Wheatley Parish Council

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

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

OFFICER THE CLERK: Gareth Morris

ALSO PRESENT: 2 members of the public

MEMBERS HAD BEEN REMINDED BY MEANS OF THE AGENDA THAT IF THEY   HAD AN INTEREST TO DECLARE IN ANY AGENDA ITEM, THEY SHOULD DO SO IN ADVANCE OF THE MEETING IN THE BOOK PROVIDED FOR THIS PURPOSE. There were no such declarations

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

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

19. MATTERS ARISING FROM THE MINUTES  24th May 2010

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

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

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

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

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

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

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

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

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

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

8.00 pm – The Finance and General Purposes Committee meeting was adjourned to enable the Extra-Ordinary Meeting of the Parish Council to approve the 2009 – 2010 Accounts and Annual Return

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

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

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

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

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

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

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

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

25. TO CONSIDER MATTERS RELATING TO TREES WITHIN THE VILLAGE

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

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

26. CLERK UPDATE

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

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

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

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

27. GRANTS, LICENCES AND SUBSCRIPTIONS

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

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

28. FINANCIAL MANAGEMENT

Balances

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

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

Tracker           £30,780.12

Treasury         £59,955.37

SCHEDULE OF PAYMENTS AUTHORISED

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

INCOME RECEIVED SINCE LAST MEETING

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

29. PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED

i)        The Haseleys – Newsletter June 2010*

ii)        Wheatley URC Newsletter June 2010*

iii)        Little Milton Newsletter June 2010*

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

v)        Shotover Preservation Society – Summer Newsletter 2010*

vi)        Great Milton Bulletin June 2101*

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

* On display in Parish Office

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

WHEATLEY PARISH COUNCIL

MINUTES OF THE EXTRA ORDINARY MEETING OF THE COUNCIL

HELD ON MONDAY 21st JUNE 2010 IN THE MERRY BELLS AT 8.00 pm

PRESENT: Councillors: J. M. Carr (Chairman), G. Birks, R. T .Bell, E. M. Stacey, C Sprent, N Messenger & S Coleridge

OFFICER: Gareth Morris Clerk to the Parish Council

ALSO PRESENT: Two members of the public

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

23. APOLOGIES FOR ABSENCE had been received from Cllrs Reilly, Dalton, Coveley, Fyffe, Willmott & Devlin.

24. TO RECEIVE THE FINAL ACOUNTS FOR THE FINANCIAL YEAR 2009-2010

i)             To approve and sign the final accounts for the financial year 2009 – 2010

The Clerk reported that Mr Brian Rollerson had visited the Parish Office the previous Friday to inspect the council’s accounts and various other

documentation. There was an imbalance of £57.86 on the bank reconciliation as of 31st March 2010 which had to be found. Otherwise everything else was satisfactory and he had signed Section Four of the Annual Return.

Mr Rollerson’s report had been received that afternoon. One criticism was the poor rate of return that the Council was receiving from its Treasury Deposits and a better rate of return should be found.

The report will be distributed in full for discussion at the July Parish Council meeting

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

Cllr Birks proposed and Cllr Stacey seconded that the final accounts for the financial year 2009 – 2010 be approved and signed. 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 2009-2010.

iii)

Cllr Birks proposed and Cllr Messenger seconded that SECTIONS 1 (Statement of Accounts) and SECTION 2 (Annual Governance Statement) OF THE ANNUAL RETURN FOR THE FINANCIAL YEAR 2009-2010 be approved and signed.

This was Agreed unanimously

25. DATE OF NEXT MEETING – MONDAY 5TH JULY 2010 – NOTED

The meeting closed at 8.10 pm

WHEATLEY PARISH COUNCIL

MINUTES OF THE ANNUAL GENERAL MEETING OF THE COUNCIL

HELD ON MONDAY 11th MAY 2010AT THE MERRY BELLS AT 7.30PM

PRESENT: Councillors: J Reilly (Chairman), J. M. Carr (Retiring Chairman), C .M. Dalton,

G. Birks, R. T .Bell, P Willmott , M Fyffe ,E. M. Stacey, J Coveley, P Devlin (until 9.30pm), C Sprent, N Messenger, S Coleridge & A Knapp (from 8.05pm)

OFFICER: Gareth Morris Clerk to the Parish Council

ALSO PRESENT: County Councillor Anne Purse and one member of the public  

The Retiring Chairman welcomed all to the meeting. She then thanked the Councillors for their support she had received from them during her three year term of office.

