Home » Full Council » Annual General Meeting 2015

Annual General Meeting 2015

WHEATLEY PARISH COUNCIL

WHEATLEY PARISH COUNCIL ANNUAL GENERAL MEETING 2015
Present: D Lamont (Chairman for item 1 only), G Stephens (Chairman from item 2), R Bell, A Davies, J Coveley, R Reilly, G Birks, J Carr, S Coleridge, T Newman,
P Gregory, T Davies, P Hood and A Walkey

Officers: The clerk and assistant clerk

Also present: 8 members of the public
1 ELECTION of Chairman for 2015– 16 and Acceptance of Office
The retiring Chairman, Cllr Lamont, asked for nominations for Chairman
There were two nominations:
Cllr Stephens – Proposed by Cllr Birks and seconded by Cllr Bell
Cllr Gregory – Proposed by Cllr T Davies and seconded by Cllr A Davies

In the vote that followed Cllr Stephens received 7 votes and Cllr Gregory received 3 votes. Cllr Stephens was declared elected. He signed the Acceptance of Office and took the chair

He thanked Mr Lamont for his work as a councillor for the last 4 years and especially the last year as chairman
2 APOLOGIES FOR ABSENCE had been received from Cllr Willmott and County Councillor Anne Purse

3 ELECTION of Vice-chairman
Cllr J Carr – Proposed by Cllr Reilly and seconded by Cllr Coveley
Cllr P Gregory – Proposed by Cllr T Davies and seconded by Cllr A Davis

In the vote that followed Cllr Carr received 7 votes and Cllr Gregory received 3 votes. Cllr Carr was declared elected
4. FORMAL ADOPTION OF STANDING ORDERS (INCLUDING CODE OF
CONDUCT)
Cllr Reilly proposed and Cllr bell seconded that the Standing Orders, as distributed to all councillors, be adopted. This was AGREED nem con.

6. APPOINTMENT of Committees;

i.) Standing Committees
a) Finance & General Purposes Membership
Cllrs A Davies, T Davies, P Gregory, G Birks, P Hood, T Newman, and
J Reilly. Agreed to serve on the committee. Cllr Willmott to be asked to serve on this committee as well.

b) Planning Committee Membership
Cllrs A Davies, R Bell, J Coveley, S Coleridge, A Walkey agreed to serve on the committee. Cllr Bignell to be asked to serve on this committee

The chairman and vice-chairman are ex-officio members of ALL committees
ii) Advisory Committees and Working Groups
a) Traffic and Roads Advisory Committee (TRAC)
Cllrs T Davies, P Gregory, J Carr, J Coveley, G Birks and J Reilly agreed to serve on this advisory committee. It was agreed that this committee would meet on an ad hoc basis
b) Recreation Areas Working Group
Cllrs R. Bell, P Hood, S Coleridge and A Walkey agreed to serve on this working group. This group would meet on an ad hoc basis
7. CONFIRMATION of representatives to outside bodies:

i Merry Bells Management Committee; Cllr P Gregory

ii Oxfordshire Association of Local Councils; Cllrs J. Carr. & Cllr T Davis
iii Wheatley Sports Field Management Committee (to 31.08.15); Messrs Peter Bayliss, Steve Kemp, Peter Cudd and Doug Lamont, and Cllrs Geoff Stephens & Paul Willmott
iv Wheatley Playing Field Trust: Mrs M Blake; Mrs P Willmott; Mr R Cosier; Mr S Pearson; Mr D Lamont Cllr P Willmott and Cllr G Stephens
iv Howe Trust; Mrs Caroline Dalton and Cllr Joyce Coveley
v Wheatley Charities; Mr Mike Lancashire (to 2017), and Mr Graham Colverson (until 2019)
vi Public Transport Representative: Cllr Tim Davies
vii Wheatley Windmill Preservation Society; Cllr G Stephens
viii. Wheatley Nursery School & John Watson Confederation Cllr Sarah Coleridge
ix). Neighbourhood Action Group – Cllr A Davies
FIRST STATUTORY MEETING OF WHEATLEY PARISH COUNCIL
for council year 2015 – 16
8. APOLOGIES FOR ABSENCE had been received from Cllr Willmott and County Councillor Purse
9. DECLARATIONS OF INTEREST
Cllr Coleridge as a Governor of the Wheatley Nursery School & John Watson Confederation and Cllr Hood as Treasurer of the ‘Cool Kidz club declared an interest in Agenda items 25, (The Parish Council’s application for a village green on the Littleworth Field)
10. MINUTES of the meeting of the Parish Council of Monday 2nd March
2015, which had been circulated previously, were signed as a correct and accurate record.
11. UPDATE from the meeting held on Monday 2nd March 2015
Minute 102 – Housing on the Exception Site on London Road
Taylor-Wimpey had informed the clerk that they were not in position to give an update at this meeting.
The clerk was asked to enquire about when the planning application was likely to be made and request that Taylor-Wimpey come back to the Parish Council with the details of the scheme and any alterations as a result of the public consultation and the timetable for the application.
Minute106 – Receiving Agendas electronically – Unless notified to the contrary it would be presumed that all councillors would be prepared to receive Agendas electronically. Minutes would be sent electronically and via the normal post.
8.30pm – The Chairman declared the Council out of session and asked for contributions from the floor

Mr Doug Lamont – from talks he had had with Taylor Wimpey he understood that to give a better mix of types of houses the number would increase from 50 to 51. There would be a footpath along the north side of London Road, 2 light controlled pedestrian crossings and double yellow lines at the corners of the entrances into the development. They would also contribute some funding for Farm Close Recreation Area.

