Click on: Parish Council 07.03.16

WHEATLEY PARISH COUNCIL

MINUTES OF THE MEETING OF THE PARISH COUNCIL
HELD ON MONDAY 4th JANUARY 2016 IN THE MERRY BELLS HALL AT 7.30PM
PRESENT: Councillors: G Stephens (Chairman), J Carr, R Bell, P Hood, A Walkey,
P Willmott, P Gregory, P Bignell, R Reilly, I Roberts and T Newman

OFFICERS: Gareth Morris, Clerk to the Parish Council
Also present: County Councillor Anne Purse,
103. APOLOGIES FOR ABSENCE had been received from Cllrs Birks, A. Davies, T Davies and Coleridge
104. DECLARATIONS OF INTEREST – The Chairman declared that he was a Trustee of the Playing Field Trust
105. MINUTES of the extra ordinary meeting of the Parish Council meeting held on 9th December 2015 which have been circulated with the Agenda were signed as a correct and accurate record
106. UPDATE from the minutes of the Parish Council meeting held on Monday 2nd November 2015
i) Minute 61(i) Request from VPA to plant a cherry tree in the Church Road Recreation Ground rather than the Memorial Gardens. Following a site visit the Chairman of F&GP and the clerk felt the best location would be at the northern end of the recreation ground, under the cliff, to the west of the youth shelter.
107. UPDATE from the minutes of the extra ordinary meeting of the Parish Council meeting held on Wednesday 9th December 2015
The Clerk reported that he had asked our solicitor to write to OCC that the Parish Council wished to withdraw the application. However first of all a request for an adjournment had to be made and agreed by all the parties. This had been done. Since then nothing more had been heard either about the Application or the Memorandum of Association.
The Chairman said he would write a piece for the newsletter, however having spoken to Mrs Wickens (Community Governor) and with permission of the Parish Council, he intended that a joint statement would be put in the newsletter. He read a preliminary statement. The Parish Council had no objection to its content
108. THE MINUTES of the meetings of the Planning Committee held on the dates below were received:
i) Wednesday 11th November 2105 which had been circulated previously
ii) Wednesday 9th December 2015 which had been circulated previously
109. THE MINUTES of the meetings of the F&GP Committee held on the dates below were received:
i) Monday 16th November 2015 which had been circulated previously
ii) Monday 21st December 2015 which had been tabled
Minute 99(iv) – Cllr Bell raised the possibility of organising a litter pick. To be put on the F&GP Agenda
Minute 89(ii) Vehicle Activated Signs – the officer had now replied that “I have forwarded your email below to him and will be in contact as soon as I have a reply”. Await further correspondence.

110. TO APPROVE A REVISED BUDGET FOR 2015-16 AND THE 2016-17 BUDGET

i) To resolve to approve the Parish Council revised budget for 2015-2016 as recommended by F&GP committee on 21st December 2015. ii) To resolve to approve the Parish Council budget and precept for 2016-2017 as recommended by F&GP committee on 21st December 2015.
ii) The F&GP recommends that the precept is raised by £1,500 to cover the
shortfall in income from the County Council

The last F&GP Committee went through each expenditure item and had added £2,000 for the cost of maintaining the part of the field at Littleworth that the Parish Council would be responsible for.
As far as income was concerned it was felt that the income for cutting the verges from the County Council was likely to be lost. Therefore the precept should be increased by £1,500 in order to cover this. The money lost from SODC on the Council tax reduction scheme should be made up from using SODC’s grant scheme more effectively

Cllr Carr proposed and Cllr Reilly seconded the two resolutions above. These were AGREED unanimously
111. TO REPORT PROGRESS ON HOUSING FOR THE EXCEPTION SITE NORTH OF LONDON ROAD
SODC had informed the Parish of a couple of ‘non material’ amendments requested by Taylor Wimpey which they (SODC) had no objections to. An extension of time to end of January had been requested by Taylor Wimpey in order to complete the Section 106 details and to allow time to submit further information in response to pre-commencement conditions placed on the application

The Parish Council had received correspondence from Webb PR, working for Taylor Wimpey. They “would very much like to issue a press release about the success of this application and as a great example of Taylor Wimpey’s engagement with the local community”, with input from the parish Council. They would also like “to put together a case study about this development, for use on the Taylor Wimpey website and, again, we will be happy to share this with you for approval prior to it being put online”. Finally they mentioned “the possibility of organising a sod cutting ceremony in the new year and when the section 106 agreement has been signed by all parties. This would involve both representatives from Taylor Wimpey and the parish council, along with any other organisations that you may think it appropriate to attend, taking part in a photoshoot on site to make the cutting of the first sod.”

It was felt that the Parish Council would like to see any press release first and then decide whether to give a quote or issue its own release

The Parish Council had also received a communication from SODC suggesting that the development should have two road names and two had been suggested

by Taylor Wimpey (Windsor drive and Merton Close). As the council did not like either of the two names suggested by Taylor Wimpey.
Cllr Bell proposed and Cllr Newman seconded that there should just be one road name. This was AGREED unanimously. It was further AGREED that as this matter should go to the next Planning meeting.
8.24pm The Chairman declared the Council out of session
County Councillor Anne Purse – The County Council had been hit with a further
£20m need for cuts. The Cabinet had written to the Government objecting to this
She felt that a reprieve for the abolition of subsidies for bus services and the closure of the Children’s Centres was unlikely
District Councillor Toby Newman – tabled a report on what was happening at SODC. One extra item was that at the December meeting the council had decided to adopt the Armed Services Covenant.
8.41pm The Chairman declared the Council back in session

112. TO APPROVE THE ADDITIONAL PARAGRAPHS TO THE PARISH COUNCIL’S FINANCIAL REGULATIONS AS RECOMMENDED BY THE F&GP COMMITTEE ON 21ST DECEMBER 2015
The clerk explained that the financial regulations had changed to allow Parish Councils to use electronic/internet banking plus the fact that the Barclays Bank in the village had closed meant it was opportune for the Parish Council to take advantage of internet banking for the transfer of funds, setting up direct debits etc. The Council should be satisfied, however that there were controls in place to counter the possibility of fraud etc.
The F&GP committee recommends that section 6 of the council’s Financial Regulations is change in line with those recommended by the National Association of Local Councils.

Cllr Gregory proposed and Cllr Bell seconded the recommendation made by the Finance and General Purposes Committee. This was AGREED unanimously.