1          ELECTION of Chairman for 2010 – 11 and Acceptance of Office

Cllr Reilly was proposed by Cllr Birks and seconded by Cllr Stacey. There being no other candidate Cllr car was declared elected and signed the Acceptance of Office after the meeting

Cllr Reilly thanked Cllr Carr for her hard work as Chairman of the Council. This was echoed by the whole council.

2          APOLOGIES FOR ABSENCE – none

3          ELECTION of Vice-chairman

Cllr Carr was proposed by Cllr Dalton and seconded by Cllr Birks. There being no other candidate Cllr Carr was declared elected.

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

Cllr Dalton proposed and Cllr Willmott seconded that the Standing orders (including the Code of Conduct) be adopted. This was Agreed

5          APPOINTMENT of Committees;

` The chairman and vice-chairman are ex-officio members of every committee

a)  Standing Committees

i)   Finance & General Purposes

Cllrs Bell, Devlin, Fyffe, Birks, Coleridge, Carr &Stacey

ii)  Planning

Cllrs, Coveley, Sprent, Willmott, Messenger & Dalton

b) Advisory Committees and Working Groups

i) Traffic and Roads Advisory Committee (TRAC)

Cllrs Dalton, Fyffe, Bell, Reilly, Coveley, Sprent, Stacey, Carr, Birks & Messenger

ii) Recreation Areas Working Group

Cllrs Fyffe, Reilly and Dalton

6    CONFIRMATION of representatives to outside bodies:

i Merry Bells Management Committee; Cllr Carr

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

iii   Wheatley Sports Field Management Committee; Messrs Peter Bayliss, Richard Cosier, and Paul Edson, and Cllrs Roger Bell, Messenger & Paul Willmott.

Cllr Bell proposed and Cllr Dalton seconded that

iv Howe Trust; Cllrs Caroline Dalton and Gwendolen Birks and Janet Carr

v Park Sports Centre Advisory Committee; Cllr Roger Bell

vi   Wheatley Charities; Mr Peter Targett, (until 2013) and Mr Graham Colverson (until 2011)

vii   Public Transport Representative; Mr James Dalton.

Mr Dalton was given a vote of thanks for the work he puts in to his role as Public  Transport Representative

viii   Wheatley Windmill Preservation Society; Cllr Caroline Dalton

FIRST STATUTORY MEETING OF WHEATLEY PARISH COUNCIL

for council year 2010 – 11

7   APOLOGIES FOR ABSENCE – None

8   MINUTES of the meeting of the Parish Council of Monday 1st  March

2010, circulated previously, were signed as a correct and accurate record

9  CO-OPTION OF NEW PARISH COUNCILLOR

It was Agreed to take item 15 – Co-option of new parish councillor

Mrs Angela Knapp was present at the meeting and she explained that she wished to stand for co-option to the Parish Council. Mrs Knapp gave details of her address and occupation.

Cllr Birks proposed and Cllr Carr seconded that Mrs Knapp be co-opted on to the Parish Council. Agreed unanimously

Cllr Knapp joined the meeting (8.05 pm) and signed the acceptance of Office

There remains one vacancy on the Parish Council

10  MATTERS ARISING from the meeting held on Monday 1st March 2010

i)    Minute 97(i) – Waiting restrictions etc on Church along Church Road – nothing to

report

ii)   Minute 97(ii) – Review of 2004 Village Plan – Cllrs present at the March meeting would present a report to the wider Village Plan Group 9including The Wheatley Society) on Tuesday 8th June at 7.30 pm

iii)    Minute 97(iii) – update re Cullum Road Recreation Area project. Cllr Fyffe reported that the refurbished recreation ground opened for the second week of the Easter holidays. There were issues of alleged anti-social behaviour such as motor cycle riding etc. which would be addressed. Signs, seats and tables would be provided and ROSPA had made comments which meant that extra costs would be incurred. She was also trying to address the problem of cats using the sand pit

iv)    Minute 97(v) – Shotover Estate’s policy on public access. Cllr Carr had had a site meeting with Alexander Stanier and his agent. The Estate would drain the area by the Westfield entrance; provide a wider ‘Kissing Gate’ at the entrance and one to replace the stile across the field. There was still the issue of the locked gates at the Park Hill entrance but Cllr Carr was hopeful that a compromise might be reached on providing access at least for mobility scooters.

