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Parish Council 2nd September 2013

WHEATLEY PARISH COUNCIL

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 2nd SEPTEMBER 2013 IN THE MERRY BELLS AT 7.30 PM

PRESENT: Councillors: E Stacey (Chairman), J Reilly, R Bell, C Dalton. E Bailey, G Stephens, J Carr, G Birks (until 9.30pm), R Old & D Lamont

OFFICERS: Gareth Morris, Clerk to the Parish Council

Jessica Banks, Assistant Clerk to the Council

Also present: Beryl Guiver Planning Policy Officer, SODC and 5 members of the public

Before the meeting started the Chairman introduced and welcomed Jessica Banks who was attending her first meeting as Assistant Clerk.

46.   APOLOGIES FOR ABSENCE had been received from Cllrs Willmott, Coleridge, Coveley and Knapp

47.   DECLARATIONS OF INTEREST – None

48.   MINUTES of the meeting of the Parish Council meeting held on Monday 1st July 2013 which had been circulated previously were signed as a correct and accurate record with the addition of Cllr Old to those present

49.  UPDATE from the meeting held on Monday 1st July 2013

i) Open Forum – Cllr Anne Purse – Footway around the Roundhouse

Keith Stenning (Area Steward OCC Highways) had contacted the clerk to say that OCC would go ahead with the scheme and could we pay over the £7,000. A cheque would be sent shortly.

ii) Minute 34(ii) – SODC Community Governance Review – timetable for consultation had been  issued. Starts on 1st November and ends on 31st January.

Cllr Bell said that he thought the Parish Council should write to all the residents affected putting forward Wheatley’s case and he was prepared to write a draft to be considered. This was agreed and would be discussed at the next F&GP committee.

50.  THE MINUTES of the meetings of the Planning Committee held on the following dates were received

i) Wednesday 10th July – circulated previously

ii) Wednesday 14th August – circulated with the agenda

51. THE MINUTES of the meeting of the F&GP Committee meeting held on:

Monday 15th July 2013 which had been circulated previously were received.

i) Minute 20 – Sandpit at Cullum Road recreation Ground. The clerk reported that most of the sand had been removed but some had been left because it was felt that the hole that would remain would be a hazard. The Council needs to decide what replaces the pit.

ii) Minute 21 – Youth provision at the Maple Tree Children’s Centre

TO RATIFY THE RECOMMENDATION MADE BY THE COMMITTEE THAT THE YOUTH  CLUB CEASES AT 31ST AUGUST

The Chairman of the Council explained the reasoning behind the committee’s decision having received the letter from the Governors of Great Milton school, which had been circulated to all councillors.

Cllr Lamont proposed and Cllr Stephens seconded that the F&GP decision on the youth centre be ratified by full council. This was Agreed unanimously.

52.  THE MINUTES of the meeting of the Transport and Roads Advisory Committee meeting held on 24th July 2013 which had been circulated previously were received

i) Minute 7 – the Advisory Committee recommends that the provision of a pedestrian

crossing be the top priority of the Parish’s safety measures..Cllr Birks proposed and Cllr Dalton seconded that the recommendation be accepted. This was Agreed unanimously

53. TO RECEIVE THE RESIGNATION OF COUNCILLOR ANDERSON AND DECLARE A VACANCY ON THE PARISH COUNCIL

The Council accepted Cllr Anderson’s resignation and formally declared a vacancy on the Parish Council. If a bye-election is not requested then the Parish Council could co-opt at the November meeting.

The clerk was asked to write a letter of thanks to Mr Anderson for his work on the Parish Council

54. SODC’s HOUSING ALLOCATIONS PLANS FOR WHEATLEY

Beryl Guiver, SODC Planning Policy Officer was in attendance and was invited to address the meeting. She distributed a report on the first exhibition held in August and suggestions for the next exhibition in October.

Housing Needs Survey – Cllr Dalton proposed and Cllr Reilly seconded that the Parish Council carries out the suggested survey. This was Agreed unanimously. The survey to be distributed with October/November newsletter.

