Home » Finance » Minutes of the Finance & General Purposes Committee 16th November 2015

Minutes of the Finance & General Purposes Committee 16th November 2015

Wheatley Parish Council

DRAFT – Subject to confirmation
MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 16TH NOVEMBER 2015 IN THE MERRY BELLS COFFEE ROOM AT 7.30PM
PRESENT: Councillors J Carr (Chairman), A Davies, P Hood, R J Reilly, P Willmott, G Stephens and T Newman

OFFICER: THE CLERK: Gareth Morris

Also present: Cllr R Bell and one member of the public
In the absence of the Chairman and Vice-Chairman of the Committee it was agreed that Cllr J Carr should chair the meeting

70. APOLOGIES FOR ABSENCE had been received from Cllrs Gregory, G Birks and T Davies

71. DECLARATIONS OF INTEREST – None

72. MINUTES OF THE PREVIOUS MEETING HELD 19th OCTOBER 2015 which had been circulated previously were signed as a correct and accurate record.

73. UPDATE ON ITEMS FROM THE MINUTES 19TH OCTOBER 2015
i) Minute 27(iv) – Village Produce Association Cherry tree in the Memorial Gardens – the VPA had changed its request to planting a tree in Church Road Recreation Ground. The committee has no objection to this. The clerk to facilitate
ii) Minute 57(i) – Vehicle Activated signs – MDMessagemaker had sent a quotation of £15,120, including installation. The clerk had informed OCC of the Parish Council’s intentions and had received this reply: “The original signs were to be placed on lamp columns so the locations will be different for those originally agreed, new positions will therefore need to be agreed. The design of the proposed signage will need to comply with the Department for Transport guidelines as the proposed signs are to be located on the public highway, details of this can be found at http://tsrgd.co.uk/pdf/tal/2003/tal-1-03.pdf. The installation procedure will require Oxfordshire County Council agreement.”
The clerk be will contacting MD Messagemaker and OCC further.
iii) Minute 59 – Double decker buses for school transport. The clerk was yet to contact OCC. Cllr Newman had contacted Wheatley Park School and they would be putting the matter on their next Transport Plan meeting
iv) Minute 61 – Littleworth Allotments A letter had been sent out to all allotment holders saying that the parish Council was a little worried about the untidy state of some of the allotments, asking for their future intentions and if they had any views for the future. Two replies had been received and two allotment holders had been in to the office. A common view expressed was the desire to purchase their allotment. It was also clear that there is confusion over boundaries between the householders land and the allotment land. Site visits would be held.

74. TO CONTINUE THE BUDGET PROCESS FOR THE FINANCIAL YEAR 2016-2017
The budgets were presented in landscape form as requested with a comments column.
2015-2016 budget – at the moment it looks as if there would be a draw down from reserves of £33,000. This had been planned for in last year’s budget process. £1,000 had been added to expenditure for expenditure on the Neighbourhood Plan.
2016-2017 budget – SODC would be withdrawing the Council Tax Support Grant from Parishes. For 2015-16 this amounted to £3,500 for Wheatley. This would mean a reduction in income for 2016-17. £18,500 expenditure on the Neighbourhood Plan had been allowed for, offset by an expected £18,500 of grant income.
It was also felt that the Parish should assume no money from the County Council to help with grass verge cutting. An income loss of around £1,000.
The tax base figures for 2016-2017 had just been received which showed an extremely small increase for Wheatley. Every £1,000 increase in the precept would add 58p per year to a band ‘D’ property.
Cllr Newman informed the committee that the development on London Road could result in the Parish Council receiving a share in the Section 106 payments of around £200,000. This could go towards the sports pavilions and pitches, open spaces and play equipment and other infrastructure. This payment was not yet confirmed.
It was agreed that an amount should be earmarked for the refurbishment of Farm Close Recreation Ground.
All councillors are requested to consider items for next year’s budget.

75. TO CONSIDER SUPPORT FOR THE MAPLE TREE CHILDREN’S CENTRE
This item had been referred to F&GP by the full Parish Council meeting.
The Centres had been told that if they could raise between £30,000 and £40,000 each, then the centre could stay open.
Councillors felt that the centre should be supported but that the parish couldn’t afford that kind of sum for what would be an ongoing commitment especially given the other pressures on the budget following withdrawal of other county and district financial support.
The committee asked Ms Job, who had attended on behalf of the centre to try and give the Parish Council the number of people from Wheatley who had used the centre. Once in possession of those numbers the committee would be in a position to agree the amount of support they were prepared to give either as a one off amount or ongoing. This was AGREED

76. TO CONSIDER THE CONDITION OF THE TREES WITHIN THE VILLAGE AND WHAT ACTIONS ARE NECESSARY
The trees along the footpath from Farm Close Road to Farm Close Lane (north
side) – Shortlift Ltd (the owners of the land) had asked for the name of local contractors to carry out the work, which was a positive step but now required a further letter from the Parish council requesting the work be carried out. This he would do.

