Full Council Extra Ordinary Meeting 27th June 2011

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WHEATLEY PARISH COUNCIL

MINUTES OF THE EXTRA-ORDINARY MEETING OF THE COUNCIL

HELD ON MONDAY 27TH JUNE 2011 IN THE MERRY BELLS AT 8.00PM

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

OFFICER: Gareth Morris Clerk to the Parish Council

24.  APOLOGIES FOR ABSENCE had been received from Councillors Anderson, Dalton and Coveley

25. DECLARATIONS OF INTEREST – none

26. TO RECEIVE THE FINAL ACCOUNTS FOR THE FINANCIAL YEAR 2010-2011

i) To approve and sign the final accounts for the financial year 2010-2011

The Clerk reported that Mr Phillip Hood, the Parish Council’s newly appointed Internal Auditor had visited the Parish Office the previous Tuesday to inspect the council’s accounts and various other documentation. He had found everything was satisfactory and he had returned that day to sign Section 4 of the Annual Return. His written report was expected shortly and would be circulated to all councillors and discussed at the next Finance and General Purposes Committee and full Council

The clerk explained that due to a new instruction from the external auditors Parish Council assets should no longer be valued at their insurance values (as in past years). They should be valued at cost price or if that was not known given a proxy value, which as most of the council’s assets do not have a market value would be just £1. On paper the value of the Parish Council’s assets had been halved despite new assets having been purchased for over £3,000 and no assets having been disposed of.

The Parish Council funds had increased by £21,143 over the year and the total net assets of the Council stood at £119,905.

It was AGREED that the accounts be received and approved, as recommended unanimously by the Finance and General Purposes Committee, and signed by the Chairman.

ii)  To receive, approve and sign SECTION 1 (Statement of Accounts) and SECTION 2 (Annual Governance Statement) OF THE ANNUAL RETURN FOR THE FINANCIAL YEAR 2010 -2011

It was AGREED to receive, approve and sign Section 1 of the Annual Return and to answer ‘Yes’ to all the questions in Section 2.

27.  DATE OF NEXT MEETING – MONDAY 4th July 2011 – Noted

The meeting closed at 8.30pm

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Full Council AGM 16th May 2011

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WHEATLEY PARISH COUNCIL

MINUTES OF THE ANNUAL GENERAL MEETING OF THE COUNCIL

HELD ON MONDAY 16th MAY 2011 IN THE MERRY BELLS AT 7.30PM

PRESENT: Councillors: E.M. Stacey (Chairman), J Reilly (Retiring Chairman), J. M. Carr, C .M. Dalton, G. Birks, R. T .Bell, P Willmott , M Fyffe , E J Coveley, S Coleridge, R Old, J Anderson, D Lamont, G Stephens & A Knapp (from 8.00pm)

OFFICER: Gareth Morris Clerk to the Parish Council

ALSO PRESENT: County Councillor Anne Purse

The Retiring Chairman welcomed all to the meeting especially the new Councillors. He then asked all councillors to introduce themselves to the new councillors. He also thanked all the Councillors for their support he had received from them during his year in office.

WELCOME & HEALTH & SAFETY ANNOUNCEMENTS

1 ELECTION of Chairman for 2011 – 12 and Signing of the Acceptance of Office

Cllr E Stacey was proposed by Cllr Reilly and Seconded by Cllr Carr

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

She thanked the meeting for electing her Chairman and paid tribute to the work that the Retiring Chairman had done during his period of office.

2 APOLOGIES FOR ABSENCE – None

3 ELECTION of Vice-chairman

Cllr Reilly was proposed by Gwendolen Birks 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 Dalton and Seconded by Cllr Stephens – Agreed nem con

5 APPOINTMENT of Committees;

i.) Standing Committees

a) Finance & General Purposes

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

b) Planning Committee

Cllrs Coveley, Dalton, Lamont, Stephens 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)

Anderson, Bell, Birks, Carr, Coveley, Dalton, Fyffe, Stacey & Reilly

ii) Recreation Areas Working Group

Deferred until item 15

6 CONFIRMATION of representatives to outside bodies: current appointees, 2010 to 2011, 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 Paul Edson, and Cllrs Roger Bell, Douglas Lamont & Paul Willmott

iv Howe Trust; Cllrs Caroline Dalton and Gwendolen Birks and Maggie Fyffe

v Park Sports Centre Advisory Committee; Cllr Douglas Lamont

vi Wheatley Charities; Mr Peter Targett, (until 2013) and Mr Graham Colverson (until 2015)

vii Public Transport Representative; Mr James Dalton – A letter of thanks to be sent to Mr Dalton expressing the gratitude for all the hard work he puts into this role.

viii Wheatley Windmill Preservation Society; Cllr Caroline Dalton

FIRST STATUTORY MEETING OF WHEATLEY PARISH COUNCIL

for council year 2011 – 12

7 APOLOGIES FOR ABSENCE – None

8. DECLARATIONS OF INTEREST – None

9. CO-OPTION OF NEW PARISH COUNCILLOR

Mrs Angela Knapp was proposed by Cllr Bell and seconded by Cllr Reilly. Mrs Knapp was duly co-opted on to the council.

