Home » Finance » Finance & General Purposes Committee 15th June 2015

Finance & General Purposes Committee 15th June 2015

Wheatley Parish Council
MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 15th June 2015 IN THE PARISH OFFICE AT 7.30PM
PRESENT: Councillors P Willmott (Chair for item 1), P Gregory (Chair from item 2 onwards) A Davies, T Davies, P Hood, R J Reilly from 7.45pm) and T Newman.

OFFICER: THE CLERK: Gareth Morris

Also present: Parish Councillor P Bignall

Councillor Willmott as the outgoing Chairman of the Committee took the chair for item 1, and called for nominations for Chairman
1. ELECTION OF CHAIRMAN
Cllr T Davies – proposed by Cllr A Davies, seconded by Cllr Newman
Cllr P Gregory – proposed by Cllr Hood and seconded by Cllr Willmott
The vote was as follows – Cllr T Davies – 1 vote
Cllr P Gregory – 4 votes
Cllr Gregory was declared Chairman of the Finance and General Purposes
Committee and took the Chair for the remainder of the meeting
2. ELECTION OF VICE CHAIRMAN
Cllr T Davies – proposed by Cllr Newman, Seconded by Cllr A Davies
As there were no further nominations Cllr T Davies declared elected.
3. APOLOGIES FOR ABSENCE had been received from Cllrs Carr, Birks and Stephens
4. DECLARATIONS OF INTEREST – None

5. MINUTES OF THE PREVIOUS MEETING HELD 20th April 2015 which had been circulated previously were signed as a correct and accurate record with the following amendment:
Minute 132(i) – delete ‘the put on’ after ‘available on’ in the second line
6. UPDATE ON ITEMS FROM THE MINUTES 20th April 2015
i) Minute 114(iii) – Handrails at entrance of Memorial Gardens. The handrails had now been ordered from Taylor Services Ltd. Cllr Newman mentioned that he had seen measurements being taken at the entrance approximately 2 weeks ago.

7.45pm – Cllr Reilly joined the meeting
7. TO RECEIVE THE FINAL ACCOUNTS FOR THE FINANCIAL YEAR 2014-2015 prior to their approval at the Extra-Ordinary Council Meeting of the Parish Council to be held on Wednesday 24th June

The clerk explained that the Parish Council has to have two Auditors, an Internal one and an External one. The Internal Auditor was due to come to the office on Friday 19th June. As the Internal Auditor had not yet seen the accounts. they were still entitled ‘Draft’
The clerk took the committee through the Annual Return, the Notes to the Accounts, the Income and Expenditure Accounts and the Balance Sheet.
The Accounts were received.
8. TO CONSIDER OALC TRAINING COURSES
i) Role and Responsibilities – Wednesday 29th July – Didcot Civic Hall -10.00am to 3.00pm – £65 – Cllrs Gregory, Hood and T Davies wished to attend
ii) Chairmanship – Wednesday 2nd September – Didcot Civic Hall 10.00am to 3.00pm – £65 – Cllr Stephens wishes to attend
iii) Getting to Grips with Finance – Wednesday 30th September – Didcot Civic Hall- 10.00pm to 3.00pm – Annette Richards (Assistant Clerk) wishes to attend

There will be a Planning Course on how local councils fit into the planning system and effective responses to planning applications.

9. TO CONSIDER THE DETAILS OF THE PARISH COUNCIL’S ‘TABLE’ AT THE MERRY BELLS FAIR ON 4TH JULY 2015
Cllrs A Davies and Hood agreed to organise a rota of Parish Councillors to staff the table from between1pm to 5pm and boards. Cllr Willmott would supply large plans of the suggested new pavilion at Holton and the clerk would try and obtain large plans for the development on London Road. Cllr Gregory agreed to research the price of a ‘Parish Council’ banner.
One suggestion was that the Parish Council asks for volunteers to help with jobs around the village.
[ Cllr Gregory has contacted one firm and has passed details on to the clerk who will liaise with the Chairman of the Council – Clerk]

10. CLERK UPDATE
i) Newsletter on website. – the latest newsletter is now on the website
ii) Update of Information Booklet – this would be ready for printing shortly
iii) Land in front of the old toilet block – it was noted that at the full council meeting on 18th May the proposal to put planters on the land was defeated.
vi) Trees in the village – The clerk had received complaints from residents in Farm Close Road about the trees along the Station Rd to Farm Close Road footpath over hanging their parked cars. It was Agreed that tenders be obtained for those trees to be cut back and crowns reduced. It was further Agreed that ‘Trees’ be a standing item on the F&GP Agenda
v) Fence at Coopers Close public open space. – The householder had now repaired the fence. The clerk to contact to offer half the cost.
vi) ASDA’s ‘Big Lunch’ on Church Road Recreation Ground – Sat 6th June – The clerk (after consultation with the Chairman of the Council) had given permission, (ASDA did provide public liability insurance). This event had not been well attended and ASDA will give thought about better publicity next year.
vii) Replacement photocopier – a smaller, more reliable one had been provided.
viii) Gardener for Memorial Gardens and planter by old toilet block – The clerk was meeting a possible gardener to look after the Memorial Gardens and the planter
ix) Garden waste bin for the Parish Council – SODC would provide a garden waste (brown bin) for the Parish Council) – to be kept at the top end of the Memorial Gardens.
x) Defibrillator training – Sat 18th July – two sessions of 90 minutes was to be provided free of charge by the South Central Ambulance service. If councillors wish to be included please contact the clerk (places are limited to 28 – all the shops and offices in the vicinity of the Merry Bells are to be invited)

