Wheatley Parish Council

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

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

OFFICER THE CLERK: Gareth Morris

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

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

37.  APOLOGIES FOR ABSENCE had been received from Cllr Fyffe

38 . DECLARATIONS OF INTEREST – None

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

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

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

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

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

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

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

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

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

area.

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

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

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

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

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

44.  TO CONSIDER THE FOLLOWING OXFORDSHIRE COUNCIL CONSULTATIONS:

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

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

To be placed on the Agenda of the next full council

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

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

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

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

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

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

Proposed by Cllr Bell and Seconded by Cllr Old and Agreed

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

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

49.  CLERK UPDATE

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

50.  GRANTS, LICENCES AND SUBSCRIPTIONS – NONE

51.  FINANCIAL MANAGEMENT

a) The budget to June 2011 was circulated and explained. Overall expenditure was in line with what was to be expected at this point in the financial year. The increase in the insurance premium was due the new equipment in Cullum Road Recreation Area. A completed copy of reconciled bank statement was signed by the Chairman & RFO

b) Balances

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

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

Tracker           £77,436.95

Treasury           £60,110.57

SCHEDULE OF PAYMENTS AUTHORISED

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

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

INCOME RECEIVED SINCE LAST MEETING

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

52.  PUBLICATIONS & CORRESPONDENCE RECEIVED  – Noted

i)        The Haseleys – Newsletter July 2011*

ii)        Little Milton Newsletter July 2011*

iii)        Great Milton Bulletin June 2011*

iv)        Wheatley URC Newsletter July 2011

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

vi)        Holton, Waterperry & Waterstock News July 2011*

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

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

* On display in Parish Office                         ** Action needed

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

54. RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Reilly proposed and Cllr carr seconded that:

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

Agreed nem con

Wheatley Parish Council

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

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

OFFICER THE CLERK: Gareth Morris

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

21.  APOLOGIES FOR ABSENCE had been received from Cllr Anderson

22 . DECLARATIONS OF INTEREST – None

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

were signed as a correct and accurate record

24. MATTERS ARISING FROM THE MINUTES 23rd May 2011

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

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

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

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

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

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

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

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

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

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

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

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

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

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

28.  TO CONSIDER THE FOLLOWING OXFORDSHIRE COUNCIL CONSULTATIONS:

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

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

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

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

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

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

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

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

30.  CLERK UPDATE

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

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

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

31.  GRANTS, LICENCES AND SUBSCRIPTIONS

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

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

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

32.  FINANCIAL MANAGEMENT

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

b) Balances

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

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

Tracker           £82,426.39

Treasury           £60,110.57

SCHEDULE OF PAYMENTS AUTHORISED

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

INCOME RECEIVED SINCE LAST MEETING

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

33.  PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED

i)        The Haseleys – Newsletter June 2011*

ii)        Little Milton Newsletter June 2011*

iii)        Great Milton Bulletin June 2101*

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

v)        ORCC Review may 2011*

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

vii)        Holton, Waterperry & Waterstock News June 2011*

viii)        LCR (Local Council Review) Summer 2011*

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

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

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

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

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

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

xiv)   Shotover Preservation Society – Summer newsletter 2011*

* On display in Parish Office                         ** Action needed

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

35. RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Reilly proposed and Cllr Carr seconded that:

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

Agreed nem con

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

Wheatley Parish Council

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

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

OFFICER THE CLERK: Gareth Morris

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

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

  1. 1. ELECTION OF CHAIRMAN

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

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

  1. 2. ELECTION OF VICE CHAIRMAN

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

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

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

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

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

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

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

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

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

ii) Minute 163 – Refurbishment of Cullum Road Recreation Area

The Clerk reported that the new trees had been planted.

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

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

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

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

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

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

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

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

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

(referred from full council)

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

The Clerk also circulated Draft Terms of Reference from 2007.

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

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

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

  1. 12. CLERK UPDATE

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

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

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

  1. 13. GRANTS, LICENCES AND SUBSCRIPTIONS

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

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

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

15.  FINANCIAL MANAGEMENT

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

ii) Balances

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

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

Tracker           £87,426.39

Treasury         £60,081.45

SCHEDULE OF PAYMENTS AUTHORISED

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

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter Advertising 403.00
Total 403.00

16. TO CONSIDER THE TRAINING COURSES OFFERED BY OALC

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

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

17  PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED

i)        The Haseleys – Newsletter May 2011*

ii)        Wheatley URC Newsletter March 2011*

iii)        Little Milton Newsletter May 2011*

iv)        Great Milton Bulletin May 2011*

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

vi)        Wheatley URC May 2011*

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

viii)        Wheatley Park School  April Newsletter*

ix)        Oxfordshire Playing Fields Association – Spring newsletter*

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

xi)        CPRE – ‘Field Work’ Spring 2011*

*On display in Parish Office

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

19. RESOLUTION TO EXCLUDE THE PUBLIC

Cllrs Birks proposed and Cllr Reilly seconded that:

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

Agreed nem con

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

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

Wheatley Parish Council

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

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

OFFICER THE CLERK: Gareth Morris

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

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

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

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

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

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

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

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

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

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

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

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

8.10pm Cllr Fyffe joined the meeting

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

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

  1. 166. CLERK UPDATE

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

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

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

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

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

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

  1. 167. GRANTS, LICENCES AND SUBSCRIPTIONS

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

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

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

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

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

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

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

  1. 169. FINANCIAL MANAGEMENT

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

ii) Balances

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

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

Tracker           £103,426.39

Treasury         £60,081.45

SCHEDULE OF PAYMENTS AUTHORISED

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

INCOME RECEIVED SINCE LAST MEETING

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

170  PUBLICATIONS & CORRESPONDENCE NOTED

i)        The Haseleys – Newsletter April 2011*

ii)      Wheatley URC Newsletter March 2011*

iii)          Little Milton Newsletter April 2011*

iv)         Great Milton Bulletin April 2011*

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

vi)         Wheatley URC April 2011*

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

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

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

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

xi)          Letter from Resident re traffic speeds on London Road

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

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

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

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

*On display in Parish Office

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

  1. 172. RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Birks proposed and Cllr Carr seconded that:

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

Agreed nem con

The Meeting Closed at 9.04pm


Wheatley Parish Council

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

172.    RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Birks proposed and Cllr Carr seconded that:

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

Agreed Nem Con

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

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

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

The Meeting Closed at 9.04pm

Wheatley Parish Council

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

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

& E Stacey

OFFICER THE CLERK: Gareth Morris

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

  1. 142. APOLOGIES FOR ABSENCE – None

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

  1. 150. CLERK UPDATE

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

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

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

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

  1. 152. GRANTS, LICENCES AND SUBSCRIPTIONS

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

153. FINANCIAL MANAGEMENT

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

ii) Balances

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

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

Tracker           £51,110.22

Treasury         £60,058.15

SCHEDULE OF PAYMENTS TO BE AUTHORISED

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

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter Advertising 827.00
Total £468.00

  1. 154. PUBLICATIONS & CORRESPONDENCE RECEIVED NOTED

i)       The Haseleys – Newsletter March 2011*

ii)       Wheatley URC Newsletter March 2011*

iii)        Little Milton Newsletter March 2011*

iv)       Great Milton Bulletin March 2011*

v)       TVP – Wheatley Neighbourhood Team – March newsletter*

vi)       SODC Minutes of Standards Committee 10.03.11*

*On display in Parish Office

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

  1. 156. RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Devin proposed and Cllr Reilly seconded that:

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

AGREED Nem con

The Meeting closed at 9.05 following the Confidential business

Wheatley Parish Council

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

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

& E Stacey

OFFICER THE CLERK: Gareth Morris

156. RESOLUTION TO EXCLUDE THE PUBLIC

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

Agreed nem con

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

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

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

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

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

This was AGREED

Wheatley Parish Council

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

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

& E Stacey

OFFICER THE CLERK: Gareth Morris

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

122. APOLOGIES FOR ABSENCE had been received from Cllr Carr

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

124. DECLARATIONS OF INTEREST – none

125. MATTERS ARISING FROM THE MINUTES  24TH JANUARY 2011

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

132  CLERK UPDATE

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

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

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

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

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

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

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

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

Both events given permission

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

Agreed that members would send Cllr Fyffe dates they were available

135. GRANTS, LICENCES AND SUBSCRIPTIONS

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

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

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

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

136. FINANCIAL MANAGEMENT

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

ii) Balances

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

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

Tracker           £51,110.22

Treasury         £60,058.15

SCHEDULE OF PAYMENTS TO BE AUTHORISED

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

INCOME RECEIVED SINCE LAST MEETING

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

137. PUBLICATIONS & CORRESPONDENCE RECEIVED

i)        The Haseleys – Newsletter February 2011*

ii)        Wheatley URC Newsletter February 2011*

iii)        Little Milton Newsletter February 2011*

iv)        Great Milton Bulletin February 2011*

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

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

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

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

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

x)        TVP – Wheatley Neighbourhood Team – Winter newsletter*

*On display in Parish Office

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

139.    RESOLUTION TO EXCLUDE THE PUBLIC

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

Agreed Nem Con

The meeting closed at 9.17pm following the confidential items


Wheatley Parish Council

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

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

& E Stacey

OFFICER THE CLERK: Gareth Morris

139.   RESOLUTION TO EXCLUDE THE PUBLIC

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

Agreed Nem Con

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

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

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

The meeting closed at 9.17pm following the confidential items

WHEATLEY PARISH COUNCIL

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 7TH NOVEMBER 2011 IN THE MERRY BELLS AT 7.30 PM

PRESENT: Councillors: E.M. Stacey (Chairman), J Reilly. R Old, G Stephens, P Willmott, A Knapp, R Bell, D Lamont, C Dalton (until 8.30pm) J Carr & J Anderson

OFFICER: Gareth Morris Clerk to the Parish Council

Also present: County Councillor Anne Purse, PC P Gregory, Mr P Hood (Internal Auditor to the Parish Council), Mrs J Stoker (Maple Tree Children’s Centre and one member of the public.