10. MINUTES of the meeting of the Parish Council of Monday 7th March 2011 which had been circulated previously were signed as a correct and accurate record with the addition of Cllrs Old and Carr and the deletion of Cllr Coleridge to those present.

11. MATTERS ARISING from the meeting held on Monday 7th March 2011 – None

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

i.) Wednesday 9th March 2011 – circulated with the Agenda

ii.) Wednesday 13th April 2011 – circulated with the Agenda

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

i) Monday 21st March 2011 which had been circulated previously

ii) Monday 18th April 2011 – circulated with the Agenda

a) Minute 161(i) Section 106 Funding for Pedestrian Safety Measures (Brookes University) – To agree a formal response to Brookes’ Proposals. Unfortunately due to circumstances beyond the control of the councillors’ control a draft letter was not available. It was agreed to take this to F&GP and ask Brookes for a week’s grace in sending the response.

Cllr Birks reported that she had attended Holton Parish Council

b) Minute 161(ii) – ‘Big Society’ Funding and Youth Provision in Wheatley. No information was yet forthcoming about the amount of money that might be needed from the Parish Council.

14. THE MINUTES OF THE TRANSPORT AND ROADS ADVISORY COMMITTEE HELD 31ST MARCH 2011 which had been circulated with this Agenda were received and adopted.

Minute

The Clerk reported that he had received a telephone call from Mr Francis of OCC Highways who said that he would be taking another look at the proposals for Church Road and would get back to the parish council

15. TO CONSIDER WHETHER TO RE-INTRODUCE THE OPEN SPACES COMMITTEE AS ONE OF THE COUNCIL’S STANDING COMMITTEES.

Cllr Bell spoke to his paper which had been circulated with the Agenda (copy in Minute Book). One way of meeting his concerns could be to ‘beef up’ the Recreation Areas Working Group, if councillors were not happy with establishing a further committee and this would obviate the necessity of changing Standing Orders.

The general feeling was that there was no need for a further committee but councillors should be asked at the end of meetings for items of concern on the understanding that these could not be debated or resolutions proposed etc. These would be noted.

The remit of the Recreation Areas Working Group to be be discussed at the next F&GP meeting.

Recreation Areas Working Group – Appointment of members – deferred from the AGM

Cllrs: Fyffe, Dalton and Reilly

8.35pm The Chairman declared the Council out of session and invited the County and District Councillors to give their reports

County Cllr Anne Purse – she encouraged the Parish Council to liaise with Holton Parish Council over the proposed new entrance to Brookes University. She further reported that she would be putting in a bid to the County Council to fund some form of Youth service within the village. There was to be a meeting of interested parties in the next ten days

The Chairman then congratulated Cllrs Carr and Bell on their re-election and election to the District Council respectively.

Cllr Carr reported that the District Council’s AGM would take place on the 19th May. A pay freeze had been agreed with the staff, that monies would be taken from the reserves rather than cut services and that the sharing services with the Vale District Council had produced savings.

8.43pm The Chairman declared the Council back in session.

16. TO CONSIDER A PARISH COUNCIL REPLY TO THE Wheatley SOCIETY’S LEAFLET DISTRIBUTED TO HOUSEHOLDS IN MARCH 2011 (See Minute 168 F&GP Minutes 18.04.11)

Cllrs Reilly, Carr, Birks, Dalton and Fyffe had been requested by the Finance and General Purposes Committee to draft a reply, on behalf of the Parish Council, to the above leaflet.

The draft reply (copy in Minute Book) had been tabled.

After discussion Cllr Reilly proposed and Cllr Dalton seconded that “the letter be adopted in its entirety and sent to the Wheatley Society”.

This Agreed by 11 votes in favour to 2 votes against and 2 abstensions.

