WHEATLEY PARISH COUNCIL

MINUTES OF THE ORDINARY MEETING OF THE COUNCIL

HELD ON MONDAY 4th JULY 2011 IN THE MERRY BELLS AT 7.30 PM

PRESENT: Councillors: E.M. Stacey (Chairman), J Reilly. J. M. Carr, G. Birks, R. T .Bell, P Willmott , S Coleridge, A Knapp, J Coveley, D Lamont & G Stephens

OFFICER: Gareth Morris Clerk to the Parish Council

Also present: County Councillor Anne Purse, Police Sergeant S Hookham, Mr Toby Warren SODC and one member of the public

28. APOLOGIES FOR ABSENCE had been received from Cllrs Anderson, Dalton, Fyffe and Old

29. DECLARATIONS OF INTEREST – None

30. MINUTES OF THE PARISH COUNCIL MEETING HELD ON 16TH MAY 2011 which had been previously circulated were signed as a correct and accurate record with the following amendment:

Minute 6(iv) replace Gwendolen Birks with Maggie Fyffe

31. MINUTES OF THE EXTRA-ORDINARY PARISH COUNCIL MEETING HELD ON 27TH JUNE 2011

which had been circulated with the Agenda were signed as a correct and accurate record

32. MATTERS ARISING FROM THE MINUTES OF THE PARISH COUNCIL MEETING HELD ON 16th

MAY 2011

i) Minute 13(iia) Section 106 Funding for Pedestrian Safety Measures

A site meeting had been held between Parish Councillors and Mr Yoward (OCC Highways) where the councils proposals were outlined and also their reaction to those proposals put forward by Oxford Brookes. Members present felt they had had a sympathetic hearing. Mr Yoward had taken a number of photographs of the Park Hill/Holloway junction and also the Roundhouse junction.

ii)        Minute 16 – Parish Council reply to Wheatley Society Leaflet

The letter referred to in the minute had been sent and a meeting had been held between Parish Councillors and members of the Wheatley Society Committee and Jim Watson as the Village Plan Co-ordinator. This meeting had discussed ways in which the Parish Council and the Wheatley Society could work together to the benefit of the village.

33. MATTERS ARISING FROM THE MINUTES OF THE EXTRA-ORDINARY PARISH COUNCIL   MEETING HELD ON 27TH JUNE 2011

Minute 26 – 2010-2011 Final Accounts. The clerk circulated the Internal Auditors report which had been received on the previous Friday. This would be discussed at the next F&GP meeting and accepted formally at the next full council meeting in September.

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

i) Wednesday 25TH May  2011, circulated previously

ii) Wednesday 8th June 2011 circulated previously

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

(i) Monday 23rd May 2011 circulated previously

(ii) Monday 27th June 2011, tabled

36.  TO CONSIDER THE RECOMMENDATION FROM THE F&GP MEETING OF 27TH JUNE THAT “IN THE LIGHT OF INFORMATION RECEIVED AND ITS RESERVES, THE PARISH COUNCIL  IS PREPARED TO CONTRIBUTE £5,000 ANNUALLY TO YOUTH SERVICE PROVISION IN Wheatley”.

The Chairman outlined the proposal which was 2 evenings per week for 2 different age groups; 10 to 13 and 13 to 19 for 48 weeks of the year. The County would be paying refurbishment costs. A private provider would be engaged to run the operation on behalf of the Parish Council. The Parish Council would be responsible for other costs, including staffing costs, which are estimated to be in the region of £14,000 per annum.

The Parish Council is going to submit a bid for funding from the Big Society ‘pot’, which, if successful, will cover the first year’s costs. Other sources of funding would be available eg OCC’s “Chill Out” fund, other parish Councils could be asked wherther their young people used the centre. It might be possible to get Brookes University on board.

Mr Toby Warren of SODC addressed the meeting. He said that whilst SODC hadn’t any funds to help with staffing there was the Community Investment Fund which could help with funding for capital items e.g. IT infrastructure.

Cllr Birks proposed and Cllr Carr seconded that the F&GP’s recommendation be adopted. This was AGREED unanimously.

37.  TO CONSIDER APPOINTING A PARISH COUNCIL REPRESENTATIVE TO THE ‘SHOTOVER USER’S GROUP’

Cllr Birks was proposed by Cllr Carr and seconded by Cllr Lamont to be the Parish Council’s representative on the Shotover Users Group. This was AGREED

38. REPORTS FROM OUTSIDE BODIES

a) Neighbourhood Action Group – Sgt Stephen Hookham addressed the meeting. He confirmed that the NAG had now disappeared and would be replaced by liaison with the Parish Councils and the regular ‘Have your Say’ meetings with the public to establish priorities. He would hope a TVP representative would attend most Parish Council meetings.

The priorities in the Wheatley areas are:

Operation Maginot – targeting known criminals via automatic number plate recognition equipment entering the area.