70. APOLOGIES FOR ABSENCE had been received from Cllrs Coveley and Birks

71. DECLARATIONS OF INTEREST – None

72. MINUTES OF THE EXTRA ORDINARY PARISH COUNCIL MEETING HELD ON 12TH OCTOBER 2011 circulated with this Agenda were signed as a correct and accurate record.

73. UPDATE ON ITEMS ARISING FROM THE PARISH COUNCIL MEETING HELD ON 12TH OCTOBER 2011

i) Minute 66 – resurfacing of Friday Lane & Holloway Road – this had now been completed

ii) Minute 67 Brookes Planning Application – it was not known when this would go to the SODC Planning Committee. Cllr Reilly said he had heard that it was the Government’s intention to install light controlled crossings in the future

iii) Minute 68 – SODC Core Strategy – Examination in Public Wheatley Parish Council’s submission was scheduled to be heard on November 2nd. In the absence of Cllr Birks, Cllr Carr read out Cllr Birk’s report on the hearing. (Copy in Minute Book)

With the permission of the meeting Agenda Items 7 and 8 were now taken

74. TO CONSIDER ITEMS FOR THE 2011-2012 ACCOUNTS (See papers sent with the Agenda for the F&GP meeting held on 19th September 2011). Mr Hood, who was in attendance was invited to speak.

Mr Hood spoke to his report which had been circulated previously to all councillors. He said that the Parish Council should pay particular attention to the size of the balances that were being carried forward. It was perfectly acceptable to earmark funds for future projects but not to keep rolling these funds over from year to year. Some indication of when the Parish Council intended to use the earmarked funds should be given.

(i) Letter of Engagement of Internal Auditor (Mr Phillip Hood) 2011-2012

Cllr Lamont proposed and Cllr Willmott seconded that Mr Hood be engaged as the Parish Council’s internal auditor for 2011-2012

(ii) Statement of Internal Control for Wheatley Parish Council – Mr Hood said that it was no longer  necessary to have a formal, minuted Statement of Internal Control as was required in previous years. It was only necessary to place on the checklist that the parish Council had discussed.

Mr Hood was thanked for his attendance.

75.  TO SIGN THE FUNDING AGREEMENT BETWEEN OXFORDSHIRE COUNTY COUNCIL (BIG SOCIETY FUND AND WHEATLEY PARISH COUNCIL FOR £7,120.00 TO PROVIDE TWO OPEN ACCESS YOUTH CLUB SESSIONS FOR 43 WEEKS OF THE YEAR.

Jenny Stoker from OCC was invited to address the meeting. She reported that the funding for the refurbishment had been received in full. There would be a new landing area, flooring, ceiling, reception area, kitchen and front doors. It was hoped work would start in November/December and take to 6/8 weeks.

It was Agreed to invite Mr Paul Lawrence of Oxfordshire Association for Young People to the next

F&GP Meeting.

8.30pm Cllr Dalton left the meeting

The Chairman declared the meeting Out of Session

County Councillor Purse – She reported that each County Councillor has a small amount of money for  ‘Local Funding’ for 2012-2013 that he or she can spend on local highway matters. She was of the opinion that Wheatley as the largest village should get her first allocation.

The Library Service – Wheatley Library needed a fund raising group – ‘Friends of Wheatley Library. She would be willing to co-ordinate meetings

Is there anybody from Wheatley Parish Council willing to meet with Holton Parish Council

PC Gregory – Car crime in rural areas is on the increase especially vans with tools etc. £3,000 worth of fishing equipment had been taken from one vehicle.

Enforcement of the parking regulations in The High Street would undertaken and there was also concern racial comments on the bus shelter at Asda and general graffiti.

District Councillors – A boundary review would be taking place leading to areduction in the number of District Councillors.

9.04pm The Chairman declared the Council back in session

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

i) Wednesday 14th September, circulated previously – These were received

ii) Wednesday 12th October, circulated with this Agenda – These were received

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

i) Monday 19th September, circulated with this Agenda – these were received

ii) Monday 17th October, circulated with this Agenda – these were received

78.  TO APPROVE AND ACCEPT ANNUAL RETURN FOR 2010-2011 FOLLOWING NOTICE OF CONCLUSION OF THE AUDIT FROM THE EXTERNAL AUDITOR AND TO CONSIDER THE ISSUES ARISING FROM THE REPORT.

i) The restatement of Fixed Assets

ii) Section 1 does not add up by £1

Cllr Bell proposed and Cllr Reilly seconded that the Annual Return for 2010-11 and the report of the External Auditor be approved and accepted. This was Agreed unanimously.

79.  TO CONSIDER THE REQUEST FROM A RESIDENT FOR THE REMOVAL OF THE FOOTPATH BARRIER BY THE CORNFIELD BAKERY

Agreed that the Clerk reply to the resident saying that the Parish Council would be requesting information from the Highways Department of the County Council on the need for a barrier and on the types of barrier that they approve.

