Home » Finance » Finance and general Purposes Committee 21st June 2010

Finance and general Purposes Committee 21st June 2010

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 21st JUNE 2010 IN THE MERRY BELLS HALL AT 7.30PM

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

OFFICER THE CLERK: Gareth Morris

ALSO PRESENT: 2 members of the public

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

17. APOLOGIES FOR ABSENCE had been received from Cllrs Devlin, Reilly & Fyffe

18. MINUTES OF THE PREVIOUS MEETING – 24th May 2010 which had been circulated previously were signed as correct and accurate record

19. MATTERS ARISING FROM THE MINUTES  24th May 2010

i)       Minute 5 – Ex toilet block land – Nothing had been heard from SODC – Noted

ii) Minute 11(ii) – Kelly’s Road Allotments – vacancy to be advertised in next newsletter

iii) Minute  11(vi) – Year 6 pupils from the primary school, with help of Cllrs Reilly and Dalton had planted flowers in the area by the side of Londis. The Parish Council was grateful to Wheatley Farm Shop on the London Road for the providing the plants and compost free of charge. Letters of thanks to be written to the Primary School and the shop.

20.  TO RECEIVE THE FINAL ACOUNTS FOR THE FINANCIAL YEAR 2009-2010 prior to their approval at a Extra-Ordinary Council Meeting of the parish Council to be held at 8.00pm.

The Clerk reported that Mr Brian Rollerson had visited the Parish Office the previous Friday to inspect the council’s accounts and various other documentation. There was an imbalance of £57.86 on the bank reconciliation as of 31st March 2010 which had to be found. Otherwise everything else was satisfactory. and he had signed Section Four of the Annual Return.

The clerk distributed a new Balance Sheet, Income and Expenditure Account and Section 1 of the Annual Return including amendments that had been discussed with and agreed by Mr Rollerson that morning.

Cllr Stacey proposed and Cllr Coleridge seconded that the Accounts and the Annual Return be received and recommended for approval by the Parish Council. This was Agreed unanimously.

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

i)        Request from resident to buy land in one of the blocked off alleyways, deferred from last meeting. Agreed that the Parish Council did not wish to sell this land off. The land had only just been purchased from SODC and there would be no advantage to the Parish Council in disposing of the land. Furthermore it cannot be predicted whether or not the Parish Council would need to use that land in the future.

ii)        Maintenance of flower beds and grass edges – The Clerk would contact the Parish Council’s contractors to discuss.

8.00 pm – The Finance and General Purposes Committee meeting was adjourned to enable the Extra-Ordinary Meeting of the Parish Council to approve the 2009 – 2010 Accounts and Annual Return

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

iii)        Complaint from resident – a further two e-mails had been received from the same address re complaints that had been made to the police on Saturday and Sunday evenings. It was Agreed to hold a meeting with the complainants and invite PCSO Cooney to attend.

22.  TO CONSIDER THE PARISH’S RESPONSE TO OCC’S LOCAL TRANSPORT PLAN 3 (2011-2030): CONSULTATION 5: SCENARIOS.

Cllr Birks had tabled some possible responses to the consultation document on behalf of the Transport and Roads Advisory Committee’s meeting held on 14th June. Cllr Carr proposed and Cllr Stacey seconded that these response were submitted to the County Council. This was Agreed. The clerk would e-mail the response the following day having agreed a two day extension from the County Council

23. TO CONSIDER A REQUEST FROM THE OXFORSHIRE GEOLOGY TRUST TO CARRY OUT MINOR CLEARANCE WORK ON THE CLIFF AT CHURCH ROAD RECREATION GROUND

Agreed to grant permission but to seek assurances that the cliff face would not be damaged or  undermined. The Clerk to write to residents of Gardiner Close to inform them of the work.

24. TO CONSIDER A REQUEST FROM FLORA MURRAY ON BEHALF OF YEAR 5 & 6 CHILDREN FOR A DEDICATED AREA FOR SKATEBOARDS/BMX BIKES ETC

A petition of 118 signatories, mainly Years 5 & 6 of the Primary School asking for the provision of a skate/BMX park with in the village. Whilst applauding the initiative of the pupils concerned the committee felt that it was unable to help directly because there was no suitable Parish Council owned land in the village plus the council had a number of projects it was already pursuing and did not have any spare capacity to deal with another one. It was Agreed to send the petition to The Wheatley Park Sportsfield Management Committee as they were responsible for the upkeep of the land (at the Primary School) that was mentioned in the petition.

