caught without valid insurancr5 penalty notices for parking offences
29 drivers caught speeding on London Road. I driver using mobile phone.
1 theft from a vehicle. 2 number plate thefts.1 burglary Non-Dwelling
Mortar non de-activated bomb discovered in shed in Elm Close. Bomb squad called and safely destroyed.
22. CORRESPONDENCE – Noted
i) The Hasleys newsletter May 2015*
ii) Wheatley URC Newsletter – May 2015*
iii) Little Milton Newsletter – May 2015*
iv) Clerks and Councils Direct May 2015*
v) Holton, Waterperry& Waterstock news – April 2015*
vi) Wheatley Village Archives – Thank-you for Grant Aid
vii) OCC Traffic Regulation Order – closure of slip road of A40 on to A 418 on 29th May between 8.00pm and 6.00am. Diversion from Holton turn along Church Road.
ix) TVP – Neighbourhood Policing April 2015 newsletter*
x) Great Milton Bulletin May 2015*
xi) Letter from resident re Merry Bells polling station. The clerk read out the letter including the one that the resident had written to David Buckle, the SODC Returning Officer. The Parish Council does not have any responsibility in this area. Some advice to residents in the newsletter before elections on the role of tellers and the rights of voters would be useful.

9.50pm – Suspension of Standing Orders for 20 minutes in order to finish the Agenda. Proposed by Cllr bell and seconded by Cllr Reilly – AGREED

xii) Oxford Brooks University – Notice of 150th Celebration of the start of teaching at the Oxford School of Art and of the next Residents’ Associations’ Meetings – 11th June 2015

* On display in the Parish Office
23. CALENDAR OF MEETINGS – Noted

i) Planning Committee – Wednesday 20th May 2015 – 7.30pm
ii) OALC AGM – Worton Park, Cassington- Monday June 2nd 2015 – 7.30pm
iii) CPRE (Oxon Branch) AGM St Edmund Hall -Saturday 6th June 2.30pm
iv) Planning Committee – Wednesday 10th June 12015 – 7.30pm
v) F&GP Committee – Monday 15th June 2015 – 7.30pm
vi) Parish Council Meeting – Monday 6th July 2015– 7.30 pm
24. RESOLUTION TO EXCLUDE THE PUBLIC
Cllr Carr proposed and Cllr Birks seconded ‘that under Section 100A(4) of the Local Government Act 1972, the public be excluded on the grounds that it involves the likely disclosure of exempt information as defined in paragraph X of Part 1 of Schedule 12A to the Act, namely private contractual and employment matters
This was AGREED nem con

Parish Council – Confidential Agenda Monday 20th April 2015
25. UPDATE ON PROGRESS OF THE PARISH COUNCIL’S VILLAGE GREEN APPLICATION
i) To agree to transfer solicitors – The solicitor whom the Parish Council was using was transferring to another partnership and had written to the Parish Council asking if they still wished for him to act for them. AGREED

Cllr. Birks summarised the position re our Village Green application from inception. Two meetings had been held with the diocese/school & the indications were that a compromise would be possible, which would satisfy both the Parish Council and the school/diocese.

.
Cllr Hood proposed and Cllr Carr seconded that the Parish Council should continue to negotiate with the Diocese /School. This was AGREED with one abstention

26. STAFFING OF SPORTSFIELD MANAGEMENT COMMITTEE AND THE WHEATLEY PLAYING FIELD TRUST
As the Sportsfield Management Committee would not exist after 31st August 2015. The two employees of the committee would be made redundant.
As the costs of the Sportsfield were shared 4/5ths (OCC) and 1/5th Parish Council, so should the redundancy costs. The cost to the Parish Council could be between £2,000 and£ 3,000

The meeting closed at 10.10pm

WHEATLEY PARISH COUNCIL

 

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 2nd MARCH 2015 IN THE MERRY BELLS HALL AT 7.30PM


PRESENT: Councillors: D Lamont (Chairman), J Reilly, G Stephens, J Carr, R Bell

                   S Coleridge, C Dalton, A Knapp, R Old, P Willmott, G Birks, J Coveley and E Stacey

 OFFICERS: Gareth Morris, Clerk to the Parish Council

Also present: Cty Cllr Anne Purse, Mr M Fenton (Taylor Wimpey), Mr S. Brown (Woolf Bond) and 20 members of the public

 

95. APOLOGIES FOR ABSENCE had been received from Cllrs Bailey and Davies

 

96. DECLARATIONS OF INTEREST – Cllr Coleridge as a Governor of the John Watson School declared an interest in item 20 on the confidential agenda.

 

97. MINUTES of the meeting of the Meeting of the Parish Council meeting held on Monday 5th January 2015 circulated previously with the removal of ‘R Old’ from those present and added to ‘Apologies’ and in Public Forum (page 3 ) in    Mr Bettess’ report, second line, ‘Road’ be added after ‘London’.

 

98. UPDATE from the meeting held on Monday 5th January 2014

i) Minute 90 – the clerk had yet to contact Cllr Davies.

 

 99 THE MINUTES of the meetings of the Planning Committee held on:

Wednesday 14th January 2015 which had been circulated previously were received

 

100. THE MINUTES of the meetings of the F&GP Committee held on Monday 19th January 2015 which had been circulated previously and on Monday 16th February 2015 which had been circulated with the Agenda were received

 

101. THE MINUTES of the meetings of the TRAC Committee held on 7th January 2015 which had been circulated previously and the meeting on 18th February 2015 which had been circulated with the Agenda were received

 

102. TO REPORT PROGRESS ON HOUSING FOR THE EXCEPTION SITE NORTH OF LONDON ROAD

        Mr M Fenton from Taylor Wimpey and Mr S Brown from Woolf Bond gave a presentation on the 2 options for site north of London Road. There would be 50 units, 38 affordable and 12 private.

A public exhibition would be held in the Merry Bells on Friday 27th March and Saturday 28th March

 

8.52pm The Chairman declared the Council out of session and asked for questions from the public


Resident 1 – Would the gap in the wall made by Taylor Wimpey’s surveyors be repaired?. – A; Yes

Resident 2 –Will there be measurement of sound from A40 taken before and after the development is completed?. A; This could be a condition of planning permission

Resident 3 – Is London Road to be widened? A – No

Will local stone be used? – A – The exhibition will give examples of materials to be used.

Resident 4 – What will be the parking facilities? – A – At least 2 per dwelling.

Cllr Bell – said that the number of 3 & 4 bedroom units was excessive. Wheatley needed more 1 and 2 bed units.

 

8.18pm The Chairman declared the Council back in session

 The Chairman thanked Mr Brown and Mr Fenton for their attendance and presentation and looked forward to the exhibition at the end of the month.

 

 

103. TO NOTE AND RESPOND TO SODC’S INVITATION TO CONTRIBUTE TO A    STUDY OF THE GREEN BELT AROUND WHEATLEY

        SODC had invited the Parish Council to send representatives to a ‘Green Belt    Community Assessment Event’ held on 11th February. Cllrs Stephens and Bell attended. As a result the Parish Council was invited to contribute to a study of the Green Belt around Wheatley. Due to time constraints, deadline 26th March, a start had been made on the study, volunteers had been sought but more were needed.

