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Parish Council AGM 13th May 2013

WHEATLEY PARISH COUNCIL

MINUTES OF THE ANNUAL GENERAL MEETING OF THE COUNCIL

HELD ON MONDAY 13th May 2013 IN THE MERRY BELLS AT 7.30PM

PRESENT: Councillors: E.M. Stacey (Chairman), J Reilly, J. M. Carr, C .M. Dalton  R. T .Bell, P Willmott, S Coleridge, R Old, D Lamont, G Birks (to 9.45pm), A Knapp & E Bailey

OFFICER: Gareth Morris Clerk to the Parish Council

ALSO PRESENT: County Councillor Anne Purse and 7 members of the public

1          ELECTION of Chairman for 2013 – 14 and Acceptance of Office

Cllr E Stacey was proposed by Cllr Reily and Seconded by Cllr Dalton

There being no other nominations, Cllr Stacey was duly declared Chairman. She then signed the Acceptance of Office and took the Chair

2          APOLOGIES FOR ABSENCE had been received from Cllrs Anderson, Coveley & Stephens

3          ELECTION of Vice-chairman

Cllr Reilly was proposed by Cllr Stacey and seconded by Cllr Carr

There being no other nominations, Cllr Reilly was declared Vice-Chairman

4          FORMAL ADOPTION OF STANDING ORDERS (INCLUDING CODE OF          CONDUCT)

Proposed by Cllr Reilly and Seconded by Cllr Carr – Agreed nem con

The Clerk reminded councillors that it was their responsibility to inform the District Council of any changes to their own Register of Interests

6.         APPOINTMENT of Committees;

i.)   Standing Committees

a)  Finance & General Purposes

Cllrs: Anderson, Bell, Birks, Carr, Coleridge, and Old

b)  Planning Committee

Cllrs Coveley, Dalton, Lamont, Stephens, Knapp, Bailey and Willmott

The chairman and vice-chairman are ex-officio members of each committee

b) Advisory Committees and Working Groups

i) Traffic and Roads Advisory Committee (TRAC)

Cllrs Anderson, Bell, Birks, Carr, Coveley, Dalton, Stacey, Bailey & Reilly

ii) Recreation Areas Working Group

Cllrs Anderson Bell and Bailey

iii) Youth Advisory Group

Cllrs Lamont, Coleridge and Stacey & Mrs Liz Wickens.

7.   CONFIRMATION of representatives to outside bodies: current appointees, 2012 to 2013, are as indicated below and will normally be confirmed unless they wish to resign.

i Merry Bells Management Committee; Cllr Janet Carr

ii   Oxfordshire  Association of Local Councils; Janet Carr. Ellie Stacey

iii   Wheatley Sports Field Management Committee; Messrs Peter Bayliss Steve Kemp, and, Peter Cudd and Cllrs G Anderson, D Lamont & Paul Willmott

iv Howe Trust; Cllrs Caroline Dalton and Joyce Coveley

v Park Sports Centre Advisory Committee; Cllr D Lamont

vi   Wheatley Charities; Mr Mike Lancashire (to 2017), and Mr Graham Colverson (until 2015)

vii   Public Transport Representative: Vacancy

viii   Wheatley Windmill Preservation Society; Cllr Caroline Dalton

ix. Wheatley Nursery School: Cllr Coleridge

FIRST STATUTORY MEETING OF WHEATLEY PARISH COUNCIL

for council year 2013 – 14

8.   APOLOGIES FOR ABSENCE had been received from Cllrs Anderson, Coveley & Stephens

9.     DECLARATIONS OF INTEREST – None

10.   MINUTES of the meeting of the Parish Council of Monday 4th March

2013 circulated previously were signed as a correct and accurate record with the

following typographical corrections:

Page 3 – Minute 101(i) – second line – to read “Refurbishment of the gentlemen’s toilet would follow”

Page 3 – Minute 101(ii) – second line – to read – “revealed none was diseased”

11.  UPDATE from the meeting held on Monday 4th March 2013

Minute 96 – Report on the Youth Club – The report from the Advisory Group on their meeting of April was received (copy in Minute Book)

