WHEATLEY PARISH COUNCIL

MINUTES OF THE EXTRA-ORDINARY MEETING OF THE COUNCIL

HELD ON MONDAY 27TH JUNE 2011 IN THE MERRY BELLS AT 8.00PM

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

OFFICER: Gareth Morris Clerk to the Parish Council

24.  APOLOGIES FOR ABSENCE had been received from Councillors Anderson, Dalton and Coveley

25. DECLARATIONS OF INTEREST – none

26. TO RECEIVE THE FINAL ACCOUNTS FOR THE FINANCIAL YEAR 2010-2011

i) To approve and sign the final accounts for the financial year 2010-2011

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.

It was AGREED that the accounts be received and approved, as recommended unanimously by the Finance and General Purposes Committee, and signed by the Chairman.

ii)  To receive, approve and sign SECTION 1 (Statement of Accounts) and SECTION 2 (Annual Governance Statement) OF THE ANNUAL RETURN FOR THE FINANCIAL YEAR 2010 -2011

It was AGREED to receive, approve and sign Section 1 of the Annual Return and to answer ‘Yes’ to all the questions in Section 2.

27.  DATE OF NEXT MEETING – MONDAY 4th July 2011 – Noted

The meeting closed at 8.30pm

WHEATLEY PARISH COUNCIL

MINUTES OF THE ANNUAL GENERAL MEETING OF THE COUNCIL

HELD ON MONDAY 16th MAY 2011 IN THE MERRY BELLS AT 7.30PM

PRESENT: Councillors: E.M. Stacey (Chairman), J Reilly (Retiring Chairman), J. M. Carr, C .M. Dalton, G. Birks, R. T .Bell, P Willmott , M Fyffe , E J Coveley, S Coleridge, R Old, J Anderson, D Lamont, G Stephens & A Knapp (from 8.00pm)

OFFICER: Gareth Morris Clerk to the Parish Council

ALSO PRESENT: County Councillor Anne Purse

The Retiring Chairman welcomed all to the meeting especially the new Councillors. He then asked all councillors to introduce themselves to the new councillors. He also thanked all the Councillors for their support he had received from them during his year in office.

WELCOME & HEALTH & SAFETY ANNOUNCEMENTS

1 ELECTION of Chairman for 2011 – 12 and Signing of the Acceptance of Office

Cllr E Stacey was proposed by Cllr Reilly and Seconded by Cllr Carr

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

She thanked the meeting for electing her Chairman and paid tribute to the work that the Retiring Chairman had done during his period of office.

2 APOLOGIES FOR ABSENCE – None

3 ELECTION of Vice-chairman

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

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

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

Proposed by Cllr Dalton and Seconded by Cllr Stephens – Agreed nem con

5 APPOINTMENT of Committees;

i.) Standing Committees

a) Finance & General Purposes

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

b) Planning Committee

Cllrs Coveley, Dalton, Lamont, Stephens and Willmott

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

b) Advisory Committees and Working Groups

i) Traffic and Roads Advisory Committee (TRAC)

Anderson, Bell, Birks, Carr, Coveley, Dalton, Fyffe, Stacey & Reilly

ii) Recreation Areas Working Group

Deferred until item 15

6 CONFIRMATION of representatives to outside bodies: current appointees, 2010 to 2011, are as indicated below and will normally be confirmed unless they wish to resign.

i Merry Bells Management Committee; Cllr Janet Carr

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

iii Wheatley Sports Field Management Committee; Messrs Peter Bayliss, Steve Kemp, and Paul Edson, and Cllrs Roger Bell, Douglas Lamont & Paul Willmott

iv Howe Trust; Cllrs Caroline Dalton and Gwendolen Birks and Maggie Fyffe

v Park Sports Centre Advisory Committee; Cllr Douglas Lamont

vi Wheatley Charities; Mr Peter Targett, (until 2013) and Mr Graham Colverson (until 2015)

vii Public Transport Representative; Mr James Dalton – A letter of thanks to be sent to Mr Dalton expressing the gratitude for all the hard work he puts into this role.

viii Wheatley Windmill Preservation Society; Cllr Caroline Dalton

FIRST STATUTORY MEETING OF WHEATLEY PARISH COUNCIL

for council year 2011 – 12

7 APOLOGIES FOR ABSENCE – None

8. DECLARATIONS OF INTEREST – None

9. CO-OPTION OF NEW PARISH COUNCILLOR

Mrs Angela Knapp was proposed by Cllr Bell and seconded by Cllr Reilly. Mrs Knapp was duly co-opted on to the council.

10. MINUTES of the meeting of the Parish Council of Monday 7th March 2011 which had been circulated previously were signed as a correct and accurate record with the addition of Cllrs Old and Carr and the deletion of Cllr Coleridge to those present.

11. MATTERS ARISING from the meeting held on Monday 7th March 2011 – None

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

i.) Wednesday 9th March 2011 – circulated with the Agenda

ii.) Wednesday 13th April 2011 – circulated with the Agenda

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

i) Monday 21st March 2011 which had been circulated previously

ii) Monday 18th April 2011 – circulated with the Agenda

a) Minute 161(i) Section 106 Funding for Pedestrian Safety Measures (Brookes University) – To agree a formal response to Brookes’ Proposals. Unfortunately due to circumstances beyond the control of the councillors’ control a draft letter was not available. It was agreed to take this to F&GP and ask Brookes for a week’s grace in sending the response.

Cllr Birks reported that she had attended Holton Parish Council

b) Minute 161(ii) – ‘Big Society’ Funding and Youth Provision in Wheatley. No information was yet forthcoming about the amount of money that might be needed from the Parish Council.

14. THE MINUTES OF THE TRANSPORT AND ROADS ADVISORY COMMITTEE HELD 31ST MARCH 2011 which had been circulated with this Agenda were received and adopted.

Minute

The Clerk reported that he had received a telephone call from Mr Francis of OCC Highways who said that he would be taking another look at the proposals for Church Road and would get back to the parish council

15. TO CONSIDER WHETHER TO RE-INTRODUCE THE OPEN SPACES COMMITTEE AS ONE OF THE COUNCIL’S STANDING COMMITTEES.

Cllr Bell spoke to his paper which had been circulated with the Agenda (copy in Minute Book). One way of meeting his concerns could be to ‘beef up’ the Recreation Areas Working Group, if councillors were not happy with establishing a further committee and this would obviate the necessity of changing Standing Orders.

The general feeling was that there was no need for a further committee but councillors should be asked at the end of meetings for items of concern on the understanding that these could not be debated or resolutions proposed etc. These would be noted.

The remit of the Recreation Areas Working Group to be be discussed at the next F&GP meeting.