v)    Minute 99(ii)(b) Horse Chestnut tree in St Mary’s Close – in reply to a question from Cllr Bell the Clerk replied he hoped to set up a site visit with the tree surgeon and Cllrs Dalton, Devlin and Reilly either the coming Saturday or the Saturday after. Residents would be informed of the date and time.

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

i.)    Wednesday 10th March 2010, circulated previously

ii.) Wednesday 31st March 2010, circulated previously

iii.)    Wednesday 21st April 2010, circulated with the Agenda

a)      The Planning Committee recommends that future meetings are held every calendar month rather than every 3 weeks as at the moment (as SODC’s Planning Committee is now going to meet monthly not every three weeks as previously).

Agreed

12. THE MINUTES of the meetings of the F&GP Committee meetings held on:

i)        Monday 15th March 2010, circulated previously

ii)        Monday 19th April 2010, circulated with the Agenda

a)    Minute 5 – Parish Council website – to consider going live at the start of June – Agreed

b)    Minute 8 – Wheatley Park Sportsfield Management Committee. The Parish Council can see no objection why the new contract should not be offered to M J Watts and to confirm that the Parish Council is bound by the current agreement.- Agreed

8.30 pm The Chairman declared the Council out of session and asked the County and District Councillors to speak

County Councillor Anne Purse – the plan for the extension of the Park and Ride car park at Thornhill was to go ahead. A plan for differentiated charging, for those parking and travelling to London might be introduced.

A new stage in the consultation process on the OCC Local Transport  Plan 3 had just started. She felt that a second meeting of the attendees of the first meeting on A40 road noise should be convened.

District Councillor Carr – SODC had agreed to clear the grit that had been left during the winter on High Street and surrounding roads in the village.

8.50 pm – The Chairman declared the Council back in session

Agreed that the Clerk, in consultation with Anne Purse, convene a second meeting of the interested parties re A40 road noise.

13. TO CONSIDER PLANNING APPLICATION P10/W0461/O(Outline)(Minor) Land Adjoining Little Worth Park Coopers Close  Development of 2 x 2 bedroom houses, 4 x 3 bedroom houses and 1 x 3-4 bedroom house

The Clerk reported that a number of residents had written directly to SODC, only one had copied their letter to the Parish Council. These mainly reiterated the objections made to the previous objections.

Cllr Bell read out a number of points he felt should be made to SODC about the failure of the new application to meet the Inspectors reason for dismissing the original one.

Cllr Dalton proposed and Cllr Carr seconded that the Parish Council recommend to SODC that this application be refused. Agreed unanimously. It was further Agreed that the points made by Cllr Bell, with emphasis on the footpath being integral to the Primary School’s Travel Plans, along with the original objections made by the Parish Council be incorporated into the parish’s reasons for recommending refusal.

14.  TO RECEIVE A PETITION ON THE PROVISION OF TOILETS IN THE VILLAGE   PRESENTEDTO THE CHAIRMAN OF THE PARISH COUNCIL AT THE ANNUAL PARISH MEETING

A petition of some 97 signatories had been handed to the Chairman at the end of the Annual Parish Meeting in March. It requested ‘that plans are made and quickly proceeded with to provide toilet facilities in the village’.

The Council carefully considered the Petition and Agreed

  • The expense of providing toilets would be substantial and beyond our means
  • The Police objected to the previous toilet provision (provided and now withdrawn by the District Council) on the grounds of public policy and safety
  • The Council is unable to provide the requested toilet facilities

15.  REPORTS FROM OUTSIDE BODIES

i)        Neighbourhood Action Group – Cllr Reilly reported that following the recent consultation issue for Wheatley were, on top of the usual ones of speeding and parking: vandalism and Anti Social Behaviour; Litter and Flytipping. 116 out of the 213 responses said there were ‘no issues’. The Police welcomed the parish Councils intention to place a Youth shelter in Church Road recreation Ground.