80.  TO CONSIDER THE ROLE OF COMMUNICATION BETWEEN COUNCILLORS

81.  REPORTS FROM OUTSIDE BODIES

a) Park Sports centre Joint User Group – the concern over the effect on parking of the new Brookes entrance was now resolved

b) The Howe Trust – no report.

c) Merry Bells Management Committee – the committee was considering the refurbishment of the coffee room

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

i) Report on last meetings. The County Council had handed over their role to Mouchet

ii) Update on the redevelopment of the pavilion – a site meeting had taken place where the designs had been marked out and a number of questions had arisen for the architects to address. The cost of a new pavilion was likely to be in the region of £1m to £1.5m.

83. CALENDAR OF MEETINGS – NOTED

a)            Planning Committee – Wednesday 9th November   2011 – 7.30pm

b)            F&GP Committee – Monday 21st November    – 7.30pm

c)            F&GP Committee – Monday 12th December    – 7.30pm

d)            Planning Committee  – Wednesday 14th December  2011 – 7.30pm

e)            Parish Council Meeting – Monday 9th January 2012– 7.30pm

f)             Planning Committee  – Wednesday 11th January  2012 – 7.30pm

Meeting closed at 9.56pm

WHEATLEY PARISH COUNCIL

MINUTES OF THE EXTRA ORDINARY MEETING OF THE COUNCIL

HELD ON MONDAY 12TH OCTOBER 2011 IN THE MERRY BELLS AT 8.15 PM

PRESENT: Councillors: E.M. Stacey (Chairman), J Reilly. R Old, G. Birks, G Stephens, P Willmott, A Knapp, J Coveley, D Lamont, C Dalton & M Fyffe

OFFICER: Gareth Morris Clerk to the Parish Council

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

64. APOLOGIES FOR ABSENCE had been received from Cllrs Anderson, Bell, Carr & Coleridge

65. DECLARATIONS OF INTEREST – None

66. MINUTES OF THE MEETING HELD ON 5TH SEPTEMBER 2011 which had been circulated earlier were signed as a correct and accurate record

66.  UPDATE ON MATTERS ON THE MINUTES OF THE MEETING HELD ON 5TH SEPTEMBER

Minute 49 – The Clerk reported that work on Holloway Road resurfacing started on 10th October (instead of the 3rd as previously intended) and Friday Lane work would start on 27th October.

67. CONSIDERATION OF THE FOLLOWING PLANNING APPLICATION:

P11/W1227 (Major) Oxford Brookes Wheatley campus and Wheatley Park School. Provision of new access to serve Wheatley park School and Oxford Brooks University. New coach park for Wheatley Park School. Redistribution of existing car parking for Wheatley Park School and Oxford Brooks University with no net increase (515 spaces for Oxford Brookes University and 95 replacement spaces at Wheatley Park School). New landscaping and ancillary works.

Cllr Birks tabled a draft response that could be made by the Parish Council giving reasons for the refusal of the application on the grounds of the traffic/pedestrian safety at the Park Hill/Holloway Road/London Road junction were inadequate. Light controlled crossings should be provided at the there proposed zebra crossings.

Following a discussion, Cllr Dalton proposed and Cllr Birks seconded that the above application should be refused on the grounds that the traffic/pedestrian safety measures at the Park Hill/Holloway Road/London Road junction are inadequate.

This was AGREED by 10 votes in favour with none against and one abstention.

It was further AGREED to send Cllr Birks’ paper as an explanation to the parish Council’s recommendation of refusal. (copy in Minute book)

8.50pm The Chairman declared the Council out of session and invited the members of the public present to speak

County Councillor Anne Purse. – She felt that the Brookes’ application would not be dealt with by SODC for a little while yet. OCC had not yet put in any comments re highway matters. She suggested that as the officer concerned would be working on comments the following day and perhaps the Parish Council might like to send him their comments.

Mrs Tess Shaw (Chairman of Wheatley Park School Governors) – thanked the Parish Council for their concern on behalf of Wheatley Park School

9.00pm The Chairman declared the Council back in session

It was Agreed to send Mr Yoward, the OCC officer dealing with Highway matters on planning applications

68. TO RECEIVE A REPORT ON THE COUNCIL’S SUBMISSION TO THE

‘EXAMINATION IN PUBLIC’ OF  SODC’s CORE STRATEGY AND TO CONSIDER A SUBMISSION TO THE NEXT EXAMINATION IN PUBLIC SESSION (1st November to 11th November)

Items for examination are:

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

First of all Cllr Birks gave a verbal report on her attendance at the first sessions of the Examination in Public which had been held in June.

For the forthcoming session on ‘Strategy’, to be held on 1st and 2nd November she felt that the Parish Council should maintain its previously held stance against major development in the green belt and that the apportionment of housing between town and villages is unsound. Also to state that the parish Council supports the Inspectors preliminary findings.

Cllr Reilly proposed and Cllr Dalton seconded the proposal that the parish Council submits Cllr Birks’ suggestions as the Parish Council’s response to the ‘Strategy’ Session of the Examination in Public on 1st/2nd November and that Cllr Birks be asked to attend on the Parish Council’s behalf.