The results will be measured against the criteria that green belt land has to fulfil which are given in the National Planning Policy Framework (March 2012)(NPPF).

           The explaining the reason behind going ahead with the study. A number of councillors expressed their concerns about participating in the study. They felt that the time scale was far too short and due process had not been followed.

Cllr Carr proposed and Cllr Birks seconded that “The Parish Council does not participate in this study”.

The motion was Agreed by 9 votes in favour to 2 against with 2 abstentions.

    

 104. TO NOTE THAT SODC, THE Vale District Council and OCC have decided not to actively pursue the implementation of civil parking enforcement

            The clerk read out a letter from SODC stating that SODC, the Vale and County Councils have decided not to actively pursue the implementation of civil parking enforcement. This was Noted

 

9.46pm – The Chairman declared the Council out of session and asked for contributions from the floor.

 

Cty Cllr Purse Green Belt – whilst it might be possible for authorities to ‘swap’ Green Belt areas it was not possible in Oxfordshire due to the Berks and Bucks boundaries.

                          OCC’s decision to make the Chief Executive redundant was to be rescinded and a new vote taken.

OCC would be discussing the possibility of new unitary authorities.

The independent review in to the child-sex scandal in Oxfordshire would be published the following day

John Reay – would it be possible for the District and County Councillors reports to be  items on the Agenda?

District Councillor Bell – reported that SODC had agreed a reduction in the Council tax; however the opposition group had proposed that the Council Tax remained the same but had been outvoted by the main group.

District Councillor Carr – As a result of the fire the Council would be renting offices in Milton Park from May. It could be 3 or 4 years before they could return to their Crowmarsh Offices

 

105  TO NOTE THE FOLLOWING CONSULTATIONS BY SODC

i) South Oxfordshire Local Plan 2031 Refined Options closing date 2nd April

     Larger Village Allocations – Wheatley – Wheatley is one of our largest villages, it is inset in the Green Belt and has very limited opportunities for expansion. We asked our core Strategy Inspector if we could alter the Green Belt boundary at Wheatley, making an exceptional circumstances case to allow for some more homes to be built, but he rejected this request. We have therefore pursued an exception site approach in Wheatley to achieve some desperately needed affordable housing. We have identified a site to the north of the London Road and a scheme for 50 homes is being prepared. We do not need to allocate this site in the Local Plan.”

http://www.southoxon.gov.uk/services-and-advice/planning-and-building/planning-policy/local-plan-2031/local-plan-2031-refined-op

       http://www.southoxon.gov.uk/services-and-advice/planning-and-building/planning-policy/evidence-studies/larger-villages-allocatio

The consultation was noted

ii) Proposal to change the way some services are delivered in South Oxfordshire and the Vale of White Horse” Closing date 9th March           https://consult.southandvale.gov.uk/portal/southandvale/cs/consultation_corporate/corporate_services_contract

The consultation was noted.  

 

106. TO AGREE TO RECEIVE AGENDAS ELECTRONICALLY

          The Clerk explained that due to a Legislative Reform Order in January 2015

Parish Councils, can if they agree, receive agendas electronically. This could save Wheatley Parish Council up to £500 per annum in postage as well as savings in paper and printing costs. Paper copies would still be available from the Parish Office and posted on village notice boards. Cllr Stephens proposed that the Parish Council agrees to receive agendas electronically. This was Agreed

 

  107. TO CONSIDER MATTERS RELATING TO WHEATLEY PARK SPORTSFIELD   MANAGEMENT COMMITTEE

   i) To agree the Trust Members – Following advice from a solicitor, Cllr Willmott reported that the number of Parish Councillors (4 out of 7) would be unacceptable to the Charity Commissioners. It was Agreed, therefore, to appoint 3 Parish Councillors, (Cllrs Willmott, Lamont and Stephens); Mr Richard Cosier, from the Rugby Club: one from Wheatley Park School (to be informed) two from the Community (Mrs M Blake and A N Other)

ii) To agree a sum for legal fees – It was Agreed to spend a maximum of £2,000 on legal fees

iii) Other matters concerning the Sportsfield Management Committee – none


108  TO CONSIDER THE RISK ASSESSMENT PLAN 2015-16

          The clerk reported that he had completed the Risk Assessment Plan for 2015- 2016. It was available for inspection in the Parish Office. It was Agreed that the Plan be accepted and the Action Plan, which had been circulated to all              councillors be signed by the chairman.

 

109.  REPORTS FROM OUTSIDE BODIES

i) The Merry Bells Management Committee – No report

ii) The Howe Trust had started to look more at its charitable functions; perhaps funding staff at the primary school for extra curriculum activities, especially sport.

iii) Thames Valley Police – In January TVP received 58 calls from the Wheatley Area- 49 Miscellaneous, non-urgent calls: 3 theft; 3 shoplifting and 3 ASB

iv) Flooding Committee Thames Water are renew the pumps at the sewage works on London Road.

 

 110. CALENDAR OF MEETINGS – NOTED

i) Oxford Brookes University – Residents’ Association Meeting – 3rd March 6.45pm

ii) Planning Committee – Wednesday 11th March 2015 – 7.30pm

iii) F&GP Committee – Monday 23rd March 2015 – 7.30pm

iv) Annual Parish Meeting – Tuesday 7th April 2015

v) Planning Committee – Wednesday 8th April 2015 – 7.30pm

vi) Thame CPRE AGM – Tuesday 14th April 2015 – Great Hasley Village Hall – 8.00pm

vii) TRAC Committee –– Wednesday 15th April 2015 – 7.30pm

viii) F&GP Committee – Monday 20th April 2015– 7.30pm

ix) Parish Council Meeting – Monday 18th May 2015 – 7.30 pm

 

111,   RESOLUTION TO EXCLUDE THE PUBLIC

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

defined in paragraph X of Part 1 of Schedule 12A to the Act, namely private contractual and employment matters”

This was Agreed unanimously

 

112. MINUTES OF THE CONFIDENTIAL SESSION OF THE PARISH COUNCIL HELD ON 5TH JANUARY 2015 which had been circulated previously were signed as a correct and accurate record

 

113. THE MINUTES OF THE CONFIDENTIAL SESSIONS OF THE F&GP COMMITTEE HELD ON: 19th JANUARY 2015 which had been circulated previously and the 16th FEBRUARY 2015 which had been circulated with the agenda were received.


114. TO REPORT ON PROGRESS OF THE PARISH COUNCIL’S APPLICATION APPLYING FOR VILLAGE GREEN STATUS FOR THE PLAYING FIELDS AT LITTLEWORTH ROAD.

The Parish Council had now received the County Council’s objections to the Parish Council’s Village Green application and following a cordial and positive meeting with the Diocese the Parish Council would now write to our solicitors for further advice. A modest fee was agreed.

 

115. TO CONSIDER LAND THAT MAY BE SUITABLE FOR A NEW VILLAGE BURIAL GROUND

            A resident had contacted Cllr Carr suggesting a number of sites within the village that might be suitable. One, it turned out, would not be available and another one was probably unsuitable for drainage reasons. However Cllr Carr agreed to follow up a third site.