9.30 – Cllr Devlin left the meeting

ii)        The Howe Trust – Cllr Dalton reported that the Howe Trust now owned the strip of land in Howe Close leading to the Howe.

iii)        The Park Sports Centre Joint User Group – Cllr Bell reported that the changes to the gym would be started in the near future. Usage of the centre overall continued to rise

iv)        Meeting with the Primary School re the School Travel Plan

Cllr Birks tabled a report of the meeting held on 24th March, between Parish Councillors, School Governors, the Headteacher and Mr Early (OCC School Travel Plans Officer). It was Agreed that the report be attached to the minutes of the Parish Council meeting and that it be sent to the Headteacher and Chairman of Governors

16   TO CONSIDER MATTERS RELATING TO WHEATLEY PARK SPORTSFIELD  MANAGEMENT COMMITTEE

i)         Cllr Bell reported on a meeting between Members of the Management Committee with Mr Uzzell (WPSFMC planning consultant), District Councillor Carr and Sharon Crawford (Planning Officer SODC) at the site of the proposed pavilion development on the sports field at Holton. The feedback received from the Planning officer was encouraging.

9.50 pm Cllr Carr proposed and Cllr Birks seconded that Standing orders be suspended for 10 minutes in order to finish the Agenda – Agreed

17  CORRESPONDENCE RECEIVED AND NOTED

i)   Oxfordshire Playing Fields Association Spring 2010 Newsletter*

ii)   CPRE – Members’ Guide 2010 & “Countryside Voice” Spring 2010*

iii)   The Haseleys –May 2010*

iv)   Oxfordshire nature Conservation Forum –“ Oxfordshire Biodiversity News”*

v)   Oxfordshire Playing Fields Association – Spring 2010 newsletter*

vi)   Wheatley URC May 2010 newsletter*

vii)  Little Milton May 2010 newsletter*

* on display in Parish Council

18.   CALENDAR OF MEETINGS – Noted

i)    Planning Committee  – Wednesday 12th May 2010 – 7.30pm

ii)    F&GP Committee – 24th May 2010 – 7.30pm

iii)    Planning Committee  – Wednesday 9th June 2010 – 7.30pm

iv)    F&GP Committee – Monday 21st June 2010 – 7.30pm

v)    Parish Council Meeting – Monday 7th July 2009– 7.30 pm

21.   RESOLUTION TO EXCLUDE THE PUBLIC

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

Agreed

22. THE MINUTES OF THE CONFIDENTIAL SESSIONS OF THE FINANCE AND GENERAL PURPOSES MEETING OF 15th MARCH &19th APRIL 2010– circulated with this Agenda were received

Meeting closed at 9.53 pm

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 17th MAY 2010 IN THE PARISH OFFICE AT 7.30PM

PRESENT: Councillors:  G Birks (Chairman), P Devlin (retiring Chairman), R Bell, J Reilly & M Fyffe, (from 8.10 pm)

OFFICER THE CLERK: Gareth Morris

MEMBERS HAD BEEN REMINDED BY MEANS OF THE AGENDA THAT IF THEY   HAD AN INTEREST TO DECLARE IN ANY AGENDA ITEM, THEY SHOULD DO SO IN ADVANCE OF THE MEETING IN THE BOOK PROVIDED FOR THIS PURPOSE. There were no such declarations

1.  ELECTION OF CHAIRMAN

Cllr Birks was proposed by Cllr Reilly and seconded by Cllr Stacey. There being no other nominations, Cllr Birks was declared Chairman.

She thanked Cllr Devlin for his work as Chairman over the past 12 months, especially for taking the initiative in setting up a Parish Council website.

2.  ELECTION OF VICE-CHAIRMAN

Cllr Stacey was proposed by Cllr Reilly and seconded by Cllr Birks. There being no other nominations, Cllr Stacey was declared Vice-Chairman.

The Chairman also paid tribute to Cllr Reilly for so ably standing in when the previous Chairman was unable to attend.