This was AGREED by 10 votes in favour and 1 against with no abstentions

The Chairman thanked Cllr Birks on behalf of the Parish Council for the amount of work she had put in to this matter

69. DATE OF NEXT MEETING – MONDAY 7TH NOVEMBER 2011 – Noted

The meeting closed at 9.24pm

WHEATLEY PARISH COUNCIL

MINUTES OF THE ORDINARY MEETING OF THE COUNCIL

HELD ON MONDAY 5th SEPTEMBER 2011 IN THE MERRY BELLS AT 7.30 PM

PRESENT: Councillors: E.M. Stacey (Chairman), J Reilly. R Old, G. Birks (until 9.05pm), G Stephens, J Anderson, R. T .Bell, P Willmott , S Coleridge, A Knapp(until 8.40pm) , J Coveley, D Lamont, C Dalton (until 8.30pm) & G Stephens

OFFICER: Gareth Morris Clerk to the Parish Council

Also present: County Councillor Anne Purse, Mrs Jenny Stoker (Maple Tree Children’s Centre) and Dr J Watson (Editor of the Wheatley Newsletter)

46. APOLOGIES FOR ABSENCE had been received from Cllr Carr

47. DECLARATIONS OF INTEREST – None

  1. 48. MINUTES OF THE PARISH COUNCIL MEETING HELD ON 4th JULY 2011 which had been circulated previously were signed as a correct and accurate record

  1. 49. UPDATE ON ITEMS ARISING FROM THE PARISH COUNCIL MEETING HELD ON 4TH JULY 2011

Open Forum (page 3) – Report from County Councillor Anne Purse – resurfacing of Friday Lane & Holloway Road. The County Council have issued a temporary road closure order for Holloway Road whilst resurfacing works are carried out. The order comes into force on 3rd October and is expected to be of 3 weeks duration. The Friday Lane resurfacing should take place after the Holloway Road scheme is finished. – NOTED

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

i) Wednesday 13th July 2011 &

ii) Wednesday 10th August 2011

51. THE MINUTES of the meeting of the F&GP Committee meeting held on the following date were received:

(i) Monday 18th July 2011

52. TO RECEIVE A REPORT ON THE PROGRESS OF THE PARISH COUNCIL’S BID TO OCC’S BIG SOCIETY FUND FOR FUNDING FOR YOUTH PROVISION IN THE VILLAGE.

The Chairman reported that the Parish Council’s bid had been submitted at the end of August and it was understood that the bid would be discussed at the County Council’s October Cabinet meeting.

She then invited Mrs Jenny Stoker from the Maple Tree Children’s Centre to speak to the meeting. Mrs Stoker said that the youth centre would become a multi youth community building used by a number of organisations; such as Barnardos, The Maple Tree Children’s centre which caters for the under fives and parents to be, and, eventually the youth provision provided by the parish council.

In answer to a question on time scales, Mrs Stoker answered that one could not be given at the moment. But a steering committee for the building would be in place from mid October and a representative from the youth provision would be appointed. The County Council had agreed to go ahead with repairs to the building.

The Chairman reported that a meeting with Paul Lawrence of OAYP, the organisation that can advise about running the youth club and may actually run it, had unfortunately had to be cancelled due to ill health of Mr. Lawrence.

The Chairman thanked Mrs Stoker for attending the meeting

The Clerk read out an anonymous letter from ‘Wheatley Youth Club asking that the Youth Club stay open. – noted.

53. TO CONSIDER THE LETTER OF 8TH AUGUST TO THE PARISH COUNCIL FROM MR PAUL LARGE, REGISTRAR, OXFORD BROOKES UNIVERSITY ON THE APPLICATION FOR THE PROVISION OF NEW ACCESS ROAD TO SERVE WHEATLEY PARK SCHOOL AND OXFORD BROOKES UNIVERSITY.

The Planning Application is worded:

P11/W1227 Provision of new access to serve Wheatley Park School and Oxford Brooks University. New coach park for Wheatley Park School. Redistribution of existing car parking for Wheatley Park School and Oxford Brooks University with no net increase (515 spaces for Oxford Brookes University and 95 replacement spaces at Wheatley Park School). New landscaping and ancillary works.

Three zebra crossings were proposed for the Park Hill/London Road/Holloway Road junction. The Parish Council had requested that these be light controlled ‘Toucan’ crossings. There were no proposals for measures at the Round House junction (Holloway Road/Church Road). A number of councillors expressed a concern that the zebra crossings would not be light controlled and therefore posed a road safety issue for Wheatley Park School students crossing on foot at that point.

Cllr Birks volunteered to draft a letter to Brookes University requesting that light controlled crossings be installed and measures for the Roundhouse junction be included.

The Clerk reported that the Parish Council had been given until 22nd September to respond to SODC and, according to the SODC website, the consultation end date was 29th September and the target decision date was 24th November. The clerk was asked to contact SODC to arrange a later response date.