Recreation Areas Working Group – Appointment of members – deferred from the AGM

Cllrs: Fyffe, Dalton and Reilly

8.35pm The Chairman declared the Council out of session and invited the County and District Councillors to give their reports

County Cllr Anne Purse – she encouraged the Parish Council to liaise with Holton Parish Council over the proposed new entrance to Brookes University. She further reported that she would be putting in a bid to the County Council to fund some form of Youth service within the village. There was to be a meeting of interested parties in the next ten days

The Chairman then congratulated Cllrs Carr and Bell on their re-election and election to the District Council respectively.

Cllr Carr reported that the District Council’s AGM would take place on the 19th May. A pay freeze had been agreed with the staff, that monies would be taken from the reserves rather than cut services and that the sharing services with the Vale District Council had produced savings.

8.43pm The Chairman declared the Council back in session.

16. TO CONSIDER A PARISH COUNCIL REPLY TO THE Wheatley SOCIETY’S LEAFLET DISTRIBUTED TO HOUSEHOLDS IN MARCH 2011 (See Minute 168 F&GP Minutes 18.04.11)

Cllrs Reilly, Carr, Birks, Dalton and Fyffe had been requested by the Finance and General Purposes Committee to draft a reply, on behalf of the Parish Council, to the above leaflet.

The draft reply (copy in Minute Book) had been tabled.

After discussion Cllr Reilly proposed and Cllr Dalton seconded that “the letter be adopted in its entirety and sent to the Wheatley Society”.

This Agreed by 11 votes in favour to 2 votes against and 2 abstensions.

17. TO CONSIDER A REQUEST FROM NICOLE MEROLA, OCC, CHILDREN’S CENTRE OUTREACH WORKER TO USE CHURCH ROAD RECREATION AREA FOR A STAY AND PLAY EVENT (WHERE CHILDREN AND PARENTS CAN PLAY TOGETHER) ON JUNE 1ST

AGREED – The clerk to seek clarification as to whether or not the organisation has Public Liability Insurance

18. REPORTS FROM OUTSIDE BODIES

i) The Merry Bells Management Committee – Cllr Carr reported that Thames Valley Police had at last signed the new lease for the police office in the stable block. New heating for the hall and the refurbishment of the steps would be discussed by the committee

ii) The Howe Trust – Cllr Dalton reported that David Mancey had been helping the trustees establish a wildflower meadow but that his efforts had been hampered by lack of rain, so that germination of seeds had been delayed.

iii) The Park Sports Centre Joint User Group (Minutes of meeting held 29th March have been received*) The refurbishment of the centre was now complete. There was some concern at the Centre about the loss of parking and subsequent loss of business when the parking in front of the centre is lost when the new Brookes entrance is built.

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

i) Cllr Bell reported that there had not been a meeting since the last Parish Council.

At the next committee meeting answers to the questions put to it by the Sportsfield Planning Consultant would formulated.

The Clerk read out Mr Cosier’s letter of resignation as a Parish Council representative to the committee was read out. It was Agreed to write a letter to Mr Cosier thanking him for his many years of service as a Council representative and that he would be solely missed.

20. CORRESPONDENCE

i) SODC – Examination of the South Oxfordshire Core Strategy

Exploratory meeting + Pre Hearing meeting Tuesday 17th May 10.00am

Hearing to start on July 12th with Review of the Green Belt timetabled for 28th July

Cllr Birks reported that she had been in contact with Martin Harris (Horspath Parish Council) and had advised that a representative from the Parish Council attend on 17th May and if allowed and it was appropriate give a statement on behalf of the Parish Council. (Copy in Minute book) Cllr Birks said that Cllr Carr was prepared to attend and give the statement. She (Cllr Birks) then read out the statement. She said that nothing in the statement went against current Parish Council policy but that it would be putting down a pointer to the Inspector of the Parish Council’s position.

Cllr Reilly proposed and Cllr Coveley seconded that “Cllr Carr attends the pre-hearing on behalf of the Parish Council and if allowed and it is appropriate she reads the statement as outlined”. This was Agreed by 11 votes in favour with non-against and 4 abstentions.

21. CALENDAR OF MEETINGS – NOTED

i) Planning Committee – Wednesday 25th May 2011 – 7.30pm

ii) F&GP Committee – 23rd May 2011 – 7.30pm

iii) Planning Committee – Wednesday 8th June 2011 – 7.30pm

iv) F&GP Committee – Monday 20th June 2011 – 7.30pm

v) Parish Council Meeting – Monday 4th July 2011– 7.30 pm

22. 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.”

Advantages of ” klonopinshop.com” is that you can go without one for days. I still can live an ordinary life without getting addicted. One of the main disorders “Ativan Online” applying to is anxiety and sleeping problems.

Agreed Nem Con

23. THE MINUTES OF THE CONFIDENTIAL SESSIONS OF THE FINANCE AND GENERAL PURPOSES MEETING OF 15th MARCH & 19th APRIL 2011 were received

The meeting closed at 9 37pm at the conclusion of the Confidential session

Items raised by Councillors

  • The amount of graffiti that has appeared around the village
  • An Enforcement Notice had been served on the land below the windmill. However the owner had made an appeal against the order and it was now with the Planning Inspectors. There had been some tidying up of the land subsequent to the order.
  • The sandpit at Cullum Road recreation area being used as a ‘cat litter tray’

WHEATLEY PARISH COUNCIL

MINUTES OF THE ORDINARY MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 7th MARCH 2011 IN THE MERRY BELLS AT 7.30 pm

PRESENT: Councillors: R J Reilly (Chairman), G. Birks, R. T .Bell, C Sprent,

S Coleridge, M Fyffe (from 8.47pm), J Coveley, E Stacey, C Dalton & A Knapp

OFFICER: Gareth Morris, Clerk to the Parish Council

ALSO PRESENT: County Cllr Anne Purse and PCSO Cooney

  1. 100. APOLOGIES FOR ABSENCE had been received from Cllrs Messenger, Devlin & Coleridge. Cllr Fyffe would be late

  1. 101. MINUTES OF THE PARISH COUNCIL MEETING HELD ON 10th JANUARY  2011 circulated with this Agenda were signed as a correct and accurate record with the following amendments:

i) Minute 84(i) 6th line – change ‘an’ to ‘on’

ii) Minute 88 4th line – insert ‘seconded’ between ‘Fyffe’ and ‘that’.