17. TO CONSIDER A REQUEST FROM NICOLE MEROLA, OCC, CHILDREN’S CENTRE OUTREACH WORKER TO USE CHURCH ROAD RECREATION AREA FOR A STAY AND PLAY EVENT (WHERE CHILDREN AND PARENTS CAN PLAY TOGETHER) ON JUNE 1ST

AGREED – The clerk to seek clarification as to whether or not the organisation has Public Liability Insurance

18. REPORTS FROM OUTSIDE BODIES

i) The Merry Bells Management Committee – Cllr Carr reported that Thames Valley Police had at last signed the new lease for the police office in the stable block. New heating for the hall and the refurbishment of the steps would be discussed by the committee

ii) The Howe Trust – Cllr Dalton reported that David Mancey had been helping the trustees establish a wildflower meadow but that his efforts had been hampered by lack of rain, so that germination of seeds had been delayed.

iii) The Park Sports Centre Joint User Group (Minutes of meeting held 29th March have been received*) The refurbishment of the centre was now complete. There was some concern at the Centre about the loss of parking and subsequent loss of business when the parking in front of the centre is lost when the new Brookes entrance is built.

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

i) Cllr Bell reported that there had not been a meeting since the last Parish Council.

At the next committee meeting answers to the questions put to it by the Sportsfield Planning Consultant would formulated.

The Clerk read out Mr Cosier’s letter of resignation as a Parish Council representative to the committee was read out. It was Agreed to write a letter to Mr Cosier thanking him for his many years of service as a Council representative and that he would be solely missed.

20. CORRESPONDENCE

i) SODC – Examination of the South Oxfordshire Core Strategy

Exploratory meeting + Pre Hearing meeting Tuesday 17th May 10.00am

Hearing to start on July 12th with Review of the Green Belt timetabled for 28th July

Cllr Birks reported that she had been in contact with Martin Harris (Horspath Parish Council) and had advised that a representative from the Parish Council attend on 17th May and if allowed and it was appropriate give a statement on behalf of the Parish Council. (Copy in Minute book) Cllr Birks said that Cllr Carr was prepared to attend and give the statement. She (Cllr Birks) then read out the statement. She said that nothing in the statement went against current Parish Council policy but that it would be putting down a pointer to the Inspector of the Parish Council’s position.

Cllr Reilly proposed and Cllr Coveley seconded that “Cllr Carr attends the pre-hearing on behalf of the Parish Council and if allowed and it is appropriate she reads the statement as outlined”. This was Agreed by 11 votes in favour with non-against and 4 abstentions.

21. CALENDAR OF MEETINGS – NOTED

i) Planning Committee – Wednesday 25th May 2011 – 7.30pm

ii) F&GP Committee – 23rd May 2011 – 7.30pm

iii) Planning Committee – Wednesday 8th June 2011 – 7.30pm

iv) F&GP Committee – Monday 20th June 2011 – 7.30pm

v) Parish Council Meeting – Monday 4th July 2011– 7.30 pm

22. RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Reilly 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.”

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Agreed Nem Con

23. THE MINUTES OF THE CONFIDENTIAL SESSIONS OF THE FINANCE AND GENERAL PURPOSES MEETING OF 15th MARCH & 19th APRIL 2011 were received

The meeting closed at 9 37pm at the conclusion of the Confidential session

Items raised by Councillors

  • The amount of graffiti that has appeared around the village
  • An Enforcement Notice had been served on the land below the windmill. However the owner had made an appeal against the order and it was now with the Planning Inspectors. There had been some tidying up of the land subsequent to the order.
  • The sandpit at Cullum Road recreation area being used as a ‘cat litter tray’
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Full Council 7th March 2011

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WHEATLEY PARISH COUNCIL

MINUTES OF THE ORDINARY MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 7th MARCH 2011 IN THE MERRY BELLS AT 7.30 pm

PRESENT: Councillors: R J Reilly (Chairman), G. Birks, R. T .Bell, C Sprent,

S Coleridge, M Fyffe (from 8.47pm), J Coveley, E Stacey, C Dalton & A Knapp

OFFICER: Gareth Morris, Clerk to the Parish Council

ALSO PRESENT: County Cllr Anne Purse and PCSO Cooney

  1. 100. APOLOGIES FOR ABSENCE had been received from Cllrs Messenger, Devlin & Coleridge. Cllr Fyffe would be late

  1. 101. MINUTES OF THE PARISH COUNCIL MEETING HELD ON 10th JANUARY  2011 circulated with this Agenda were signed as a correct and accurate record with the following amendments:

i) Minute 84(i) 6th line – change ‘an’ to ‘on’

ii) Minute 88 4th line – insert ‘seconded’ between ‘Fyffe’ and ‘that’.

  1. 102. MATTERS ARISING FROM THE MINUTES OF THE PARISH COUNCIL MEETING HELD ON 10TH JANUARY 2011

i) Minute 92 – Space in Wheatley Churchyard – The Clerk reported that he had been informed by OALC that a parish council does not have a ‘duty’ to provide a cemetery

  1. 103. THE MINUTES of the meetings of the Planning Committee held on the following dates were a received.

i) Wednesday 12th January 2011, circulated previously

ii) Wednesday 9th February 2011 circulated previously

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

i) Monday 24th, January 2011 previously circulated

ii) Monday 21ST February 2011, circulated with the Agenda

  1. 105. TO APPOINT MR P HOOD AS THE PARISH COUNCIL’S INDEPENDENT  INTERNAL AUDITOR

Mr Hood had been recommended as Internal Auditor by Mr Rollinson the previous Internal Auditor. Mr Hood, who is the Internal Auditor for a number of neighbouring parishes had sent his letter of engagement.