113. TO RECEIVE AN UPDATE FROM CHAIRMAN ON THE NEIGHBOURHOOD PLAN APPLICATION
The Chairman of the Council reported that there had been two meetings of volunteers each attended by 20+ people. 18 people had put themselves forward for the steering group and there was to be a meeting on 19th January at Holton Village Hall in order to elect a Chairman.
SODC would be putting the area contained by the Neighbourhood Plan (the whole of Wheatley and the area of the Brookes University campus in in Holton) up for consultation between 11th January 2016 to 22nd February 2016.
The Clerk asked that the steering group be told that all orders had to come through the Parish Office and all invoices to come to the Parish Office for payment

114. TO CONSIDER THE USE OF THE MAPLE TREE CHILDREN’S CENTRE IN THE EVENT OF ITS CLOSURE
Following a discussion on the matter it was AGREED to keep the item on the Agenda but omit the words “in the event of its closure
115. TO CONSIDER MATTERS RELATING TO THE WHEATLEY PLAYING FIELD TRUST
A report from Cllr Willmott had been tabled and circulated to all councillors via e-mail earlier in the day.
There was a concern over the condition of playing surfaces and the Trust had signed up to a scheme run by Twickenham whereby advice could be obtained.
The lower pavilion had been pressure cleaned inside and out. In regards to the lease from the Parish Council to the Trust the Clerk had contacted a solicitor to act for the Parish Council and would chase him up.
The clerk undertook to circulate to all councillors the information sent to the solicitor on a proposed lease and Joint User Agreement.
116. TO RECEIVE A REPORT FROM CLLR GREGORY ON THE TOWN AND PARISH FORUM HELD ON 4th NOVEMBER 2015
Cllr Gregory’s report had been circulated with the Agenda. He drew the
Council’s attention to the fact that there was money available for items that the
Parish Council may wish to bid for. The first period for grant application would
be 1st February to 1st April
Cllr Newman said that SODC had just completed a review and there was a whole new procedure for applying for grants which simplified the process.
117. TO DISCUSS THE BETTER RECORDING AND SUBSEQUENT FOLLOW-UP OF ACTION ITEMS
The Chairman had requested this item to be put on the Agenda. He suggested a spreadsheet separate from the minutes which recorded the action, the date it was created and the date it should be completed etc. He had designed such a document in ‘Google documents’. Cllr Hood proposed and Cllr Gregory seconded that this ‘Action Tracker’ system be adopted. This was Agreed.
118. REPORTS FROM OUTSIDE BODIES
i) The Merry Bells Management Committee – nothing new to report
ii) The Howe Trust – nothing new to report
iii) Thames Valley Police – An update for December had been tabled
iv) Wheatley Windmill Preservation Society – the first group visit to the mill had taken place on New Year’s Day
v) Flood Group meeting – New pumps for the London Road pumping station had been installed. Negotiations were still continuing with Shotover Estate for a location for a holding pond
vi) Neighbourhood Action Group – No report

9.47pm – Cllr Newman proposed and Cllr Willmott seconded that Standing Orders be suspended for 15 minutes in order to finish the Agenda. This was AGREED

119. CALENDAR OF MEETINGS – NOTED
i) Planning Committee – Wednesday 13th January 2016 – 7.30pm
ii) F&GP Committee – Monday 18th January 2016 – 7.30pm
iii) Planning Committee – Wednesday 10th February 2016 – 7.30pm
iv) F&GP Committee – Monday 15th February 2016
v) Parish Council Meeting – Monday 7th March 2016 – 7.30 pm
120. ITEMS FOR INFORMATION

• The clerk read out a letter from Cllr Birks saying that, having moved from the area, she was resigning from the Parish Council after 20 years’ service. He reported that the Chairman had written to Cllr Birks accepting her resignation, reluctantly, and wish her all the best for the future. The clerk would set the process for the election of a new councillor in motion the following day.

It was agreed that a letter be sent to Mrs Birks on behalf of the Parish Council thanking her for all her hard work for the council over a long period.

The meeting closed at 9.53pm

WHEATLEY PARISH COUNCIL

MINUTES OF THE MEETING OF THE PARISH COUNCIL
HELD ON MONDAY 2nd NOVEMBER 2015 IN THE MERRY BELLS HALL AT 7.30PM
PRESENT: Councillors: J Carr (Chairman), R Bell, P Hood, A Davies, T Davies,
A Walkey, S Coleridge, P Willmott, P Gregory, P Bignell,
G Birks, R Reilly, I Roberts and T Newman

OFFICERS: Gareth Morris, Clerk to the Parish Council
Also present: County Councillor Anne Purse, Mr P Hood (Internal Auditor to Wheatley Parish Council) and 7 members of the public
In the absence of the Chairman, Cllr G Stephens, the Vice-Chairman, Cllr J Carr, chaired the meeting.

78. APOLOGIES FOR ABSENCE had been received from Cllr Stephens

79. DECLARATIONS OF INTEREST – Cllr Carr declared an interest in Item 8 on the Agenda (the development of 51 houses on London Road)

80. MINUTES of the meeting of the Parish Council meeting held on 7th September 2015 which have been circulated previously were signed as a correct and accurate record

81. UPDATE from the minutes of the Parish Council meeting held on Monday 7th September 2015
i) Minute 61(i) Request from the Village Produce Association to plant a cherry tree in the Church Road Recreation Ground rather than the Memorial Gardens. The Parish Council AGREED to this. The F&GP Committee to decide the details.

82. TO AGREE TO APPOINT MR PHILLIP HOOD AS THE INTERNAL AUDITOR AND SIGN HIS LETTER OF ENGAGEMENT.
The Chairman welcomed Mr Hood to the meeting.
Mr Hood referred Councillors to two publications, “The Governance and Accountability for Local Councils – March 2014”. [There is a copy on the Parish Office] and the “Good Councillors Guide”. [Each Councillor has been given a copy]
These publications lay down the responsibilities that all councillors should cover and address. The audit that he carries out is a robust testing and enquiries procedure to see that the council is carrying out its responsibilities. There are two ‘Musts’ laid down in the Guidance. The first is number of meetings, 3 plus annual meeting, and the second is that a Risk Assessment must be formulated within the financial year. The External Auditor will issue a ‘qualification’ if the Risk Assessment is not undertaken and/or if the accounts are not approved by the end of June. A council must approve an ‘independent’ Internal Auditor and corporate governance within the council must be sound.
Common errors made by councils were:
• Not recording accurately the value of new assets
• Not recording the council tax support grant separately
• Not accurately recording payments made to the Public Works Loan Board
• The Annual Return does not add up correctly
• The Internal Auditor is not independent
• The Risk Assessment is not approved and completed within the financial year.
• The External Audit Report is not discussed and minuted when received
• Incorrect use of Section 137 or other powers for expenditure.

Cllr Willmott proposed and Cllr Hood seconded that the letter of engagement for Mr Hood to be the parish Council’s Auditor for 2015-2016 be signed. This was AGREED

The Chairman thanked Mr Hood for his attendance and wished him a safe journey home in the fog.

83. THE MINUTES of the meetings of the Planning Committee held on:
i) Wednesday 9th September 2105 which had been circulated previously and
ii) Wednesday 14th October 2015 which had been circulated with this Agenda
were received

84. THE MINUTES of the meetings of the F&GP Committee held on:
i) Monday 21st September 2015 which had been circulated previously and
ii) Monday 19th October 2015 which had been circulated with the Agenda
were received

85. TO REPORT PROGRESS ON HOUSING FOR THE EXCEPTION SITE NORTH OF LONDON ROAD
P15/S2121/FUL Erection of 51 dwellings, with access from London Road, together with associated landscaping and open space provision. (Rural exception site) (As amended by Drawings accompanying agent’s letter of 13 October 2015)
The Parish Council was asked to either to recommend approval, recommend acceptance or give no strong views

The clerk read out two letters that had been received in the Parish Office objecting to
the amendments and aspects of the development.

