WHEATLEY PARISH COUNCIL

MINUTES OF THE EXTRA ORDINARY MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 16TH DECEMBER 2013 IN THE MERRY BELLS COFFEE ROOM AT 7.00 PM

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 & D Lamont

OFFICER: Gareth Morris, Clerk to the Parish Council

77.  APOLOGIES FOR ABSENCE had been received from Cllrs

Davies, Coleridge and Knapp

78. DECLARATIONS OF INTEREST – NONE

79. RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Reilly proposed and Cllr Dalton 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

WHEATLEY PARISH COUNCIL

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 4th NOVEMBER 2013 IN THE MERRY BELLS AT 7.30 PM

PRESENT: Councillors: E Stacey (Chairman), J Reilly, R Bell, C Dalton. J Coveley, E Bailey, G Stephens, P Willmott, J Carr, G Birks, A Knapp, s Coleridge, A Davies, R Bell & D Lamont

OFFICER: Gareth Morris, Clerk to the Parish Council

ALSO PRESENT: Cty Cllr Anne Purse and 7 members of the public

Before the meeting started the requested a few moments silence in memory of Mr Percy Blake who had recently died. Mr Blake had been a Parish Councillor from 1971 to 981 and had also been a member of the Sportsfield Management Committee

61.   APOLOGIES FOR ABSENCE had been received from Cllr Old

62.   DECLARATIONS OF INTEREST – None

63.   MINUTES of the meeting of the Parish Council meeting held on Monday 2nd September – circulated previously were signed as a correct and accurate after the following amendments had been made:

Minute 54 – 8th line replace “Cllr Reilly proposed” with “Cllr Reilly seconded”

Minute 56(i) – complete the bracket after “WPSFMC” and after the brackets ad “Cllr Doug Lamont”

64.  UPDATE from the meeting held on Monday 2nd September 2013

i)  Minute 54 – SODC’s Housing allocation plans for Wheatley – Housing Needs Survey

The clerk thanked the newsletter deliverers who had also distributed the survey. The greater part of the village had been covered. The survey had closed on 31st October.

ii)  Minute 58 – Flood Alleviation Scheme – formation of subgroup. Four residents had  expressed an interest to join the group. The vice-chairman had the names and would be calling a meeting shortly.

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

i) Wednesday 11th September – previously circulated

ii) Wednesday 9th October – circulated with the Agenda

66. THE MINUTES of the meetings of the F&GP Committee meeting held on the following dates were received:

i)     Monday 23rd September 2013 – circulated with the Agenda

ii)     Monday 21st October 2013 – circulated with the Agenda

67.  THE MINUTES of the meeting of the TRAC Advisory Committee meeting held on 18th September 2013 which had been circulated previously were received

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

(i) To co-opt a Parish Councillor to replace Cllr Anderson

One resident was present who wished to put herself forward for co-option. Mrs Anne Davies, from the High Street was asked to introduce herself and to give some information.

Cllr Dalton proposed and Cllr Knapp seconded that Mrs Davies be co-opted on to the Parish Council. This was AGREED UNANIMOUSLY

Cllr Davies then signed the Declaration of Acceptance and joined the rest of the councillors

(ii) Jane Brandon and Bev Paton were CONFIRMED as members of the Recreation Areas Advisory Working group.

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

i)       To receive a report of the latest meeting and use of car park area for a drop-off point for pupils whilst sixth form car park is out of action.

Cllr Willmott explained how the contractors had, at very short notice, requested that cars been allowed to use the delivery area by the Sportsfield to pick up and drop-off pupils whilst the sixth form car park was out of action. Cllr Willmott had asked for details of compensation and assurances on reinstatement etc but none had been forthcoming.

Cllr Stephens proposed and Cllr Lamont seconded that due to the lack of information and assurances forthcoming from the contractors the Parish Council rejects the proposal. This was AGREED unanimously.

ii)       To consider progress on the plans for the new pavilion

Cllr Willmott circulated a paper on the new sports pavilion. He felt that as the cost could be in the region of £2m to £2.2m and the fact that the Parish Council is losing a major partner in the County Council the current project could not be continued with at the moment. Therefore he proposed and seconded by Cllr Birks seconded that ‘The Parish Council recommends to the Sportsfield management Committee to keep on hold the current project to replace the pavilions and to investigate alternative option.’

This was AGREED unanimously.

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

SODC had now started formal consultation.

8.29pm The Chairman declared Council out of session

District Cllr Bell he had had discussions with Planning Officers over the application for 79-81   High Street. Given the Planning Officers’ views he had felt there was no point in objecting to the development

Mr Christopher Sprent – complaint that, despite a couple of letters requesting the trees overhanging the Farm Close Lane path, nothing had been done. The clerk replied that he had asked a contractor to undertake the work nut to remember those trees were not the Parish Council’s responsibility.

Mr Chris Hallsworth – resident on Ladder Hill was concerned about the speed etc of traffic on   Ladder Hill and did the Parish Council acknowledge there was a problem and did they have a plan? The Clerk replied that the Parish Council had requested speed and volume measurements in both directions at two locations along Ladder Hill. Mr Hallsworth suggested origin and destination surveys as well.

County Councillor Anne Purse – there had been a very positive and well attended meeting public meeting on the future of Wheatley Library.

She would also follow up replacement of bollards at the bottom of Friday Lane but making sure there was enough space to get a mobility scooter along the pavement.

8.58 The Chairman declared the council back in session

71.   TO CONSIDER ITEMS FOR THE 2012-2013 FINAL ACCOUNTS.

(i) Letter of Engagement of Internal Auditor (Mr Phillip Hood) 2012-2013

The Letter of Engagement had been circulated with the Agenda It was AGREED that the Letter of Engagement by signed.

(ii) Statement of Internal Control for Wheatley Parish Council

The Statement of Internal Control had been circulated with the Agenda. Cllr Reilly proposed and Cllr bell seconded that Statement be Noted and Accepted.

72.   REPORTS FROM OUTSIDE BODIES

i)        The Merry Bells Management Committee – No report

ii)        The Howe Trust – had made a contribution to Wheatley Park Prize Giving

iii)       The Park Sports Centre Joint User Group – Nothing to report

iv)       Thames Valley Police – the clerk read out the crime figures  for Wheatley for October

v)        Brookes Residents’ Associations’ meeting – Cllr Bell had attended. No information on when the new road into the campus would begin or over the future of the campus itself.

73.   CALENDAR OF MEETINGS. – Noted

i)   Planning Committee  – Wednesday 13th November 2013 – 7.30pm

ii)   F&GP Committee Monday 18th November   2013 – 7.30pm

iii)   TRAC Meeting –Wednesday 27th November  2013– 7.30pm

iv)   Planning Committee – Wednesday 11 December  2013  – 7.30pm

v)    F&GP Committee Monday 16 December 2013 – 7.30pm

vi)   Parish Council Meeting – Monday 6th January 2014 – 7.30 pm

74. RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Carr proposed and Cllr Bell secondedthat 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 2nd SEPTEMBER 2013 IN THE MERRY BELLS AT 7.30 PM

PRESENT: Councillors: E Stacey (Chairman), J Reilly, R Bell, C Dalton. E Bailey, G Stephens, J Carr, G Birks (until 9.30pm), R Old & D Lamont

OFFICERS: Gareth Morris, Clerk to the Parish Council

Jessica Banks, Assistant Clerk to the Council

Also present: Beryl Guiver Planning Policy Officer, SODC and 5 members of the public

Before the meeting started the Chairman introduced and welcomed Jessica Banks who was attending her first meeting as Assistant Clerk.