3. APOLOGIES FOR ABSENCE had been received from Cllrs Carr and Coleridge.

4.  MINUTES OF THE PREVIOUS MEETING held on the 19th April 2010, which had been

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

to the title of Minute 5, changing “COMMUNITY” to “PARISH COUNCIL”

5.  MATTERS ARISING FROM THE MINUTES  19th April 2010

i)  Minute 132(i)   – Ex toilet block land – No further information had come from SODC

It was agreed to defer discussion on Item 6 (Cullum Road Recreation Ground) until Cllr Fyffe arrived

6.  TO REPORT ON PROGRESS ON THE PROVISION OF A PARISH COUNCIL WEB SITE

The Clerk reported that the new web site was now ‘live’. He was putting the Agendas for meetings on the site as well as names of Parish, District and County Councillors and links to OCC and SODC. News items such as the new Chairman and Parish Councillor had also been added. Minutes of meetings would be added after they had been approved.

He urged Parish Councillors to view the site and make suggestions for extra links etc.

The more people who accessed the site the higher up the ‘Google’ list it would appear.

8. TO CONSIDER THE PURCHASE OF A DOG BIN ALONG THE FOOTPATH BEHIND BARLOWS CLOSE.

This follows a request from SODC who had received a complaint from a resident.

Agreed that a further dog bin be purchased and located at the Littleworth Road end of the path, opposite the Primary School.

9.  TO CONSIDER THE OCC LOCAL TRANSPORT PLAN 3 (2011-2030) Consultation 5: Scenarios

Scenarios Consultation Drop in Event – Oxford Thurs 27 May 2010 – 5.00 PM – 7.00PM

Common Hall Café, County Hall.  End of consultation 20th June 2010 (see enclosed papers. View complete document either in Parish Office or at http://myconsultations.oxfordshire.gov.uk/

This matter to be referred to the next Trac meeting to be held on Monday 14th June.

10.  TO CONSIDER THE REPLACEMENT OF THE CHURCH ROAD RECREATION   GROUND’S YOUTH SHELTER

A quote had been received from Monster Play Systems for £9,740.75 including fixing and steel base plate (inc VAT). Agreed that the Parish Council investigate sources of external funding. Cllr Stacey offered to look into possible sources.

11.  CLERK UPDATE

i) Seat on Farm Close Road – This had now been installed

ii)        Kelly’s Road Allotments – The excess vegetation had been removed from one of the allotments. There needed to be more done to the allotment before it could be re-let. Councillors were urged to visit the site. Some councillors felt that an increase in rents would now be in order to bring them more in to line with other allotment sites.

iii)        Trees within the village – The sycamore trunk against the Templar’s Close fence in Church Road Recreation area and the diseased tree in the Memorial Gardens had been felled and an aerial survey of its neighbour undertaken.

Also the hedge on the east side of the footpath up from Farm Close Road had been trimmed and the ivy etc had been taken from a tree further up to allow the light from the new lamp to travel further up the path.

St Mary’s Close – a meeting with Mr Harris of Tree Care Associates had been arranged for Saturday 5th June. Cllrs Dalton, Devlin and Reilly to attend

iv)        Lights within the village – reply from SOHA to the request for an extra light by the garages on the path up from the Avenue, saying that the cost of provision would be considerable and difficult to justify for the benefit gained. Agreed to put this item in abeyance for the moment.

It was further Agreed to withhold payment from OCC for the light on the path by Farm Close Road Recreation Ground until the trench across the path had been tarmaced and the yellow plate removed

v)        Project for year six of the Primary School – agreed to provide plants for planting in the planter by the High Street shops.

vi)        To consider the desire of Asda to be ‘more involved in the community’ – suggested that Asda be asked for funding towards the provision of a Youth shelter on Church Road recreation Area.

8.10 pm Cllr Fyffe joined the meeting

vii)        Change to bank mandate – agreed to add Cllr Reilly to list of signatories (in place of Cllr Fyffe)

viii)        2009-2010 Accounts  – visit of internal auditor Friday 18th June – The Annual Return has to be approved by the Parish Council no later than 30th June 2010.

