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Finance and General Purposes Committee 20th April 2015

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 20th April 2015 IN THE PARISH OFFICE AT 7.30PM
PRESENT: Councillors P Willmott (Chair), R Bell, G Birks, D Lamont, R J Reilly, R Old and S Coleridge,

OFFICER: THE CLERK: Gareth Morris
127. APOLOGIES FOR ABSENCE had been received from Cllr Carr
128. DECLARATIONS OF INTEREST – None

129. MINUTES OF THE PREVIOUS MEETING HELD 23rd MARCH 2015 (Including Minutes of the confidential session) which had been circulated previously were signed as a correct and accurate record with the following amendments:
• Add Cllr R Old to those present
• Minute 115(i) – line 5 – change ‘gat’ to ‘gate’
• Minute 123 (xiv) –change second sentence to read ‘The clerk read out an e-mail from a resident complaining the Parish Council had raised the precept.
130. UPDATE ON ITEMS FROM THE MINUTES 23RD MARCH 2015
i) Minute114(i) – New entrance in to Church Road Recreation ground
The double yellow lines had been reinstated and the mortar repaired at the top of the wall
ii) Minute 114(ii) – Faculty for new bench in Memorial gardens. This was still to be progressed
iii) Minute 114(iii) – Handrails at entrance of Memorial Gardens – see minute 141
iv) Minute 114(iv) – Noticeboards for the village – the application for grant aid from SODC will be made later in the week
v) Minute 114(v) – new bench by Ambrose Rise bus stop. Taylor Landscapes had agreed to install the bench which could be delivered to Mobbs’ yard
131. TO FORMULATE A VILLAGE EMERGENCY PLAN
i) TO RECOMMEND TO FULL COUNCIL ON 18TH MAY THE ’PARISHES OF WHEATLEY & HOLTON EMERGENCY PLAN’ as presented to F&GP committee
Cllr Stephens proposed and Cllr Bell seconded that the Parish Council adopt the Wheatley and Holton Emergency Plan subject to the changes suggested by Cllr Dalton and the addition of ‘useful names’. This was AGREED

ii) To report on the purchase of two defibrillators for the Holton Pavilions and the centre of the village. The one for the Holton Pavilions was up and running. The second one for the Merry Bells had been delivered and would be installed shortly. Training for interested parties would be provided
132. CLERK UPDATE
i) Newsletter on website. Cllr Lamont proposed and Cllr Stephens seconded that the newsletter should be available on the Parish Council’s website. Agreed unanimously
ii) Update of Information Booklet – the deadline for information from contributors was April 29th
iii) Land in front of the old toilet block – The Traffic and Roads Committee had recommended to full council that 3 or so concrete tubs be installed around the area in front of the old toilet block area. It was also suggested that the council insure against ‘non-ownership’
vi) Trees in the village – The hedge on Church Road that backed on to the houses in Templars Close had now been cut back
v) Fence at Coopers Close public open space. Resident of Coopers Close had reported that the fence between his property and the open space was falling down. The responsibility for the fence was unclear. It was agreed that the Parish Council should share the cost of repair.
133. GRANTS, LICENCES AND SUBSCRIPTIONS
i) OALC 2015 -16 subscription – £746.34 – Agreed
ii) Oxford Green Belt network 2015-2016 subscription – £15 – Agreed
iii) Oxfordshire Rural Community Council (ORCC) 2015-2016 subscription – £65 – Agreed
iv) Wheatley Village Archives – Request for Grant Aid 2015-2016 – £1,500 – Agreed
v) Information Commissioner’s Office – Data Protection renewal 2015-2016 – £35 – Agreed
134. TO CONSIDER VARIOUS TRAFFIC MATTERS IN THE VILLAGE
i) Bell Lane corner, and other matters – The alterations to Bell Lane Corner had been completed except for the reinstating of the yellow lines which should be done in May. Cllr Lamont had painted the bell bollards.
ii) Vehicle Activated Devices – it was agreed that the VAS for London Road west be put on hold until the development on the north side was completed. The other three signs should go ahead.