 

       The meeting closed at 10.01pm

WHEATLEY PARISH COUNCIL

 

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 5th JANUARY 2015 IN THE MERRY BELLS HALL AT 7.30PM

 

 

PRESENT: Councillors: D Lamont (Chairman), J Reilly, G Stephens, J Carr, R Bell

                   S Coleridge, C Dalton, A Knapp, P Willmott, G Birks, J Coveley, E Bailey and E Stacey

 

OFFICERS: Gareth Morris, Clerk to the Parish Council

 

Also present: Cty Cllr Anne Purse and 11 members of the public

 

  1. APOLOGIES FOR ABSENCE had been received from Cllrs Davies & Old

 

 

  1. DECLARATIONS OF INTEREST – Cllr Coleridge, as a Governor of the John Watson school, declared an interest in item 12

 

  1. MINUTES of the meeting of the of the Parish Council held on Monday 3rd November which had been circulated previously were signed as a correct and accurate record after the following amendment was made:

Page 5 Minute 7(iv), first line – after ‘met on site’ insert ‘at the Ambrose Rise stream’.

 

 

  1. UPDATE from the meeting held on Monday 3rd November 2014 – None

 

 

81 THE MINUTES of the meetings of the Planning Committee held on the following dates were received:

  1. i) Wednesday 12th November 2014 – circulated previously
  2. ii) Wednesday 10th December 2014 – circulated previously

 

 

  1. THE MINUTES of the meetings of the F&GP Committee held on the following dates were received:
  2. i) Monday 24th November 2014 – circulated previously
  3. ii) Monday 15th December – circulated Previously

Minute 82 – Editorship of the Wheatley Newsletter – the council paid tribute to Jim Watson for his 10 years stewardship of the Wheatley Newsletter which he was now relinquishing. Annette Richards, the Assistant Clerk had agreed to take over the role.

 

 

  1. TO RECEIVE THE MINUTES of the meetings of the TRAC Committee held on:
  2. i) 26th November 2014

 

 

  1. TO NOTE THE NEW MINOR HIGHWAYS MAINTENANCE AGENCY AGREEMENT WITH OXFORDSHIRE COUNTY COUNCIL

       Earlier in the year the Parish Council had been notified by the County Council that the amount they paid to the Parish Council for cutting the verges would be halved.

This was the amendment to the Agreement between the County Council and Parish Council that the number of cuts to be paid for would be reduced from 5 to 2 per annum. Cllr Reilly proposed and Cllr Bell seconded that the new agreement be noted. This was Agreed

 

 

  1. TO APPROVE A REVISED BUDGET FOR 2014-15 AND THE 2015-16 BUDGET

 

  1. I) To resolve to approve the Parish Council revised budget for 2014-2015 as recommended by F&GP on 15th December 2014.

Cllr Reilly proposed and Cllr Carr seconded that the revised 2014-2015 budget be approved. This was Agreed unanimously

 

  1. ii) To resolve to approve the Parish Council budget and precept for 2015-2016 as recommended by F&GP on 15th December 2014.

 

The F&GP Committee has recommended that the precept for 2015-16 be £107,923. This increases council tax for Band D properties by 1.9% (£1.18)

 

            Cllr Carr proposed and Cllr Reilly seconded that the budget and precept for 2015-2016 be approved. This was Agreed unanimously

 

 

  1. 86. TO REPORT PROGRESS ON HOUSING FOR THE EXCEPTION SITE NORTH OF LONDON ROAD

       It was reported that Taylor Wimpey had been unable to undertake any surveying work due to the gas main works along London Road.

 

 

  1. TO CONSIDER MATTERS RELATING TO WHEATLEY PARK SPORTSFIELD   MANAGEMENT COMMITTEE
  2. i) To agree the details of the Trust to be set up to manage the Sportsfield at Holton Cllr Dalton proposed and Cllr Carr seconded that the document setting up the Trust be adopted. This was AGREED unanimously
  3. ii) Other matters concerning the Sportsfield Management Committee. Cllr Willmott reported that a new design had been received by the Management Committee and would be considered

      

 

  1. TO REPORT ON PROGRESS ON THE PARISH COUNCIL’S APPLICATION TO REGISTER THE LITTLEWORTH ROAD FIELD AS A VILLAGE GREEN

The period for comment had closed on 5th December There were now about 40 comments overall, including the ones the Parish Council had submitted a year ago.

We now have to wait for the County Solicitors for their release.

 

 

  1. TO REVIEW PROGRESS IN SEARCH FOR LAND FOR A NEW BURIAL GROUND FOR THE VILLAGE.

         Cllr Carr reported that a piece of land had been reported to her. It was Agreed that this should go on a confidential Agenda at the next meeting.

 

 

  1. TO APPOINT A REPRESENTATIVE TO THE NEIGHBOURHOOD ACTION GROUP

      Cllr Davies had expressed an interest after the last Parish Council Meeting. The clerk to contact Cllr Davies

 

 

  1. REPORTS FROM OUTSIDE BODIES
  2. i) The Merry Bells Management Committee – No report
  3. ii) The Howe Trust – the footpath from Littleworth Road to Windmill Lane had been improved.

iii) Thames Valley Police – It was reported that PCSO Ken Cooney had been transferred to another area in South Oxfordshire. The Parish Council paid tribute to him for the 8 years’ service he had given to the village.

 

 

8.25pm – the Chairman declared the Council out of session and invited the County Councillor, District Councillors and members of the public to speak.

 

Cty Cllr Anne Purse – the suggestion that a relief road for the A34 be built from around Abingdon to junction 8 of the M40 had been raised by some County Councillors.

                 She also reported that London Road, Wheatley was not earmarked for resurfacing until the financial year 2016-17

 

Roger Bettess (on behalf of the flood group) – a meeting had been held at the sewage pumping station on London Road where Thames Water had been challenged over the number of times untreated sewage had been discharged into the stream that runs along the south side of London Road towards Asda.

                 He also reported that at present there was no progress in sourcing land to use as a holding pen for water from the fields around Shotover.

The Council thanked Mr Bettess for his hard work and vigilance on this issue.

 

Mr Roy Gordon, Church Road – questioned the impact of 50 extra houses on the village

 

 

Mrs Freda Duckmanton, Morland Close – also questioned whether the Wheatley infrastructure especially sewerage facilities could cope with the extra houses. The Chairman replied that SODC had looked at the issue of infrastructure and had come to the conclusion that it was satisfactory.

 

 

Mr Tim Davies, High Street – urged that a strategic view on traffic issues should be taken and that the issue of a Neighbourhood Plan be revisited.

 

 

 

District Cllr Roger Bell – Civil Parking Enforcement. He reminded those present that the Parish Council had been asked to comment on and indicate its initial support to the officers at SODC. This was referred to in the Parish Council meeting on 4th November.

                 He subsequently reported, in the most recent issue of the Newsletter, that at the Town and Parish Forum at SODC later in November, officers reported that the prospects for the introduction of such a scheme were not looking very promising in the immediate future. This was because Council leaders in all the districts and the county council were not very keen. These are all councils where the majority of their members cover largely rural areas where the problems are not so great. The pressure in SODC has come from the towns, such as Henley, Thame and Didcot and some of the larger villages which are not so controlled.