Mrs Liz Wickens – asked about the rationale behind items of confidentiality on the Agenda. That the clerk explained that exclusion of the public could only be asked for in a limited number of cases: engagement, terms of service, conduct and dismissal of employees; terms of tenders, negotiation of contracts and preparation of a legal case. He added that there couldn’t be any ‘confidential minutes’, care had to be taken not to report specific details.

PCSO James Hopkins reported that there had not been any recent cases of ASB in the village. A replacement for PCSO Cooney was now being trained up and would shortly be out on his own around the village. This brings up to strength the complement of 4 PCSOs serving the Wheatley/Chalgrove area which covers around 20 individual villages)
In reply to a question from Cllr Gregory, James said that the CCTV camera in the High Street should be back up and running but unfortunately the only PCSO who that knew how to operate it has been transferred. They would have to get him back to show them how to operate it

Mr Doug Lamont – Asked Cllr T Davies if he know what monetary support might be available from SODC to the village preparing its Neighbourhood Plan?
Cllr Davies replied that his understanding that for a village of Wheatley’s size around £18.000 might be available. He stressed that this information was some months old.

District Cllr Toby Newman – Stated that he would be attending his first SODC meeting the following Thursday

8.50pm The Chairman declared the council back in session
12. THE MINUTES of the meetings of the Planning Committee held on the following dates were received:
i) Wednesday 11th March 2015 – circulated previously
ii) Wednesday 8th April 2015 – circulated previously
13. THE MINUTES of the meetings of the F&GP Committee meetings held on the following were received:
i) Monday 16th March 2015 – circulated previously
ii) Monday 20th April 2015 – circulated previously

14. The minutes of the Traffic and Roads Advisory Committee held on 15th April, which had been circulated previously were received.
i) Minute 4(ii) – Recommendation to Full Council that concrete planters be purchased and located on the land in front of the old toilet block.
Following discussion a number of councillors felt that the whole area should be looked at again. Cllr Hood proposed and Cllr T Davies seconded that this recommendation be differed. This deferred was AGREED by 7 votes to 0 with 4 abstentions

15. TO CONSIDER MATTERS RELATING TO WHEATLEY PARK SPORTSFIELD MANAGEMENT COMMITTEE AND THE WHEATLEY PLAYING FIELD TRUST
i) Composition of the Trustees – Agreed to Mr Lamont remaining a trustee
ii) Letter of Engagement from Freeths Solicitors – estimated costs £2,000.00
This was Agreed
16. TO ADOPT THE WHEATLEY AND HOLTON EMERGENCY PLAN
Cllr A Davies said that there were still omissions eg addresses etc and letters should be sent to residents asking if they were happy to be included in the handbook. The Chairman said that he, Cllr A Davies and the clerk would go through the handbook and complete and then bring it back to full council
17. TO AGREE THE SIGNATORIES TO PARISH COUNCIL CHEQUES
It was AGREED that Cllr Stephens and Cllr Gregory should be signatories along
with Cllrs Bell, Carr and Reilly
18. TO CONSIDER THAT THE PARISH COUNCIL TAKE AN OUTSIDE STALL, STAFFED BY PARISH COUNCILLORS AT THE MERRY BELLS FAIR ON 4TH JULY 2015
Cllr A Davies thought the stalls would be inside the hall
It was proposed by Cllr T Davies and Seconded by Cllr Newman that the Parish Council does take an outside stall at the Merry Bells Fair on 4th July. This was Agreed. The details to be worked out at the F&GP Committee meeting on15th June
19. GRANTS, LICENCES AND SUBSCRIPTIONS – None
20. FINANCIAL MANAGEMENT
a) Signing of completed copy of reconciled bank statement by Chairman & RFO
b) Balances – Noted
After the cheques below have been paid the balances on the council’s accounts as at 18th May 2015 will be as follows:
: Community £1,277.70
Tracker £137,448.75
Treasury £60,567.55

SCHEDULE OF PAYMENTS TO BE AUTHORISED

Payee Payment details Amount
Cheques paid
106164-106169 GM/SW/JF/OCC/HMR&C April sal/wages/pen/PAYE/NICs 4,065.61
d/d Orange internet Internet for April 18.37
106158 Green Scythe Recs etc 233.17
106159 Oxon Assoc of Local Councils 2015- 2016 subscription 746.34
106161 Oxfordshire Rural Cty Council 2015- 2016 subscription 65.00
106162 Wheatley Village Archives Grant for 2015-2016 1,500.00
106163 The Information Commissioner 2015-2016 subscription 35.00
Total £6,663.49
Cheques to Pay
106170 Oxford Conservation (Simon Shew) Final fees for new entrance into Church Road Recreation Ground 104.00
106171 Berkshire ALC ‘Good Councillor Guide’ Booklets 51.20
106172 Berinsfield Community Business Verge cutting April 2015 608.33
106073 AON Insurance 2015-2016 3,590.72
106074 Public Law Solicitors Village Green Application 2,176.80
Trinder and Sons Fitting of Defibrillator Cabinet 150.00
GM/SW/JF/OCC/HMR&C May sal/wages/pen/PAYE/NICs 4,500.00
Total £11,181.05