The clerk also read out letters from Mr Johnson and Mr Edson both of St Mary’s Close which he had downloaded from the SODC planning website.

Cllr Newman said that the changes had been made as a result of consultation, noise assessment and the urban design people and the OCC Highways. The lack of amenity space has been accepted and a payment should be made to the Parish to be spent on recreation. The wall and the trees should not be affected. He understood that SODC would take the application to the November planning meeting (18th November)
8.30pm The Chairman declared the Council out of session and asked for contributions from the floor

Mr Pratley, 26 London Rd – Had sent his comments on the original plans. His key objection was that with the western entrance to the site. Cars exiting would mean headlights shining into his house. He felt that the exit should be moved.
County Councillor Anne Purse
Possible new road from Abingdon to M40 was mentioned only as an aspiration. But with the debate on the duelling of the A40 to Witney could mean the A40 from Headington might be moved and/or upgraded.
The Bus Consultation was due to be considered by the Cabinet as well as the budget cuts especially to the Children’s Centres. A suggestion had been made that if each centre could get £35,000 pledged for each year then a centre could be saved.
She suggested that the Parish Council could show a commitment to the centre in Wheatley

Vicky Job – parent at the Maple Tree Centre. She said she had depended on the Centre after the birth of her son. They were trying to think of ways of raising support for the centre eg “Friends of Maple Tree” and she would be contacting other parish councils whose residents used the centre.
In answer to a question from Cllr T Davies on whether savings could be made in using other premises Cty Cllr Purse explained that the Centre had been had been designed specifically to meet the needs of mothers and babies/toddlers.

Mr Doug Lamont, London Road – Site WHE 9, mentioned in the letter from Mr Edson, had never been offered to the Parish Council as a possible development site by SODC.
The objections brought up by the St Mary’s Group were things that SODC would have to consider anyway.
He was pleased that the Parish Council was considering to undertake a Neighbourhood Plan and urged the Council to make sure the whole village knew about the proposed meeting.

Mr Roger Bettess – Wheatley Flood and Drainage Group. The Group had been dealing with the problem at the Wheatley Sewage Treatment Works. Thames Water had been tankering away the effluent and the tankers had not always used the approved route. A meeting with Thames Water had been held where concerns on the environmental impact. He had been assured that the tankering would finish by the end of November.
8.55pm The Chairman declared the Council back in session

85. (Continued) London Road Development
Cllr Bell proposed ‘No Strong Views’ (SODC to decide) and give a list of the objections made by residents adjacent to the site. The motion was not seconded.

Cllr T Davies proposed and Cllr Hood seconded that the Parish Council recommend approval of the application as amended.
This was AGREED by 12 votes For, 0 votes Against and 1 Abstention. The Chairman did not vote.
The Parish Council would write to SODC asking them to consider all the objections

86. TO RECEIVE A REPORT FROM THE NEIGHBOURHOOD PLAN STEERING GROUP
A report had been circulated to all members. A leaflet would be printed and posted through each door in the village advertising the meeting to be held on the 19th November. Village organisations were being contacted by members of the group and the idea of a Neighbourhood Plan was being explained to them.

87. TO CONSIDER THE USE OF THE MAPLE TREE CHILDREN’S CENTRE IN THE EVENT OF ITS CLOSURE
Cllr A. Davies proposed and Cllr Roberts seconded that ‘It is too early to consider the use of the Centre in the event of its closure.’ This was Agreed
It was further agreed that the item be put on the F&GP Agenda.
Cllr Newman proposed and Cllr Reilly seconded the motion that ’Wheatley Parish Council supports the Maple Tree Centre and will try and sustain its future within the village’. This was Agreed
The Clerk reminded members that as the Parish Council did not have a ‘power’ to spend money on a Children’s Centre any funding would have to come out of the parish’s Section 137 fund which was a limited pot.

88. TO CONSIDER MATTERS RELATING TO THE WHEATLEY PLAYING FIELD TRUST
A report from Cllr Willmott had been circulated to members before the meeting.
The bulk of the report was on the condition of the sports field and the buildings.
Legionnaire’s disease had been found and therefore the plumbing etc. would have to be tested each year at the cost of £2,000
An agreement had been reached with Wheatley Park School on their use of the sports field.
Once the Trust has the lease it would be able to apply for grants whereas the Sportsfield management Committee never could.
Cllr T Davies was concerned about who would be liable, the Parish Council or the Trust, for example, repairs to the boiler. The lease should make this clear.

89. TO ALLOCATE CLLR ROBERTS TO A STANDING COMMITTEE
Cllr Roberts was appointed to the Planning Committee

90. TO RECEIVE A REPORT FROM CLLR BELL ON THE COUNTY COUNCIL’S MEETING WITH TOWNS AND PARISHES TO “LOOK AT WAYS TO DELIVER PUBLIC SERVICES DIFFERENTLY”
A report by the County Council on this meeting had been circulated.
Cllr Bell summed the meeting up as the County Council saying they had no money and they would like towns and parishes to take over some work whilst they, the County Council still retained control.

91. REPORTS FROM OUTSIDE BODIES
i) The Merry Bells Management Committee – Cllr Gregory reported that there would be a rolling programme of displays in the Coffee Room. A car parking survey had been undertaken and the results would be discussed at the next committee meeting.
ii) The Howe Trust – Cllr Gregory reported that the https://www.cruiseshipdrugs.com finances were healthy and the Trust would welcome suitable funding requests. The Parish Council would be asked for a dog waste bin to be located outside one of the gates. Noticeboards are being positioned around Howe Trust land and a’ walkabout’ is scheduled.
iii) Thames Valley Police – October – 1 incident of anti-social behaviour, a traffic operation on London Road resulted in 22 speeding offences, 5 seat belt non-compliance and 1 mobile phone offence. A traffic operation in Old London Road resulted in 1 seat belt non-compliance and 2 mobile phone offences.
There was 1 non dwelling (garage) burglary.
iv) Wheatley Windmill Preservation Society – No report
v) Flood Group meeting – Cllr T Davies reported that one of he problems at the sewage treatment works was that the filters that had been installed were not doing their job properly and the treated sewage was not up to standard and that was why the tankers had been brought in. There was also concern about the state of the ditch up from Asda. Roger Bettess had brought this to the attention of Thames Water
vi) Neighbourhood Action Group – the police inspector asks if parish councils would join in a Crime Prevention Day. Cllr Davies would seek further information and report to F&GP.