  1. 102. MATTERS ARISING FROM THE MINUTES OF THE PARISH COUNCIL MEETING HELD ON 10TH JANUARY 2011

i) Minute 92 – Space in Wheatley ChurchyardThe Clerk reported that he had been informed by OALC that a parish council does not have a ‘duty’ to provide a cemetery

  1. 103. THE MINUTES of the meetings of the Planning Committee held on the following dates were a received.

i) Wednesday 12th January 2011, circulated previously

ii) Wednesday 9th February 2011 circulated previously

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

i) Monday 24th, January 2011 previously circulated

ii) Monday 21ST February 2011, circulated with the Agenda

  1. 105. TO APPOINT MR P HOOD AS THE PARISH COUNCIL’S INDEPENDENT  INTERNAL AUDITOR

Mr Hood had been recommended as Internal Auditor by Mr Rollinson the previous Internal Auditor. Mr Hood, who is the Internal Auditor for a number of neighbouring parishes had sent his letter of engagement.

Cllr Bell proposed and Cllr Carr seconded that Mr Hood be appointed Independent Internal Auditor for the Parish Council Agreed Unanimously

  1. 106. TO CONSIDER MATERS RELATING TO ANNUAL RETURN 2010 – 2011 AND  ANNUAL ACCOUNTS 2010-2011.

(i) Review of Internal Audit Procedures – these had been circulated with the Agenda – Cllr Reilly proposed and Cllr carr proposed that the Review be adopted – Agreed Unanimously

(ii) Risk Assessment Action Plan 2010-2011 The Action plan had been circulated with the Agenda. Cllr Reilly proposed and Cllr Dalton Seconded that the Action be adopted. Agreed Unanimously

  1. 107. TO NOTE THAT THE 2011 PARISH COUNCIL ELECTIONS WILL BE HELD  ON THURSDAY 5TH MAY 2011. NOMINATIONS HAVE TO BE DELIVERED IN PERSON TO SODC OFFICES BY NOON ON MONDAY 4TH APRIL 2011

Nomination forms could be obtained from the Parish Clerk

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

Following discussion of Cllr Bell’s paper at the F&GP meeting held on 21st February the Committee agreed to recommend to full council that the Parish Council’s response should be that the Wheatley Ward should include: Wheatley, Holton, Forest Hill, Garsington and Cuddesdon.

Cllr Dalton proposed and Cllr Birks seconded that the recommendation of the  Finance and General Purposes Committee be adopted. This was Agreed

  1. 109. 10. TO CONSIDER CONSULTATION DOCUMENTS FROM OCC & SODC

i) OCC – Revised Household Waste Recycling Centre Strategy for Oxfordshire

See www.oxfordshire.gov.uk/waste. – Refer to Finance and General Purposes Committee

ii) SODC – Off street parking Order 2011 – Church Road Car park – No charge –  for max  4 hours parking 9am to 5pm Mondays to Fridays – Noted

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

PCSO Cooney – PCSO Cooney gave an update on the recent crime statistics for Wheatley. In answer to a question from the floor he confirmed that the Police do patrol regularly along Old London Road.

County Councillor Anne Purse – reported on the Recycling Centre review. The Thornhill Park and Ride extension could take place in 2012. She was also pressing the County Council to repair the potholes and damaged pavements in Wheatley

8.47pm Cllr Fyffe joined the meeting

District Cllr Carr – said there would be a Parish Council forum on the Localism Bill after the elections. Also the Oxfordshire green Belt network and the CPRE are behind the Parish Council in trying to prevent development in the Green Belt (save for Affordable Housing.

8.50pm The Chairman declared the Council back n session

  1. 110. REPORTS FROM OUTSIDE BODIES

a) Neighbourhood Action Group – This body had now folded. Community Police  officers would now be attending more parish Council meetings

b) The Howe Trust – Cllr Dalton reported that one of the Parish Council representatives had resigned so a new one needed to be appointed at the Parish Council AGM.

Also the Trust had planted its first memorial tree

c) Merry Bells Management Committee – Cllr Carr reported that the central heating system needed to be upgraded

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

Cllr Bell spoke to his report that had been tabled

  1. 112. CALENDAR OF MEETINGS – NOTED

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

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

c)  TRAC – Wednesday 30th March – 7.00pm

d)  Annual Parish Meeting – Monday 4th April – 7.30pm

e)  Planning Committee  – Wednesday 13th April  2011 – 7.30pm

f)   F&GP Committee – Monday 18th April 2011 – 7.30pm

g)  Parish Council Annual General Meeting – Monday 16th May 2011– 7.30pm

  1. 113. RESOLUTION TO EXCLUDE THE PUBLIC

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

  1. 114. THE MINUTES OF THE CONFIDENTIAL SESSION HELD DURING THE MEETING OF THE F&GP COMMITTEE ON 24TH JANUARY 2011 were received

  1. 115. THE MINUTES OF THE CONFIDENTIAL SESSION HELD DURING THE MEETING OF THE F&GP COMMITTEE ON 21ST FEBRUARY 2011 were received

The meeting Closed at 9.17pm

The results of the 2011 Election for Councillors to South Oxfordshire District Council for the Wheatley and Horspath Ward was as follows:

Elected Party                             Votes            %

Janet Maureen Carr             Conservative 976          30.89

Roger Thomas Bell            Liberal Democrats 766          24.24

Not Elected

John Patrick Walsh         Conservative 724          22.91

Helena Tess Harris          Liberal Democrats 694          21.96

There was no need to hold Parish Council elections in the village this time round because there were only 14 nominations for the 15 available places.

For the names of the Councillors please see the the ‘Councillors’ web page.

The Chairman and Vice-Chairman of the Council will be elected at thr Council’s Annual General Meeting on Monday 16th May at 7.30pm in the main hall of the Merry Bells.

At that meeting it is hoped that the vacancy on the Council will be filled by co-option.

Part A             Review of Village Plan Achievements to 2010

Achievements

Many of the objectives itemized as PLANS in the Village Plan (pages 16 to 19) have been achieved as summarized below.  The achievement list is excellent. The PLANS are described as medium to long term –presumably over the 10 year life of the Plan. A number of these projects had lives of their own eg within the Parish Council independently of the Village Plan

PLAYGROUNDS FOR UNDER 11s

Plan 1 – Improving the village playgrounds

Since the publication of the Village Plan a major refurbishment of the Church Road recreation ground has been carried out, which is popular and effective. A major refurbishment and imaginative makeover of the Cullum Road Recreation Ground (which includes provision for over 11s) is almost complete. Both these schemes have required much hard work and fundraising, including by individual Parish Councillors; also Parish Council funds.

Plan 2 – Safer access across Church Road to the recreation ground/pavement on North side of Church Road.

This a priority of the Parish Council and is in a queue of works, some of which involve lengthy campaigns to obtain funds from third parties, eg Brookes University and the County Council’s Travel to School schemes.

