WHEATLEY PARISH COUNCIL
MINUTES OF THE MEETING OF THE PARISH COUNCIL
HELD ON MONDAY 3rd NOVEMBER 2014 IN THE MERRY BELLS HALL AT 7.30PM
PRESENT: Councillors: D Lamont (Chairman), J Reilly, G Stephens, J Carr, R Bell
S Coleridge, C Dalton, A Knapp, R Old, P Willmott and E Stacey
OFFICERS: Gareth Morris, Clerk to the Parish Council
Also present: Beryl Guiver (SODC), Michael Fenton (Taylor Wimpey), Stephen Bond (Woolfe Bond), PCSOs Ken Cooney and James Hopkin and 38 members of the public
- APOLOGIES FOR ABSENCE had been received from Cllrs Bailey, Davies and Coveley and County Councillor Anne Purse
- DECLARATIONS OF INTEREST – NONE
- MINUTES of the Parish Council meeting held on Monday 7th July which had been circulated previously were signed as a correct and accurate record with the following corrections:
Minute 46 (second page) Change ‘is’ to ‘be’ in the second line
Minute 48 Insert ‘NOT’ between ‘OR’ and ‘TO’
- UPDATE from the meeting held on Monday 1st September 2014 – None
59 THE FOLLOWING MINUTES of the meetings of the Planning Committee were received
- i) Wednesday 10th September 2014 – circulated previously
- ii) Wednesday 8th October 2014 – circulated previously
- THE MINUTES of the meetings of the F&GP Committee were received
- i) Monday 22nd September 2014 – circulated previously
- ii) Monday 20th October 2014 – circulated with the Agenda
- a) Minute (v) – Civil Parking Enforcement. SODC had asked for roads that would benefit from enforcement. The clerk had replied – High Street, Church Road Littleworth Road, Old London Road, Crown Square and Crown Road.
- b) Minute (vi) – Collision between house and HGV in High Street. The clerk had contacted OCC Trading Standards Department to ask if there was anything they could do concerning the heavy vehicles coming through the village. The reply had been that they “currently have limited resources for weight restriction enforcement work” Residents of Wheatley could report breaches through the OCC public website or the Parish Council could carry out their own checks and report to them. They had provided a pro-forma that could be used.
- TO RECEIVE THE MINUTES of the meetings of the TRAC Committee held on:
- i) Wednesday 3rd September 2014 – circulated previously
- ii) Wednesday 15th October 2014 – circulated with this Agenda
Minute 28 – Cost of changes to Bell Lane Corner – £4,759.00 – This was Agreed
Minute 29 – Decision on extra double yellow lines on Church Road
Cllr Reilly proposed and Cllr Carr seconded that the Parish Council asks the County Council to go ahead with the extra double yellow lines along the south side stretch of Church Road between Friday Lane and Holloway Road. This was AGREED by 10 votes in favour, 0 against and 1 abstention.
- TO RECEIVE AND NOTE THE REPORT OF THE EXTERNAL AUDITOR ON THE 2013-14 ACCOUNTS
The External Auditor’s report had been received and ‘no matters have come to our attention giving cause for concern’.
Cllr Bell proposed and Cllr Lamont seconded that the Parish Council received and noted the External Auditor’s report. Agreed Nem Con
- TO CONSIDER ITEMS FOR THE 2014-15 FINAL ACCOUNTS.
(i) The Letter of Engagement of Internal Auditor (Mr Phillip Hood) 2014-2015 had been circulated to all councillors.
Cllr Reilly proposed and Cllr Carr seconded that Mr Phillip Hood be engaged as the Parish Council’s internal auditor for 2014/2015 and the letter of Engagement be signed. Agreed nem con
(ii) Statement of Internal Control for Wheatley Parish Council. This had been circulated to all councillors. Cllr Lamont proposed and Cllr Coleridge seconded that the Statement of control be accepted. Agreed nem con
- CONSIDER THE RECOMMENDATION FROM THE FINANCE AND GENERAL PURPOSES COMMITTEE THAT STANDING ORDER 73 BE REVISED TO READ :
“The Clerk shall afford to the press reasonable facilities for making their report of any proceedings at which they are entitled to be present. A person may not orally report or comment about a meeting as it takes place if he is present at the meeting of a Parish Council or its committees but otherwise may:
- a) film photograph or make an audio recording of a meeting
- b) use any other means for enabling persons not present to see or hear proceedings at a meeting as it takes place or later
- c) report or comment on the proceedings in writing during or after a meeting or orally report or comment afterwards”
The clerk reported on the reason for the alteration. Cllr Willmott proposed and Cllr Stephens seconded that Standing Order 73 changed as per the agenda. This was AGREED unanimously
- 65. TO RECEIVE A PRESENTATION FROM TAYLOR WIMPEY ON HOUSING FOR THE EXCEPTION SITE NORTH OF LONDON ROAD
Mr Michael Fenton of Taylor Wimpey and Mr Stephen Brown of Woolf Bond made a verbal presentation concerning the progress to date.
8.33pm – The Chairman declared the council out of session and invited members of the public to speak
Mr Johnson, St Mary’s Close – asked about the exact plan of the development and how long will be the public consultation be.
Answer. The exact layout is not yet known. There will be an exhibition when this is known. Only when people have had an opportunity to have their say will the ‘official’ consultation start.
Mr Harris, London Rd– where will the entrance be?
Answer Not known exactly at the moment. The development would be situated beyond the old wall
Mr Davies, High Street – residents would be concerned about traffic generation and pedestrian safety
Resident, Farm Close Road – where does the 75% – 25% split come from?