92. CALENDAR OF MEETINGS – NOTED
i) Planning Committee – Wednesday 11th November 2015 – 7.30pm
ii) F&GP Committee – Monday 16th November 2015 – 7.30pm
iii) Planning Committee – Wednesday 9th December 2015 – 7.30pm
iv) F&GP Committee – Monday 21st December 2015
v) Parish Council Meeting – Monday 4th January 2016 – 7.30 pm
93. ITEMS FOR INFORMATION
• The Chairman reminded councillors that the coming Sunday (8th November) was Remembrance Sunday. The service was in St Mary’s at 3pm. All Parish Councillors are invited. The Chairman would be laying a wreath on behalf of the Parish Council.

94. RESOLUTION TO EXCLUDE THE PUBLIC
Cllr Reilly proposed and Cllr Hood 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”
This was AGREED

9.55pm – Cllr Reilly proposed and Cllr T Davies seconded that Standing Orders be suspended for 15 minutes in order to finish the Agenda

95. STATEMENT FROM THE VICE-CHAIRMAN (Chair of the Meeting)

The Chairman of the meeting reminded councillors that should be careful when using their title ‘Councillor’. When it is used, in a letter for example, the recipient can be confused as to whether the councillor is speaking as an individual or for the Parish Council as a whole.
96. TO REPORT ON PROGRESS OF THE PARISH COUNCIL’S APPLICATION APPLYING FOR VILLAGE GREEN STATUS FOR THE PLAYING FIELDS AT LITTLEWORTH ROAD AND DECIDE ON A STRATEGY FOR THE PROPOSED ENQUIRY

Cllr Birks brought the Council up to date on the meeting that had been held between the Diocese, the school, the County Council and the Parish Council.
A further meeting was to be held where a paper from the Diocese would be discussed.

The Chairman thanked Cllr Birks for the work she had put in to this issue.
The meeting closed at 9.58pm

WHEATLEY PARISH COUNCIL

 

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 6^TH JULY 2015 IN THE MERRY BELLS HALL AT 7.30PM

 

 

PRESENT: Councillors: G Stephens (Chairman), R Bell, P Hood, A Davies,   T Davies, P Willmott, A Walkey, P Gregory, P Bignell, J Carr, G Birks,

R Reilly, S Coleridge and T Newman

 

OFFICERS: Gareth Morris, Clerk to the Parish Council

 

Also present: County Councillor Anne Purse and seventeen members of the public

 

Mr S Bond and Mr B Farmery (Woolfe Bond/Taylor Wimpey/Cole Easdon) also attended for item re Housing Development, north of London Road

 

34. APOLOGIES FOR ABSENCE – none

 

 35. DECLARATIONS OF INTEREST

i) Cllr Newman declared an interest in item 8 ( Minute 41 Application for housing development o north side of London Road – as a member of the SODC’s planning Committee

ii) Cllr Coleridge declared an interest in item 10 (Minute 43 Village Green Application) as a Governor of John Watson School

iii) Cllr Hood declared an interest in item 10 (Minute 43 Village Green Application) as the Treasurer of the Cool Kids club

 

36.  UPDATE from the minutes of the meeting held on Monday 18^th May 2015

i) Minute 18 – Parish Council Stall at Merry Bells Fayre 4^th It was agreed that the event was a great success. The clerk to write a letter of thanks to the MBMC

 

37.  MINUTES of the Extra Ordinary meeting of the Parish Council meeting Wednesday 24^th June 2015 which had been circulated with the Agenda were signed as a correct and accurate record

 

 38.UPDATE from the minutes of the Extra Ordinary meeting held 24^th June 2015

     Minute 31 – Resolution from Cllr T. Davies. The Clerk reported that “Items for Information” now appeared at the end of each Agenda. Minutes were now being put on the website as soon as completed marked” Draft – subject to confirmation”

Minute 32 – First steps regarding the possible adoption of a neighbourhood plan.

The Clerk had e-mailed the clerk of Holton Parish Council informing her of Wheatley Parish Council’s first steps in deciding whether or not embark on a Neighbourhood and invited any Holton Parish Councillor to attend a meeting with Beryl Guiver, Planning Officer SODC which had been provisionally booked for Wednesday 5^th August at 7.30pm

 

With the permission of the meeting it was AGREED to move to item

 

39. TO REPORT PROGRESS ON HOUSING FOR THE EXCEPTION SITE NORTH OF LONDON ROAD

       To consider the planning application for housing on an exception site on the north side of London Road between the Park Hill Roundabout and Fairfax Gate

     Mr Stephen Bond of Woolfe Bond gave an overview of the site history and the application and how it had changed following the public consultation and exhibition and meetings with SODC at which Parish councillors       were present.

At the end of the presentation the Chairman asked for questions from the councillors.

Cllr Newman – said that application was on SODC’s website but the 28 days public consultation had not yet started as no officer had been appointed.          

   Cllr A Davies – asked about the crossings – Ans. One would be light controlled and the second one would be dropped kerbs only.

     Cllr Bell – wanted clarification on further meetings. Ans. If, as a result of responses to the application, any changes would form an amendment to the application and go out to consultation

     Cllr Coleridge – felt there should have been a better location mix of affordable and market housing. Ans There had been much debate on this issue. The mix would be ‘tenure blind’ (unable to see the difference between the affordable and market houses) it was felt that this design, given all the various parameters, was the most appropriate balance to meet the housing needs.

     Cllr Birks – questioned the ‘non-controlled nature of the 2^nd crossing Ans. It is irregular/incompatible to have two light controlled crossings (or even with one with belisha beacons) in such close proximity

     Cllr T Davies – said he was delighted with the traffic safety measures. He highlighted the problem of extra sewage and could the Wheatley system cope. Ans. The capacity questioned had been put to Thames Water and a study would be made

Cllr Bell – SODC Housing dept. had asked for an increase in the no. of smaller units, but this it had only increased by 2. Ans. SODC is happy that the mix is appropriate to meet the housing needs identified

     Cllr Bell had been unable to see any reference to street lighting. Ans. Given the nature of the site it would be more usual for street lighting to be devised at a later date

     Cllr Gregory – pointed out that the exit/entrance at the eastern end was quite close to the Fairfax Gate one and the junction between Church Road and London Road.and asked would that pose a problem? Ans. Following discussions with OCC Highways it was not thought it would pose a problem.

 

8.06pm The Chairman declared the Parish Council out of session and invited comments from the floor on the planning application

 

       Mr D Lamont – he understood that 2 light controlled crossings had been promised as had double yellow lined by the Glebe and St Mary’s Close. Ans. Two light controlled crossings had never been on the Agenda for reasons already discussed.   Ans Double yellow lines could be requested and it would fall to Taylor Wimpey to pay.

       Mr R Gordon – Wanted to know the regulations concerning the permitted distances between crossings. An. OCC had said that you cannot have a second controlled crossing given what is already in place on London Road.

Mr Gordon – noise was obviously a serious issue and he raised questions about what was written in the ‘Noise Report’. Ans. Where a development was built near part of the national road network noise levels are allowed to be higher than the norm. At the moment SODC’s Environment Officers had accepted the report and its findings

Mr Gordon – would noise monitoring post development be recommended. Ans. Yes, this would be likely

Mr D Lamont – if the zebra crossing east of the Park Hill roundabout was removed would another light controlled crossing nearer the development be permitted? Ans.