It was agreed that, provisionally, the Annual Return could be approved at a Special Parish Council meeting at 8.00pm on Monday 21st June. The F&GP meeting held at that date to be suspended and then resumed.

ix)        Accident High St/Bell Lane junction Thursday 13th May – possible changes to vehicle movements through Bell Lane to be considered at the next Trac meeting

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

i)              Extra items – Cllr Fyffe reported on the need for additional items to be provided eg seat (in Memory of John Spence – replacing the one removed) and table and extra planting and trellis. It was felt that ‘motor bike inhibitor etc would not be effective in preventing the small cycles from gaining access. Cllr Fyffe and the Clerk to meet to decide the amount of finance available and if sufficient to go ahead and purchase the items.

ii)             Letters from resident complaining about the footballs being kicked against their garden fence. The Committee felt that as playing football was extremely popular the goal area would not be removed but some form of protection to the fence would be sought (eg extra planting). Signs had been erected saying that motorcycles should not be ridden in the recreation ground.

The Committee believed that the improvements had led to a much pleasanter and inviting community space which was enjoying increased usage. They, therefore, did not wish to remove or change any of the items but would monitor the situation over the next months and then consider whether changes needed to be made.

The Clerk was asked to reply to the complainants with the committees views and request that any future e-mails be sent to the Parish Office, rather than direct to individual Councillors so that a complete record can be kept of residents’ views. Such e-mails are reported to the Chairman and to the committees.

iii)         Letter from resident requesting that the parish Council consider selling to them and their neighbour to area of one of the entrances that had now blocked off by gates at both ends. This item would be considered further at the next F&GP Committee meeting. The Clerk to reply to the resident to that effect.

12. TO CONSIDER A REQUEST FROM THE CITY OF OXFORD SILVER BAND TO USE THE MEMORIAL GARDENS FOR A CONCERT ONE SUNDAY AFTERNOON IN AUGUST

AGREED to permit the use of the Memorial Gardens for the concert; to allow a collection to take place and to grant £50 towards the event under Section 145, Local Government Act 1972

13.  GRANTS, LICENCES AND SUBSCRIPTIONS – None

14.  FINANCIAL MANAGEMENT

a) The budget to March 2010 was scrutinised by the Committee

b) Balances

After the cheques below have been paid the balances on the council’s accounts was  as follows:                                                                      Community       £8,951.28

Tracker           £37,780.12

Treasury        £59,937.34

SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105094,6-9 GM/SW/JF/OCC/HMR&C April sal/wages/pen/PAYE/NICs 3,513.31
105095 Ox-Design (Jonathan Crowe) Web hosting 72.00
105100 WPSFM 1st instalment 2010-2011 2,000.00
105101 Playsafety Ltd RoSPA Inspection of Cullum Rd 464.13
105102 Ox Design (Jonathan Crowe) Remaining amount for website 378.00
105103 Berinsfield Business Community Verges,recs,FCR patio –July inv 762.92
Total £7,190.36
Cheques to Pay
105104 Sage Accounting stationary 69.81
105105 Berinsfield Community Business Verges and Recs April 2011 804.87
105106 Ken Watts Installation of seat at Farm Cl Rd 446.50
105106 Ken Watts Clearing of Allotments 940.00
105107 OCC Lampost – FCRd/KHDr 4,754.09
105108 Falcon Signs Parish Council office sign 42.30
105109 Anthony Stiff Associates Cullum Rd Recreation area 1,703.75
105109 Kavan Ring Trees Mem Gardens/Ch Rd Rec 600.00
105110 BT Telephone 12/2 – 13/5 140.65
Active Installations Cullum Rec Area – final payment 40,535.08
GM/SW/JF/OCC/HMR&C April sal/wages/pen/PAYE/NICs 3,400.00
Total £53,437.05

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter Advertising 1,583.91
Total £1,583.91

15.  PUBLICATIONS & CORRESPONDENCE NOTED

i)        ORCC Review – Spring/Summer 2010*

ii)        Clerks and Councils Direct*

iii)        The Soldiers of Oxfordshire Military Museum, Woodstock – Exhibition “Winston Churchill, Oxfordshire Hussar, 1901-1965”*

iv)        Fusion Youth and Community UK- letter of thanks

v)        OCC – Home2School –Newsletter – Summer 2010*

vi)        SODC – Minutes of the Standards Committee 14.04.10*

vii)        Great Milton Bulletin May 2010*

viii)        NHS Oxfordshire – Health News Issue 1 2010*

ix)        Brookes University Residents Associations’ meeting – Wednesday 2nd June at 6.30 pm, Gipsy Lane site

x)        ORCC – Two invites to its 90th Birthday party at the Abingdon Four Pillars Hotel on Saturday 3rd July 2010 at 10.00 am to 2.00 pm

* On display in Parish Office

16.  DATE OF NEXT MEETING  –  21st June 2010 – Noted

NB Provisionally to meet before a special meeting of full council to approve the 2009 –  2010 accounts

As the time was 9.35 pm it was Agreed to defer the items of confidential business until the next meeting.