YOUTH ACTIVITIES

Plan 3 – New/better facilities at the Youth Centre

The Parish Council earmarked funds year on year to open up the Youth Centre on an additional weekday evening. This was not taken up by the County Council notwithstanding repeated Parish Council requests. Query whether most young people welcome the level of supervision involved in Youth Centre schemes. A number of Parish Councillors are pursuing a “Youth Shelter” project which appears very popular. This involves creating an informal, marginally sheltered, gathering place to be installed in one of the recreation grounds. After initial work is appears the Church Road recreation ground is likely to be a more suitable site than Cullum Road.

Plan 4 –Conversion of Primary School Sports Pavilion to Community/Youth centre

Query whether this can happen within the Village Plan time frame; there may be problems with the relative isolation of the Sports Pavilion and the current sports Field agreement with the County Council. This may be something for the future.

NEEDS FOR (sic) THE ELDERLY

Plan 5 – Better information etc services for older persons

Since the Village Plan was published the Parish Council has co-operated with the Citizens’ Advice Bureau in establishing a CAB in Wheatley. This is in the heart of the village at the United Reformed Church, which has very kindly made its facilities available. The Parish Council has paid £1,000 each year towards the cost of the CAB for three years. This service is useful to all residents but especially to the elderly. The Wheatley Information Booklet is being revamped, thanks to the Wheatley Society, and will presumably give details of the various services available in the village for the elderly. The Parish Council has installed a number of public seats around the village, particularly to assist older persons walking into the village.

VILLAGE SERVICES

Plan 6 –Desirability of Markets

A small farmers’ market now takes place weekly/fortnightly on Friday mornings outside the Merry Bells.

THE ENVIRONMENT

Plan 7focuses on litter, best kept village competitions, information boards re village history etc.

Best kept village competitions have been entered –thanks to hard work on the part of Parish Councillors Dalton and Carr – and awards have been won. Councillors Slade and Sprent successfully organised recent litter blitzes –thank you.

Plan 8 Improvements to the Old Burial Ground

The Parish Council has made substantial improvements to the Old Burial Ground, including a redesign of the stone steps on the High Street side, refurbishment of the High Street wall, provision of seats and refurbishment of the path (although the stones deployed on this path now appear unsatisfactory and are likely to be replaced). The commemorative lettering on the war memorial itself has been re-picked out, largely on the initiative of the late Cllr Peter Audley-Miller. “Installing effective fencing and keeping the ground locked at night” may be a step too far and impractical given the nature of the site –the fencing would have to be very high for the heart of the village.

Query whether plans 7 & 8 are sufficient to address the village’s environmental issues.

TRANSPORT, CAR PARKS, PAVEMENTS

Plan 9 – proposes that “car parking is the most urgent component in this category” The Plan proposes that new car parks be constructed on the greensward to the north side of London Road 9 -by the ancient wall – and in the residential Wren Close area; also within the business centre on Old London Road and land at the telephone exchange.

Query whether these sites are suitable and whether demand has been accurately analysed. The Parish Council has rejected the first two sites as being inappropriate.

Plan 10 –“install higher kerbs on many pavements, dropped kerbs at crossing points, pavements at Church Road/Holloway Road junction and in Crown Road”

The Parish Council successfully obtained County Council funding for widening and raising the pavements on the south side of Church Road -an expensive project partly because of drainage problems. The new pavement is not as wide as the Parish Council would have liked but it is an improvement. The County Council declined to improve the pavements on the north side of Church Road for lack of funds.

The Parish Council had previously, with County Council funding, created a pavement on the east side of Friday Lane, where previously there had been none. Further works in Church Road –well publicised in the village -to improve safety, reduce congestion and prevent vehicles driving on the pavement  – by allowing only buses to enter Church Road from the east – are an ongoing  Parish Council project, with the work promised by the County Council in the spring of 2010 (recently  postponed again  by the County Council, apparently for financial  reasons–somewhat odd given that the bus companies have asked for similar measures to be urgently put in place because of the problems in Church Road; also the proposed measures will substantially increase safety and  are extremely cheap.)

New pavements and crossings at the Church Road/ Holloway Road junction and Park Hill roundabouts are also projected, held up by delays in the above Church Road project and the possibility of funding from Brookes University as part of a S106 agreement and School Travel Plan funding.

Pavement widening and pedestrian crossing/s in Station Road are being pursued – with the support of the Primary School. Pavements in Crown Road -the County Council has said there is insufficient room. The pavement and crossing on the north side of Church Road west -by the recreation ground – (Plan 2) is also a Parish Council priority.

The Parish Council has funded a number of new dropped kerbs in the village eg at Simons Close.

See also the Parish Council’s work towards obtaining a quieter modern surface on the A40 past Wheatley in place of the abrasively noisy surface installed without consultation some years ago.

The Parish Council actively supports the installation of a 20mph speed limit throughout the village. See generally the Parish Council’s detailed response to the County Council’s 2010 Local Transport Plan consultation.

The Parish Council would appreciate extra input from residents wishing to help make the village safe for pedestrians and cyclists; also to make the village more pleasant and attractive to live in – eg by meeting the local preference for reducing the volume of through traffic using the village (see the huge vote for this vote shown on page 34 of the Village Plan document).

FOOTPATHS AND CYCLEWAYS

Plan 11 –Open new footpath from Ladder Hill via Howe Close to Littleworth; open new path/cycle way from Roman Road to Asda

The first footpath crosses private land with an elderly disused railway bridge and proved unfeasible; the Parish Council is actively pursuing a cycle route from west to east of the village and thence to Thame and has sought funding including from Brookes University. This is an ongoing project. The footpath from Station Road to Farm Close has been successfully refurbished. At Roman Road the Parish Council has extended the footpath by the stream to the roadside. The Littleworth footpath has been extended and improvements made where the path meets the business “apron.” in Littleworth. See also the Parish Council’s response to the County Council’s 2010 Local Transport Plan Consultation.

SPORTS

Plan 12 –New facilities sought –all weather bowling green, all weather outdoor pitch, roller blade park; aspirations -indoor tennis court, swimming pool, ten pin bowling alley.

A major project to renew the sports pavilion at Holton with brand new facilities is ongoing. This is organised by the Sports  Field Association, which is part funded by the Parish Council to the tune, currently, of c £10,000 per annum.