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

i) Wednesday 13 March 2013 – circulated previously

ii)  Wednesday 11th April 2013 – circulated previously

iii) Wednesday 8th May 2013 – to be tabled

13. THE MINUTES of the meetings of the F&GP Committee meetings held on the following dates were received

i)       Monday 18th March 2013 – circulated previously

ii)    Monday 15h April 2013 – circulated previously

Update:

Minute 137 – Infrastructure Improvements funding from SODC The clerk had received the guidelines from SODC on the application process. Projects should ‘improve the viability and attractiveness of….towns’ these could include street furniture, shop front improvements, floral planters or baskets, Christmas lights, village signs, noticeboards and town maps. The clerk would circulate the guidelines to all councillors.

Minute 138 – cost of removal of the sandpit from Cullum Road Recreation Area.

The clerk was requested to obtain a further estimate

Minute 140(ii) – Meeting with OCC and Arriva Bus service. Mr. Frances (OCC) had suggested that two separate sections each of one car’s length on the south side of Church Road from the bus shelter to Friday Lane could be made into ‘No Parking’ to allow buses to pull in more easily.

Cllr Reilly proposed and Cllr Bell seconded that the Parish Council ask the OCC Highways to go ahead with this suggestion. This was Agreed by 8 votes in favour with none against and 4 Abstentions.

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14.     THE MINUTES OF THE TRAFFIC AND ROADS ADVISORY COMMITTEE HELD ON 17TH APRIL 2013 which had been circulated with the Agenda were received.

15.     TO CONSIDER SODC’S IDENTIFICATION OF THE THREE SITES THAT THEY CONSIDER SUITABLE FOR WHEATLEY’S ALLOCATION OF NEW HOUSING

Resolution from Cllr D Lamont:

WHE 3 should be our preferred site.

Our reasoning is as follows:-

i) It is an identified SHLAA site and is of a suitable size

ii) It would be a natural extension to an existing development

iii) The land is currently unused

iv) The site is geographically closest to the historical village centre

v) It has natural physical boundaries in the form of the A40 and London Road that prevent any further development being added at a later date.

vi) WHE 3 has the best site access and access to local transport.

vii) Of the three sites, WHE 3 creates lower impact and far less of a “sprawl” effect than the alternatives

Following discussion, Cllr Lamont proposed and Cllr Reilly seconded that WHE3 be the Parish Council’s preferred site. Agreed ­11 votes in favour, with 0 against and 1 abstention

The  following response to SODC’s response form were agreed as follows:

Q1 – comment – the Parish council would wish to maximise the the number of social housing units going to local residents

Q3 – If WHE1, 2 or 3 are chosen then noise reduction measures should be undertaken along the A40 eg noise reducing surfaces and sound proofing barriers and extra pedestrian safety measures along London Road.

8.32pm The Chairman declared the Council out of session

County Councillor Ann Purse – Wheatley library staffing to be cut by one third. This could be made up by the Parish Council or volunteers or a mixture. The changes to come into force in 2015.

She would organise a meeting of the Parishes that use the library and the Library Service.

SODC Community Review –  she hoped the Parish Council would work with Holton and inform them of Wheatley’s recommendation.

She would keep pushing for pedestrian safety measures along Church Road

Members of the public – there were a number of residents from Littleworth in attendance to complain about the nuisance caused by the owner of the field below the Windmill – noise, bonfires, and abandoned machinery.

It was explained that the Parish Council had no powers to stop the owner of the land behaving in this way. It could only report it to the SODC Planning Enforcement team or the Environmental officers. But this could only be done if the Parish Office was informed first.

District Cllr Bell promised that he would take the matter up with SODC’s Planning Enforcement Officers.

District Cllr Bell – SODC was about to change its housing allocation policy to give more emphasis to those in need in the local community

9.00pm The Chairman declared the council back in session

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

Cllr Willmott spoke to his tabled report.

Joint User Agreement – it was agreed that a further letter be sent to the Chairman of the Primary School Governors.

Cllr Carr proposed and Cllr Lamont seconded that the Parish Council seek legal advice on their position re on the a new Joint User Agreement. Agreed unanimously.