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter advertising 100.00
OCC Recharge for verge cutting 1,775.02
Total £1,875.02
21. REPORTS FROM OUTSIDE BODIES
i) The Merry Bells Management Committee – planning for the Fayre on 4th July was underway. Bookings were very healthy. The results of the recent Building and Energy surveys were being studied.
Cllr T Davies raised the issue of the Parish Council paying Wheatley Village Archives £1,500 so that the Archives could pay their rent. Couldn’t the Merry Bells charge just a peppercorn rent? Cllr A Davies said that this general matter had been raised at the Merry Bells AGM and would be on the next merry Bells Committee meeting.
ii) The Howe Trust – next meeting was in a week’s time
iii) Neighbourhood Action Group – Cllr A Davies had attended her first meeting. She had found it interesting, it received reports from TVP on traffic maters and ASB. She suggested that the minutes be circulated to all councillors.
iv) Thames Valley Police. Newsletter April 2015 – No Anti-Social Behaviour reports.
2 drivers caught without valid insurancr5 penalty notices for parking offences
29 drivers caught speeding on London Road. I driver using mobile phone.
1 theft from a vehicle. 2 number plate thefts.1 burglary Non-Dwelling
Mortar non de-activated bomb discovered in shed in Elm Close. Bomb squad called and safely destroyed.
22. CORRESPONDENCE – Noted
i) The Hasleys newsletter May 2015*
ii) Wheatley URC Newsletter – May 2015*
iii) Little Milton Newsletter – May 2015*
iv) Clerks and Councils Direct May 2015*
v) Holton, Waterperry& Waterstock news – April 2015*
vi) Wheatley Village Archives – Thank-you for Grant Aid
vii) OCC Traffic Regulation Order – closure of slip road of A40 on to A 418 on 29th May between 8.00pm and 6.00am. Diversion from Holton turn along Church Road.
ix) TVP – Neighbourhood Policing April 2015 newsletter*
x) Great Milton Bulletin May 2015*
xi) Letter from resident re Merry Bells polling station. The clerk read out the letter including the one that the resident had written to David Buckle, the SODC Returning Officer. The Parish Council does not have any responsibility in this area. Some advice to residents in the newsletter before elections on the role of tellers and the rights of voters would be useful.

9.50pm – Suspension of Standing Orders for 20 minutes in order to finish the Agenda. Proposed by Cllr bell and seconded by Cllr Reilly – AGREED

xii) Oxford Brooks University – Notice of 150th Celebration of the start of teaching at the Oxford School of Art and of the next Residents’ Associations’ Meetings – 11th June 2015

* On display in the Parish Office
23. CALENDAR OF MEETINGS – Noted

i) Planning Committee – Wednesday 20th May 2015 – 7.30pm
ii) OALC AGM – Worton Park, Cassington- Monday June 2nd 2015 – 7.30pm
iii) CPRE (Oxon Branch) AGM St Edmund Hall -Saturday 6th June 2.30pm
iv) Planning Committee – Wednesday 10th June 12015 – 7.30pm
v) F&GP Committee – Monday 15th June 2015 – 7.30pm
vi) Parish Council Meeting – Monday 6th July 2015– 7.30 pm
24. RESOLUTION TO EXCLUDE THE PUBLIC
Cllr Carr 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
This was AGREED nem con

Parish Council – Confidential Agenda Monday 20th April 2015
25. UPDATE ON PROGRESS OF THE PARISH COUNCIL’S VILLAGE GREEN APPLICATION
i) To agree to transfer solicitors – The solicitor whom the Parish Council was using was transferring to another partnership and had written to the Parish Council asking if they still wished for him to act for them. AGREED

Cllr. Birks summarised the position re our Village Green application from inception. Two meetings had been held with the diocese/school & the indications were that a compromise would be possible, which would satisfy both the Parish Council and the school/diocese.

.
Cllr Hood proposed and Cllr Carr seconded that the Parish Council should continue to negotiate with the Diocese /School. This was AGREED with one abstention

26. STAFFING OF SPORTSFIELD MANAGEMENT COMMITTEE AND THE WHEATLEY PLAYING FIELD TRUST
As the Sportsfield Management Committee would not exist after 31st August 2015. The two employees of the committee would be made redundant.
As the costs of the Sportsfield were shared 4/5ths (OCC) and 1/5th Parish Council, so should the redundancy costs. The cost to the Parish Council could be between £2,000 and£ 3,000

The meeting closed at 10.10pm