COMMENTARY

  • The 2004 Village Plan states, at page 2, that it is a ten year plan. The ten year period expires in 2014.
  • The Executive Summary, at page 3, prioritises car parking first and foremost. There is no analysis of the pedestrian safety and traffic concerns of the village, although dropped kerbs and controlled crossings are prioritised. Improvements to public footpaths and to the recreation grounds are also highlighted.
  • The Plan authors, somewhat controversially, designate Wheatley at page 4 a “rural town” rather than a village.
  • The assumption, at page 3, that environmental improvements can be left to the District and County Councils, has not proved justified.
  • At page 4 the Plan states that “traffic simply flows through the village and has little connection with it”. At page 5 the Plan states “It is to address the sustainability of village community life that this report has been written”. On page 6 the objectives of the plan include –“to evaluate the… problems and needs… of the community.”
  • At page 6 traffic calming was stated to be excluded from consideration for the reason that it was “in process”. However “the environment, issues associated with living in certain locations and transport were included. At page 36 the printed responses to the Village Plan questionnaires show that 1,171 residents (a very high proportion of the adult population) “agreed with the attempts being made to reduce traffic driving through Wheatley” (Village Plan emphasis).  This vote and its broader priorities for the village are not reflected in the detailed Plans and, oddly, are contradicted by a few of the short term “Action Points”.
  • The Parish Council has worked on numerous other projects since 2004 –please see detailed Minutes and Agendas of Parish Council and committee meetings. There have been successes and certainly much background work. For example a Parish Council website has been established; the Parish Council very recently persuaded the County Council to use a modern quiet surface for the August/September 2010 A40 repair works – this sets a helpful precedent for the remainder of the noisy A40 stretch currently blighting Wheatley and Shotover; the land in the centre of the village previously occupied by the toilet block is about to be purchased by the Parish Council for community use.

The Six Action Points (pages 20, 25 & 26 of the Plan) – these are said by the Plan to be recommendations for short term action eg “writing letters and would not necessarily involve significant costs”.

In the case of some Action Points this is not a realistic assessment of the work involved; also some of the Points appear to have a limited correlation with the statistics of the Village Plan questionnaire responses.

Action Point 1 relates to matters such as “increased NHS  dental services, respite for carers, improvements to the Library, further education classes, and improvements to the Merry Bells” none of which appear to fall within the remit of the Parish Council. At the time of writing it is not clear whether the Wheatley Society and other village organisations have pursued these matters. The Merry Bells Management Committee has made ongoing improvements to the building and has recently embarked upon plans to improve the Merry Bells frontage; also to prevent cars driving on the forecourt in the context that pre school children use it.

Action Point 2 These suggestions came from a small number of respondents,  mostly High Street businesses and shops, eg “improved car parking near the shops, reducing planning restrictions, removing traffic calming features” etc. To some extent these points contradict the majority responses shown at page 36 of the Village Plan document. A way needs to be found to balance business interests with residents’ wish to have an unpolluted, safer and more pleasant environment.  Such an environment is likely in turn to bring more business to local shops.  Improved car parking near the shops is an ongoing need which has proved difficult to achieve in an ancient High Street with unmonitored car parks. There is on street parking within easy walking distance from the shops, but see Village Plan at Page 4 quoted above –“traffic simply flows through the village and has little connection with it”. This is unlikely to change very substantially for commuters accustomed to shopping at nearby Asda, Waitrose, Tesco, Sainsburys. The market is ideally local and local trade is likely to increase with a more attractive village environment so that residents, including children, can walk/cycle pleasantly and safely to their local shops. The Parish Council has considered an environmental improvement scheme in the heart of the village near the shops but has been told there is no funding at present.

Action Point 3& 4 relate to litter, recycling and waste. The District Council has introduced much of the requested recycling provision.

Action Point 5 –“More information about Town & Country Planning applications; no development in the Green Belt; Affordable Housing” All planning applications appear on SODC’s website. The Parish Council has recently set up its own website which will include the agendas and minutes of its Planning Committee. The Parish Council has pursued an energetic policy of protecting the Green Belt and has actively supported the search for an “Exception Site” for affordable housing in the village, consistent with policies for the preservation of the Green Belt. The need for Affordable Housing is considered regularly at meetings of the Parish Council and has been the subject of newsletter articles by the Chairman of the Council.

Action Point 6 deals with particular security issues which are largely beyond the control of the Parish Council, although the Council works well with the Police and Community Safety officers on security issues at large.

Action Point 7 – increase car parking times in the High Street. This has been achieved to a modest extent. Query –possible conflict of priorities between residents seeking long term parking on the one hand and local shops seeking brief parking for passing trade.

Action Point 8 –mentions public transport matters. NB the Parish Council has an active and experienced Public Transport Representative.

Action Point 9 (Footpaths and Cycle ways)  –“reopen old White Hart footpath-High Street to Church Road; install lighting on 3 village footpaths; cut grass and remove litter and dog dirt.” The Parish Council made a detailed formal application to the County Council’s Footpaths Agency to reopen the White Hart footpath for public use. This application failed and consequently the footpath remains closed. The Parish Council has arranged and paid for lighting to be installed at the Beech Road/Kelham Hall footpath and an arrangement has been kindly agreed by the bakery to improve lighting on the High Street/Farm Close Road footpath. The County Council is responsible for the maintenance of public footpaths. The Parish Council has subscribed to additional dog waste bins –at considerable public expense.

Action Point 10 the requested informal recreational access to the Holton/Primary school playing fields proved unworkable for reasons beyond the control of the Parish Council.

Part B         WHEATLEY PARISH COUNCIL

VILLAGE PLAN 2010

Mission statement

Wheatley Parish Council serves to shape and fulfill the vision of Wheatley Parish continuing to develop into the 21st century as a thriving semi-rural community, whilst maintaining its emphasis as a village and protecting it from the less desirable effects of its location.

Objectives

1.    To take a lead in the development of appropriate facilities and services for the benefit of Wheatley residents of all ages, and to deliver these on time and on budget.

2.    To respond to the ever-changing environment by protecting the interests of Wheatley residents, both current and future.

3.    To ensure Wheatley is a safe and enjoyable place in which to grow up, live, work and grow old.

Strategies

1. Facilities and infrastructure

Maintain

  • To continue to maintain existing green spaces, play areas, seating and pathways via grass cutting, tree and general maintenance, and litter picking to a good standard.

Look to develop

  • To improve pedestrian safety and accessibility.
  • To reduce rat-run traffic volumes and speed through the village.
  • To improve sports, play and recreational facilities for villagers of all ages.
  • To improve the village centre environment.
  • To provide affordable housing as required.
  • To consult on/hold a public competition for a design for best community use of the “former toilet block” land in the heart of the village
  • To improve the availability of short term parking for shoppers in the village via the existing car park and on-street spaces, including by drawing up proposals for measures to reduce the current problem of all day commuter park-and-ride behaviour.

Do not progress

  • Whilst one proposed outcome from the questionnaires suggested a need to provide new car parks this was not felt a priority to progress, at least for the time-being, since more parking would encourage all-day commuter park-and-riding, additional hazards on our narrow streets and has the potential to ruin the rural nature of the village.