He was therefore extremely annoyed that in the agenda of the Traffic Action Group issued yesterday for a meeting next Monday this parish council is being accused of deliberately trying to disguise the issue as unlikely to happen. This council has not been involved in any way since responding to the initial request back in October. As one of your District Councillors he had simply reported the facts as they were made public in mid-November.

Other issues – we are still awaiting the results of the housing consultation held in the summer and the budget process and Council Tax decisions get into full swing later this month.

 

District Cllr Janet Carr –stated that she agreed with Cllr Bell

 

 

9.10pm The Chairman declared the Council back in session

 

 

  1. CALENDAR OF MEETINGS – NOTED
  2. i) TRAC Committee –– Wednesday 7th January 2015 – 7.30pm
  3. ii) Planning Committee – Wednesday 14th January 2015 – 7.30pm
  • iii) F&GP Committee Monday 19th January 2015 – 7.30pm
  1. iv) Planning Committee – Wednesday 11th February 2015 – 7.30pm
  2. v) F&GP Committee – Monday 16th February 2015– 7.30pm
  3. iv) Parish Council Meeting – Monday 2nd March 2015 – 7.30 pm

 

 

93,   RESOLUTION TO EXCLUDE THE PUBLIC

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

This was Agreed unanimously

 

 

 

The meeting closed at 9.15pm following the confidential session

WHEATLEY PARISH COUNCIL

 

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 3rd NOVEMBER 2014 IN THE MERRY BELLS HALL AT 7.30PM

 

 

PRESENT: Councillors: D Lamont (Chairman), J Reilly, G Stephens, J Carr, R Bell

                   S Coleridge, C Dalton, A Knapp, R Old, P Willmott and E Stacey

 

OFFICERS: Gareth Morris, Clerk to the Parish Council

 

Also present: Beryl Guiver (SODC), Michael Fenton (Taylor Wimpey), Stephen Bond (Woolfe Bond), PCSOs Ken Cooney and James Hopkin and 38 members of the public

 

 

  1. APOLOGIES FOR ABSENCE had been received from Cllrs Bailey, Davies and Coveley and County Councillor Anne Purse

 

 

  1. DECLARATIONS OF INTEREST – NONE

 

  1. MINUTES of the Parish Council meeting held on Monday 7th July which had been circulated previously were signed as a correct and accurate record with the following corrections:

       Minute 46 (second page) Change ‘is’ to ‘be’ in the second line

Minute 48 Insert ‘NOT’ between ‘OR’ and ‘TO’

 

 

  1. UPDATE from the meeting held on Monday 1st September 2014 – None

 

 

 

59 THE FOLLOWING MINUTES of the meetings of the Planning Committee were received

  1. i) Wednesday 10th September 2014 – circulated previously
  2. ii) Wednesday 8th October 2014 – circulated previously

 

 

  1. THE MINUTES of the meetings of the F&GP Committee were received
  2. i) Monday 22nd September 2014 – circulated previously
  3. ii) Monday 20th October 2014 – circulated with the Agenda
  4. a) Minute (v) – Civil Parking Enforcement. SODC had asked for roads that would benefit from enforcement. The clerk had replied – High Street, Church Road Littleworth Road, Old London Road, Crown Square and Crown Road.
  5. b) Minute (vi) – Collision between house and HGV in High Street. The clerk had contacted OCC Trading Standards Department to ask if there was anything they could do concerning the heavy vehicles coming through the village. The reply had been that they “currently have limited resources for weight restriction enforcement work” Residents of Wheatley could report breaches through the OCC public website or the Parish Council could carry out their own checks and report to them. They had provided a pro-forma that could be used.

 

 

  1. TO RECEIVE THE MINUTES of the meetings of the TRAC Committee held on:
  2. i) Wednesday 3rd September 2014 – circulated previously
  3. ii) Wednesday 15th October 2014 – circulated with this Agenda

Minute 28 – Cost of changes to Bell Lane Corner – £4,759.00 – This was Agreed

Minute 29 – Decision on extra double yellow lines on Church Road

       Cllr Reilly proposed and Cllr Carr seconded that the Parish Council asks the County Council to go ahead with the extra double yellow lines along the south side stretch of Church Road between Friday Lane and Holloway Road. This was AGREED by 10 votes in favour, 0 against and 1 abstention.

 

 

  1. TO RECEIVE AND NOTE THE REPORT OF THE EXTERNAL AUDITOR ON THE 2013-14 ACCOUNTS

       The External Auditor’s report had been received and ‘no matters have come to our attention giving cause for concern’.

Cllr Bell proposed and Cllr Lamont seconded that the Parish Council received and noted the External Auditor’s report. Agreed Nem Con

 

 

  1. TO CONSIDER ITEMS FOR THE 2014-15 FINAL ACCOUNTS.

           (i) The Letter of Engagement of Internal Auditor (Mr Phillip Hood) 2014-2015 had been circulated to all councillors.

Cllr Reilly proposed and Cllr Carr seconded that Mr Phillip Hood be engaged as the Parish Council’s internal auditor for 2014/2015 and the letter of Engagement be signed. Agreed nem con

(ii) Statement of Internal Control for Wheatley Parish Council. This had been circulated to all councillors. Cllr Lamont proposed and Cllr Coleridge seconded that the Statement of control be accepted. Agreed nem con

 

 

 

  1. CONSIDER THE RECOMMENDATION FROM THE FINANCE AND GENERAL PURPOSES COMMITTEE THAT STANDING ORDER 73 BE REVISED TO READ :

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

  1. a) film photograph or make an audio recording of a meeting
  2. b) use any other means for enabling persons not present to see or hear proceedings at a meeting as it takes place or later
  3. c) report or comment on the proceedings in writing during or after a meeting or orally report or comment afterwards”

The clerk reported on the reason for the alteration. Cllr Willmott proposed and Cllr Stephens seconded that Standing Order 73 changed as per the agenda. This was AGREED unanimously

 

 

 

  1. 65. TO RECEIVE A PRESENTATION FROM TAYLOR WIMPEY ON HOUSING FOR THE EXCEPTION SITE NORTH OF LONDON ROAD

       Mr Michael Fenton of Taylor Wimpey and Mr Stephen Brown of Woolf Bond made a verbal presentation concerning the progress to date.

 

 

8.33pm – The Chairman declared the council out of session and invited members of the public to speak

 

 

Mr Johnson, St Mary’s Close – asked about the exact plan of the development and how long will be the public consultation be.

Answer. The exact layout is not yet known. There will be an exhibition when this is known. Only when people have had an opportunity to have their say will the ‘official’ consultation start.

 

Mr Harris, London Rd– where will the entrance be?

Answer Not known exactly at the moment. The development would be situated beyond the old wall

 

Mr Davies, High Street – residents would be concerned about traffic generation and pedestrian safety

 

Resident, Farm Close Road – where does the 75% – 25% split come from?

Answer. These are national regulations.

 

Mr Gregory, Ladder Hill – The experience of affordable housing in Chinnor was that families from outside the area caused anti-social behaviour

Answer – Affordable housing on an exception site was only available to local families. Those families referred to in Chinnor where soon moved on.