46.   APOLOGIES FOR ABSENCE had been received from Cllrs Willmott, Coleridge, Coveley and Knapp

47.   DECLARATIONS OF INTEREST – None

48.   MINUTES of the meeting of the Parish Council meeting held on Monday 1st July 2013 which had been circulated previously were signed as a correct and accurate record with the addition of Cllr Old to those present

49.  UPDATE from the meeting held on Monday 1st July 2013

i) Open Forum – Cllr Anne Purse – Footway around the Roundhouse

Keith Stenning (Area Steward OCC Highways) had contacted the clerk to say that OCC would go ahead with the scheme and could we pay over the £7,000. A cheque would be sent shortly.

ii) Minute 34(ii) – SODC Community Governance Review – timetable for consultation had been  issued. Starts on 1st November and ends on 31st January.

Cllr Bell said that he thought the Parish Council should write to all the residents affected putting forward Wheatley’s case and he was prepared to write a draft to be considered. This was agreed and would be discussed at the next F&GP committee.

50.  THE MINUTES of the meetings of the Planning Committee held on the following dates were received

i) Wednesday 10th July – circulated previously

ii) Wednesday 14th August – circulated with the agenda

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

Monday 15th July 2013 which had been circulated previously were received.

i) Minute 20 – Sandpit at Cullum Road recreation Ground. The clerk reported that most of the sand had been removed but some had been left because it was felt that the hole that would remain would be a hazard. The Council needs to decide what replaces the pit.

ii) Minute 21 – Youth provision at the Maple Tree Children’s Centre

TO RATIFY THE RECOMMENDATION MADE BY THE COMMITTEE THAT THE YOUTH  CLUB CEASES AT 31ST AUGUST

The Chairman of the Council explained the reasoning behind the committee’s decision having received the letter from the Governors of Great Milton school, which had been circulated to all councillors.

Cllr Lamont proposed and Cllr Stephens seconded that the F&GP decision on the youth centre be ratified by full council. This was Agreed unanimously.

52.  THE MINUTES of the meeting of the Transport and Roads Advisory Committee meeting held on 24th July 2013 which had been circulated previously were received

i) Minute 7 – the Advisory Committee recommends that the provision of a pedestrian

crossing be the top priority of the Parish’s safety measures..Cllr Birks proposed and Cllr Dalton seconded that the recommendation be accepted. This was Agreed unanimously

53. TO RECEIVE THE RESIGNATION OF COUNCILLOR ANDERSON AND DECLARE A VACANCY ON THE PARISH COUNCIL

The Council accepted Cllr Anderson’s resignation and formally declared a vacancy on the Parish Council. If a bye-election is not requested then the Parish Council could co-opt at the November meeting.

The clerk was asked to write a letter of thanks to Mr Anderson for his work on the Parish Council

54. SODC’s HOUSING ALLOCATIONS PLANS FOR WHEATLEY

Beryl Guiver, SODC Planning Policy Officer was in attendance and was invited to address the meeting. She distributed a report on the first exhibition held in August and suggestions for the next exhibition in October.

Housing Needs Survey – Cllr Dalton proposed and Cllr Reilly seconded that the Parish Council carries out the suggested survey. This was Agreed unanimously. The survey to be distributed with October/November newsletter.

There was some discussion on the survey that had been prepared by ORCC.

Cllr Dalton proposed and Cllr Reilly seconded that the survey as presented by the ORCC be used. This was Agreed by 9 votes in favour and 1 against.

The council thanked Beryl for her attendance.

8.38pm The chairman declared the council out of session and invited members of the public present to speak

Gordon Ewbank (on behalf of Fusion) – said that he realised that the Parish Council had been left with no choice but to go ahead with the closure. Fusion was very sad that the project had not worked out. He thanked the Parish Council for their support.

Dan Evanhuis (Fusion) – echoed Mr Ewbank’s sentiments. He said that over the period 32 young people attended the youth centre more than once. He said he hoped that the Parish Council would scotch comments that Fusion did not take safeguarding seriously.

District Councillor Bell – he reported that SODC was carrying out consultation on increasing permitted development rights.

8.56pm The chairman declared the council back in session

55. It was Agreed that the council write to Fusion thanking them for the amount of hard work they had put in to trying to make the youth club project a success

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

i)       To receive a report from the committee – in the absence of Cllr Willmott (Chair of the WSFMC) Cllr Doug Lamont spoke to the report.

ii)       To consider Counsel’s opinion on negotiations on the sports fields. The opinion was discussed. Cllr Birks said that she felt there were some matters in the report that needed clarification and if it was agreeable to the Council she would speak to the counsel. The Council agreed that she should go ahead.

iii)       To receive the Accounts of the Sportsfield management Committee 2012/2013 and to note that the balance owed by the Parish Council is £1,821.35 Cllr Reilly proposed and Cllr Dalton seconded that the accounts be received and that the residual amount be paid. Agreed

57.   TO RECEIVE AND NOTE THE REPORT OF THE EXTERNAL AUDITOR (BDO LLP)

The External Auditor’s Report was received and noted. The External Auditor had no items of concern.

58. TO RECEIVE AN UPDATE ON THE ‘WHEATLEY SOUTH EAST FLOOD ALLEVIATION WORK’ FROM MONSON ENGINEERING AND TO CONSIDER THEIR SUGGESTION THAT A VILLAGE SUB GROUP BE SET UP TO DEAL WITH FLOODING/DRAINAGE ISSUES.

The clerk read out an e-mail to Cllr Carr from Dave Baldwin (Monson Engineering) giving details of the flood alleviation plans for the next two years. This would involve creating a flood water holding area on Castle Hill and letting the water out into the Ambrose Rise ditch in a controlled manner.

The clerk would ask Kavan Ring to regularly inspect the ditch and clear as necessary.

Mr Baldwin had suggested that a joint council/residents group could be set up to give early warning of issues. This was felt to be a good idea and Cllr Reilly agreed to chair such a group and to write a piece for the newsletter inviting volunteers to serve on the sub-group.

9.30pm Cllr Birks left the meeting

59.   REPORTS FROM OUTSIDE BODIES

i)        The Merry Bells Management Committee – The ladies toilets had been refurbished.

ii)        The Howe Trust – Cllr Dalton reported that the Ragwort had nearly been eliminated

iii)       The Park Sports Centre Joint User Group – No meetings had been held

iv)       Thames Valley Police –No report

60.   CALENDAR OF MEETINGS. – Noted

i)    Planning Committee  – Wednesday 11th September 2013 – 7.30pm

ii)    F&GP Committee Monday 23rd September  2013 – 7.30pm

iii)    TRAC Meeting –Wednesday 18th September  2013– 7.30pm

iv)    Planning Committee – Wednesday 9th October 2013  – 7.30pm

v)     F&GP Committee Monday 14th October  2013 – 7.30pm

vi)    Parish Council Meeting – Monday 4th November 2013– 7.30 pm

(Cllr Old sends her apologies)

The meeting closed at 9.44pm

WHEATLEY PARISH COUNCIL

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 1st JULY 2013 IN THE MERRY BELLS AT 7.30 PM

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

OFFICER: Gareth Morris, Clerk to the Parish Council

Also present: County Councillor Anne Purse, and 3 members of the public

In the absence of Cllr Stacey, Chairman of the Council, the Vice-Chairman, Cllr Reilly, took the chair for the duration of the meeting

31.  APOLOGIES FOR ABSENCE had been received from Cllrs Stacey, Lamont, Anderson & Knapp

32.   DECLARATIONS OF INTEREST – None

33.   MINUTES of the meeting of the Extra Ordinary Parish Council meeting held on Monday 17th    June 2013 which had been circulated with the Agenda were signed as a correct and accurate record with the following corrections:

Remove the 2nd ‘S Coleridge ‘ from and add ‘J Coveley’ to those present

34.  UPDATE from the meeting held on Monday 13th May 2013

i) OPEN FORUM –Land behind the Windmillreport on action taken and response from SODC. Cllr Bell reported that he had taken the matter up with the Enforcement officers at SODC who had paid a site visit. They had replied that they were “unable to establish a breach of planning control at this time.” It was agreed to keep the pressure up on the District Council by writing to them with evidence of breaches in their planning permission.

ii) MINUTE 17 – SODC’S Community Governance review. Cllr Reilly gave a verbal report on his and the Chairman’s visit to Holton Parish Council meeting informing them of Wheatley’s submission to the Consultation on the Community Governance Review.