Taylor Wimpey would raise the matter, along with the double yellow lines with the County Council. Residents could also lobby SODC on the matter.

Mr A Johnson – felt that there was lack of clarity and ambiguity in the application. He asked who to go to at SODC in order to ask for clarification Ans. Mr Peter Brampton

Mr J Reay – adding more crossings along London Road may deter traffic in so much as they find another way through the village. Had Taylor Wimpey considered this? Ans..It was felt that this extra crossing would have an insignificant effect.

Pedestrians would use the crossing, go along the Glebe and the footpath through to Church Road and then go through the SODC or the Merry Bells car park to get to the High Street

 

8.24pm The Chairman declared the Parish Council back in session

(Item 8 Continued) TO REPORT PROGRESS ON HOUSING FOR THE EXCEPTION SITE NORTH OF LONDON ROAD

 he clerk announced that SODC had given the application number and a description which was:-

P15/S2121/Ful – Erection of 51 dwellings, with access from London Road, together with associated landscaping and open space provision. (Rural Exception Site)

    

Cllr Carr proposed and Cllr Gregory seconded that the Parish Council recommends SODC approves the application.

This was AGREED nem con with one abstention (Cllr Newman who served as an SODC Councillor on the SODC Planning Committee and had declared an interest)

The Chairman thanked Mr Bond and Mr Farmery for their attendance

 

41. TO NOTE THE RESIGNATION OF CLLR JOYCE COVELEY AND TO DECLARE A VACANCY ON THE PARISH COUNCIL

       The meeting was sad to note the resignation of Cllr Joyce Coveley. The Chairman said that Cllr Coveley was first co-opted on to the Parish Council in 1999 and had served ever since. She had been a stalwart of the Planning Committee. She would be greatly missed. It was agreed that the clerk should write to Mrs Coveley, The council declared a vacancy and the clerk would inform the Returning Officer at SODC and post the relevant notices.

 

 42. TO REPORT ON PROGRESS OF THE PARISH COUNCIL’S APPLICATION   APPLYING FOR VILLAGE GREEN STATUS FOR THE PLAYING FIELDS AT LITTLEWORTH ROAD.

     To consider the following resolution:

The Parish Council be free to vary the extent of the area covered by the Village Green Application in order to reach a timely agreement with ODST (Oxford Diocesan Schools Trust) for the partitioning of the Littleworth Road playing field, thus facilitating a manageable and secure boundary for Wheatley Primary Academy whilst at the same time protecting village use, in perpetuity of part of the field.

 The context is that the PC’s representatives discussed partition of the field with Oxford Diocesan Trust at, inter alia, a meeting on 9^th January 2015, followed by partition being informally agreed at a meeting between representatives of the Parish Council, ODST and the Primary Academy on 24^th April 2015, ODST having made it clear at all meetings that the field was too big for, and not required by, the Primary Academy; also that there was plenty of space available in the field for the above parties to be accommodated.

 

8.30pm The Chairman declared the Parish Council out of session and invited comments from the floor

 

Mrs Liz Wickens Community Governor of the Primary Academy. The compromise the resolution proposes meets the school’s specific needs the school can fence in the school’s immediate site perimeter. She said that the responsibility for the maintenance of the village green was unclear. She felt that the restrictions on village green usage might be something that residents of the village might regret in the future. The school was also concerned about the health and safety and access issues that the John Watson School may have with their https://www.sandwichmedical.com proposed building work.

 

Chairman of the John Watson School Governors – there had been no consultation between the John Watson School and the Parish Council over this issue. As it stands the proposal is not acceptable. The school has concern about access to their land and they need 24 hour access. The school would start building work in October. They also questioned who would have responsibility for maintaining the area of the village green

 

Head Teacher of the John Watson School – safeguarding issues were very important to the school and any increased use by adults of the land would be worrying.

 

Mr J Reay – felt that residents especially those on Littleworth Road should have been consulted.

 

County Councillor Anne Purse – stated that there were likely to be cut backs in the County Council supported subsidized public transport. Another cutback would be in Children’ Centres.

              The County Council was doing regular weight limit checks and enforcement in Watlington and Little Milton and the Haseleys. In Watlington they have a scheme

 

District Councillor Newman – He had asked if additional signage at the entrances to the village re the weight limits could be provided

 

Mr D Lamont – asked about the Vehicle Activated Signs that the previous council has approved. The clerk replied that in November the County Council had estimated a cost of around £11,000 for the four requested. The Parish Council had now been told that this cost had risen to £23,000 due to a calculation error in the original estimate. The F&GP Committee had felt that it could not go ahead without further investigation.

 

9.04pm The Chairman declared the Parish Council back in session

 

 Item 10 continued (Village Green Application)

     Cllr Willmott wished to counter the ‘facts’ that had been included in a letter that went out from the Primary Academy, on this issue, to parents and carers which was also available at the Fayre on Saturday.

 

Cllr Birks. A compromise that would work for all parties was now in reach. The landowner (the County Council) should maintain the land, though it was likely that the Parish Council would be asked to pay some of it.

The access issue to the John Watson school had been discussed with Mr Joyner of Diocese and he said that the County Council, which has the responsibility for the John Watson school and the Diocese should be able to reach a solution over the access to the John Watson school. Mr Joyner did not believe that this was an issue to affect the village green. Any access to the John Watson school would affect the Diocese portion of the land.

      

The motion, as it appeared on the Agenda (and at the start of Minute 42) was

proposed by Cllr Carr and Seconded by Cllr T Davies.

The was AGREED by 13 votes in favour, none against – Cllr Coleridge who had

declared an interest, did not vote

 

44 THE MINUTES of the meetings of the Planning Committee held on Wednesday 20^th May 2015 and Wednesday 10^th June 2015 which had both been circulated previously were received

 

45.THE MINUTES of the meetings of the F&GP Committee held on Monday 15^th June 2015 which had been circulated previously were received.

 

 46. TO RECEIVE AND NOTE THE REPORT OF THE INTERNAL AUDITOR, MR P HOOD

The report of the Internal Auditor had been circulated with the Agenda.

The only recommendation from the auditor was that the Risk Assessment undertaken by the Parish Council is approved, adopted and minuted within each financial year for that year. (See minute 50 below)

Cllr Gregory proposed and Cllr T Davies seconded that the report of the Internal Auditor be received and noted. AGREED

 

47. TO CONSIDER MATTERS RELATING TO WHEATLEY PARK SPORTSFIELD   MANAGEMENT COMMITTEE AND THE WHEATLEY PLAYING FIELD TRUST

i) To receive the audited accounts for of the WPSFMC for 2014/2015 (see enclosed papers) and to agree to pay the balance that the Parish Council has to pay of £1,667.81. This was Agreed

            Report on Sportsfield management Committee – Cllr Bell asked a question on the redundancy of the two employees of the Committee. Cllr Willmott confirmed that all due process had been carried out and the two  employees would be made redundant as from 31 August 2015. It was expected that the County Council would pay 80% of the cost of redundancy pay but they had not confirmed that as yet

Point 4 on the report related to the fact that the new residents in the bungalow next to the sports field had a Rottweiler. The school and written to the owners and so had Cllr Willmott on behalf of the management committee. Two PCSO’s had paid a visit. It was Agreed that, as landowners, the Parish Council should write to the owner and Holton Parish Council with their concerns.

ii) Matters concerning the Wheatley Playing Field Trust

Cllr Willmott reported that matters were progressing and it was hoped that an agreement would be reached with Wheatley Park School in the next fortnight. For bookings they were looking at an on-line system in order to reduce costs.