2. Services and Communication

Maintain

  • To continue to support and publicise village societies and organisations to ensure all residents are aware of the opportunities and services available to them.
  • To continue to encourage and support outside organisations such as C.A.B. who can offer support and advice to residents.
  • To continue to communicate directly with village at least bi-monthly to ensure residents are kept abreast of initiatives.
  • To maintain and improve the infant Parish Council website, which provides Parish Council Agendas and Minutes to the community.

Look to develop

  • To improve accessibility of information and encourage input from all residents.
  • To support additional business/non-commercial organisations who might bring employment and services to the local community.

3. Community and Environment

Maintain

  • To continue to support third party organisations such as SODC, CPRE, Shotover Estate, Wheatley Primary School etc to protect the Wheatley village area from unwanted, potentially damaging development, whilst ensuring positive works are supported.
  • To continue to support third party organisations to protect biodiversity in the area.

Look to develop

  • To create a Wheatley biodiversity statement and to identify which areas in the parish and vicinity should be protected.
  • To work, together with other third parties, such as neighbouring parish councils and local councillors to improve and protect the rural nature of Wheatley – including reducing the noise polluting effects of A40/M40 or local roads, putting in place measures to minimise all day street parking by commuters into Oxford etc.
  • To support third parties such as Fusion in building positive relationships across age  and social groups in the village via village events etc

Action Plans

1. Facilities and infrastructure

  • In conjunction with the Sports field Management Committee, to pursue grants with the aim of improving the sports fields and buildings
  • To work on the arrangements  which will take the place of   the current Sports field agreement with the County Council, on its expiry in November 2013
  • To add a Youth Shelter to the Church Road recreational ground.
  • To continue to maintain and refurbish  recreation grounds as need/opportunity arise.
  • To develop the existing, and look at new opportunities to enhance, the footpath network.
  • To add to the dog bin locations as seen necessary to maintain cleanliness on paths and streets.
  • To maintain and improve the Parish Council- owned allotment sites as required.
  • To draw up proposals and secure third party funding for a new cycle path.
  • To draw up proposals and secure third party funding to introduce pedestrian safety/speed measures on Church Road including the junction with Holloway Road.
  • To draw up proposals as above for Holloway/London Rd/Park Hill junction.
  • To draw up proposals as above for a crossing at the Cromwell Place/Fairfax Gate London Rd junction.
  • To work with Primary School on their travel plan objective to secure funding for a Station Road pedestrian crossing;  to look at creative school-traffic problem solutions such as park & walk schemes which may help reduce traffic volumes, and to encourage walking/cycling to school initiatives as a whole.
  • To promote signage/road changes to reduce through traffic volumes and speeds – including to reduce inappropriate Heavy Goods Vehicles/Sat Nav problems on minor roads, and dissuade rat-running traffic in general.
  • To draw up proposals to create a no-through road for Bell Lane, thereby reducing traffic cut-through speeds and helping to improve pedestrian safety in a proven danger-spot in the centre of the village.
  • To maintain an active involvement, including with the Park School, in the Brookes Campus development plans and ensure appropriate section 106 improvements are obtained for the village. These include obtaining funding for the child/student friendly road safety measures outlined above.
  • To purchase pockets of land, as appropriate to enhance the village centre/High Street environment, eg the former toilet block land adjacent to the parade of shops.
  • To work with third parties to assess the needs of residents and influence those bodies, so far as we are able, to supply as required, suitable  affordable housing.

2. Services and Communication

  • To support third party development of a village information booklet.
  • To deliver and develop the bi-monthly newsletter.
  • To maintain and improve the Parish Council website

3. Community and environment

  • To continue to control  development and protect  the village from inappropriate development via the Parish Council’s Planning Committee and Traffic and Roads Advisory Committee; also the Council’s relationships with SODC and other government agencies.
  • To actively protect  village interests in regard to national/council planning, voicing concerns robustly where necessary, whilst actively supporting favourable development initiatives such as Thornhill Park & Ride extension etc
  • To build relationships with local MP and district/city and county representatives to ensure Wheatley’s best interests are put forward wherever possible, and in particular in relation to the Local Transport Plan.
  • To work together with other local parish councils, organisations and societies to ensure the local villages act in unison where relevant for the good of us all – in particular to actively campaign for A40 resurfacing with a view to  noise reduction.
  • To continue to liaise with commercial organisations and employers (such as ASDA) as well as local schools and higher education personnel to ensure that the needs of the community are met when considering any future developments.

Wheatley Parish Council

6th September 2010

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 24th JANUARY 2011 IN THE PARISH OFFICE AT 7.30PM

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

& E Stacey

OFFICER THE CLERK: Gareth Morris

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

105. APOLOGIES FOR ABSENCE had been received from Cllr Fyffe

106.       MINUTES OF THE PREVIOUS MEETING held on 13th December 2010, which had been circulated previously, were signed as a correct and accurate record.

107.       DECLARATIONS OF INTEREST – None

108. MATTERS ARISING FROM THE MINUTES  13th December 2011

i. Minute 94(i) – Grit Bins in the Village. The clerk had been informed that there would be no more bins supplied this financial year. The OCC Highways dept. would check to see if the locations suggested were suitable. Councillors expressed concern re pot holes in  Wheatley’s roads. Agreed that the clerk write to the Highways Dept.

ii. Minute 949iii) – Oxford City’s Management of Shotover Park – no feedback as yet on the meeting held on 11th January

iii. Minute 69(iv) – Christmas tree – this had been a success and the lights had remained on throughout the period. The clerk to write to Mr Tandy thanking him for supplying the electricity.

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

Cllr Dalton was arranging the planting of shrubs along the top boundary.

It was reported that barbed/razor wire had been put along one of the fences at the back of one of the houses on Miller Road. The clerk to investigate.

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

The application to SODC for grant aid had been sent off.

111. TO RECEIVE AN UPDATE ON THE PARISH COUNCIL’S REQUEST TO SECTION 106

FUNDING FOR PEDESTRIAN AND TRAFFIC SAFETY MEASURES.

The Clerk to contact Anne Purse re the request for the original and current costings for the 2002 pedestrian safety plans for the village.

The clerk and Chairman of the Council reported on a further meeting at Thame Police Station re the car parking along Waterperry Road etc

112. TO CONSIDER THE NEED TO PROVIDE A NEW BURIAL AREA WHEN THE CURRENT CHURCHYARD RUNS OUT OF SPACE

This item had been referred to the F&GP Committee from the Parish Council meeting   of 10th January. Mr Sprent, churchwarden, had suggested the Parish Council eg write to the Diocese of Oxford asking for part of the vicarage garden to be used.