The clerk reported that Wheatley’s suggestion re the Parish boundary had been submitted to SODC.

35. UPDATE from the meeting held on Monday 17th June 2013

The Internal Auditor’s report had been received and  was an item on the Agenda for this meeting. The Annual Return and supporting documents had been submitted to the External Auditor.

36.  THE MINUTES of the meeting of the Planning Committee held on:

Wednesday 19th June, which had been circulated with the Agenda, were received

37.  THE MINUTES of the meeting of the F&GP Committee meeting held on  Monday 17th June  were received

38.  TO RECEIVE AND NOTE THE REPORT OF THE INTERNAL AUDITOR, MR PHILLIP HOOD

The report of the Internal Auditor had been received and circulated to all councillors. The only recommendation was that next year a further explanatory note should be added to the financial statements in regard to the earmarked funds eg stating proposed commencement and completion of the project

Cllr Carr proposed and Cllr Dalton seconded that the Internal auditors report be received and approved. Agreed unanimously

39.  SODC’S HOUSING ALLOCATIONS PLANS FOR THE LARGER VILLAGES

Beryl Guiver, Planning Policy Officer, SODC had been invited to the meeting. She explained  her role and where the District Council was up to in setting their housing allocation plans. She said she wished to work with the Parish council in the period leading up to December 2013 when the allocation should be formalised.

She had organised a drop in session/exhibition in the Merry Bells Hall between 2pm and   8pm on Tuesday 13th August

Also she would like to see the sites chosen by the District Council for herself along with Parish Councillors. The clerk would check diaries.

She informed the council that new rules meant that on exception sites there could now be 25% ‘marketable’ housing leaving 75% social housing.

In a general housing development, 40% of the housing should be social housing with 20% of that 40% being for ‘local’ people.

It was agreed that this matter be now dealt with in the first instance by the Planning Committee.

Mrs Guiver was thanked for her attendance.

8.20pm The Chairman declared the council out of session

County Councillor Anne Purse

The Library Service would be holding a public meeting in the Merry Bells to discuss the option for Wheatley library. The likely shortfall would be £15,000, to be met either in cash or volunteers or a combination of both

The Holton Share Care funding is continuing.

It may be possible for parishes to join together and fund a gritting service during the winter months using a quad bike and trailer. More information would be available soon.

In connection with the new school transport funding arrangements she would like to know about anybody having had an accident along the cycle track by the A40. Having such a track might count against transport for students travelling to Wheatley Park School

Finally she has heard from Keith Stenning, OCC Highways that work is likely to start on the Roundhouse pavement in the near future.

District Cllr Roger Bell

A new Housing Allocation policy gives a tighter definition of ‘local’. There is an on-line consultation on the housing allocation.

8.52pm The Chairman declared the Council back in session

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

Cllr Willmott spoke to his report which had been circulated with the Agenda

The Rugby Club had received £4,000 from the RFU to refurbish part of the old pavilion.

The Joint User Agreement would run until at least August 2014.

The Committee were looking into the true costs of running the two fields and would be developing a business plan for the running of the fields.

Negotiating a new joint user agreement with Wheatley Park School was the next important step. To this end Cllr Birks spoke to her tabled paper giving the Parish Council’s case for seeking legal opinion.

Cllr Carr proposed and Cllr Stephens that the Parish Council goes ahead and asks for legal opinion along the line suggested by Cllr Birks. This was Agreed by 10 votes for with 0 against and 1 abstention

Cllr Willmott was given a vote of thanks for his hard work on this matter on behalf of the Parish Council.

41. TO CONSIDER THE USE OF SOCIAL MEDIA BY THE PARISH COUNCIL AND BY PARISH COUNCILLORS

Following discussion Cllr Dalton proposed and Cllr Stephens seconded that any further discussion on whether the Parish Council should adopt the use of social media be differed until the assistant to the clerk was appointed.

42.   TO RECEIVE A REPORT FROM THE ADVISORY GROUP ON THE YOUTH CAFÉ

The minutes of the last Advisory Group meeting had been circulated with the Agenda.

These were discussed.

43. TO CONSIDER A REQUEST TO THE DISTRICT COUNCIL FOR FUNDING FROM THEIR FUND FOR TOWN AND VILLAGE CENTRES

It was agreed to apply for funding for new noticeboards in the centre and the outskirts of the village.

44.   REPORTS FROM OUTSIDE BODIES

i)        The Merry Bells Management Committee – The gentlemen’s lavatories had been refurbished

ii)        The Howe Trust – Wild orchids had been spotted growing

iii)       The Park Sports Centre Joint User Group – No report

iv)       Thames Valley Police – No report

45.   CALENDAR OF MEETINGS – Noted

i)    Planning Committee  – Wednesday 10th July 2013 – 7.30pm

ii)    F&GP Committee Monday 15th July  2013 – 7.30pm

iii)    TRAC Meeting –Wednesday 24th July 2013– 7.30pm

iv)    Planning Committee – Wednesday 14th August 2013  – 7.30pm

v)    Parish Council Meeting – Monday 2nd September 2013– 7.30 pm

The meeting closed at 9.56pm

WHEATLEY PARISH COUNCIL

MINUTES OF THE EXTRA ORDINARY MEETING OF THE COUNCIL

HELD ON MONDAY 17TH JUNE 2013 IN THE MERRY BELLS AT 8.00PM

PRESENT: Councillors: E.M. Stacey (Chairman), J. M. Carr,  C .M. Dalton  R. T .Bell, P Willmott, S Coleridge, J Coveley, J Anderson, G Birks & G Stephens

OFFICER: Gareth Morris Clerk to the Parish Council

26.  APOLOGIES FOR ABSENCE had been received from Cllrs Reilly,  Lamont, Old, Bailey and Knapp

27. DECLARATIONS OF INTEREST – None

28. MINUTES OF THE AGM AND ORDINARY MEETING HELD 0N 13TH MAY2013 which had been circulated with the Agenda were signed as a correct and accurate record after Cllr Anderson’s initial had been changed from ‘G’ to ‘J’ in minute 7(iii)

29. TO RECEIVE THE FINAL ACOUNTS FOR THE FINANCIAL YEAR 2012-2013

i) The final accounts for the financial year 2012-2013 had been circulated. The clerk

reported that Mr Hood, the Internal Auditor had visited the council in the afternoon and he was satisfied that all accounts and systems were in order. The council was then taken through the notes to the accounts, the income and expenditure account and the balance sheet.

Following questions from Councillors , Cllr Stephens proposed and Councillor Coveley seconded that the final accounts be approved and received. AGREED unanimously

ii)  SECTIONS 1 (Statement of Accounts) and SECTION 2  (Annual Governance Statement) OF THE ANNUAL RETURN FOR THE FINANCIAL YEAR 2012 -2013 had been circulated with the Agenda.

The Internal Auditor had completed Section 3 that afternoon with no adverse comments.