8.30pm Cllr Dalton left the meeting

8.37pm The Chairman declared the Council out of session and invited County Councillor Anne Purse to speak

County Councillor Anne Purse – she suggested that the Parish Council write to Holton parish council explaining their views on the Brookes application.

The County Council’s new ‘ Salt Bin and Grit’ procedure for Parish Councils was causing some upset and concern amongst parish councils. The clerk informed the council that this was to be discussed at the next F&GP Committee meeting.

She was disappointed that having been informed by the County Council that they would resurface Holloway Road in August, it would now not take place until October.

8.40pm – Cllr Knapp left the meeting

District Councillor Roger Bell – it had been very quiet over the summer period and therefore he had nothing new to report.

8.52pm The Chairman declared the council back in session.

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

Items for examination are:

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

AGREED to refer this to F&GP

55 . TO CONSIDER THE RECOMMENDATION FROM HE FINANCE AND GENERAL PURPOSES COMMITTEE OF 18TH JULY THAT THE PARISH COUNCIL ADOPT THE FOLLOWING GUIDELINES:

1. As publisher of the newsletter the council has legal responsibility for its contents. The final decision as to the content of any article and the decision whether or not to publish rests with the council.

2 The Council reserves the right to decline to publish any article.

3 Any article the editor proposes not to publish or which he proposes to publish but gives rise to doubt, or to a conflict of interest whether actual or perceivable as such, should be identified and discussed with the Chairman of the Council who will make the final editorial decision after consulting if possible with the vice-chairman of the council and such other councillors as can be contacted within a reasonable period of time

Dr Watson, the editor of the newsletter was invited to speak. He said that the guidelines virtually followed the present procedures and he had no objection to them

Cllr Stacey proposed and Cllr Birks seconded that the guidelines be adopted. This was AGREED by 10 votes in favour and 2 against (0 abstentions).

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

Cllr Bell proposed and Cllr Birks seconded that the report be received and the recommendations noted. AGREED UNANIMOUSLY

57. TO CONSIDER THE FOLLOWING CONSULTATIONS:

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

The proposal is that Wheatley Library will be a ‘community plus library’ which two thirds paid staff and one third volunteers – AGREED NO RESPONSE

ii) The Local Government Boundary Commission – Electoral Review of Oxfordshire

Full report, including maps available at www.lgbce.org.uk

Consultation closes 10th October 2011 – The Parish Council’s recommendation the Wheatley ward include Garsington had not been taken up. Tiddington and Waterstock would now be part of the ward. AGREED NO RESPONSE

58. TO CONSIDER A REQUEST FROM FUSION YOUTH AND COMMUNITY TO USE CULLUM ROAD RECREATION AREA FOR A MINI FUNDAY ON THE AFTERNOON OF SATURDAY 15TH OCTOBER. AGREED
Then everything runs smoothly. I was surprised by many feedbacks, which state that viagragener.com causes side effects. The only thing I noticed is an agitated state throughout the day.

9.05pm Cllr Birks left the meeting

59. TO RECEIVE A REPORT FROM COUNCILLORS JIM REILLY & ROGER BELL ON THE RECENT PARISH COUNCIL WALKS AROUND THE VILLAGE AND TO RECOMMEND THAT THE F&GP COMMITTEE LOOK AT ANY ACTIONS REQUIRED AND THE COSTS INVOLVED. It was Agreed to refer this to F&GP.

  1. 60. REPORTS FROM OUTSIDE BODIES

a) Neighbourhood Action Group – No Report

b) The Howe Trust – Cllr Fyffe reported that more hedging for the Howe had been discussed and there also had been discussion on access on to the Howe from the house on Ladder Hill

c) Merry Bells Management Committee – New heaters had been installed in the main hall and the coffee room

  1. 61. TO CONSIDER MATTERS RELATING TO WHEATLEY PARK SPORTSFIELD MANAGEMENT COMMITTEE

i) To appoint a new Parish Council representative in place of Cllr Bell

Cllr Anderson was proposed by Cllr Bell and seconded by Cllr Reilly. It was AGREED that Cllr Anderson be the Parish Council’s representative on the SFMC

The Chairman thanked Cllr Bell on behalf of the Parish Council for his service on the Management Committee

ii) To receive the accounts for the financial year ending 31/3/2011. The balance due from the Parish Council is £10,330.95. This means that after the 4 quarterly payments of £2,000 that have been made, the Parish Council owes £2,330.95. – AGREED

iii) Cllr Willmott reported on the last meeting where the design briefs from the five architects that had been asked to submit, were opened. One did not submit and one referred to the previous design brief. Therefore at the next meeting it would be decided which of the remaining three architects should be invited to explain their designs to the committee.