Operation Mangrove – theft of fuel from lorries

Restorative justice project – the young people who had sprayed graffiti in Cullum Road Recreation Area had apologised to the Parish Council and would be removing it shortly.

Parking issues (especially along Waterperry Road) working with Brookes on both short and long term solutions.

The Council thanked Sgt Hookham for his attendance

8.35pm The Chairman declared the Council out of session and asked the members of the public present if they wished to speak

County Councillor Anne Purse OCC Library Consultation – whilst the Wheatley Library would be better off than some, it was still a blow to local facilities especially after the funding for the youth centre had been withdrawn. She felt that a Parish Council response would be helpful.

Youth Centre – she understood that the Fire Service might be interested in having an input. She was lobbying other Parish Councils for funding, if not in this financial year, the next one.

Roads – Friday Lane and Holloway Road are expected to be repaired in August/September.

A40 – whilst the surface noise has been reduced where it has been resurfaced, Holton and Shotover still suffer the full extent of the noise. She felt, as resurfacing of the entire stretch was unlikely in the short term, a 50 mph limit should be pushed for

Mr John Reay – he supported the Holloway Road/Friday Lane repairs but felt that if a 50 mph limit was implemented some form of Speed Indication Device should be installed as well.

He sought clarification as to exactly what the Parish Council’s intentions were for the Youth centre. The Chairman reiterated the points made earlier in the meeting.

He also asked were the results of the Wheatley Society Survey to be published in the newsletter or not. The Chairman replied that she would give a summary of the results as part of her Chairman’s report in the newsletter, when the data had been received from the Wheatley Society.

District Councillor Bell – reported that the District Council’s Community Investment Fund had £1/2 million pounds to distribute but had received twice that amount in bids. The Council was placing an emphasis on evidence of consultation. Also the Council was again consulting on the change to the times of parking in their car park on Church Road.

Core-Strategy – the Inspector, in his pre-Hearing report, said that ‘windfalls’ would not be allowed to be set against the District’s targets. This meant some adjustment to the distribution of new housing.

Finally he announced that Janet Carr had been elected Vice-Chairman of the Council which meant that it was likely that she would be Chairman the following year.

District Councillor Carr – said she had been surprised but delighted to be offered the Vice-Chairmanship of the District Council. She then outlined some examples of her duties.

9.05pm – The Chairman declared the Council back in session

39. TO CONSIDER STATEMENTS TO BE SUBMITTED ON BEHALF OF THE PARISH COUNCIL TO THE ‘EXAMINATION IN PUBLIC’ (EIP) OF SODC’S CORE STRATEGY RELATING TO THE MATTERS AND QUESTIONS RAISED BY THE INSPECTOR

The Clerk explained that if the parish Council wished to speak at the Examination in Public from 19th-22 July a submission had to be made answering the Inspectors’ questions on the different chapters of the Core Strategy. The Parish Council had until 6th July to get their submission in to the Inspector.

Cllr Birks, as the Councillor who had written the Parish Council’s initial response to the Core Strategy

in 2009, explained what she thought should be the Parish Council’s submission for Chapters 13 and 14, Rural Communities and The Environment respectively.

After some discussion Cllr Carr proposed and Cllr Reilly seconded that Cllr Birks should write the submission along the lines she had proposed. This was AGREED by 9 vote for and 2 against.

(Copy of submission in minute book)

40.  REPORTS FROM OUTSIDE BODIES (Contd)

b) The Howe Trust – no report

c) Merry Bells Management Committee – it was hoped that the new heaters for the hall and coffee room would be installed in August.

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

Cllr Bell had stood down as Chairman of the committee and Cllr Willmott had taken his place. There had been meetings with the Planning Consultant and a business plan and time line had been drawn up. Architects would now be asked for proposals and one would be appointed in the hope that an application could be submitted to SODC by the end of October/ beginning of November. The Parish Council would, shortly, have to start paying for the planning costs. The total cost of the build could be around £3/4 m

Cllr Bell requested that finance for the project be placed on the next F&GP Agenda and also announced his wish to stand down as a Parish Council representative on the Committee. It was felt by the meeting that Cllr Bells place should be taken by a Parish Councillor.

42. CALENDAR OF MEETINGS. – NOTED

a)  Planning Committee – Wednesday 13th July  2011 – 7.30pm

b)  F&GP Committee – Monday 18th July  – 7.30pm

c)  Planning Committee  – Wednesday 10th August 2011 – 7.30pm

d)  Parish Council Meeting – Monday 5th September  2011– 7.30pm

43. RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Birks proposed and Cllr Carr 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

44. THE MINUTES OF THE CONFIDENTIAL SESSION HELD DURING THE MEETING OF THE F&GP COMMITTEE ON 23rd MAY 2011 were received

45. THE MINUTES OF THE CONFIDENTIAL SESSION HELD DURING THE MEETING OF THE F&GP COMMITTEE ON 27TH JUNE  2011 were received

The meeting closed at 9.50 pm

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