It was AGREED unanimously that Section 1 of the Annual Return be approved and signed by the Chairman and following the agreement of the responses to Section 2, that that section be approved and signed

5.  DATE OF NEXT MEETING – MONDAY 1st July 2013 – NOTED

The meeting closed at 8.25pm

WHEATLEY PARISH COUNCIL

MINUTES OF THE ANNUAL GENERAL MEETING OF THE COUNCIL

HELD ON MONDAY 13th May 2013 IN THE MERRY BELLS AT 7.30PM

PRESENT: Councillors: E.M. Stacey (Chairman), J Reilly, J. M. Carr, C .M. Dalton  R. T .Bell, P Willmott, S Coleridge, R Old, D Lamont, G Birks (to 9.45pm), A Knapp & E Bailey

OFFICER: Gareth Morris Clerk to the Parish Council

ALSO PRESENT: County Councillor Anne Purse and 7 members of the public

1          ELECTION of Chairman for 2013 – 14 and Acceptance of Office

Cllr E Stacey was proposed by Cllr Reily and Seconded by Cllr Dalton

There being no other nominations, Cllr Stacey was duly declared Chairman. She then signed the Acceptance of Office and took the Chair

2          APOLOGIES FOR ABSENCE had been received from Cllrs Anderson, Coveley & Stephens

3          ELECTION of Vice-chairman

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

There being no other nominations, Cllr Reilly was declared Vice-Chairman

4          FORMAL ADOPTION OF STANDING ORDERS (INCLUDING CODE OF          CONDUCT)

Proposed by Cllr Reilly and Seconded by Cllr Carr – Agreed nem con

The Clerk reminded councillors that it was their responsibility to inform the District Council of any changes to their own Register of Interests

6.         APPOINTMENT of Committees;

i.)   Standing Committees

a)  Finance & General Purposes

Cllrs: Anderson, Bell, Birks, Carr, Coleridge, and Old

b)  Planning Committee

Cllrs Coveley, Dalton, Lamont, Stephens, Knapp, Bailey and Willmott

The chairman and vice-chairman are ex-officio members of each committee

b) Advisory Committees and Working Groups

i) Traffic and Roads Advisory Committee (TRAC)

Cllrs Anderson, Bell, Birks, Carr, Coveley, Dalton, Stacey, Bailey & Reilly

ii) Recreation Areas Working Group

Cllrs Anderson Bell and Bailey

iii) Youth Advisory Group

Cllrs Lamont, Coleridge and Stacey & Mrs Liz Wickens.

7.   CONFIRMATION of representatives to outside bodies: current appointees, 2012 to 2013, are as indicated below and will normally be confirmed unless they wish to resign.

i Merry Bells Management Committee; Cllr Janet Carr

ii   Oxfordshire  Association of Local Councils; Janet Carr. Ellie Stacey

iii   Wheatley Sports Field Management Committee; Messrs Peter Bayliss Steve Kemp, and, Peter Cudd and Cllrs G Anderson, D Lamont & Paul Willmott

iv Howe Trust; Cllrs Caroline Dalton and Joyce Coveley

v Park Sports Centre Advisory Committee; Cllr D Lamont

vi   Wheatley Charities; Mr Mike Lancashire (to 2017), and Mr Graham Colverson (until 2015)

vii   Public Transport Representative: Vacancy

viii   Wheatley Windmill Preservation Society; Cllr Caroline Dalton

ix. Wheatley Nursery School: Cllr Coleridge

FIRST STATUTORY MEETING OF WHEATLEY PARISH COUNCIL

for council year 2013 – 14

8.   APOLOGIES FOR ABSENCE had been received from Cllrs Anderson, Coveley & Stephens

9.     DECLARATIONS OF INTEREST – None

10.   MINUTES of the meeting of the Parish Council of Monday 4th March

2013 circulated previously were signed as a correct and accurate record with the

following typographical corrections:

Page 3 – Minute 101(i) – second line – to read “Refurbishment of the gentlemen’s toilet would follow”

Page 3 – Minute 101(ii) – second line – to read – “revealed none was diseased”

11.  UPDATE from the meeting held on Monday 4th March 2013

Minute 96 – Report on the Youth Club – The report from the Advisory Group on their meeting of April was received (copy in Minute Book)

12.  THE MINUTES of the meetings of the Planning Committee held on the following dates were received

i) Wednesday 13 March 2013 – circulated previously

ii)  Wednesday 11th April 2013 – circulated previously

iii) Wednesday 8th May 2013 – to be tabled

13. THE MINUTES of the meetings of the F&GP Committee meetings held on the following dates were received

i)       Monday 18th March 2013 – circulated previously

ii)    Monday 15h April 2013 – circulated previously

Update:

Minute 137 – Infrastructure Improvements funding from SODC The clerk had received the guidelines from SODC on the application process. Projects should ‘improve the viability and attractiveness of….towns’ these could include street furniture, shop front improvements, floral planters or baskets, Christmas lights, village signs, noticeboards and town maps. The clerk would circulate the guidelines to all councillors.

Minute 138 – cost of removal of the sandpit from Cullum Road Recreation Area.

The clerk was requested to obtain a further estimate

Minute 140(ii) – Meeting with OCC and Arriva Bus service. Mr. Frances (OCC) had suggested that two separate sections each of one car’s length on the south side of Church Road from the bus shelter to Friday Lane could be made into ‘No Parking’ to allow buses to pull in more easily.

Cllr Reilly proposed and Cllr Bell seconded that the Parish Council ask the OCC Highways to go ahead with this suggestion. This was Agreed by 8 votes in favour with none against and 4 Abstentions.

.

14.     THE MINUTES OF THE TRAFFIC AND ROADS ADVISORY COMMITTEE HELD ON 17TH APRIL 2013 which had been circulated with the Agenda were received.

15.     TO CONSIDER SODC’S IDENTIFICATION OF THE THREE SITES THAT THEY CONSIDER SUITABLE FOR WHEATLEY’S ALLOCATION OF NEW HOUSING

Resolution from Cllr D Lamont:

WHE 3 should be our preferred site.

Our reasoning is as follows:-

i) It is an identified SHLAA site and is of a suitable size

ii) It would be a natural extension to an existing development

iii) The land is currently unused

iv) The site is geographically closest to the historical village centre

v) It has natural physical boundaries in the form of the A40 and London Road that prevent any further development being added at a later date.

vi) WHE 3 has the best site access and access to local transport.

vii) Of the three sites, WHE 3 creates lower impact and far less of a “sprawl” effect than the alternatives

Following discussion, Cllr Lamont proposed and Cllr Reilly seconded that WHE3 be the Parish Council’s preferred site. Agreed ­11 votes in favour, with 0 against and 1 abstention

The  following response to SODC’s response form were agreed as follows:

Q1 – comment – the Parish council would wish to maximise the the number of social housing units going to local residents

Q3 – If WHE1, 2 or 3 are chosen then noise reduction measures should be undertaken along the A40 eg noise reducing surfaces and sound proofing barriers and extra pedestrian safety measures along London Road.

8.32pm The Chairman declared the Council out of session

County Councillor Ann Purse – Wheatley library staffing to be cut by one third. This could be made up by the Parish Council or volunteers or a mixture. The changes to come into force in 2015.

She would organise a meeting of the Parishes that use the library and the Library Service.

SODC Community Review –  she hoped the Parish Council would work with Holton and inform them of Wheatley’s recommendation.

She would keep pushing for pedestrian safety measures along Church Road

Members of the public – there were a number of residents from Littleworth in attendance to complain about the nuisance caused by the owner of the field below the Windmill – noise, bonfires, and abandoned machinery.

It was explained that the Parish Council had no powers to stop the owner of the land behaving in this way. It could only report it to the SODC Planning Enforcement team or the Environmental officers. But this could only be done if the Parish Office was informed first.

District Cllr Bell promised that he would take the matter up with SODC’s Planning Enforcement Officers.

District Cllr Bell – SODC was about to change its housing allocation policy to give more emphasis to those in need in the local community

9.00pm The Chairman declared the council back in session

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

Cllr Willmott spoke to his tabled report.

Joint User Agreement – it was agreed that a further letter be sent to the Chairman of the Primary School Governors.

Cllr Carr proposed and Cllr Lamont seconded that the Parish Council seek legal advice on their position re on the a new Joint User Agreement. Agreed unanimously.