Cllr T Davies was concerned that there should be protection for the Parish Council in terms of ownership of the land that any decision concerning use, development and using the land as collateral for a loan must be referred back to the parish Council, also he was concerned that the £10,000 contribution by the Parish Council could be a burden on it. The Trust should look to reducing this cost to the Parish Council. Cllr Willmott replied that it would be difficult to raise enough revenue to cover the costs of running the field in the evenings and at the weekends. The Trust had been looking at ways to raise extra revenue and to make savings.

 

48. TO CONSIDER THE WHEATLEY VILLAGE PRODUCE ASSOCIATION’S REQUEST TO PLANT A CHERRY TREE IN THE MEMORIAL GARDENS.

       The clerk read out a letter from the Chairman of the Village Produce Association requesting permission to plant a cherry tree in the Memorial Gardens to mark the Association’s 75^th birthday. The Parish Council granted the request. The clerk would check with the Diocese to see if there were any procedural issues.

 

49. TO CONSIDER OXFORDSHIRE County Council’s Public consultation on proposed changes to subsidised bus services and to the Dial a Ride service in Oxfordshire – Ends 14^th September 2015

       Public meeting – Weds 8 July in OCC County Hall, Oxford – 19.00pm-20.30pm   www.oxfordshire.gov.uk/stconsultation

The County Council was considering two options:

Option 1 – removing all subsidies – Bus Route 280 – at risk – Sunday and Bank Holidays – first service in the morning and one evening service

Services 103/104 services were fully subsidised

Option 2 – Prioritise Routes – on the following grounds.

1. a) –   services used by older/disabled passengers
2. b) –   peak hour running
3. c)  – evenings and weekends

The 103/104 & 275 services were deemed ‘low risk’

It was agreed notices to go up at the bus stops and in the news letter

 

 

50 TO RECEIVE THE RISK ASSESSMENT FOR THE PARISH COUNCIL FOR 2015-2106 (copy in Parish Office) AND TO SIGN THE ACTION PLAN

      The Parish Council had received and signed this Risk Assessment at its March meeting. However given the Internal Auditor’s recommendation (see minute 46 above) it was coming to the Parish Council again to be signed in the financial year that it related to.

It was AGREED to receive the Risk Assessment and it was signed by the Chairman.

Cllr Walkey pointed out that under ‘Drainage’ specific mention should be made of the stream from Westfield as well as the Ambrose Rise ditch. The clerk agreed to add that.

 

51. TO CONSIDER THE PARISH COUNCIL’S USE OF SOCIAL MEDIA

       The Chairman had asked for this item to be put on the Agenda. He said he felt that to improve communication between the Parish Council and the residents and the council should adopt a form of social media, such as ‘Twitter’. This account would announce the availability of agendas and minutes and direct people to the Parish Council website.

Cllr Newman proposed and Cllr Hood seconded that the Parish Council should adopt the use of ‘Twitter’ This was AGREED unanimously

 

52. REPORTS FROM OUTSIDE BODIES

i) The Merry Bells Management Committee – Cllr Gregory – Mrs Mary Blake was the new Chairman. The Fayre had been a success and it should be repeated.

ii) The Howe Trust – No Report

iii) Thames Valley Police – No Report

iv) Brookes University Resident Associations’ meeting – Cllr Bell – There had been no discussion on the future of the Wheatley Campus. There had been a survey of student and staff travel movement. There was a large no. of students with car park passes. From September there will be a pay as you go system for student parking

v) Public Transport Meeting for Parish Council representatives – the OCC Consultation on Bus subsidies and the Dial-a-Ride service had been discussed

vi) Wheatley Park School – No report

vii) Wheatley Windmill – Cllr Stephens – looking for volunteers

Cllr Walkey asked how these reports were chosen. The clerk replied that they were from Parish Council representatives on those bodies or meetings were Parish Councillors attended on behalf of the Parish Council

 

53. CALENDAR OF MEETINGS – NOTED

i) Planning Committee – Wednesday 8^th July 2015 – 7.30pm

ii) F&GP Committee – Monday 20^th July 2015 – 7.30pm

iii) Planning Committee – Wednesday 12 August 2015 – 7.30pm

iv) Parish Council Meeting – Monday 7^th September 2015 – 7.30 pm

v) Planning Committee – Wednesday 9^th September 2015 – 7.30pm

 

54. ITEMS FOR INFORMATION

• Cllr Newman –SODC Report funding for a Neighbourhood plan – £10,000 available from SODC and £7,500 from central government. John Howell MP now has responsibility for Neighbourhood Planning and he is willing to attend the meeting with SODC Officers.

Business rate rules for amateur sports clubs had changed

The deadline for bids between £15,000 and £100,000 from SODC under the Community Capital Grant was 24^th July

• Cllr Stephens – councillors’ village walkabout – the date would be 10^th or 17^th August at 6.30pm. Cllr Bell
• Cllr Walkey – The URC would be holding a farewell service for their minister, Tanya Rasmusson the following Sunday. Counsellors would be welcome.
• The Clerk – OCC would starting formal consultation along Church Road on the short lengths of extra double yellow lines along the south side of Church to allow vehicles to pull in, to allow on coming vehicles to pass.

 

Meeting closed at 10.22pm

WHEATLEY PARISH COUNCIL

WHEATLEY PARISH COUNCIL ANNUAL GENERAL MEETING 2015
Present: D Lamont (Chairman for item 1 only), G Stephens (Chairman from item 2), R Bell, A Davies, J Coveley, R Reilly, G Birks, J Carr, S Coleridge, T Newman,
P Gregory, T Davies, P Hood and A Walkey

Officers: The clerk and assistant clerk

Also present: 8 members of the public
1 ELECTION of Chairman for 2015– 16 and Acceptance of Office
The retiring Chairman, Cllr Lamont, asked for nominations for Chairman
There were two nominations:
Cllr Stephens – Proposed by Cllr Birks and seconded by Cllr Bell
Cllr Gregory – Proposed by Cllr T Davies and seconded by Cllr A Davies

In the vote that followed Cllr Stephens received 7 votes and Cllr Gregory received 3 votes. Cllr Stephens was declared elected. He signed the Acceptance of Office and took the chair

He thanked Mr Lamont for his work as a councillor for the last 4 years and especially the last year as chairman
2 APOLOGIES FOR ABSENCE had been received from Cllr Willmott and County Councillor Anne Purse

3 ELECTION of Vice-chairman
Cllr J Carr – Proposed by Cllr Reilly and seconded by Cllr Coveley
Cllr P Gregory – Proposed by Cllr T Davies and seconded by Cllr A Davis

In the vote that followed Cllr Carr received 7 votes and Cllr Gregory received 3 votes. Cllr Carr was declared elected
4. FORMAL ADOPTION OF STANDING ORDERS (INCLUDING CODE OF
CONDUCT)
Cllr Reilly proposed and Cllr bell seconded that the Standing Orders, as distributed to all councillors, be adopted. This was AGREED nem con.