62. TO CONSIDER THE ENTERTAINMENT LICENCE RENEWAL APPLICATION FROM OXFORD BROOKES UNIVERSITY – NOTED

63. CALENDAR OF MEETINGS. – NOTED

a) Planning Committee – Wednesday 14th September 2011 – 7.30pm

b) F&GP Committee – Monday 19th September – 7.30pm

c) Planning Committee – Wednesday 12th October 2011 – 7.30pm

d) F&GP Committee – Monday 17th October 2011– 7.30pm

e) Parish Council – Monday 7th November 2011 – 7.30pm

The meeting closed at 9.35pm

WHEATLEY PARISH COUNCIL

MINUTES OF THE ORDINARY MEETING OF THE COUNCIL

HELD ON MONDAY 4th JULY 2011 IN THE MERRY BELLS AT 7.30 PM

PRESENT: Councillors: E.M. Stacey (Chairman), J Reilly. J. M. Carr, G. Birks, R. T .Bell, P Willmott , S Coleridge, A Knapp, J Coveley, D Lamont & G Stephens

OFFICER: Gareth Morris Clerk to the Parish Council

Also present: County Councillor Anne Purse, Police Sergeant S Hookham, Mr Toby Warren SODC and one member of the public

28. APOLOGIES FOR ABSENCE had been received from Cllrs Anderson, Dalton, Fyffe and Old

29. DECLARATIONS OF INTEREST – None

30. MINUTES OF THE PARISH COUNCIL MEETING HELD ON 16TH MAY 2011 which had been previously circulated were signed as a correct and accurate record with the following amendment:

Minute 6(iv) replace Gwendolen Birks with Maggie Fyffe

31. MINUTES OF THE EXTRA-ORDINARY PARISH COUNCIL MEETING HELD ON 27TH JUNE 2011

which had been circulated with the Agenda were signed as a correct and accurate record

32. MATTERS ARISING FROM THE MINUTES OF THE PARISH COUNCIL MEETING HELD ON 16th

MAY 2011

i) Minute 13(iia) Section 106 Funding for Pedestrian Safety Measures

A site meeting had been held between Parish Councillors and Mr Yoward (OCC Highways) where the councils proposals were outlined and also their reaction to those proposals put forward by Oxford Brookes. Members present felt they had had a sympathetic hearing. Mr Yoward had taken a number of photographs of the Park Hill/Holloway junction and also the Roundhouse junction.

ii)        Minute 16 – Parish Council reply to Wheatley Society Leaflet

The letter referred to in the minute had been sent and a meeting had been held between Parish Councillors and members of the Wheatley Society Committee and Jim Watson as the Village Plan Co-ordinator. This meeting had discussed ways in which the Parish Council and the Wheatley Society could work together to the benefit of the village.

33. MATTERS ARISING FROM THE MINUTES OF THE EXTRA-ORDINARY PARISH COUNCIL   MEETING HELD ON 27TH JUNE 2011

Minute 26 – 2010-2011 Final Accounts. The clerk circulated the Internal Auditors report which had been received on the previous Friday. This would be discussed at the next F&GP meeting and accepted formally at the next full council meeting in September.

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

i) Wednesday 25TH May  2011, circulated previously

ii) Wednesday 8th June 2011 circulated previously

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

(i) Monday 23rd May 2011 circulated previously

(ii) Monday 27th June 2011, tabled

36.  TO CONSIDER THE RECOMMENDATION FROM THE F&GP MEETING OF 27TH JUNE THAT “IN THE LIGHT OF INFORMATION RECEIVED AND ITS RESERVES, THE PARISH COUNCIL  IS PREPARED TO CONTRIBUTE £5,000 ANNUALLY TO YOUTH SERVICE PROVISION IN Wheatley”.

The Chairman outlined the proposal which was 2 evenings per week for 2 different age groups; 10 to 13 and 13 to 19 for 48 weeks of the year. The County would be paying refurbishment costs. A private provider would be engaged to run the operation on behalf of the Parish Council. The Parish Council would be responsible for other costs, including staffing costs, which are estimated to be in the region of £14,000 per annum.

The Parish Council is going to submit a bid for funding from the Big Society ‘pot’, which, if successful, will cover the first year’s costs. Other sources of funding would be available eg OCC’s “Chill Out” fund, other parish Councils could be asked wherther their young people used the centre. It might be possible to get Brookes University on board.

Mr Toby Warren of SODC addressed the meeting. He said that whilst SODC hadn’t any funds to help with staffing there was the Community Investment Fund which could help with funding for capital items e.g. IT infrastructure.

Cllr Birks proposed and Cllr Carr seconded that the F&GP’s recommendation be adopted. This was AGREED unanimously.

37.  TO CONSIDER APPOINTING A PARISH COUNCIL REPRESENTATIVE TO THE ‘SHOTOVER USER’S GROUP’

Cllr Birks was proposed by Cllr Carr and seconded by Cllr Lamont to be the Parish Council’s representative on the Shotover Users Group. This was AGREED

38. REPORTS FROM OUTSIDE BODIES

a) Neighbourhood Action Group – Sgt Stephen Hookham addressed the meeting. He confirmed that the NAG had now disappeared and would be replaced by liaison with the Parish Councils and the regular ‘Have your Say’ meetings with the public to establish priorities. He would hope a TVP representative would attend most Parish Council meetings.

The priorities in the Wheatley areas are:

Operation Maginot – targeting known criminals via automatic number plate recognition equipment entering the area.