There was some discussion on the survey that had been prepared by ORCC.

Cllr Dalton proposed and Cllr Reilly seconded that the survey as presented by the ORCC be used. This was Agreed by 9 votes in favour and 1 against.

The council thanked Beryl for her attendance.

8.38pm The chairman declared the council out of session and invited members of the public present to speak

Gordon Ewbank (on behalf of Fusion) – said that he realised that the Parish Council had been left with no choice but to go ahead with the closure. Fusion was very sad that the project had not worked out. He thanked the Parish Council for their support.

Dan Evanhuis (Fusion) – echoed Mr Ewbank’s sentiments. He said that over the period 32 young people attended the youth centre more than once. He said he hoped that the Parish Council would scotch comments that Fusion did not take safeguarding seriously.

District Councillor Bell – he reported that SODC was carrying out consultation on increasing permitted development rights.

8.56pm The chairman declared the council back in session

55. It was Agreed that the council write to Fusion thanking them for the amount of hard work they had put in to trying to make the youth club project a success

56. TO CONSIDER MATTERS RELATING TO WHEATLEY PARK SPORTSFIELD  MANAGEMENT COMMITTEE

i)       To receive a report from the committee – in the absence of Cllr Willmott (Chair of the WSFMC) Cllr Doug Lamont spoke to the report.

ii)       To consider Counsel’s opinion on negotiations on the sports fields. The opinion was discussed. Cllr Birks said that she felt there were some matters in the report that needed clarification and if it was agreeable to the Council she would speak to the counsel. The Council agreed that she should go ahead.

iii)       To receive the Accounts of the Sportsfield management Committee 2012/2013 and to note that the balance owed by the Parish Council is £1,821.35 Cllr Reilly proposed and Cllr Dalton seconded that the accounts be received and that the residual amount be paid. Agreed

57.   TO RECEIVE AND NOTE THE REPORT OF THE EXTERNAL AUDITOR (BDO LLP)

The External Auditor’s Report was received and noted. The External Auditor had no items of concern.

58. TO RECEIVE AN UPDATE ON THE ‘WHEATLEY SOUTH EAST FLOOD ALLEVIATION WORK’ FROM MONSON ENGINEERING AND TO CONSIDER THEIR SUGGESTION THAT A VILLAGE SUB GROUP BE SET UP TO DEAL WITH FLOODING/DRAINAGE ISSUES.

The clerk read out an e-mail to Cllr Carr from Dave Baldwin (Monson Engineering) giving details of the flood alleviation plans for the next two years. This would involve creating a flood water holding area on Castle Hill and letting the water out into the Ambrose Rise ditch in a controlled manner.

The clerk would ask Kavan Ring to regularly inspect the ditch and clear as necessary.

Mr Baldwin had suggested that a joint council/residents group could be set up to give early warning of issues. This was felt to be a good idea and Cllr Reilly agreed to chair such a group and to write a piece for the newsletter inviting volunteers to serve on the sub-group.

9.30pm Cllr Birks left the meeting

59.   REPORTS FROM OUTSIDE BODIES

i)        The Merry Bells Management Committee – The ladies toilets had been refurbished.

ii)        The Howe Trust – Cllr Dalton reported that the Ragwort had nearly been eliminated

iii)       The Park Sports Centre Joint User Group – No meetings had been held

iv)       Thames Valley Police –No report

60.   CALENDAR OF MEETINGS. – Noted

i)    Planning Committee  – Wednesday 11th September 2013 – 7.30pm

ii)    F&GP Committee Monday 23rd September  2013 – 7.30pm

iii)    TRAC Meeting –Wednesday 18th September  2013– 7.30pm

iv)    Planning Committee – Wednesday 9th October 2013  – 7.30pm

v)     F&GP Committee Monday 14th October  2013 – 7.30pm

vi)    Parish Council Meeting – Monday 4th November 2013– 7.30 pm

(Cllr Old sends her apologies)

The meeting closed at 9.44pm