New Pavilion – it was agreed to invite a VAT expert to speak to a small group of councillors (Chairman and Vice-chairman and the three Parish councillors on the SFMC) on the implication for VAT and the Parish Council on the building of a new pavilion

17. TO CONSIDER A RESPONSE TO SODC’S COMMUNITY GOVERNANCE REVIEW

A paper from Cllr Bell had been circulated with the Agenda in which he suggested that the Wheatley Parish Boundary should be extended to include the land north of London Road and Old London Road as far as the A40.

It was Agreed that Holton Parish Council should be informed and that the Chairman should attend the next Holton Parish Council meeting to explain the reasoning behind the proposal.

18.  GRANTS, LICENCES AND SUBSCRIPTIONS

i) Oxfordshire Rural Community Council – sub 2013 – £65 – Agreed

ii) Oxford Green Belt network – sub 2013 – £15 – Agreed

iii) Oxfordshire Playing Fields Association – sub 2013 – £45 – Agreed

19. TO CONSIDER CHANGING FROM BT TO MAIN STREAM DIGITAL FOR THE PARISH COUNCIL’S TELEPHONE SERVICES

The clerk outlined the savings that could be made in calls and rental by switching to the above company. This was Agreed, for one year in the first instance..

20.  FINANCIAL MANAGEMENT

a) Completed copy of reconciled bank statement signed by Chairman &   RFO

b) Balances

After the cheques below have been paid the balances on the council’s accounts as at 13th May 2013 will be as follows:

:                                                                              Community     £835.47

Tracker           £146,849.41

Treasury         £60,445.91

SCHEDULE OF PAYMENTS AUTHORISED

Payee Payment details Amount
Cheques paid
105691-97 GM/SW/JF/OCC/HMR&C April  sal/wages/pen/PAYE/NICs 3,381.45
d/d Barclays bank Bank charges 55.21
d/d Orange Internet April 18.37
Total £3,455.03
Cheques to Pay
105698 Swift Digital Servies Photocopying 77.64
105699 Sage UK Accountancy Stationery 39.60
105701 Lyreco Filing Cabinet + stationery 94.39
105702 Fusion Quarterly Payment – Youth Club 2,285.00
105703 WPSFMC Quarterly Payment 2,000.00
105704 ORCC 2013 subscription 65.00
105705 Oxford Green Belt Network 2013 subscription 15.00
105706 OPFA 2013 subscription 45.00
105707 Green Scythe Ltd Cutting of recreation areas – Aprilx2 444.00
GM/SW/JF/OCC/HMR&C April sal/wages/pen/PAYE/NICs 3,600.00
Total £8,221.63

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
SODC 1st half of precept 52,304.50
SODC Council tax benefits repayment 4,098.91
Newsletter Advertising 1,895.00
Total £58,298.41

21.  REPORTS FROM OUTSIDE BODIES

i)        The Merry Bells Management Committee – nothing to add to previous report

ii)        The Howe Trust – had received £4,000 from the ‘Big Society Fund’ to make improvements to Footpath No.2

iii)          The Park Sports Centre Joint User Group – a new manager had been appointed, previously at Thame

22.  CORRESPONDENCE – Received and Noted

i) The Hasleys newsletter May 2013*

ii) Wheatley URC Newsletter – May 2013*

iii) Little Milton Newsletter – May 2013*

iv) Oxfordshire Playing Fields Association – Newsletter Spring 2013*

23.   CALENDAR OF MEETINGS.- Noted

i)    Annual Parish Meeting – Thursday 23rd May –– Merry Bells – 7.30pm

ii)    Planning Committee  – Wednesday June 12th 2013 – 7.30pm

iii)    F&GP Committee –  Monday 17th June 2013 – 7.30pm

iv)    Parish Council Meeting – Monday 1st July 2013– 7.30 pm

24. RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Reilly proposed and Cllr Bailey seconded:-:

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

Agreed nem con

25.  THE MINUTES OF THE CONFIDENTIAL SESSION OF THE   PARISH COUNCIL MEETING ON 5TH MARCH 2013 were signed as a correct and accurate record

The meeting closed at 9.55pm,

WHEATLEY PARISH COUNCIL

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 4th MARCH 2013 IN THE MERRY BELLS AT 7.30 PM

PRESENT: Councillors: E.M. Stacey (Chairman), J Reilly, A Knapp, R Bell, C Dalton. E Bailey, G Stephens, D Lamont, J Carr, S Coleridge & J Coveley

OFFICER: Gareth Morris, Clerk to the Parish Council

Also present: County Councillor Anne Purse, and 1 member of the public

88.   APOLOGIES FOR ABSENCE had been received from Cllrs Old, Anderson and Willmott.

89.   DECLARATIONS OF INTEREST – None

90.   MINUTES of the meeting of the Parish Council meeting held on Monday 7th    January 2013 which had been circulated previously were signed as a correct and accurate record

91.  UPDATE from the meeting held on Monday 7th January 2013

i) Minute 65 (ii) Footway around the Roundhouse – OCC Highways have indicated that this work will not be carried out in this Financial Year – The Parish’s £7,000.00 has been refunded. The Clerk is hopeful that the scheme could be undertaken in the new financial year.

ii)  Minute 80(iv) Ambrose Rise ditch – the report that the ditch has been ‘dredged’

Cllr Carr said that there was £70,000 in SODC’s 2013-14 budget for flood prevention work in Wheatley.

iii) Minute 83 – Cllr Bell said he felt that as this was an Advisory Committee to the Parish Council then the Minutes of the meetings should go with the Council’s minutes in the Minute Book

92.  THE MINUTES of the meetings of the Planning Committee held on the following dates were received.

i) Wednesday 9th January 2013 – circulated previously

ii) Wednesday 13th February 2013 – circulated previously

The Clerk reported that an amendment to 1 Elm Close application had been submitted which did reduce the side of size of the extension but the Chairman of Planning and the Clerk still felt it was overdevelopment of the site and had recommended refusal, the deadlines had fallen between Planning Committee meetings. The clerk had heard that day that the application had been granted.

93. THE MINUTES of the meetings of the F&GP Committee meeting held on the following dates were received

i)    Monday 21st January 2013 – circulated previously

ii)    Monday 18th February 2012 – circulated with the Agenda

i) Minute 78(iv) – Cullum Road sandpit – Cllr Bailey reported on the results of the questionnaire. It was hoped to provide a full breakdown of the results at the next Finance meeting

94.   TO CONSIDER MATERS RELATING TO ANNUAL RETURN 2012 – 2013 AND

ANNUAL ACCOUNTS 2012-2013

Risk Assessment Action Plan 2013-2014 – The Risk Assessment Action Plan had been circulated. The clerk explained the points on the action plan which were discussed. The Action Plan was approved and signed by the Chairman.

95. TO BE AWARE OF THE FORTHCOMING SODC COMMUNITY GOVERNANCE REVIEW – It was Agreed that the Council should wait until the consultation starts in earnest later in the year before discussing the matter

96.   TO RECEIVE A REPORT FROM THE ADVISORY GROUP ON THE YOUTH CAFÉ

Cllr Lamont spoke to his tabled report (copy in Minute Book)on the last meeting of the Advisory Group, which had been attended, by invitation, Jenny Stoker (Maple Tree) and Paul Lawrence of OAYP (Oxfordshire Association for Young People) and Cllr Bell as a substitute for Cllr Stacey.

The Advisory Group felt that the concerns of the County Council were gradually

being satisfactorily addressed eg the name used in publicity. Numbers were low  but increasing.

It was felt that OAYP could have a lot to offer, so it was Agreed that the Parish Council should affiliate to the organisation from the new financial year.

The Chairman thanked Councillor Lamont for preparing

the report.

8.37pm – The Chairman declared the Council out of session

County Councillor Purse – there was to be a £50m cut in the OCC budget in the coming year. These would particularly hit the elderly.