Meeting closed at 9.35 pm

Wheatley Parish Council

MINUTES OF THE MEETING OF THE PLANNING COMMITTEE OF

THE COUNCIL HELD ON WEDNESDAY 12th May 2010

PRESENT: Cllrs C Dalton (Chairman), C Sprent, A Knapp, N Messenger (until 7.55 pm), P Willmott & J Reilly

Officer: the Clerk – G Morris

Also present: One member of the public

MEMBERS HAD BEEN ADVISED BY MEANS OF THE AGENDA THAT IF THEY HAD AN INTEREST TO DECLARE IN ANY AGENDA ITEM, THEY SHOULD DO SO IN ADVANCE OF THE MEETING IN THE BOOK PROVIDED FOR THIS PURPOSE.

Cllr Messenger declared a personal and prejudicial interest in Agenda item 5(ii)

and left the meeting when that item was reached

1 ELECTION OF CHAIRMAN FOR 2010-2011

Cllr Dalton Proposed by Cllr Willmott and seconded by Cllr Sprent

As there were no other candidates Cllr Dalton was declared elected As  Chairman for 2010-2011

The Chairman welcomed Cllr Knapp to her first Planning Committee meeting

2. APOLOGIES FOR ABSENCE had been received from Cllrs Carr & Coveley

3  MINUTES OF THE PREVIOUS MEETING HELD ON 21st April 2010

circulated with the Agenda was signed as a correct and accurate record

4  MATTERS ARISING FROM MEETING HELD ON 21st April 2010

i) Minute 75 (i) Land by Wheatley Windmill – no further news

ii) Minute 8 (i) The full Parish Council meeting held on 10th May had recommend refusal to the planning application for development of the land off Coopers Close

iii) Minute 8(iii) The full Parish Council meeting held on 10th May had agreed to the Planning Committee meeting once every month

5  AMENDMENTS TO PREVIOUS APPLICATIONS – None

6  NEW PLANNING APPLICATIONS

i)        P10/W0481 (Other) 7 Simons Close Ground floor extension for disabled child

Agreed – Recommend Approval

ii)       P10/W0371 (Other) 92 High St. Removal of existing roof and replacement roof   structure to provide accommodation space. Recommend – No Strong Views. Comment – Shared access 20 90 High Street to be preserved at all times and be mindful of the fact the building is in the Wheatley Conservation Area

7.55 pm Cllr Messenger, having declared an interest in the next item left the meeting

iii) P10/0429 (Other) 18A Old London Road. Single storey lean to extension and bay window extension, internal rearrangements – The Chairman asked the applicant, who was present to speak to the application. Agreed – Recommend Approval

iv)        P10/W0550/RM (Reserved Matters) (Minor) 13 Station Road Proposed landscaping

Agreed – Recommend Approval Comment – The Parish Council hope that the trees do materialise

7  PLANNING DECISIONS AND NOTIFICATIONS – NOTED

i)        P10/W0314/LD (Lawful Development) Castle Hill Farm Single storey rear extension – Is lawful development 14.04.10

ii)        P10/W0131 (Other) 48 Littleworth Single Storey rear extension with flat roof and   porch extension to side of house No Strong Views – GRANTED 23.04.10

iii)        P10/W0289(Other) 61 Beech Road. Single storey rear extension to form new kitchen 15.03.10 and family room Recommend Approval – GRANTED 30.04.10

iv) P10/W0247/LD Garage site adjacent to 51 London Road. Proposed continuation of use of land and workshop as B2 – WITHDRAWN 05.05.010

8  CORRESPONDENCE – none

9  DATE OF NEXT MEETING –– 9th JUNE  2010 – Noted

The meeting closed at 8.11 pm