Agreed that the clerk check the legal position re Parish Councils’ ‘duty’ to provide a burial ground. It was noted that Mr Sprent had already written to the Diocese along the lines he suggested at the Parish Council meeting

113. CLERK UPDATE

i)   Computer back up – The internet back –up facility has now been installed

ii)   An e-mail had been received from a resident asking the Parish Council to note his correspondence to SODC re the non adoption of the sewerage system in Elton Crescent

iii)   The Clerk had been informed that the road through Littleworth would be closed for a few days from 14th February whilst sewer repair works are carried out.

iv)   The Clerk requested permission to attend the training day/ conference organised by the  Oxfordshire branch of the Society for Local Council Clerks on 16th February. This was Agreed. It was further Agreed that the council pay the conference fee of £40.

114. GRANTS, LICENCES AND SUBSCRIPTIONS

i) Sage Instant Accounts Cover for 2011 – £174.00 (inc VAT) – Agreed

ii) Ryder-Cheshire Volunteers, Oxfordshire – 16 disabled members and 3 volunteers in this area – Agreed £100 under Section 137 of the 1972 Local Government Act

115. FINANCIAL MANAGEMENT

i)   Scrutiny of budget to end December (see enclosed paper) and signing of completed copy of reconciled bank statement by Chairman & RFO

ii) Balances

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

24th January 2011 will be as follows:              Community     £2,122.07

Tracker           £48,110.22

Treasury         £60,034.07

SCHEDULE OF PAYMENTS TO BE AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105236-240 GM/SW/JF/OCC/HMR&C Dec wages/pen/PAYE/NICs 3,362.41
105241 WPSFMC Quarterly Payment 2,000.00
105242 South and Vale Carers Grant Aid 150.00
d/d Siemans Financial Services Photocopier lease 383.05
d/d Bank charges 6/9 – 5/12 81.89
Total £5,977.35
Cheques to Pay
105243 Sage (UK) – Accounts Instant accounts cover for 2011 174.00
105244 Claire Logic IT Support 93.60
105245 Southern Electric Electricity 1/10 – 7/01 60.81
105246 Whetter, Duckworth and Fowler SODC Land in High Street 348.75
105247 Sage (UK) Accounts Accounts stationery 63.46
105248 Thames Water Memorial gardens 8.28
105249 Berinsfield Business Community Grass verge contract 542.26
105250 Merry Bells Management C’ttee Hire of Hall 15/11/10 25.00
105250 Merry Bells Management C’ttee Rental Increase 18/10/10–25/12/10 42.34
105250 Merry bells management C’ttee Gas recharge 1/6/10 – 31/12/10 247.50
105251 Oxfordshire Business Alliance Grant Aid 2009-2010 150.00
105253 Swift Digital Services Charge for photocopies 51.41
GM/SW/JF/OCC/HMR&C Jan wages/pen/PAYE/NICs 3,500
Total £5,307.41

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Tracker Interest 7.04
Newsletter Advertising 5,382.00
Total £5,389.04

116. PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED

i)        The Haseleys – Newsletter January 2011*

ii)        Wheatley URC Newsletter January 2011*

iii)        Little Milton Newsletter January 2011*

iv)        Great Milton Bulletin January 2010*

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

vi)        SODC Minutes of Standards Committee 25th November 2010*

vii) Letter from resident expressing concern over the education provided at the Primary and Secondary schools within the village – Agreed that the clerk would reply to the effect that  this matter does not fall within the Parish Council’s remit and that he might wish to contact the Chairman of the Governing body of each school

viii) Local Government Boundary Commission – Electoral review of Oxfordshire. Agreed that the matter be placed on the next F&GP agenda and that the clerk sends each councillor the Boundary Commission correspondence.

ix) Thames Valley Primary Care – Application By Morland House Surgery to provide pharmaceutical services – refused

x) Clerks and Councils Direct*

xi) Request from resident for double yellow lines along the road leading up to the Caravan Park from Littleworth Road opposite the Primary School. Agreed that the clerk reply saying that this road is a private Road.

xii) E-mail from resident pointing out the removal of the solar powered real time bus indicator from the bus stop on Church Road by the SODC car park – Noted The clerk reported that the County Council would be erecting a ‘normal’ real time information post during February

xiii) OCC Snow guide for Oxfordshire Communities – Noted

xiv) The Royal British Legion request to hold or support ‘The Great Poppy Party Weekend’ on 10th,11th & 12th June 2011 – to celebrate 90 years of the Royal British Legion – Noted

xv) 2011 Census – request to help those who need help to complete the forms, consider venue and volunteer resource for assisted sessions. This to be discussed at the next F&GP meeting

xvi) To consider a request from the PCSO that given the recent outbreak of graffiti in the village the Parish Council provides a ‘graffiti wall’. Agreed that no action be taken on this.

*On display in Parish Office

117. DATE OF NEXT MEETING – 21st January 2011 – Noted

118. RESOLUTION TO EXCLUDE THE PUBLIC

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

Agreed nem con

The meeting closed at 9.00pm following the confidential items

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

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

M Fyffe (until 9.00pm) & E Stacey

OFFICER THE CLERK: Gareth Morris

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

91. APOLOGIES FOR ABSENCE had been received from Cllr Devlin

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

93.  DECLARATIONS OF INTEREST – None

94. MATTERS ARISING FROM THE MINUTES  15th November 2010

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

99. CLERK UPDATE

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

100. GRANTS, LICENCES AND SUBSCRIPTIONS

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

101. FINANCIAL MANAGEMENT

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

ii) Balances

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

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

Tracker           £51,103.18

Treasury         £60,034.07

SCHEDULE OF PAYMENTS AUTHORISED

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

INCOME RECEIVED SINCE LAST MEETING

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

102. PUBLICATIONS & CORRESPONDENCE RECEIVED – NOTED

i)        The Haseleys – Newsletter December   2010*

ii)        Wheatley URC Newsletter December 2010*

iii)        Little Milton Newsletter December  2010*

iv)        Great Milton Bulletin December   2010*

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

vi)        CPRE ‘Fieldwork’ December 2010*

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

viii)        Neighbourhood Policing December Newsletter.*

*On display in Parish Office

9.00pm Cllr Fyffe left the meeting

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

104. RESOLUTION TO EXCLUDE THE PUBLIC

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

The meeting closed at 9.15pm at the end of the confidential session

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 15th NOVEMBER 2010 IN THE PARISH OFFICE AT 7.30PM

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

P Devlin, M Fyffe & E Stacey

OFFICER THE CLERK: Gareth Morris

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

75. APOLOGIES FOR ABSENCE – None

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

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

78. MATTERS ARISING FROM THE MINUTES  27th SEPTEMBER   2010

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

79. MATTERS ARISING FROM THE MINUTES  18th October  2010

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

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

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

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

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

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

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

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

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

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

Parish Council newsletter advertising charges for 2011-12

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

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

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

Half page – £35    –     Agreed unanimously

Full page – £55     –    Agreed unanimously

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

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

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

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

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

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

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

Cllr Stacy was thanked for her work on the application.