Operation Mangrove – theft of fuel from lorries

Restorative justice project – the young people who had sprayed graffiti in Cullum Road Recreation Area had apologised to the Parish Council and would be removing it shortly.

Parking issues (especially along Waterperry Road) working with Brookes on both short and long term solutions.

The Council thanked Sgt Hookham for his attendance

8.35pm The Chairman declared the Council out of session and asked the members of the public present if they wished to speak

County Councillor Anne Purse OCC Library Consultation – whilst the Wheatley Library would be better off than some, it was still a blow to local facilities especially after the funding for the youth centre had been withdrawn. She felt that a Parish Council response would be helpful.

Youth Centre – she understood that the Fire Service might be interested in having an input. She was lobbying other Parish Councils for funding, if not in this financial year, the next one.

Roads – Friday Lane and Holloway Road are expected to be repaired in August/September.

A40 – whilst the surface noise has been reduced where it has been resurfaced, Holton and Shotover still suffer the full extent of the noise. She felt, as resurfacing of the entire stretch was unlikely in the short term, a 50 mph limit should be pushed for

Mr John Reay – he supported the Holloway Road/Friday Lane repairs but felt that if a 50 mph limit was implemented some form of Speed Indication Device should be installed as well.

He sought clarification as to exactly what the Parish Council’s intentions were for the Youth centre. The Chairman reiterated the points made earlier in the meeting.

He also asked were the results of the Wheatley Society Survey to be published in the newsletter or not. The Chairman replied that she would give a summary of the results as part of her Chairman’s report in the newsletter, when the data had been received from the Wheatley Society.

District Councillor Bell – reported that the District Council’s Community Investment Fund had £1/2 million pounds to distribute but had received twice that amount in bids. The Council was placing an emphasis on evidence of consultation. Also the Council was again consulting on the change to the times of parking in their car park on Church Road.

Core-Strategy – the Inspector, in his pre-Hearing report, said that ‘windfalls’ would not be allowed to be set against the District’s targets. This meant some adjustment to the distribution of new housing.

Finally he announced that Janet Carr had been elected Vice-Chairman of the Council which meant that it was likely that she would be Chairman the following year.

District Councillor Carr – said she had been surprised but delighted to be offered the Vice-Chairmanship of the District Council. She then outlined some examples of her duties.

9.05pm – The Chairman declared the Council back in session

39. TO CONSIDER STATEMENTS TO BE SUBMITTED ON BEHALF OF THE PARISH COUNCIL TO THE ‘EXAMINATION IN PUBLIC’ (EIP) OF SODC’S CORE STRATEGY RELATING TO THE MATTERS AND QUESTIONS RAISED BY THE INSPECTOR

The Clerk explained that if the parish Council wished to speak at the Examination in Public from 19th-22 July a submission had to be made answering the Inspectors’ questions on the different chapters of the Core Strategy. The Parish Council had until 6th July to get their submission in to the Inspector.

Cllr Birks, as the Councillor who had written the Parish Council’s initial response to the Core Strategy

in 2009, explained what she thought should be the Parish Council’s submission for Chapters 13 and 14, Rural Communities and The Environment respectively.

After some discussion Cllr Carr proposed and Cllr Reilly seconded that Cllr Birks should write the submission along the lines she had proposed. This was AGREED by 9 vote for and 2 against.

(Copy of submission in minute book)

40.  REPORTS FROM OUTSIDE BODIES (Contd)

b) The Howe Trust – no report

c) Merry Bells Management Committee – it was hoped that the new heaters for the hall and coffee room would be installed in August.

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

Cllr Bell had stood down as Chairman of the committee and Cllr Willmott had taken his place. There had been meetings with the Planning Consultant and a business plan and time line had been drawn up. Architects would now be asked for proposals and one would be appointed in the hope that an application could be submitted to SODC by the end of October/ beginning of November. The Parish Council would, shortly, have to start paying for the planning costs. The total cost of the build could be around £3/4 m

Cllr Bell requested that finance for the project be placed on the next F&GP Agenda and also announced his wish to stand down as a Parish Council representative on the Committee. It was felt by the meeting that Cllr Bells place should be taken by a Parish Councillor.

42. CALENDAR OF MEETINGS. – NOTED

a)  Planning Committee – Wednesday 13th July  2011 – 7.30pm

b)  F&GP Committee – Monday 18th July  – 7.30pm

c)  Planning Committee  – Wednesday 10th August 2011 – 7.30pm

d)  Parish Council Meeting – Monday 5th September  2011– 7.30pm

43. RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Birks proposed and Cllr Carr seconded that:

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

Agreed nem con

44. THE MINUTES OF THE CONFIDENTIAL SESSION HELD DURING THE MEETING OF THE F&GP COMMITTEE ON 23rd MAY 2011 were received

45. THE MINUTES OF THE CONFIDENTIAL SESSION HELD DURING THE MEETING OF THE F&GP COMMITTEE ON 27TH JUNE  2011 were received

The meeting closed at 9.50 pm