New Pavilion – it was agreed to invite a VAT expert to speak to a small group of councillors (Chairman and Vice-chairman and the three Parish councillors on the SFMC) on the implication for VAT and the Parish Council on the building of a new pavilion

17. TO CONSIDER A RESPONSE TO SODC’S COMMUNITY GOVERNANCE REVIEW

A paper from Cllr Bell had been circulated with the Agenda in which he suggested that the Wheatley Parish Boundary should be extended to include the land north of London Road and Old London Road as far as the A40.

It was Agreed that Holton Parish Council should be informed and that the Chairman should attend the next Holton Parish Council meeting to explain the reasoning behind the proposal.

18.  GRANTS, LICENCES AND SUBSCRIPTIONS

i) Oxfordshire Rural Community Council – sub 2013 – £65 – Agreed

ii) Oxford Green Belt network – sub 2013 – £15 – Agreed

iii) Oxfordshire Playing Fields Association – sub 2013 – £45 – Agreed

19. TO CONSIDER CHANGING FROM BT TO MAIN STREAM DIGITAL FOR THE PARISH COUNCIL’S TELEPHONE SERVICES

The clerk outlined the savings that could be made in calls and rental by switching to the above company. This was Agreed, for one year in the first instance..

20.  FINANCIAL MANAGEMENT

a) Completed copy of reconciled bank statement signed by Chairman &   RFO

b) Balances

After the cheques below have been paid the balances on the council’s accounts as at 13th May 2013 will be as follows:

:                                                                              Community     £835.47

Tracker           £146,849.41

Treasury         £60,445.91

SCHEDULE OF PAYMENTS AUTHORISED

Payee Payment details Amount
Cheques paid
105691-97 GM/SW/JF/OCC/HMR&C April  sal/wages/pen/PAYE/NICs 3,381.45
d/d Barclays bank Bank charges 55.21
d/d Orange Internet April 18.37
Total £3,455.03
Cheques to Pay
105698 Swift Digital Servies Photocopying 77.64
105699 Sage UK Accountancy Stationery 39.60
105701 Lyreco Filing Cabinet + stationery 94.39
105702 Fusion Quarterly Payment – Youth Club 2,285.00
105703 WPSFMC Quarterly Payment 2,000.00
105704 ORCC 2013 subscription 65.00
105705 Oxford Green Belt Network 2013 subscription 15.00
105706 OPFA 2013 subscription 45.00
105707 Green Scythe Ltd Cutting of recreation areas – Aprilx2 444.00
GM/SW/JF/OCC/HMR&C April sal/wages/pen/PAYE/NICs 3,600.00
Total £8,221.63

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
SODC 1st half of precept 52,304.50
SODC Council tax benefits repayment 4,098.91
Newsletter Advertising 1,895.00
Total £58,298.41

21.  REPORTS FROM OUTSIDE BODIES

i)        The Merry Bells Management Committee – nothing to add to previous report

ii)        The Howe Trust – had received £4,000 from the ‘Big Society Fund’ to make improvements to Footpath No.2

iii)          The Park Sports Centre Joint User Group – a new manager had been appointed, previously at Thame

22.  CORRESPONDENCE – Received and Noted

i) The Hasleys newsletter May 2013*

ii) Wheatley URC Newsletter – May 2013*

iii) Little Milton Newsletter – May 2013*

iv) Oxfordshire Playing Fields Association – Newsletter Spring 2013*

23.   CALENDAR OF MEETINGS.- Noted

i)    Annual Parish Meeting – Thursday 23rd May –– Merry Bells – 7.30pm

ii)    Planning Committee  – Wednesday June 12th 2013 – 7.30pm

iii)    F&GP Committee –  Monday 17th June 2013 – 7.30pm

iv)    Parish Council Meeting – Monday 1st July 2013– 7.30 pm

24. RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Reilly proposed and Cllr Bailey 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 nem con

25.  THE MINUTES OF THE CONFIDENTIAL SESSION OF THE   PARISH COUNCIL MEETING ON 5TH MARCH 2013 were signed as a correct and accurate record

The meeting closed at 9.55pm,