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

85. CLERK UPDATE

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

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

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

86. GRANTS, LICENCES AND SUBSCRIPTIONS

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

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

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

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

87. FINANCIAL MANAGEMENT

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

ii) Balances

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

Tracker             £56,103.18

Treasury           £60,009.00

SCHEDULE OF PAYMENTS AUTHORISED

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

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

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Allotments 20.00
Photocopying 1.10
Total £21.10

88. PUBLICATIONS & CORRESPONDENCE RECEIVED – NOTED

i)        The Haseleys – Newsletter November  2010*

ii)        Wheatley URC Newsletter October 2010*

iii)        Little Milton Newsletter November  2010*

iv)        Great Milton Bulletin November  2010*

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

vi)        CPRE Oxfordshire Bulletin Autumn 2010*

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

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

*On display in Parish Office

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

90.  RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Carr proposed and Cllr Reilly seconded that:

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

Agreed

The meeting closed at 9.50pm following the confidential item

Wheatley Parish Council

MINUTES OF THE MEETING OF THE PLANNING COMMITTEE OF

THE COUNCIL HELD ON WEDNESDAY 9th February 2011

PRESENT: Cllrs C Dalton (Chairman), P Willmott, J Coveley & N Messenger

Officer: the Clerk – G Morris

Also present: Cllr R Bell

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. THERE WERE NO SUCH DECLARATIONS

77. APOLOGIES FOR ABSENCE had been received from Cllrs Sprent, Knapp and Carr

78.  DECLARATIONS OF INTEREST –  None

79.  MINUTES OF THE PREVIOUS MEETING HELD ON 12th JANUARY 2011 were signed as a correct and accurate record

80. MATTERS ARISING FROM MEETING HELD ON 12TH JANUARY 2011 – None

81. AMENDMENTS TO PREVIOUS APPLICATIONS – None

82. NEW PLANNING APPLICATIONS

i)       P10/W1824/RM (Reserved Matters) (Minor) Land adjoining Littleworth Park, Cooper Close. Reserved Matters regarding P10/W0461/O – Layout, scale, appearance, the means of access, vehicle and cycle parking, sustainable forms of construction and the landscaping of the site. A number of letters of objection that had been sent to SODC were read out and Cllr Bell spoke to his letter of objection. Agreed to Recommend Refusal. The Committee wishes to reiterate its reason for objecting. This application is an overdevelopment of the site out of keeping with that part of the village.

The land at the west end of the site is not viable as an amenity/recreation space (as suggested by the Design Statement) due to the embankment by the bridge. Also, isn’t the land by the bridge owned by British Railways and not the applicant? Furthermore who is going to be responsible for its maintenance.

There is concern over the diverting of the footpath, changing a ‘safe way to school’ and into the village to a route across drives and parked cars. If the house on plot 1 is removed from the plan the present route of the footpath may still be viable.

Also what is going to happen to the footpath and its users whilst construction is going on?

Coopers Close and the footpath have not been adopted by OCC Highways. How does this affect the development?

The Committee would like the Planning Officer to make a site visit to look at the viability of the house at plot 1.

ii)       P11/W0025(Other) 87 Littleworth Rd proposed dormer window and rooflight in north facing slope – No Strong Views

iii)       P11/W0122 24 Ladder Hill (Other) Demolition of existing single-storey rear 03.02.11 extension and part side extension and construction of two storey rear and side 04.03.11 extensions to form sun room, enlarged kitchen, utility room to ground floor and bedroom and study to first floor

No Strong Views

iv)       P11/W0039/DA (Other[Deemed]) Land at the rear of The Windmill Windmill Lane TOWN AND COUNTRY PLANNING ACT 1990 (AS AMENDED)  NOTIFICATION OF ENFORCEMENT APPEAL Location: Land at the rear of The Windmill, Windmill Lane  Alleged breach : Change of use of the Land edged red on the plan from agriculture to mixed purposes, consisting of: 1) agriculture and  2) storage purposes located in the approximate position shown hatched blue within the Land edged red on the Plan. Agreed to write to the Planning Inspectorate supporting SODC’s enforcement notices and objecting to an extension in the time for compliance. The land, which is in the Green Belt, and highly visible and intrusive in views from across the valley should be returned to agricultural use. The Parish Council would be opposed to any granting of a Certificate of Lawful Development. The parish Council further believes that the land should be viewed from the Acremead/Keydale Road area of the village as the full impact is not seen from Windmill Lane.

v)       P11/W0076 (Other) 50 Crown Road  Removal of existing porch for new entrance porch extension – Recommend Approval

83. PLANNING DECISIONS AND NOTIFICATIONS – Noted

i) P10/W1780 (other) 93, Old Road Single storey side extension and alterations to existing side windows. Erection of roof canopy GRANTED 14.01.11

ii) P10/W1700 (Other) 65 High Street. Change of use to retail and training

Recommend Approval – Plus floor plan (for information only) – GRANTED  17.01.11

iii) P10/W1779 (Other) 69 Church Road Creation of hard standing for vehicle in front of property No Strong Views  – GRANTED 18.01.11

iv) P10/W1800/RLB (Retrospective Listed Building) Greystones 88 High Street

Works to remedy damp & rot in cellar comprising block-work lining and new  joists reclaimed floorboards above; also replace cement to external plinth with lime mortar. Introduce gas supply to property, with meter in cellar adjacent existing water meterInstall CH boiler in first-floor Airing Cupboard with flu through south roof-space, to replace inefficient oil-fired boiler in kitchen. Conservation velux with side opening in north roof to provide access to inner valley. Recommend Approval – GRANTED 20.01.11

v) P10/W1670/A (Advertisement Consent) 93 High Street Removal of the existing fascia signage and projecting sign, and installation of new individual fascia signage and projecting sign – No Strong Views – GRANTED 25.01.011

vi) P10/1903/LD (Lawful Development) 111 Old Road. Proposed single storey side extension with a tiled roof on three sides, with a flat top section. Part demolition of existing garden wall to allow for new front wall of the proposed extension.

No Representations – GRANTED 19.01.11

vii) P10/W1855 (Minor) 34 Roman Rd Erection of one dwelling No Strong Views

REFUSED 27.01.11

viii) P10/W1878 (Minor) Asda Stores Ltd London Road. Proposed  entrance lobby to existing store main entrance. Recommend Approval – GRANTED 27.01.11

84.  CORRESPONDENCE – None

85.  DATE OF NEXT MEETING – Wednesday 9TH March 2011 – Noted The parish clerk gave his apologies for the meeting

The meeting closed at 8.30pm