 

Mr Fanning – Why was this site chosen over the other two?

Answer The Parish Council felt that this site had advantages such as being the closest site to the centre of the village, it has the best access to local transport, and it creates a lower impact and far less of a ‘sprawl/ effect than the alternatives.

 

Mr Robinson, Farm Close Road – Some years ago wasn’t this site looked at for the site of a new burial ground?

Answer. Yes it was, but the ground was found to be too rocky.

 

Resident – the cemetery would be soon be full so where would people of Wheatley be buried.

Answer This item was on this meeting’s agenda and the Parish Council would begin looking for a location.

 

Mr Davies, High Street – Why was the decision on Civil Parking Enforcement taken at a committee meeting and not at full council

Answer The Chairman referred him to his reasoning made earlier in the meeting

 

Resident, High Street – Parking enforcement is needed in the village

 

Cllr Dalton gave Cty Cllr Purse’s apologies who had said that she had now received the Parish Council’s Village Green Application and it was now out for public consultation.

 

The Chairman thanked Mr Fenton, Mr Bond and Ms Guiver for their presentation and Ms Guiver for their attendance

 

9.10pm The Chairman declared the Council back in session

 

It was Agreed to take item 13 (Paper from the Oxford Diocesan Schools Trust)   before Item 14 (Sportsfield Management Committee)

 

 

  1. To Receive a paper from the Oxford Diocesan Schools Trust (ODST), the Governors and senior management of the Primary Academy re the Littleworth Playing Field

     Mrs Liz Wickens (Community Governor at the Primary School Academy) spoke to the paper sent by the Oxford Diocesan Schools Trust, which had been circulated with the Agenda to all councillors.

Following a discussion Cllr Willmott proposed and Cllr Bell seconded that ‘The Parish Council asks the Sportsfield management Committee to work with representatives of the primary Academy and comeback to the Parish Council with recommendations.’ Agreed nem com.

       Cllr Coleridge pointed out that if the part of the field became a Village Green then building could not take place on it.

Mrs Wickens informed the Parish Council that the Primary Academy would be objecting to the Parish Council’s Village Green Application

 

 

 

  1. TO CONSIDER MATTERS RELATING TO WHEATLEY PARK SPORTSFIELD   MANAGEMENT COMMITTEE
  2. i) Resolutions from Cllr Willmott:
  3. The Parish Council resolves to form a charitable trust to manage and maintain its playing fields at Holton on the termination of the Joint User Agreement with Oxfordshire County Council.

Cllr Willmott proposed and Cllr Stephens seconded the resolution. Agreed nem con

  1. The Parish Council also resolves to lease the said playing fields to the charitable trust for 99 years for the peppercorn rent of £10 per annum

Cllr Willmott prosed and CllrReilly seconded the resolution. Agreed nem con

              It was agreed that the detail would be dealt with by the Finance and general Purposes Committee

  1. ii) To receive the 2013-2014 Accounts of the Sportsfield management

Committee (circulated with the Agenda) and to agree to pay outstanding balance of £2,600.07 Cllr Dalton proposed and Cllr Lamont proposed that the accounts be received and the outstanding balance be paid. Agreed nem con

             

 

 

  1. TO REPORT ON PROGRESS ON THE PARISH COUNCIL’S APPLICATION TO REGISTER THE LITTLEWORTH ROAD FIELD AS A VILLAGE GREEN

The Countryside Team at the County Council had placed a notice in the Oxford Times asking for those who objected to the application to respond by 5th December

 

 

 

  1. TO CONSIDER BEGINNING INVESTIGATION IN TO THE NEED FOR A NEW BURIAL GROUND FOR THE VILLAGE.  

.        It was agreed that this matter needed to be resolved however a location did not obviously present itself. An article to be placed in the newsletter asking for possible locations.

 

 

  1. TO APPOINT A REPRESENTATIVE TO THE NEIGHBOURHOOD ACTION GROUP – Decision Deferred – the clerk to circulate the last set of minutes to all councillors.

 

 

  1. REPORTS FROM OUTSIDE BODIES
  2. i) The Merry Bells Management Committee – No Report
  3. ii) The Howe Trust – the Trust had shed had been erected for tenants to use.

iii) Thames Valley Police – There were 141 calls from Wheatley residents in Sept/ Oct 2014 – 55 of which were traffic related and 6 of Anti-social behaviour

  1. iv) Flooding Committee members of the committee had met on site at the Ambrose stream with a representative from the Environment Agency. Recommendations had been that the fools watercress be removed from the bottom of the stream; trees planted to give shade over the stream and the banks be strimmed and cuttings removed.
  2. v) Brookes Residents’ Associations meeting – Cllr Bell had attended and reported that no information on the future of the Wheatley Campus was forthcoming.

 

 

 

  1. CALENDAR OF MEETINGS – NOTED
  2. i) Planning Committee – Wednesday 12th November 2014 2014 – 7.30pm
  3. ii) F&GP Committee Monday 24th November 2014 – 7.30pm
  • iii) TRAC Committee – Wednesday 26th November 2014 – 7.30pm
  1. iv) Planning Committee – Wednesday 10th December   2014 – 7.30pm
  2. v) F&GP Committee – Monday 15th December 2014 – 7.30pm
  3. iv) Parish Council Meeting – Monday 5th January 2015 – 7.30 pm

 

 

 

 

73,   RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Lamont 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 unanimously


 

WHEATLEY PARISH COUNCIL

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 1st SEPTEMBER 2014 IN THE MERRY BELLS HALL AT 7.30PM

PRESENT: Councillors: D Lamont (Chairman), J Reilly, G Birks, G Stephens, J Carr,

E Bailey, S Coleridge, C Dalton, A Davies, J Coveley, A Knapp and E Stacey

OFFICERS: Gareth Morris, Clerk to the Parish Council & Annette Richards, Assistant Clerk to the Parish Council

Also present: County Councillor Purse and 9 members of the public

41.   APOLOGIES FOR ABSENCE had been received from Cllrs R Bell, R Old & P Willmott

42.   DECLARATIONS OF INTEREST – NONE

43.   MINUTES of the meeting of the Meeting of the Parish Council meeting held on Monday 7th July circulated previously were signed as a correct and accurate record after the following amendments had been made:

Add Cllr J Carr to those present

Remove Cllr Coleridge from ‘apologies’

Minute 35 – Add ‘s’ to ‘option’ in 3rd line of the second paragraph.

44.  UPDATE from the meeting held on Monday 7th July 2014

i) Minute 29 – Neighbourhood Plan – The Chairman reported on a workshop he and the Vice-Chairman attended run by the ORCC at Yarnton and a meeting they and Cllr Stacey attended with the Thame Town Clerk and Thame town councillors.

ii) Minute 32 – Trac Advisory Committee – i), ii) iii) & iv) – see minute 49

iii) Minute 35 – Response to SODC’s Local Plan 2031. The Parish Council had written a  letter in reply to the consultation. It had also published a small leaflet that had been delivered to most of the households in Wheatley urging residents to look at the options put forward by SODC and write to them with their views.

iv) Minute 36 – SODC Community Governance changes – SODC had approved the new boundary change between Wheatley and Holton. The changes would come in to force before the elections in 2015.The Parish Clerk of Holton had written to Wheatley ‘congratulating’ them on the new boundary and pointing out the new responsibilities Wheatley Parish would have.