Having been thwarted in spending her Stewardship money on rebuilding the road humps at the eastern end of the High Street she was now going to get the area in front of the shops and Crown Square re-surfaced. Some of her money would be spent on upgrading Footpath 2, up and over the Howe. She had also been able to get a grit bin for Fairfax Gate

SODC Councillor Janet Carr – SODC council Tax to be reduced by 2.5%. and £500,000 to be put into the Community Investment Fund.

9.00pm – the Chairman declared the Council back in session.

99.  TO CONSIDER WRITING TO ORCC RE PROGRESS WHEATLEY’S REQUEST  FOR AFFORDABLE HOUSING

It was Agreed to write to ORRC and Sovereign Housing to see if there was a chance of resurrecting the Parish’s for Affordable. Housing.

100. TO CONSIDER A REQUEST TO THE DISTRICT COUNCIL FOR FUNDING FROM THEIR FUND FOR TOWN AND VILLAGE CENTRES

£75,000 had been put in a fund for improvements to the centres of the towns in SODC and the larger villages. SODC Councillors to follow up.

101.   REPORTS FROM OUTSIDE BODIES

i)        The Merry Bells Management Committee – new ceiling and lighting in the main hall had been installed. Refurbishment the gentlemen’s toilet would follow.

ii)        The Howe Trust – 45 extra trees had been planted. A survey of the ash trees revealed non were diseased.

iii)          The Park Sports Centre Joint User Group – no meetings had been held but   Cllr Lamont reported that there was a new centre manager in post

iv)       Thames Valley Police

The clerk reported from the latest TVP newsletter(March)

  • No incidents of Anti Social Behaviour in Wheatley in February
  • 5 incidents of Theft of/from motor vehicles
  • Speed checks would be taking place in the village
  • 1 incident of burglary to non dwellings
  • Following the break in to  a number of churches in the Wheatley area a man has been arrested in connection with some of those offences

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

i)       To receive a report of the latest meeting – No meetings had taken place

ii)       To consider progress on a new Joint User Agreement  – No progress to report

iii)       To consider progress on the plans for the new pavilion – No progress to report

It was Agrees that the new Chairman of Governors of the Primary should be written to by Chairman of the Council

It was further Agreed that this item should be placed further up the Agenda.

103.   CALENDAR OF MEETINGS. – Noted

i)    Planning Committee  – Wednesday 13TH March 2013 – 7.30pm

ii)    F&GP Committee Monday 18th March 2013 – 7.30pm

iii)    TRAC Meeting –Wednesday 27th March – 7.30pm

iv)    Planning Committee – Wednesday 10th April 2013  – 7.30pm

v)    F&GP Committee –  Monday 15th April 2013 – 7.30pm

vi)    Planning Committee – Wednesday 8th May 2013  – 7.30pm

vii)    Parish Council Meeting – Monday 13th May  2013– 7.30 pm

104.  RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Dalton proposed and Cllr Reilly seconded that:

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 9.50pm after the confidential business had been completed

WHEATLEY PARISH COUNCIL

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 7th JANUARY 2013 IN THE MERRY BELLS AT 7.30 PM

PRESENT: Councillors: E.M. Stacey (Chairman), J Reilly. R Old, G Birks,

A Knapp, R Bell, C Dalton. E Bailey, G Stephens, D Lamont, J Carr, P Willmott & J Coveley

OFFICER: Gareth Morris, Clerk to the Parish Council

Also present: County Councillor Anne Purse, and 18 members of the public

75.   APOLOGIES FOR ABSENCE had been received Cllrs Anderson and Coleridge

76.   DECLARATIONS OF INTEREST – none

77.   MINUTES of the meeting of the Parish Council meeting held on Monday 5th    November 2012 were signed as a correct and accurate record after the following amendment had been made:

Page 3 – Minute 72(ii) – delete ‘was now a trustee’ replace with ‘wanted to resign’

78.  UPDATE from the meeting held on Monday 5th November 2012

i) Minute 65 (ii) Footway around the Roundhouse – OCC Highways have indicated that this work is programmed for late January/early February 2013 – Noted

ii) Minute 68 – Application for the extension of the reservoir at Horspath – this application has been withdrawn.- Noted

79.  TO RECEIVE THE MINUTES of the meetings of the Planning Committee held on:

i) Wednesday 12th December 2012 – the minutes were received

80. TO RECEIVE THE MINUTES of the meetings of the F&GP Committee meeting held on:

i)     Monday 19th November 2012 – the minutes, circulated previously were received

ii)     Monday 17th December  – the minutes were received

i) Minute 78(ii) Footway around the Roundhouse – a quote (£3,200) from Mr S Shew had been received for fees in designing a new access into Church Road recreation Ground by the Roundhouse. This had been received to late for a decision/recommendation to be made. The January Council meeting to decide.

Cllr Reilly proposed and Cllr Lamont seconded that Mr Shew’s quote be accepted

Agreed  – 9 votes in favour with 3 against and 1 abstention

iii) Minute 78(iv) – Cullum Road sandpit – Cllr Bailey spoke to her tabled report. The  next stage would be to hold a consultation with residents

iv) Minute 78(iii) – Ambrose Rise stream – the clerk had asked Mr Baldwin re the possibility of building the wall up at the entrance to the culvert

8.08pm – As there were so many members of the public present from Ambrose Rise, the Chairman declared the Council out of session and invited members of the public to speak.

The overall feeling from residents was that whenever it rained they feared that their houses/ gardens would be flooded again. They asked that a bigger wall be built at the northern end of the ditch, as it entered the culvert.

The clerk replied that he had asked Mr Baldwin for advice and the reply was that whilst not ruling it out care had to be taken that any change like that did not divert the water causing flooding elsewhere. He further stated that he had requested hat he stream be ‘dredged’ but this had not happened because the bank was waterlogged and too soft.

The District Councillors said that Mr Baldwin 9Monson Engineering – SODC’s agents) was working on a scheme that would take the water from Castle Hill eastwards, so it would not run into the Ambrose Rise stream in the first place.

County Cllr Purse – Local Government Boundary review –she could not see any way in which Wheatley and Holton could be in the same ward because of the number of smaller villages west of Holton.

From her ‘locality money’ she hoped to convert one or two humps in the High Street to cushions and to upgrade the footpath up to Windmill Lane behind the Howe.

8.50pm – The Chairman declared the meeting back in session

80(iv)continued Ambrose Rise stream

Cllr Carr proposed and Cllr Stephens seconded that the Parish Council appoint a contractor to look after the stream – Agreed

81.  2013-2014 BUDGET

i) To resolve to agree with OALC that there is no need for Councillors to request a dispensation in order to agree the 2013-2014 precept. Agreed

ii) To resolve to approve the Parish Council revised budget for 2012-2013 and the Parish Council budget and precept for 2013-2014 as recommended by F&GP on 17th December 2012.

The F&GP Committee has recommended that the precept for 2012-2013 be maintained its 2011-2012 level of £104,609.

Cllr Reilly proposed and Cllr Bailey seconded that the revised budget for 2012-2013 and the Parish Council budget and precept for 2013-2014 as recommended by F&GP on 17th December 2012 be approve. – Agreed unanimously

82. TO CONSIDER A RESPONSE TO THE LOCAL GOVERNMENT BOUNDARY COMMISSION’S RECOMMENDATION FOR THE WHEATLEY WARD IN THEIR ELECTORAL REVIEW OF SOUTH OXFORDSHIRE

Following the response by SODC and Cllr Purse’s comments Cllr Dalton proposed and Cllr Reilly seconded the Parish Council’s response should be to support the District Council’s response that there should be two single member wards for Wheatley and Holton.

83. TO RECEIVE A REPORT FROM THE ADVISORY GROUP ON THE YOUTH     CAFÉ SINCE ITS OPENING

Cllr Lamont tabled a report from the Advisory Group. This was accepted.

