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Parish Council meeting 4th November 2013

WHEATLEY PARISH COUNCIL

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 4th NOVEMBER 2013 IN THE MERRY BELLS AT 7.30 PM

PRESENT: Councillors: E Stacey (Chairman), J Reilly, R Bell, C Dalton. J Coveley, E Bailey, G Stephens, P Willmott, J Carr, G Birks, A Knapp, s Coleridge, A Davies, R Bell & D Lamont

OFFICER: Gareth Morris, Clerk to the Parish Council

ALSO PRESENT: Cty Cllr Anne Purse and 7 members of the public

Before the meeting started the requested a few moments silence in memory of Mr Percy Blake who had recently died. Mr Blake had been a Parish Councillor from 1971 to 981 and had also been a member of the Sportsfield Management Committee

61.   APOLOGIES FOR ABSENCE had been received from Cllr Old

62.   DECLARATIONS OF INTEREST – None

63.   MINUTES of the meeting of the Parish Council meeting held on Monday 2nd September – circulated previously were signed as a correct and accurate after the following amendments had been made:

Minute 54 – 8th line replace “Cllr Reilly proposed” with “Cllr Reilly seconded”

Minute 56(i) – complete the bracket after “WPSFMC” and after the brackets ad “Cllr Doug Lamont”

64.  UPDATE from the meeting held on Monday 2nd September 2013

i)  Minute 54 – SODC’s Housing allocation plans for Wheatley – Housing Needs Survey

The clerk thanked the newsletter deliverers who had also distributed the survey. The greater part of the village had been covered. The survey had closed on 31st October.

ii)  Minute 58 – Flood Alleviation Scheme – formation of subgroup. Four residents had  expressed an interest to join the group. The vice-chairman had the names and would be calling a meeting shortly.

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

i) Wednesday 11th September – previously circulated

ii) Wednesday 9th October – circulated with the Agenda

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

i)     Monday 23rd September 2013 – circulated with the Agenda

ii)     Monday 21st October 2013 – circulated with the Agenda

67.  THE MINUTES of the meeting of the TRAC Advisory Committee meeting held on 18th September 2013 which had been circulated previously were received

68. TO DECIDE MATTERS RELATING TO THE COMPOSITION OF THE PARISH COUNCIL AND ITS COMMITTEES AND WORKING GROUPS

(i) To co-opt a Parish Councillor to replace Cllr Anderson

One resident was present who wished to put herself forward for co-option. Mrs Anne Davies, from the High Street was asked to introduce herself and to give some information.

Cllr Dalton proposed and Cllr Knapp seconded that Mrs Davies be co-opted on to the Parish Council. This was AGREED UNANIMOUSLY

Cllr Davies then signed the Declaration of Acceptance and joined the rest of the councillors

(ii) Jane Brandon and Bev Paton were CONFIRMED as members of the Recreation Areas Advisory Working group.

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

i)       To receive a report of the latest meeting and use of car park area for a drop-off point for pupils whilst sixth form car park is out of action.

Cllr Willmott explained how the contractors had, at very short notice, requested that cars been allowed to use the delivery area by the Sportsfield to pick up and drop-off pupils whilst the sixth form car park was out of action. Cllr Willmott had asked for details of compensation and assurances on reinstatement etc but none had been forthcoming.

Cllr Stephens proposed and Cllr Lamont seconded that due to the lack of information and assurances forthcoming from the contractors the Parish Council rejects the proposal. This was AGREED unanimously.

ii)       To consider progress on the plans for the new pavilion

Cllr Willmott circulated a paper on the new sports pavilion. He felt that as the cost could be in the region of £2m to £2.2m and the fact that the Parish Council is losing a major partner in the County Council the current project could not be continued with at the moment. Therefore he proposed and seconded by Cllr Birks seconded that ‘The Parish Council recommends to the Sportsfield management Committee to keep on hold the current project to replace the pavilions and to investigate alternative option.’

This was AGREED unanimously.

70. TO RECEIVE AN UPDATE ON   SOUTH OXFORDSHIRE DISTRICT COUNCIL’S COMMUNITY GOVERNANCE REVIEW

SODC had now started formal consultation.

8.29pm The Chairman declared Council out of session

District Cllr Bell he had had discussions with Planning Officers over the application for 79-81   High Street. Given the Planning Officers’ views he had felt there was no point in objecting to the development

Mr Christopher Sprent – complaint that, despite a couple of letters requesting the trees overhanging the Farm Close Lane path, nothing had been done. The clerk replied that he had asked a contractor to undertake the work nut to remember those trees were not the Parish Council’s responsibility.

Mr Chris Hallsworth – resident on Ladder Hill was concerned about the speed etc of traffic on   Ladder Hill and did the Parish Council acknowledge there was a problem and did they have a plan? The Clerk replied that the Parish Council had requested speed and volume measurements in both directions at two locations along Ladder Hill. Mr Hallsworth suggested origin and destination surveys as well.

County Councillor Anne Purse – there had been a very positive and well attended meeting public meeting on the future of Wheatley Library.

She would also follow up replacement of bollards at the bottom of Friday Lane but making sure there was enough space to get a mobility scooter along the pavement.

8.58 The Chairman declared the council back in session

71.   TO CONSIDER ITEMS FOR THE 2012-2013 FINAL ACCOUNTS.

(i) Letter of Engagement of Internal Auditor (Mr Phillip Hood) 2012-2013

The Letter of Engagement had been circulated with the Agenda It was AGREED that the Letter of Engagement by signed.

(ii) Statement of Internal Control for Wheatley Parish Council

The Statement of Internal Control had been circulated with the Agenda. Cllr Reilly proposed and Cllr bell seconded that Statement be Noted and Accepted.

72.   REPORTS FROM OUTSIDE BODIES

i)        The Merry Bells Management Committee – No report

ii)        The Howe Trust – had made a contribution to Wheatley Park Prize Giving

iii)       The Park Sports Centre Joint User Group – Nothing to report

iv)       Thames Valley Police – the clerk read out the crime figures  for Wheatley for October

v)        Brookes Residents’ Associations’ meeting – Cllr Bell had attended. No information on when the new road into the campus would begin or over the future of the campus itself.

73.   CALENDAR OF MEETINGS. – Noted

i)   Planning Committee  – Wednesday 13th November 2013 – 7.30pm

ii)   F&GP Committee Monday 18th November   2013 – 7.30pm

iii)   TRAC Meeting –Wednesday 27th November  2013– 7.30pm

iv)   Planning Committee – Wednesday 11 December  2013  – 7.30pm

v)    F&GP Committee Monday 16 December 2013 – 7.30pm

vi)   Parish Council Meeting – Monday 6th January 2014 – 7.30 pm

74. RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Carr proposed and Cllr Bell secondedthat 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 unanimously