25. TO CONSIDER MATTERS RELATING TO TREES WITHIN THE VILLAGE

i)        Report from Tree Care Associates re inspection of Common Lime Tree in the Memorial Gardens. The report was read out and it was Agreed to ask Tree Care Associates for an estimate for the recommended work. Permission of SODC would have to be obtained as the tree is within the Conservation Area.

ii)        Report on the meeting held in St Mary’s Close on 5th June. Cllrs Reilly and Dalton had attended, along with Mr Harris of Tree Care Associates. Mr Harris’ report and estimates would be reported to the July Parish Council.

26. CLERK UPDATE

i)        International Tree Foundation AGM 10.30 am Saturday 26th June 2010 NCVQ Conference Centre, London – Noted

ii)        To consider removal of the barrier(s) in the alley way up the side for The Cornfield Bakery following graffiti spraying – It was Agreed to take no action at the present time but to monitor the situation.

iii)        Report from PCSOs on graffiti spraying at above alley and at Cullum Road recreation Area .The offenders had been identified and had been to make an attempt to clean the graffiti off.

iv)        Parish Council’s notice board on Crown Road had been replaced with the one that was outside Lavells’ newsagents. It was Agreed to look for a replacement board.

27. GRANTS, LICENCES AND SUBSCRIPTIONS

i)        Berks/Oxon/Bucks Air Ambulance (2008-2009 £100) – Cllr Bell proposed and Cllr carr seconded that under Section 137 of the 1972 Local Government Act £100 be granted – Agreed

ii)        CPRE 2010-2011 Subscription – £29 – Agreed

28. FINANCIAL MANAGEMENT

Balances

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

21st June 2010 will be as follows:                            Community       £1,354.27

Tracker           £30,780.12

Treasury         £59,955.37

SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105116-20 GM/SW/JF/OCC/HMR&C May sal/wages/pen/PAYE/NICs 3,213.80
105121 AON Ltd Insurance 2010 – 2011 2,424.43
105122 The Post Office Stamps 139.00
105115 Clair Logic Computer maintenance 101.64
Total £5,878.87
Cheques to Pay
105124 Kingdom Signs Signs for Cullum Road Rec 541.62
105125 WPSFMC 2nd Quarterly Payment 2000.00
105126 Mallabar Durbin June /July newsletter 235.00
105127 J Watson June/July newsletter 480.00
105128 Berinsfield Community Business Verges – May 542.26
105128 Berinsfield Community Business Recs,&  Littleworth Green 262.61
105129 Safe and Sound Playgrounds New Cradle swing seats – FCRd 652.13
105130 Kantara Ltd Domain+ Host name& Email A/cs 163.33
105131 Active Installations Grass mats Cullum Rec goals 737.02
105132 Glasdon UK Litter bin for Holloway Road 49.05
d/d Barclays Bank Bank charges 08.03.10–06.06.10 137.80
105133 parchments Newsletter June/July 2010 1,476.78
102134 Earth Anchors Dog Bins x3 654.42
102135 Thames Water Memorial Gardens 6.05
105136 BR Consulting Internal Audit 2009-2010 331.80
105137 MBMC Gas – 11.12.09 – 31.05.10 197.80
105138 CPRE 2010-2011 Subscription 29.00
105139 Berks/Ox/Bucks Air Ambulance Grant Aid 100.00
GM/SW/JF/OCC/HMR&C April sal/wages/pen/PAYE/NICs 3,400.00
Total £11,996.67

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter Advertising 925.00
Photocopying .20
Allotments 6.00
Clear bags 4.00
Total £935.20

29. PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED

i)        The Haseleys – Newsletter June 2010*

ii)        Wheatley URC Newsletter June 2010*

iii)        Little Milton Newsletter June 2010*

iv)        Tiddington with Albury & Milton Common Newsletter – June/July 2010

v)        Shotover Preservation Society – Summer Newsletter 2010*

vi)        Great Milton Bulletin June 2101*

vii)        OCC – Planning for Emergencies- A Community Approach – Thursday 8th July – SODC Offices Committee Room 4 – 6pm to 8.00pm

* On display in Parish Office

30. DATE OF NEXT MEETING  –  19th July 2010 – Noted