6. APPOINTMENT of Committees;

i.) Standing Committees
a) Finance & General Purposes Membership
Cllrs A Davies, T Davies, P Gregory, G Birks, P Hood, T Newman, and
J Reilly. Agreed to serve on the committee. Cllr Willmott to be asked to serve on this committee as well.

b) Planning Committee Membership
Cllrs A Davies, R Bell, J Coveley, S Coleridge, A Walkey agreed to serve on the committee. Cllr Bignell to be asked to serve on this committee

The chairman and vice-chairman are ex-officio members of ALL committees
ii) Advisory Committees and Working Groups
a) Traffic and Roads Advisory Committee (TRAC)
Cllrs T Davies, P Gregory, J Carr, J Coveley, G Birks and J Reilly agreed to serve on this advisory committee. It was agreed that this committee would meet on an ad hoc basis
b) Recreation Areas Working Group
Cllrs R. Bell, P Hood, S Coleridge and A Walkey agreed to serve on this working group. This group would meet on an ad hoc basis
7. CONFIRMATION of representatives to outside bodies:

i Merry Bells Management Committee; Cllr P Gregory

ii Oxfordshire Association of Local Councils; Cllrs J. Carr. & Cllr T Davis
iii Wheatley Sports Field Management Committee (to 31.08.15); Messrs Peter Bayliss, Steve Kemp, Peter Cudd and Doug Lamont, and Cllrs Geoff Stephens & Paul Willmott
iv Wheatley Playing Field Trust: Mrs M Blake; Mrs P Willmott; Mr R Cosier; Mr S Pearson; Mr D Lamont Cllr P Willmott and Cllr G Stephens
iv Howe Trust; Mrs Caroline Dalton and Cllr Joyce Coveley
v Wheatley Charities; Mr Mike Lancashire (to 2017), and Mr Graham Colverson (until 2019)
vi Public Transport Representative: Cllr Tim Davies
vii Wheatley Windmill Preservation Society; Cllr G Stephens
viii. Wheatley Nursery School & John Watson Confederation Cllr Sarah Coleridge
ix). Neighbourhood Action Group – Cllr A Davies
FIRST STATUTORY MEETING OF WHEATLEY PARISH COUNCIL
for council year 2015 – 16
8. APOLOGIES FOR ABSENCE had been received from Cllr Willmott and County Councillor Purse
9. DECLARATIONS OF INTEREST
Cllr Coleridge as a Governor of the Wheatley Nursery School & John Watson Confederation and Cllr Hood as Treasurer of the ‘Cool Kidz club declared an interest in Agenda items 25, (The Parish Council’s application for a village green on the Littleworth Field)
10. MINUTES of the meeting of the Parish Council of Monday 2nd March
2015, which had been circulated previously, were signed as a correct and accurate record.
11. UPDATE from the meeting held on Monday 2nd March 2015
Minute 102 – Housing on the Exception Site on London Road
Taylor-Wimpey had informed the clerk that they were not in position to give an update at this meeting.
The clerk was asked to enquire about when the planning application was likely to be made and request that Taylor-Wimpey come back to the Parish Council with the details of the scheme and any alterations as a result of the public consultation and the timetable for the application.
Minute106 – Receiving Agendas electronically – Unless notified to the contrary it would be presumed that all councillors would be prepared to receive Agendas electronically. Minutes would be sent electronically and via the normal post.
8.30pm – The Chairman declared the Council out of session and asked for contributions from the floor

Mr Doug Lamont – from talks he had had with Taylor Wimpey he understood that to give a better mix of types of houses the number would increase from 50 to 51. There would be a footpath along the north side of London Road, 2 light controlled pedestrian crossings and double yellow lines at the corners of the entrances into the development. They would also contribute some funding for Farm Close Recreation Area.

Mrs Liz Wickens – asked about the rationale behind items of confidentiality on the Agenda. That the clerk explained that exclusion of the public could only be asked for in a limited number of cases: engagement, terms of service, conduct and dismissal of employees; terms of tenders, negotiation of contracts and preparation of a legal case. He added that there couldn’t be any ‘confidential minutes’, care had to be taken not to report specific details.

PCSO James Hopkins reported that there had not been any recent cases of ASB in the village. A replacement for PCSO Cooney was now being trained up and would shortly be out on his own around the village. This brings up to strength the complement of 4 PCSOs serving the Wheatley/Chalgrove area which covers around 20 individual villages)
In reply to a question from Cllr Gregory, James said that the CCTV camera in the High Street should be back up and running but unfortunately the only PCSO who that knew how to operate it has been transferred. They would have to get him back to show them how to operate it

Mr Doug Lamont – Asked Cllr T Davies if he know what monetary support might be available from SODC to the village preparing its Neighbourhood Plan?
Cllr Davies replied that his understanding that for a village of Wheatley’s size around £18.000 might be available. He stressed that this information was some months old.

District Cllr Toby Newman – Stated that he would be attending his first SODC meeting the following Thursday

8.50pm The Chairman declared the council back in session
12. THE MINUTES of the meetings of the Planning Committee held on the following dates were received:
i) Wednesday 11th March 2015 – circulated previously
ii) Wednesday 8th April 2015 – circulated previously
13. THE MINUTES of the meetings of the F&GP Committee meetings held on the following were received:
i) Monday 16th March 2015 – circulated previously
ii) Monday 20th April 2015 – circulated previously

14. The minutes of the Traffic and Roads Advisory Committee held on 15th April, which had been circulated previously were received.
i) Minute 4(ii) – Recommendation to Full Council that concrete planters be purchased and located on the land in front of the old toilet block.
Following discussion a number of councillors felt that the whole area should be looked at again. Cllr Hood proposed and Cllr T Davies seconded that this recommendation be differed. This deferred was AGREED by 7 votes to 0 with 4 abstentions