84.  REPRESENTATIVES TO OUTSIDE BODIES.

(i) The Howe Trust – Cllr Joyce Coveley – Agreed

(ii) Wheatley Charities – Mr Michael Lancashire – Agreed

85.   REPORTS FROM OUTSIDE BODIES

i)        The Merry Bells Management Committee – No report

ii)        The Howe Trust – No report

iii)       The Park Sports Centre Joint User Group – No meetings had been held.

iv)       Thames Valley Police  – a written report had been tabled

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

i)       To receive a report of the latest meeting – no meeting since last Parish Council meeting

ii)       To consider progress on a new Joint User Agreement – the Chairman has

e-mailed The Primary School Headteacher

87.   CALENDAR OF MEETINGS –  NOTED

i)    Planning Committee  – Wednesday 9th January 2013 – 7.30pm

ii)    F&GP Committee Monday 21st January 2013 – 7.30pm

iii)    Planning Committee – Wednesday 13th February 2013  – 7.30pm

iv)    F&GP Committee –  Monday 18th February 2013 – 7.30pm

v)    Parish Council Meeting – Monday 4th March  2013– 7.30 pm

vi)  CPRE Neighbourhood Planning Forum Tuesday 5th February at Dorchester   at Thames Village Hall. 9.30am – 5.00pm

vii)    Oxford Green Belt Network AGM – Tuesday 15th January – 7.45pm – Islip Village Hall

WHEATLEY PARISH COUNCIL

MINUTES OF THE EXTRA ORDINARY MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 2ND JULY 2012 IN THE MERRY BELLS AT 8.00 PM

PRESENT: Councillors: E.M. Stacey (Chairman), J Reilly. R Old, J. Anderson,

A Knapp, R Bell, C Dalton. E Bailey from 7.45pm), S Coleridge &            J Coveley

OFFICER: Gareth Morris, Clerk to the Parish Council

Also present: County Councillor Anne Purse and 12 members of the public

29.   APOLOGIES FOR ABSENCE had been received from Cllrs Birks and Willmott

30.   DECLARATIONS OF INTEREST – None

31.   MINUTES of the meeting of the Extra Ordinary Parish Council of Monday 18th June 2012 circulated with this Agenda were signed as a correct and accurate record after the following amendments had been made.

i) Page 1Present: change “G Anderson” to “J Anderson”

ii) Page 1 – Minute 25 – Add “ These had been recommended by F&GP”

iii) Page 2 – Minute 27(iii) – Last sentence of the penultimate paragraph – replace ”it was felt” with “indicated”

iv) Page 3 – Minute 27 – change (ii) in the top line to (iii)

v) Page 3 – Minute 27(iii) – 2nd paragraph, 3rd line – change ”11 & 17” to “10 & 19”

32.  UPDATE from the meeting held on Monday 14th May 2012

i) Minute 13(iib) page 4 Offer of affordable housing land

The clerk reported that he had received a telephone call from a resident living near on the London Road near Asda saying that they were extremely unhappy that the Parish Council had passed a resolution on the issue which was not on the Agenda. Also the resident reported that at the start of June following torrential rain that part of the village suffered a 16 hour power outage which affected the pumps at the sewage works. This emphasises the vulnerability of the area to flooding and further housing development in that area is likely to exacerbate the problem. NOTED

33.  UPDATE from the Extra Ordinary Meeting held on Monday 18th June 2012

i) Minute 26 – Code of Conduct – please find enclosed with this Agenda ‘A guide to the standards regime effective from 1st July 2012’

The clerk had received the ‘Register of Interests’ form and circulated to the Councillors present.

ii) Minute 27(i),(ii) & (iii) – Provision 2 nights per week at the Youth Centre

A meeting between the Parish Council, Fusion, the Maple Tree Centre OCC and other interested parties was to be held on 17th July. Cllrs Stacey and Carr to attend.

7.45pm Cllr Bailey joined the meeting

34. THE MINUTES of the meeting of the Planning Committee held on:

Wednesday 13th June 2012 which had been circulated with the agenda were received:

i) Minute 15(ii) –  A report on the site meeting on Windmill Lane was given. SODC’s Enforcement Officer would welcome any information about the unlawful use of the site. He also expressed concerns about the bunds that owner seemed to be making along the boundary with the public footpath.

35. THE MINUTES of the meeting of the F&GP Committee meetings held on

Monday 18th June 2012 which had been circulated with the Agenda were received

a) Minute 8 – Bollards along Church – site meeting with Arriva Bus Company – still to be arranged

b) Minute 9Footway around the Roundhouse – No information as yet from the County Council

36.       REPRESENTATIVES TO OUTSIDE BODIES

i) Wheatley Sportsfield Management Committee – the clerk reported that he had written to Mr Edson asking if he wished to remain on the committee but no reply had been received. It was agreed that a replacement be chosen at the next meeting.

ii) Wheatley Charities – the clerk reported that he had misunderstood Mr Targett’s intention. Mr Targett intends to resign next year (2013) when his term comes to and end. The clerk apologised to Cllr Bailey for the mistake.

37.  TO RECEIVE AND NOTE THE REPORT OF THE INTERNAL AUDITOR, MR  PHILLIP HOOD

The Parish Council Agreed to receive the report and note the points made.

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

The proposal is to reduce the number of SODC Councillors to 36, twelve fewer than at present. They are asking for evidence about the local area to help decide the pattern of wards for the whole district.

After a short discussion it was Agreed to refer the issue to the next F&GP Committee

8.30pm The Chairman declared the Council out of session

County Councillor Anne Purse – As the planning application for the extension of the Horspath is her ward of Forest Hill she had ‘called in’ the application. It would now appear before the SODC Planning Committee.

There were a number of speakers on the application for the extension of the Horspath reservoir at the top of Old Road all of whom were raising queries or objections for example:

  • Problems of dust, noise and fumes
  • Old Road could not cope with the amount of traffic forecast
  • Issues of pedestrian safety – especially school children
    • Congestion caused along the route, especially at the Sun corner and Littleworth Rd
    • Damage to roads and property along the route – especially the listed buildings
    • What about the weight limit through the village
      • Will the village receive recompense – Section 278 money for tha footway around the Roundhouse
      • What will be the effect on traders?
      • Have alternative routes been thoroughly investigated?
      • Have alternative sites been investigated.

9.15 The Chairman declared the Council back in session

39.  TO CONSIDER THE APPLICATION FOR THE EXTENSION OF HORSPATH RESERVOIR ON OLD ROAD P12/S1147/FUL Land Adjacent to Horspath Reservoir Old Road Wheatley (in the parish of Forest Hill) Construction of new reservoir ‘cell’ on land adjacent to existing Horspath reservoir. Erection of sampling kiosk and ICA kiosk, new fencing, CCTV security camera, and pole and provision of associated landscaping, access and associated works.

the Parish Council had not received official notification of the application but according to the SODC website the end of consultation date is stated as the 18th June and the decision date is stated as 13th August

Following the comments made during the Open Forum and in the discussion in full council, Cllr Dalton proposed and Cllr Coveley seconded that the Parish Council should recommend to SODC that the application be refused. This was Agreed by 12 votes in favour with 0 against and 1 abstention.

40. TO CONSIDER A REQUEST FROM FUSION YOUTH AND COMMUNITY TO USE CHURCH ROAD RECREATION GROUND ON 31ST JULY (7PM -9PM), 1ST AUGUST, (7PM -9PM) AND 2ND AUGUST (3PM -9PM) AND CULLUM ROAD RECREATION GROUND 31ST JULY (1PM-4PM) AND 1ST AUGUST (1PM-4PM)

This was Agreed

41.   REPORTS FROM OUTSIDE BODIES

i)        The Merry Bells Management Committee – No meeting

ii)        The Howe Trust – a wetland area had been successfully provided

iii)       The Park Sports Centre Joint User Group – No meeting

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

Cllr Willmott gave a verbal report

43.  FINANCIAL MANAGEMENT

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

b) Balances

After the cheques below have been paid the balances on the council’s accounts as at 2nd July will be as follows:

:                                                                              Community     £3,731.25

Tracker          £106,085.25

Treasury         £60,345.68

44.