45. THE MINUTES of the meetings of the Planning Committee held on the dates below were received:.

i) Wednesday 9th July 2014 – circulated previously

ii) Wednesday 20th August 2014– circulated with this Agenda

46. THE MINUTES of the meeting of the F&GP Committee meeting held on Monday 21st July 2014 were received.

Minute 6 Report on site meeting at Park Hill Roundabout

Unfortunately the motion passed at that meeting had not been included on the Agenda of the Parish Council. The following motion was proposed by Cllr Birks and seconded by Cllr Dalton. “This Parish Council recommends that the pedestrian crossing outside Morland House be moved to the east of the Morland House entrance. OCC and Oxford Brookes to be urged to fund this as part of their review of the overall scheme. Funding details to be delegated to the Finance and General Purposes Committee”

The motion was Agreed by 9 votes in favour and one Against and no abstentions.

47.  TO CONSIDER MATTERS RELATING TO WHEATLEY PARK SPORTSFIELD MANAGEMENT COMMITTEE

i) To receive and sign the notice from Oxfordshire County Council giving notice that the

Joint User Agreement shall expire on 31st August 2015. AGREED

ii) New lease for the Rugby Club. It seemed that to produce a formal lease for a large number of years would involve substantial cost in solicitor’s fees. Therefore the RFU had been sent a copy of the Parish Council’s minute 97 (06.01.14) which stated that the Parish Council ‘allow the Rugby Club 25 years use of the land.’

For the future a charitable trust could be formed that managed and administer the fields. Clubs would become members of the trust and might be granted a long term lease of the playing fields at Holton for a peppercorn rent.

48.    TO DECIDE WHETHER OR NOT TO PROCEED WITH THE DEVELOPMENT OF A

NEIGHBOURHOOD PLAN

Following a brief discussion Cllr Birks proposed and Cllr Carr seconded that “This Parish Council does not undertake a Neighbourhood Plan at this time”

The motion was AGREED by 7 votes in favour, 2 votes against and 3 abstentions.

8.40pm The Chairman declared the council out of session

County Cllr Anne Purse – suggested that the Parish Council should investigate whether there was a 20 mph limit or 20 mph zone in the High Street. There seems to have been some confusion at the time of implementation.

She was in touch with the County Council re the zebra crossing at Morland House.

District Cllr Carr – Civil Parking – OCC would not implement a scheme unless the City, SODC and the Vale agree with the scheme. It was estimated to cost between £125,000 and £220,000 to implement.

Mr Newton – believed, that despite what had been said, there were those in the village that had the skills and experience.

Mr Gregory – suggested that the council ask PCSO Cooney to ask Chris Hulme (TVP Traffic Management) for information re the 20mph limit/zone. He was also aware of a parking survey being undertaken by SODC.

Mr Bettess Wheatley Flood Committee – suggested that a letter be sent to Mr Greaves (Castle Hill Farm) thanking him on behalf of the village for allowing a storage area to be built on his land to alleviate possible flooding to the east end of the village. Also to put a ‘thank you’ note in the newsletter. He was having discussions with the County Council re the possibility of the Parish Council having the power to close roads in the event of flooding.

9.15pm The Chairman declared the Council back in session

49.    TO RECEIVE A REPORT ON THE SITE MEETING ON STATION ROAD WITH OCC HIGHWAYS ENGINEER MARK FRANCIS

Pedestrian Crossing by the Co-op – Mr Francis pointed that there was only one location that was possible (outside the bungalow below the co-op) and that could lead to difficulties for mobility scooters and in his view, given the number of entrances, could lead to more hazards than without a crossing.

Bell Lane/Station Road junction – Councillors insisted that they still wanted the corner to be altered. Mr Francis would produce a drawing and send it to the Parish Council.

Land by the old toilet block.- Mr Francis (OCC) would produce a plan    reshaping the corner so it would be easier for vehicles to reverse out.

50.       TO REPORT ON PROGRESS ON THE PARISH COUNCIL’S APPLICATION TO REGISTER THE LITTLEWORTH ROAD FIELD AS A VILLAGE GREEN

There had been no reply from the County Council to the Parish Council’s letter.

.

51.       TO RECEIVE A REPORT FROM THE FLOODING COMMITTEE

The Parish Council AGREED to write to Mr Greaves (Castle Hill Farm) thanking him for allowing a flood water storage area to be built on his land and to put a ‘thank-you’ into the newsletter.

It was further agreed to contact Mr Hunt (OCC) and ask for information re granting the power to the Parish Council to close flooded roads.

The Parish Council thanked Mr Bettess for the work he was undertaking on behalf of the Parish Council.

52.       TO CONSIDER THE SAFETY CONCERNS FOR PEDESTRIANS AT THE PARK HILL/LONDON ROAD PEDESTRIAN CROSSINGS

See Minute 46

53.       REPORTS FROM OUTSIDE BODIES

i) The Merry Bells Management Committee – Tenders had been requested to undertake a structural survey

ii) The Howe Trust – no report

iii) Thames Valley Police – report from PCSO Cooney: between 1.7.2014 & 29.8.2014 there had been 132 calls from residents of Wheatley.

Traffic related 43; Shoplifting 6; Miscellaneous 64; Theft from vehicle 3; Anti-social behaviour 3; Theft 2; Domestic 5; Public order 2; Burglary 1; Assault 3.

54.    CALENDAR OF MEETINGS – NOTED

i)   TRAC Committee – Wednesday 3rd September 2014 – 7.30pm

ii)   Planning Committee  – Wednesday 10th September 2014  2014 – 7.30pm

iii)   F&GP Committee Monday 22nd September 2014 – 7.30pm

iv)   Planning Committee – Wednesday 8th October  2014  – 7.30pm

v)   F&GP Committee – Monday 20th October2014 – 7.30pm

iv) Parish Council Meeting – Monday 3rd November 2014 – 7.30 pm

The meeting closed at 9.20pm

WHEATLEY PARISH COUNCIL

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 7th JULY 2014 IN THE MERRY BELLS HAL AT 7.30PM

PRESENT: Councillors: D Lamont (Chairman), J Reilly, R Bell, G Birks, G Stephens,

P Willmott, S Coleridge, J Carr, C Dalton, A Davies, R Old, J Coveley and E Stacey (until 9.25pm)

OFFICER: Gareth Morris, Clerk to the Parish Council

Also present: County Councillor Purse and 9 members of the public

25.   APOLOGIES FOR ABSENCE had been received from Cllrs Bailey and Knapp

26.   DECLARATIONS OF INTEREST – none

27.   MINUTES of the meeting of the Extraordinary Meeting of the Parish Council meeting held on Wednesday 18th June 2014 circulated previously