15. TO CONSIDER MATTERS RELATING TO WHEATLEY PARK SPORTSFIELD MANAGEMENT COMMITTEE AND THE WHEATLEY PLAYING FIELD TRUST
i) Composition of the Trustees – Agreed to Mr Lamont remaining a trustee
ii) Letter of Engagement from Freeths Solicitors – estimated costs £2,000.00
This was Agreed
16. TO ADOPT THE WHEATLEY AND HOLTON EMERGENCY PLAN
Cllr A Davies said that there were still omissions eg addresses etc and letters should be sent to residents asking if they were happy to be included in the handbook. The Chairman said that he, Cllr A Davies and the clerk would go through the handbook and complete and then bring it back to full council
17. TO AGREE THE SIGNATORIES TO PARISH COUNCIL CHEQUES
It was AGREED that Cllr Stephens and Cllr Gregory should be signatories along
with Cllrs Bell, Carr and Reilly
18. TO CONSIDER THAT THE PARISH COUNCIL TAKE AN OUTSIDE STALL, STAFFED BY PARISH COUNCILLORS AT THE MERRY BELLS FAIR ON 4TH JULY 2015
Cllr A Davies thought the stalls would be inside the hall
It was proposed by Cllr T Davies and Seconded by Cllr Newman that the Parish Council does take an outside stall at the Merry Bells Fair on 4th July. This was Agreed. The details to be worked out at the F&GP Committee meeting on15th June
19. GRANTS, LICENCES AND SUBSCRIPTIONS – None
20. FINANCIAL MANAGEMENT
a) Signing of completed copy of reconciled bank statement by Chairman & RFO
b) Balances – Noted
After the cheques below have been paid the balances on the council’s accounts as at 18th May 2015 will be as follows:
: Community £1,277.70
Tracker £137,448.75
Treasury £60,567.55

SCHEDULE OF PAYMENTS TO BE AUTHORISED

Payee Payment details Amount
Cheques paid
106164-106169 GM/SW/JF/OCC/HMR&C April sal/wages/pen/PAYE/NICs 4,065.61
d/d Orange internet Internet for April 18.37
106158 Green Scythe Recs etc 233.17
106159 Oxon Assoc of Local Councils 2015- 2016 subscription 746.34
106161 Oxfordshire Rural Cty Council 2015- 2016 subscription 65.00
106162 Wheatley Village Archives Grant for 2015-2016 1,500.00
106163 The Information Commissioner 2015-2016 subscription 35.00
Total £6,663.49
Cheques to Pay
106170 Oxford Conservation (Simon Shew) Final fees for new entrance into Church Road Recreation Ground 104.00
106171 Berkshire ALC ‘Good Councillor Guide’ Booklets 51.20
106172 Berinsfield Community Business Verge cutting April 2015 608.33
106073 AON Insurance 2015-2016 3,590.72
106074 Public Law Solicitors Village Green Application 2,176.80
Trinder and Sons Fitting of Defibrillator Cabinet 150.00
GM/SW/JF/OCC/HMR&C May sal/wages/pen/PAYE/NICs 4,500.00
Total £11,181.05

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter advertising 100.00
OCC Recharge for verge cutting 1,775.02
Total £1,875.02
21. REPORTS FROM OUTSIDE BODIES
i) The Merry Bells Management Committee – planning for the Fayre on 4th July was underway. Bookings were very healthy. The results of the recent Building and Energy surveys were being studied.
Cllr T Davies raised the issue of the Parish Council paying Wheatley Village Archives £1,500 so that the Archives could pay their rent. Couldn’t the Merry Bells charge just a peppercorn rent? Cllr A Davies said that this general matter had been raised at the Merry Bells AGM and would be on the next merry Bells Committee meeting.
ii) The Howe Trust – next meeting was in a week’s time
iii) Neighbourhood Action Group – Cllr A Davies had attended her first meeting. She had found it interesting, it received reports from TVP on traffic maters and ASB. She suggested that the minutes be circulated to all councillors.
iv) Thames Valley Police. Newsletter April 2015 – No Anti-Social Behaviour reports.
2 drivers caught without valid insurancr5 penalty notices for parking offences
29 drivers caught speeding on London Road. I driver using mobile phone.
1 theft from a vehicle. 2 number plate thefts.1 burglary Non-Dwelling
Mortar non de-activated bomb discovered in shed in Elm Close. Bomb squad called and safely destroyed.
22. CORRESPONDENCE – Noted
i) The Hasleys newsletter May 2015*
ii) Wheatley URC Newsletter – May 2015*
iii) Little Milton Newsletter – May 2015*
iv) Clerks and Councils Direct May 2015*
v) Holton, Waterperry& Waterstock news – April 2015*
vi) Wheatley Village Archives – Thank-you for Grant Aid
vii) OCC Traffic Regulation Order – closure of slip road of A40 on to A 418 on 29th May between 8.00pm and 6.00am. Diversion from Holton turn along Church Road.
ix) TVP – Neighbourhood Policing April 2015 newsletter*
x) Great Milton Bulletin May 2015*
xi) Letter from resident re Merry Bells polling station. The clerk read out the letter including the one that the resident had written to David Buckle, the SODC Returning Officer. The Parish Council does not have any responsibility in this area. Some advice to residents in the newsletter before elections on the role of tellers and the rights of voters would be useful.

9.50pm – Suspension of Standing Orders for 20 minutes in order to finish the Agenda. Proposed by Cllr bell and seconded by Cllr Reilly – AGREED

xii) Oxford Brooks University – Notice of 150th Celebration of the start of teaching at the Oxford School of Art and of the next Residents’ Associations’ Meetings – 11th June 2015

* On display in the Parish Office
23. CALENDAR OF MEETINGS – Noted

i) Planning Committee – Wednesday 20th May 2015 – 7.30pm
ii) OALC AGM – Worton Park, Cassington- Monday June 2nd 2015 – 7.30pm
iii) CPRE (Oxon Branch) AGM St Edmund Hall -Saturday 6th June 2.30pm
iv) Planning Committee – Wednesday 10th June 12015 – 7.30pm
v) F&GP Committee – Monday 15th June 2015 – 7.30pm
vi) Parish Council Meeting – Monday 6th July 2015– 7.30 pm
24. RESOLUTION TO EXCLUDE THE PUBLIC
Cllr Carr proposed and Cllr Birks 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
This was AGREED nem con

Parish Council – Confidential Agenda Monday 20th April 2015
25. UPDATE ON PROGRESS OF THE PARISH COUNCIL’S VILLAGE GREEN APPLICATION
i) To agree to transfer solicitors – The solicitor whom the Parish Council was using was transferring to another partnership and had written to the Parish Council asking if they still wished for him to act for them. AGREED

Cllr. Birks summarised the position re our Village Green application from inception. Two meetings had been held with the diocese/school & the indications were that a compromise would be possible, which would satisfy both the Parish Council and the school/diocese.

.
Cllr Hood proposed and Cllr Carr seconded that the Parish Council should continue to negotiate with the Diocese /School. This was AGREED with one abstention

26. STAFFING OF SPORTSFIELD MANAGEMENT COMMITTEE AND THE WHEATLEY PLAYING FIELD TRUST
As the Sportsfield Management Committee would not exist after 31st August 2015. The two employees of the committee would be made redundant.
As the costs of the Sportsfield were shared 4/5ths (OCC) and 1/5th Parish Council, so should the redundancy costs. The cost to the Parish Council could be between £2,000 and£ 3,000

The meeting closed at 10.10pm