SCHEDULE OF PAYMENTS  AUTHORISED

Payee Payment details Amount
Cheques paid
105531 Thames Valley Air Ambulance Grant Aid 100.00
105533 OALC Planning Training 42.00
d/d Orange Internet June 18.37
Total £160.37
Cheques to Pay
d/d Barclays Bank Ltd Charges 14/05-12/06 23.35
105539 WPSFMC 2nd Quarterly Payment 2,000.00
105540 Thames Water Memorial Gardens -07.03-18.06 7.90
105541 Berinsfield Community Business Verges and recs May2012 1,073.64
105534-538 GM/SW/JF/OCC/HMR&C June sal/wages/pen/PAYE/NICs 3,600.00
Total £6,704.89

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter advertising 167.00
Total £167.00

45.  CORRESPONDENCE – RECEIVED AND NOTED

(i) Shotover Preservation Society – Summer Newsletter 2012

(ii) Wheatley URC Newsletter – July August 2012*

46.   CALENDAR OF MEETINGS. – NOTED

i)    Planning Committee  – Wednesday 11th July 2012 – 7.30pm

ii)    Planning Committee – Wednesday 15th August 2012 – 7.30pm

iii)    F&GP Committee –  Monday 20th August 2012 – 7.30pm

iv)    Parish Council Meeting – Monday 3rd September 2011– 7.30 pm

v)    Date for a Councillor ‘walkabout’

Tuesday 10th July – 6.30pm – meet outside Merry Bells

Tuesday 24th July – 6.30pm

Meeting Closed 9.50pm

WHEATLEY PARISH COUNCIL

MINUTES OF THE EXTRA ORDINARY MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 18TH JUNE 2012 IN THE MERRY BELLS AT 8.00 PM

PRESENT: Councillors: E.M. Stacey (Chairman), J Reilly. R Old,

G. Anderson, A Knapp, R Bell, C Dalton. E Bailey, S Coleridge &            J Coveley

OFFICER: Gareth Morris, Clerk to the Parish Council

Also present: County Councillor Anne Purse

22.  APOLOGIES FOR ABSENCE had been received from P Willmott and G Birks

23. DECLARATIONS OF INTEREST – None

24. MINUTES OF THE AGM AND ORDINARY MEETING HELD 0N 14TH MAY2012 were signed as a correct and accurate after Cllr Anderson’s initial had been changed from ‘G’  to ‘J’ in Minute

25. TO RECEIVE THE FINAL ACOUNTS FOR THE FINANCIAL YEAR 2011-2012

i) To approve and sign the final accounts for the financial year 2011-2012

ii)  To receive and approve  SECTIONS 1 (Statement of Accounts) and SECTION 2 (Annual Governance Statement) OF THE ANNUAL RETURN FOR THE FINANCIAL YEAR 2011 -2012

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

The clerk went through the various papers explaining the figures and answering questions. A revised section 1 of the Annual Return was distributed which also showed that the Internal Auditor, who had paid his annual visit that afternoon had ‘signed off’ Section 2 of the Annual Return.

The Council went through Section 2 of the Annual Return, Annual Governance Statement  and answered ‘Yes’ to all the questions.

Cllr Reilly proposed and Cllr Coveley seconded that the final accounts for the financial year 2011-2012 be approved and signed  and that Sections 1 & 2 of the Annual Return  be received, approved and signed. This was Agreed unanimously

The clerk that he had received the Internal Auditors report just before the meeting started. There were no major recommendations made. The report would be circulated to all councillors and discussed at the council meeting on 2nd July.

26. TO ADOPT A CODE OF CONDUCT FOR THE PARISH COUNCIL by passing the following resolution:

“That

  1. the code of conduct adopted by the South Oxfordshire District Council be adopted as the code for members and co-opted members of the [Name of parish/town council] Parish/Town [delete as necessary] Council with effect from 1 July 2012, or such other date as may be specified in regulations, to replace the current code of conduct; and
  2. the clerk be requested to notify the monitoring officer of the South Oxfordshire District Council of the passing of the above resolution”

The resolution was proposed by Cllr Bell and seconded by Cllr Dalton and Agreed unanimously

27.       TO AGREE TO;

i) SIGN THE AMENDED FUNDING AGREEMENT WITH OXFORDSHIRE COUNTY COUNCIL RELATING TO THE BIG SOCIETY FUND (previously circulated)

Cllr Bell reported on the meeting held between Parish Councillors, clerk and officers of the County Council to look at the agreement between the two councils in the light of the fact the Parish Council wished to sub-contract the project to Fusion Youth and Community.

As a result the County Council had issued a new Agreement which was now before the meeting. Cllr Bell outlined the differences with original agreement. It was felt that there were no major differences between the two documents.

Cllr Bell proposed and Cllr Coveley seconded that the document be signed by the Chairman and Vice Chairman. This was Agreed unanimously.

The clerk would now contact the County Council to say the Parish Council were ready to sign the agreement so that the County could send out a non draft copy to be signed.

Also permission was to be asked of the County Council, under paragraph 9.2 of the Agreement, to sub contract the project to Fusion Youth and Community UK.

ii) SIGN THE SERVICE AGREEMENT BETWEEN THE PARISH COUNCIL AND FUSION YOUTH AND COMMUNITY

As a result of the meeting held with County Council officers and the new draft Agreement, Cllr Bell had redrafted The Service Agreement and Schedules to reflect what had been said and drawn up.

A meeting had been held between representatives of Fusion, and Cllrs Stacey, Reilly and Bell to discuss the changes. The representatives of Fusion had taken the document away but it was felt that they would have no objections to the changes made.

Cllr Dalton proposed and Cllr Coveley seconded the Service Agreement and Schedules be signed by the Parish Council. This was Agreed unanimously

ii) TO CONSIDER SETTING UP AN ADVISORY COMMITTEE AS PER CLLR BELL’S RESOLUTION DEFERRED FROM LAST MEETING

Under Section 3 of Schedule 3 of the Service Agreement a monitoring committee, set up as an Advisory Committee, would be set up.

Cllr Bell had proposed the following resolution which had been deferred from the last meeting, so that the position of the County Council could be clarified.

“To set up an Advisory Committee under Standing Order 56(a) of the Parish Council’s Standing Orders to monitor, investigate and promote facilities for young people of the village between the ages of 11 & 17.The committee to consist of three parish councillors, two representatives from Fusion Youth & Community(Fusion) and one member of the public with teenage children and experience of youth work. To be known as  ‘The Youth Facilities Advisory Committee’.

Terms of reference:

  1. To act as the monitoring committee for the Youth Club activities now to be carried out by Fusion  in accordance with the agreement signed with them.
  2. To carry out detailed research into the needs and aspirations of young residents of the village and to investigate possible areas of land where these activities might take place.
  3. To do this by organising a house to house survey throughout the village of all residents.
  4. The committee to form a Steering Group of interested villagers, including the young people concerned, to undertake this work
  5. To report back to the Parish Council on the results and recommendations for action within the next twelve months.”

The resolution was Agreed unanimously

28.  DATE OF NEXT MEETING – MONDAY 2nd July 2011 – Noted

9.00pm The Chairman declared the Council out of session.

County Councillor Anne Purse – she said that she was having a meeting with Mr Keith Stenning, Area Steward OCC Highways, in the village next Wednesday and she suggested that they come to the office for a brief meeting on issues such as the footway around the Round House

9.20pm The Chairman declared the Council back in session and the meeting closed

The meeting closed at 9.20pm