10. GRANTS, LICENCES AND SUBSCRIPTIONS – None
11. TO CONSIDER VARIOUS TRAFFIC MATTERS IN THE VILLAGE
i) Vehicle Activated Signs – Quote from OCC for 4 signs is £23,252.72 (£17,439 for three). The provisional quote on 13th November 2014 was £11,298.80 for 4.
When the clerk had pointed out the doubling of cost to the County Council who had replied ‘Unfortunately there was an internal error with our commuted sum spreadsheet which I must apologise for. This commuted sum covers the price of a new unit, 30 years energy and maintenance costs. The sum for this £3,167.04 extra per unit and not the £414 originally quoted”.
The committee was aware that this issue should be expedited as soon as possible but given this increase in cost further research is required.
The clerk was asked to contact Cty Cllr Anne Purse and Chislehampton and Horspath Parish Council Councils.to ask for the costs of their signs. Also the cost of solar powered signs should be revisited.

12. FINANCIAL MANAGEMENT
a) A completed copy of reconciled bank statement was signed by the RFO

b) Balances
After the cheques below have been paid the balances on the council’s accounts as at 15th June 2015will be as follows:
Community £2,371.91
Tracker £140,448.75
Treasury £60,738.65
13. SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
106176-181 GM/SW/JF/OCC/AR/HMR&C May/wages/pen/PAYE/NICs 4,327.06
106182 J J Bark Motor lawn mower 379.00
d/d Orange Internet 18.37
106183 Post Office Stamps 189.00
Total £4,913.43
Cheques to Pay
106185 Green Scythe Ltd Recreation cuts x 2 April 466.34
106186 Grzegorz Zasuwa Window cleaning 5.00
106187 Lyreco New Chair and stationary 256.72
106188 Swift Digital Services Copies 13/04/15 – 29/05/15 126.80

106189 Annette Richards June/July newsletter 680.00
106190 Parchments of Oxford June/July newsletter 1,484.90
106191 WPSFMC 2nd Quarterly payment 2,000.00
106193 Berinsfield Community Business Verges -May 608.33
GM/SW/JF/AR/OCC//HMR&C June sal/wages/pen/PAYE/NICs 4,000.00
Total £9,628.09
INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Treasurer Bill Interest 37.72
VAT Refund 579.15
Newsletter Advertising 120.00
Total £736.87

14. PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED
i) The Haseleys – June 2015*
ii) Little Milton Newsletter –June 2015*
iii) Great Milton Bulletin – April 2015*
iv) URC Newsletter – June 2015*
v) Holton, Waterperry & Waterstock News – March 2014*
vi) Tiddington with Albury and Milton Common newsletter – April/May 2015
vii) Letter from resident re Parking along The Avenue – The clerk read out a letter from a resident of the Avenue complaining about the vehicle parking along the Avenue. The committee, whilst sympathising with the resident, pointed out that the Parish Council did not have any powers in the area of introducing and enforcing parking restrictions. As far as pothole and damaged kerbs were concerned the resident could always report them on the OCC ‘Fix-My-Street’ website,
viii) Letter re dropped kerbs around Triangle Care Home.- The Clerk read a letter from a relative of a resident in the Triangle Care Home re the lack of dropped kerbs in its vicinity. Given the cost that OCC would be likely to charge the clerk was asked to try and find another contactor and also ask The Triangle Care Home, the Wheatley Business Park, Jordell and Siblings Nursery if they would be willing to contribute towards the cost of providing dropped kerbs by their businesses.
ix) Wheatley Park School – School Travel Plan 2015* – Cllr Newman had attending a meeting at Wheatley Park School re the plan. Cllr Bell had also attended. One issue raised was that of schoolchildren waiting up to 40 minutes for a bus on Park Hill. The school had requested that a service bus might pull in to the school coach park at home time and pick up students. The bus companies did not seem keen on this. However there was a possibility a Park and Ride bus might take students from the school to the Thornhill car park. Cllr T Davies asked for details so that he could raise the issue at the Public Transport User Group meeting the following week.
x) Wheatley Park School – Summer afternoon at the Museum and Archive – Saturday 27th June 2015 2pm – 5pm
xi) International Tree Foundation – Impact Report 2014
xii) Oxfordshire (The Rifles) Battalion – Army Cadet Force – Annual Camp Visitors’ Day 20th August 2015 – Tenby, Pembrokeshire
xiii) Open Spaces Summer 2015 magazine + invite to AGM- Thursday 9th July 2015 at 11.00am, Friends’ House, Euston Road
* On display in Parish Office

15. DATE OF NEXT MEETING – 20th July 2015 – Noted

16. UPDATE ON PROGRESS OF THE PARISH COUNCIL’S VILLAGE GREEN APPLICATION
Cllr Willmott gave a brief summary of meetings with the Diocese. There had been an informal meeting with Mr Joiner, of the Diocese in January and then a second meeting in March which he and Ms Joan Morters, (Head Teacher) and Mrs Liz Wickens (Community Governor) had also attended. This had been followed by a site meeting. It was thought that the school had indicated which area of the playing field that they required.
Cllr Willmott pointed out that the Parish Council could not withdraw the application but if an agreement could be reached with the Diocese an amendment could be made.
Cllr Hood proposed and Cllr A Davies seconded that a further meeting with Mr Joiner be arranged. This was AGREED.
Meeting closed at 9.45pm