28.  UPDATE from the meeting held on Monday 12th May 2014

29. UPDATE from the meeting of 28th June 2014

i) Minute 22 – Neighbourhood Plan

30 THE MINUTES of the meetings of the Planning Committee held on the dates below were received:

i) Wednesday 14th May 2014 – circulated previously

ii) Wednesday 11th June – circulated previously – Minute 5 2 Anson Close – despite the objections of the Parish Council the application has been granted permission

31. THE MINUTES of the meeting of the F&GP Committee meeting held on the date below  were received

i) Monday 16th June 2014 – circulated previously

32.  TO RECEIVE THE MINUTES of the meeting of the TRAC Advisory Committee meeting held on 1st July were received:

i) Minute 6 – request to Thames Valley Police for speed checks throughout the village

ii) Minute 7 – write to OCC Highways informing them that the Parish Council requires a pedestrian crossing across Ladder Hill/Station Road in the vicinity of the Co-operative store the grounds of safety – The Clerk had written to Mark Francis

iii) Minute 8 – Area known as ‘the old toilet block’. Write to OCC highways for advice on how this area might be used as a loading area/ disabled/parking. The clerk would contact the OCC Highways Area Steward.

iv) Minute 9 – Bell Lane/Station Road/ Junction. Request the cost of the plans from OCC or the alterations being suggested. The clerk had written to Mark Francis who despite wishing to wait for speed monitoring in Bell Lane he would prepare plans for the Parish Council at no cost. Cllrs Lamont, Davies and Bell would meet on site to draft what the

the Council would like to see at that point.

33.  TO CONSIDER MATTERS RELATING TO WHEATLEY PARK SPORTSFIELD MANAGEMENT COMMITTEE

i) Lease to the Wheatley Rugby Club. Cllr Carr proposed and Cllr Lamont seconded that the Parish Council seeks legal advice

ii) New Plans for the pavilion would be presented at the next SFMC meeting.

8.28pm The Chairman declared the Council out of session

Paul Gregory – said that Watlington had had three operations this year – general road/traffic enforcement eg speeding, weight limits, seat belt use and use of mobile phones.

Neil MacCormack – wanted to know if, when planning permission was given to the new Co-op store, there was any conditions put on the size of delivery vehicles. The clerk said he would investigate and informed the meeting that he had contacted the Co-op head office about the matter of their vehicles not using Friday Lane.

District Cllr Bell –emphasised the need for people to respond to the SODC Local plan 2031.

Both Biffa and the Sports Centres franchise had been extended to 2014

9.47pm – The Chairman declared the council back in session

34.  TO REPORT ON PROGRESS ON THE PARISH COUNCIL’S APPLICATION TO REGISTER THE LITTLEWORTH ROAD FIELD AS A VILLAGE GREEN

Cllr Birks related the story so far. It was felt that the County Council was being unreasonable in their request for so much information. Having talked to both our solicitor and the County Council’s a further letter had been sent to the County on 21st June saying that the Parish Council believes the request are unreasonable and asking them to proceed the Village green Application. So far the County had not replied

35.  TO CONSIDER A RESPONSE TO SODC’S ‘LOCAL PLAN 2031 – ISSUES AND SCOPE’

The Chairman asked each councillor to express their views on the options given in SODC’s Local Plan 2031

When each councillor had expressed their views the Chairman said it seemed that the majority of the councillors where in favour of the new settlement options rather than dispersal.

Cllr Stephens proposed and Cllr Birks seconded that “based on the information available Wheatley Parish Council preference is for a new settlement rather than any of the dispersal options”

Cllr Carr called for a named vote.

FOR: Cllrs Lamont; Davies; Willmott; Stephens; Coveley; Birks; Stacey; Old; Reilly

AGAINST: Cllrs Bell; Carr; Dalton

.9.25pm – Cllr Stacey left the meeting

9.25pm – The Chairman declared the Council out of session to allow County Cllr Anne Purse to make her report.

She urged the Parish Council to attend one of the County Council’s consultation meetings (15th July in Didcot) prior to the Local Transport 4. Spending on roads in the future is likely to come only from development. So smaller villages without development would not receive

funding for traffic relief

Oxford City – Plans to expand had been published. There seemed to be a threat to land in and around Wheatley

36.  TO CONSIDER A RESPONSE TO SODC’S COMMUNITY GOVERNANCE WORKING GROUP

At its meeting on 11 June the Community Governance Working Group agreed to recommend Council extend the boundary of Wheatley parish to align with the A40, incorporating land currently in Holton parish.

The purpose of this email is to seek your councils view regarding possible warding arrangements and parish councillor numbers in the event Council agrees this recommendation.

I would therefore welcome your council’s views on the following:

1. Whether your council would like to see warding arrangements put in place (e.g  current parish as ward and the area between the district ward boundary and the A40 as another ward).

2. Whether your council would be content with the current 14 councillors (Sic) ? The current electorate for Wheatley is 3,209. If Council agrees the above proposal a further 151 electors will be included in the parish of Wheatley. This council has used the National Association of Local Councils recommendations on the numbers of councillors appropriate for parishes of different population sizes during this review. NALC suggest 11 councillors for a population of 3,500.  Using this guidance suggests no increase would be justified

Cllr Birks proposed and Cllr Willmott seconded that the Parish Council does not wish to see any warding arrangements in the Parish and that the Parish Council should remain at 15 councillors.

AGREED unanimously.

37.       TO CONSIDER THE SAFETY CONCERNS FOR PEDESTRIANS AT THE PARK HILL/LONDON ROAD PEDESTRIAN CROSSINGS

Cllr Carr expressed great concern about the number of ‘near misses on the zebra crossings at the Park Hill/London Road roundabout. She had arranged a site meeting with the County Councillor and a Traffic Safety Officer from the County Council for the Wednesday afternoon.

38.       REPORTS FROM OUTSIDE BODIES

i) The Merry Bells Management Committee – Cllr Davies reported that wifi would be available in the Merry Bells and that they were moving towards online booking

ii) The Howe Trust  – Cllr Dalton reported on the picnic that had been recently held

iii) Thames Valley Police – Between 1/5/2014-1/7/2014 Thames Valley Police received 143 calls from residents of Wheatley. The calls consisted of:

Traffic related                                 52

Criminal damage                              4

Shoplifting                                         5

Miscellaneous                                 78

Theft from Vehicle                            3

Anti-Social Behavior                         1

39.   CALENDAR OF MEETINGS – NOTED

i)   Planning Committee  – Wednesday 9th July 2014  2014- 7.30pm

ii)   F&GP Committee Monday 21st July 2014 – 7.30pm

iii)   Planning Committee – Wednesday 20th August  2014  – 7.30pm

iv)  Parish Council Meeting – Monday 1st September 2014 – 7.30 pm

v) Traffic and Roads Advisory Committee – Wednesday 3rd September 2014 -7.30pm

40.  For Information – The chairman announced that the Parish Council had been awarded £1,900 towards refurbishment of the Wheatley War Memorial costing £3,800

The meeting closed at 9.50pm

WHEATLEY PARISH COUNCIL

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 6TH JANUARY IN THE MERRY BELLS HAL AT 7.30PM

PRESENT: Councillors: E Stacey (Chairman), J Reilly, R Bell, C Dalton. J Coveley, E Bailey, G Stephens, P Willmott, J Carr, G Birks, R Old, A Knapp, S Coleridge,

