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Finance and General Purposes Committee 13th December 2010

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