Answer. These are national regulations.
Mr Gregory, Ladder Hill – The experience of affordable housing in Chinnor was that families from outside the area caused anti-social behaviour
Answer – Affordable housing on an exception site was only available to local families. Those families referred to in Chinnor where soon moved on.
Mr Fanning – Why was this site chosen over the other two?
Answer The Parish Council felt that this site had advantages such as being the closest site to the centre of the village, it has the best access to local transport, and it creates a lower impact and far less of a ‘sprawl/ effect than the alternatives.
Mr Robinson, Farm Close Road – Some years ago wasn’t this site looked at for the site of a new burial ground?
Answer. Yes it was, but the ground was found to be too rocky.
Resident – the cemetery would be soon be full so where would people of Wheatley be buried.
Answer This item was on this meeting’s agenda and the Parish Council would begin looking for a location.
Mr Davies, High Street – Why was the decision on Civil Parking Enforcement taken at a committee meeting and not at full council
Answer The Chairman referred him to his reasoning made earlier in the meeting
Resident, High Street – Parking enforcement is needed in the village
Cllr Dalton gave Cty Cllr Purse’s apologies who had said that she had now received the Parish Council’s Village Green Application and it was now out for public consultation.
The Chairman thanked Mr Fenton, Mr Bond and Ms Guiver for their presentation and Ms Guiver for their attendance
9.10pm The Chairman declared the Council back in session
It was Agreed to take item 13 (Paper from the Oxford Diocesan Schools Trust) before Item 14 (Sportsfield Management Committee)
- To Receive a paper from the Oxford Diocesan Schools Trust (ODST), the Governors and senior management of the Primary Academy re the Littleworth Playing Field
Mrs Liz Wickens (Community Governor at the Primary School Academy) spoke to the paper sent by the Oxford Diocesan Schools Trust, which had been circulated with the Agenda to all councillors.
Following a discussion Cllr Willmott proposed and Cllr Bell seconded that ‘The Parish Council asks the Sportsfield management Committee to work with representatives of the primary Academy and comeback to the Parish Council with recommendations.’ Agreed nem com.
Cllr Coleridge pointed out that if the part of the field became a Village Green then building could not take place on it.
Mrs Wickens informed the Parish Council that the Primary Academy would be objecting to the Parish Council’s Village Green Application
- TO CONSIDER MATTERS RELATING TO WHEATLEY PARK SPORTSFIELD MANAGEMENT COMMITTEE
- i) Resolutions from Cllr Willmott:
- The Parish Council resolves to form a charitable trust to manage and maintain its playing fields at Holton on the termination of the Joint User Agreement with Oxfordshire County Council.
Cllr Willmott proposed and Cllr Stephens seconded the resolution. Agreed nem con
- The Parish Council also resolves to lease the said playing fields to the charitable trust for 99 years for the peppercorn rent of £10 per annum
Cllr Willmott prosed and CllrReilly seconded the resolution. Agreed nem con
It was agreed that the detail would be dealt with by the Finance and general Purposes Committee
- ii) To receive the 2013-2014 Accounts of the Sportsfield management
Committee (circulated with the Agenda) and to agree to pay outstanding balance of £2,600.07 Cllr Dalton proposed and Cllr Lamont proposed that the accounts be received and the outstanding balance be paid. Agreed nem con
- TO REPORT ON PROGRESS ON THE PARISH COUNCIL’S APPLICATION TO REGISTER THE LITTLEWORTH ROAD FIELD AS A VILLAGE GREEN
The Countryside Team at the County Council had placed a notice in the Oxford Times asking for those who objected to the application to respond by 5th December
- TO CONSIDER BEGINNING INVESTIGATION IN TO THE NEED FOR A NEW BURIAL GROUND FOR THE VILLAGE.
. It was agreed that this matter needed to be resolved however a location did not obviously present itself. An article to be placed in the newsletter asking for possible locations.
- TO APPOINT A REPRESENTATIVE TO THE NEIGHBOURHOOD ACTION GROUP – Decision Deferred – the clerk to circulate the last set of minutes to all councillors.
- REPORTS FROM OUTSIDE BODIES
- i) The Merry Bells Management Committee – No Report
- ii) The Howe Trust – the Trust had shed had been erected for tenants to use.
iii) Thames Valley Police – There were 141 calls from Wheatley residents in Sept/ Oct 2014 – 55 of which were traffic related and 6 of Anti-social behaviour
- iv) Flooding Committee members of the committee had met on site at the Ambrose stream with a representative from the Environment Agency. Recommendations had been that the fools watercress be removed from the bottom of the stream; trees planted to give shade over the stream and the banks be strimmed and cuttings removed.
- v) Brookes Residents’ Associations meeting – Cllr Bell had attended and reported that no information on the future of the Wheatley Campus was forthcoming.
- CALENDAR OF MEETINGS – NOTED
- i) Planning Committee – Wednesday 12th November 2014 2014 – 7.30pm
- ii) F&GP Committee Monday 24th November 2014 – 7.30pm
- iii) TRAC Committee – Wednesday 26th November 2014 – 7.30pm
- iv) Planning Committee – Wednesday 10th December 2014 – 7.30pm
- v) F&GP Committee – Monday 15th December 2014 – 7.30pm
- iv) Parish Council Meeting – Monday 5th January 2015 – 7.30 pm
73, RESOLUTION TO EXCLUDE THE PUBLIC
Cllr Lamont proposed and Cllr Reilly 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