135. FINANCIAL MANAGEMENT
a) A completed copy of reconciled bank statement was signed by by Chairman & RFO
The Budget to the end of March 2015 was discussed.

b) Balances
After the cheques below have been paid the balances on the council’s accounts as at 20th April would be as follows:
Community £2,162.79
Tracker £152,448.75
Treasury £60,700.93
136. SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
130,131,136-140 GM/SW/JF/OCC/AR/HMR&C March/wages/pen/PAYE/NICs 3,930.95
106134 C Sprent Mileage for delivering newsletters 42.46
106135 SODC Dog bins Oct -Mar 200.93
106142 Fusion UK Grant Aid – St Georges FunDay 275.00
106143 WPSFMC 1st Quarterly payment 2,000.00
106144 The Post Office Stamps 189.00
Total £6,638.34
Cheques to Pay
106146 A Richards April/May 2015 Newsletter 680.00
106147 Mainstream Digital Calls, rental, directory entry 03-06 79.41
106148 Lyreco USB drives, waste bins 57.78
106149 MBMC Office rental 25.03.15-24.06.15 1,133.20
106149 MBMC Gas recharge 05.01.15-31.03.15 77.41
106150 Arbor Tree Specialists Hedge along Church Road 250.00
106151 Grzegorz Zasuwa Window cleaning April 5.00
106152 Berinsfield Community Business Verges, FCPatio CulRd March 818.33
106153 Swift Digital Services Copies 15.01-13.04 132.43
106154 Parchments of Oxford April/May newsletter 1,484.90
106155 Southern Electricity Electricity 8/1/15-13/4/15 87.94
106156 Green Scythe Ltd Recs and greens 233.17
GM/SW/JF/AR/OCC//HMR&C April sal/wages/pen/PAYE/NICs 4,000.00
Total £9,039.57
INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Precept 2015-2016 – Ist half 53,961.50
Council Tax Reduction Scheme 2015-16 3,544.00
Treasury bonds interest 20.85
Tracker Account Interest 13.69
Newsletter Advertising 2,176.87
Photocopies 14.70
Allotments 10.00
Grant from MBMC for defribrillator 840.87
Total £60,582.48

137. PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED
i) The Haseleys – April 2015*
ii) Little Milton Newsletter –April 2015*
iii) Great Milton Bulletin – April 2015*
iv) URC Newsletter – April 2015*
v) Holton, Waterperry & Waterstock News – March 2015*
vi) Tiddington with Albury and Milton Common newsletter – April/May 2015
vii) Letter from resident
viii) CPRE ‘Oxfordshire Voice’ Spring 2014
ix) Civic Voice – War Memorials’ survey
* On display in Parish Office

138 DATE OF NEXT MEETING – 15th June 2015 – NOTED

139. RESOLUTION TO EXCLUDE THE PUBLIC
Cllr Reilly 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 unanimously

Confidential Agenda Monday 20th April 2015

140. UPDATE ON PROGRESS OF THE PARISH COUNCIL’S VILLAGE GREEN APPLICATION
Oxfordshire County Council has put the Parish Council ‘on notice’ that as the registration authority it intends to convene a public inquiry into the Application for Registration of a village green.

A further meeting with the Oxford Diocesan Schools Trust on the issue was to be held.
141. QUOTATION FOR HANDRAILS IN ENTRANCE TO MEMORIAL GARDENS
It was Agreed nem con with one abstention to accept the quote from Taylor Services for the manufacture and installation of mild steel handrails to the steps at the High Street entrance to the Memorial gardens. Cost £1,100 ex VAT
142. SALARY AND WAGE REVIEW FOR PARISH COUNCIL STAFF
The clerk had circulated a paper giving recommendations for the pay of the Parish Council employees. It was Agreed to:
• Award the Parish clerk his increment for 2015-16
• Following the completion of a satisfactory probationary period the Assistant Clerk would be paid an increased hourly rate in line with the national pay award 2014-16, backdated to January 1st 2015
• The two outdoor workers to have their hourly rate increased in line with ‘the living wage’.
143. STAFFING OF SPORTSFIELD MANAGEMENT COMMITTEE AND THE WHEATLEY PLAYING FIELD TRUST
Negotiations were ongoing with the employees of the Sportsfield Management Committee on their situation when the Sportsfield Management Committee ceases to exist at the end of August 2015.

The meeting closed at 9.25pm