77. GRANTS, LICENCES AND SUBSCRIPTIONS
i) Sue Ryder Nettlebed Hospice – £50 in 2014/15 – AGREED £50.00
78. TO CONSIDER THE REPORTS ON THE PARISH COUNCILLORS’ WALKS
AROUND THE VILLAGE
Footpath along the rear of Barlow’s Close – it was Agreed that the adoption of
this footpath should be brought to the next full council meeting but in the
meantime advice should be sought as to the process.
It was also AGREED that the Council should pursue its claim to ownership of
the strip of land from Coopers Close to the concrete apron in front of the
industrial units.

79. TO CONSIDER THE LOAN OF HAND TOOLS FOR HEDGE TRIMMING
Cllr Stephens felt that perhaps the reason for overhanging hedges was that
home owners did not have the right tools to do the job. He proposed that the Parish
Council buy some hand tools to loan out to residents so they could undertake
the job. This was AGREED. Cllr Stephens would advertise this service in the Newsletter in the Spring.

80. CLERK UPDATE
i) VPA Request to plant a cherry tree in Church Road Recreation Ground. See
minute 73(i)
ii) Gardener for the Memorial Gardens – The clerk had employed gardener from
Wheatley to tidy up the Memorial Gardens prior to Remembrance Sunday. He would also tend to the planter outside Costcutter and continue to look after the Memorial Gardens.
iii) Historic England were considering giving listed status to the Wheatley War Memorial

81. FINANCIAL MANAGEMENT
a) The Budget to the end of October 2015 had been circulated
The Signing of completed copy of the reconciled bank statement was undertaken by the Chairman & RFO

b) Balances
After the cheques below have been paid the balances on the council’s accounts as at 21st September 2015 will be as follows:
Community £2,532.48
Tracker £132,443.90
Treasury £60,774.98
82. SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
106289-95,98 GM/SW/JF/OCC/AR/HMR&C Oct sals/wages/pen/PAYE/NIC 4,423.10
102844 South and Vale Carers Grant Aid 200.00
106285 Royal British Legion Wreath 40.00
106286 Oxon Playing Fields Association 2015 -02016 Subscription 50.00
106287 Oxfordshire Assoc. for the Blind Grant Aid 250.00
106290 Wheatley Primary School Hire of Hall 63.75
106296 Post Office Stamps 243.00
106297 Lynx dpm Ltd Neighbourhood Plan Flyer 325.00
Total £5,594.85
Cheques to Pay
106299 Taylor Landscapes Removal of damaged bollard 42.00
106300 SODC Dog bin emptying 1/4/15-30/9/15 200.93
106301 Irwin Mitchell Solicitors Fees Village Green Application 1,015.20
106302 Swift Digital Services Photocopying 21/07/15-20/10/15 22.42
106303 Green Scythe Ltd Rec cutting Sept x 2 466.34
106303 Green Scythe Ltd Recs Oct + Ambrose Rise ditch 1,283.17
106304 Lyreco Desk Calendar 10.67
106305 Mainstream Digital Ltd Phone calls Oct 2015 0.67
106306 A Walkey Travel to Witney –Training 18.19
106307 Grzegorz Zasuwa Office window cleaning 5.00
106308 Berinsfield Community Business Verges Oct payment 608.33
GM/SW/JF/AR/OCC//HMR&C Sept sal/wages/pen/PAYE/NICs 4,300.00
Total £7,972.92

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Treasury Bill Interest 38.20
Newsletter Advertising 4,722.00
Newsletter Payments 12.50
Total £4,772.70

83. PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED
i) The Haseleys – November 2015*
ii) Little Milton Newsletters –November 2015*
iii) Great Milton Bulletin – October 2015*
iv) URC Newsletter – November 2015*
v) Local Council Review (LCR) Summer 2015*
vi) Tiddington with Albury and Milton Common Newsletter October/November 2015
vii) CPRE ‘Countryside Voice’ & ‘Field Work’ – Summer 2015
viii) Oxfordshire Association of the Blind – Thank You for Grant Aid
ix) TVP Neighbourhood Policing – November 2015 newsletter*
* On display in Parish Office

84. DATE OF NEXT MEETING – 21st DECEMBER 2015 – NOTED
Cllr A Davies sends her apologies

85. ITEMS FOR INFORMATION

• The Clerk apologised that he hadn’t put the suggestion from the Neighbourhood Action to hold a joint TVP/Parish Council Action Day on the Agenda
• Cllr Newman requested a ‘No Dogs Allowed’ sign be put on the new gate in to Church Road Recreation ground.
• The new owner of “Miss Tomb’s Field” as registered with the Land Registry is a Swiss Company.
• Cllr Willmott said that the final accounts of the now defunct Wheatley Park Sportsfield Management Committee were about to be audited, it showed that the Parish Council was liable to pay around £2,500
• Cllr Carr would like the purchase of the new noticeboards to be put on the agenda