A Davies, & D Lamont

OFFICER: Gareth Morris, Clerk to the Parish Council

Also present: 48 members of the public

86. APOLOGIES FOR ABSENCE had been received from County Councillor Anne Purse

87. DECLARATIONS OF INTEREST – None

88. MINUTES of the meeting of the Parish Council meeting held on Monday 4th November which had been circulated previously were signed as a correct and accurate record after the following amendment had been made:

Minute 69(ii) 4th line – omit the second “seconded”

89. MINUTES OF THE EXTRA-ORDINARY MEETING HELD ON 16TH DECEMBER 2013 – circulated with the agenda were signed as a correct and accurate record

90. UPDATE from the meetings held on Monday 4th November 2013 and 16th December

Minute 64 (i) – No official news re the Housing Needs Survey, or the Exhibition held in November – Noted

Minute 64(ii) – Flood Alleviation Scheme – report from first meeting of sub-group Mr Bettess had met with Monson Engineering

Open Forum – Cty Cllr Anne Purse – bollard at bottom of Friday lane

The Clerk had met with the Area Steward, Mr D Clack, who had suggested that something called a ‘bell bollard’ might be considered for the bottom of Friday lane.

91. THE MINUTES of the meetings of the Planning Committee held on:

i) Wednesday 13th November – previously circulated

ii) Wednesday 11th December – circulated with this Agenda

were received

92. THE MINUTES of the meeting of the F&GP Committee meeting held on:

i) Monday 18th November 2013 – previously circulated

ii) Monday 16th December 2013 – circulated with this Agenda

were received

93.. THE MINUTES of the meeting of the TRAC Advisory Committee meeting held on 18th September 2013 circulated with Agenda were received

i) Minute 22(i) REMOVAL OF TWO PARKING SPACES ON CHURCH ROAD.

RECOMMENDATION FROM THE TRAC TO FULL COUNCIL:

“THAT IN THE LIGHT OF THE COSTS OF REMOVAL BEING MAINLY ADMINISTRATIVE FEES THIS ADVISORY COMMITTEE RECOMMENDS TO PARISH COUNCIL REVIEWS ITS REQUESTED REMOVAL OF TWO PARKING SPACES IN CHURCH ROAD.”

The Parish Council originally decided to request the removal of the spaces at the Parish Council meeting of 13th May 2013

Following a discussion Cllr Birks proposed and Cllr Bell seconded the motion which was LOST by 4 votes to 9 with 2 abstentions

ii) Minute 24 – Recommendation to Full Council that 2 volunteers are trained to operate TVP’s Speed indicator device and that the Parish Council agrees to sign TVP’s £5,000 indemnity form.

Cllr Reilly proposed and Cllr dalton seconded the motion which was AGREED unanimously

iii) Minute 25 – Recommendation to full council that the parking in the SODC car park is not altered. Cllr Dalton proposed the recommendation and Cllr Lamont seconded. The recommendation was Agreed unanimously.

94. TO RESOLVE TO APPROVE THE PARISH COUNCIL REVISED BUDGET FOR 2013-2014 AND THE PARISH COUNCIL BUDGET AND PRECEPT FOR 2014-2015 AS RECOMMENDED BY F&GP ON 16TH DECEMBER 2013 (see enclosed papers)

The F&GP Committee has recommended that the precept for 2014-2015 be reduced from £104,609 to £100,792 in order to take into account the amount it expects to receive from SODC under the Council Tax Reduction Scheme (£3,872)

Cllr Reilly proposed and Cllr Carr seconded that the revised 2013-14 and 2014-15 budgets and the recommended precept be approved. This was Agreed unanimously.

95. TO REPORT ON PROGRESS ON THE PARISH COUNCIL’S APPLICATION TO REGISTER THE LITTLEWORTH ROAD FIELD AS A VILLAGE GREEN

Cllr Carr proposed and Cllr Dalton seconded that the Parish Council’s application 31st December 2013 requesting that the field at Littleworth Road be made a village green be approved. This was Agreed by 14 votes to 0 with 1 abstention

8.27pm – The Chairman declared the Council out of session and asked for contributions from the floor.

District Cllr Carr – SODC were now having discussions concerning the 2014-15 budget. SODC

were also taking on street parking from the police.

Mr Tim Davies – presented to the Council and spoke to the report of the ‘Wheatley Traffic and Safety Action Group’

Mr Scot – Crown Road residents were against ‘No Right Hand Turn at the top of Friday Lane.

Mr Newton – we should be aware of the impact on other roads.

Mr Slight – Crown Road residents had not been consulted on the suggestions

Cllr Birks – congratulated the group for their hard work

Paula Good – the village should work as a whole

Aaron Savage – account should be taken of the fact that people work in Wheatley and need to travel into the village and to visit the shops.

9.00pm – The Chairman declared the Council back in session

The Clerk said the report would, in the first instance, be sent to the TRAC meeting on Wednesday 29th January.

96. TO DECIDE MATTERS RELATING TO THE COMPOSITION OF THE PARISH COUNCIL AND ITS COMMITTEES AND WORKING GROUPS

(i) To appoint a replacement for Cllr Anderson on the Traffic and Roads Advisory Committee

It was AGREED to appoint Cllrs Davies and Lamont to the Advisory Committee

.

97. TO CONSIDER MATTERS RELATING TO WHEATLEY PARK SPORTSFIELD MANAGEMENT COMMITTEE

i) To receive a report of the latest meeting – Cllr Willmott spoke to his report.

In order for the Rugby Club to be able to take advantage of grants from the RFU they needed an assurance that they would be able use the field for a number of years.

Cllr Carr proposed and Cllr Stephens seconded that the Parish Council allow the Rugby Club 25 years use of the land. This was AGREED unanimously. Cllr Willmott would obtain from the RFU a satisfactory form of words.

98. TO RECEIVE AN UPDATE ON SOUTH OXFORDSHIRE DISTRICT COUNCIL’S COMMUNITY GOVERNANCE REVIEW

SODC’s Councillor working group intends to recommend a new boundary between Wheatley and Holton as per Wheatley Parish Council’s suggestion

99. REPORTS FROM OUTSIDE BODIES

i) The Merry Bells Management Committee – good use was being made of the building however a new treasurer was needed

ii) The Howe Trust – more than 500 trees had been received from the woodland Trust

iii) The Park Sports Centre Joint User Group – next meeting in March

iv) Thames Valley Police – the clerk read out a report from PCSO Cooney

99. CALENDAR OF MEETINGS. – NOTED

i) Planning Committee – Wednesday 8th January 2014- 7.30pm – (Cancelled due to lack of business)

ii) F&GP Committee Monday 20th January 2014 – 7.30pm

iii) TRAC Meeting –Wednesday 29th January 2014– 7.30pm

iv) Planning Committee – Wednesday 12th February 2014 – 7.30pm

v) F&GP Committee Monday 17th February 2014 – 7.30pm

vi) Parish Council Meeting – Monday 3rd March 2014 – 7.30 pm

100. RESOLUTION TO EXCLUDE THE PUBLIC

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

Agreed unanimously