Cllr Bell proposed and Cllr Carr seconded that Mr Hood be appointed Independent Internal Auditor for the Parish Council Agreed Unanimously

  1. 106. TO CONSIDER MATERS RELATING TO ANNUAL RETURN 2010 – 2011 AND  ANNUAL ACCOUNTS 2010-2011.

(i) Review of Internal Audit Procedures – these had been circulated with the Agenda – Cllr Reilly proposed and Cllr carr proposed that the Review be adopted – Agreed Unanimously

(ii) Risk Assessment Action Plan 2010-2011 The Action plan had been circulated with the Agenda. Cllr Reilly proposed and Cllr Dalton Seconded that the Action be adopted. Agreed Unanimously

  1. 107. TO NOTE THAT THE 2011 PARISH COUNCIL ELECTIONS WILL BE HELD  ON THURSDAY 5TH MAY 2011. NOMINATIONS HAVE TO BE DELIVERED IN PERSON TO SODC OFFICES BY NOON ON MONDAY 4TH APRIL 2011

Nomination forms could be obtained from the Parish Clerk

  1. 108. TO CONSIDER A RESPONSE TO Local Government Boundary Commission’S Electoral review of Oxfordshire

Following discussion of Cllr Bell’s paper at the F&GP meeting held on 21st February the Committee agreed to recommend to full council that the Parish Council’s response should be that the Wheatley Ward should include: Wheatley, Holton, Forest Hill, Garsington and Cuddesdon.

Cllr Dalton proposed and Cllr Birks seconded that the recommendation of the  Finance and General Purposes Committee be adopted. This was Agreed

  1. 109. 10. TO CONSIDER CONSULTATION DOCUMENTS FROM OCC & SODC

i) OCC – Revised Household Waste Recycling Centre Strategy for Oxfordshire

See www.oxfordshire.gov.uk/waste. – Refer to Finance and General Purposes Committee

ii) SODC – Off street parking Order 2011 – Church Road Car park – No charge –  for max  4 hours parking 9am to 5pm Mondays to Fridays – Noted

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

PCSO Cooney – PCSO Cooney gave an update on the recent crime statistics for Wheatley. In answer to a question from the floor he confirmed that the Police do patrol regularly along Old London Road.

County Councillor Anne Purse – reported on the Recycling Centre review. The Thornhill Park and Ride extension could take place in 2012. She was also pressing the County Council to repair the potholes and damaged pavements in Wheatley

8.47pm Cllr Fyffe joined the meeting

District Cllr Carr – said there would be a Parish Council forum on the Localism Bill after the elections. Also the Oxfordshire green Belt network and the CPRE are behind the Parish Council in trying to prevent development in the Green Belt (save for Affordable Housing.

8.50pm The Chairman declared the Council back n session

  1. 110. REPORTS FROM OUTSIDE BODIES

a) Neighbourhood Action Group – This body had now folded. Community Police  officers would now be attending more parish Council meetings

b) The Howe Trust – Cllr Dalton reported that one of the Parish Council representatives had resigned so a new one needed to be appointed at the Parish Council AGM.

Also the Trust had planted its first memorial tree

c) Merry Bells Management Committee – Cllr Carr reported that the central heating system needed to be upgraded

  1. 111. TO CONSIDER MATTERS RELATING TO WHEATLEY PARK SPORTSFIELD   MANAGEMENT COMMITTEE

Cllr Bell spoke to his report that had been tabled

  1. 112. CALENDAR OF MEETINGS – NOTED

a)  Planning Committee – Wednesday 9th 2011 – 7.30pm

b)  F&GP Committee – Monday 21st March  – 7.30pm

c)  TRAC – Wednesday 30th March – 7.00pm

d)  Annual Parish Meeting – Monday 4th April – 7.30pm

e)  Planning Committee  – Wednesday 13th April  2011 – 7.30pm

f)   F&GP Committee – Monday 18th April 2011 – 7.30pm

g)  Parish Council Annual General Meeting – Monday 16th May 2011– 7.30pm

  1. 113. 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” Agreed Nem Con

  1. 114. THE MINUTES OF THE CONFIDENTIAL SESSION HELD DURING THE MEETING OF THE F&GP COMMITTEE ON 24TH JANUARY 2011 were received

  1. 115. THE MINUTES OF THE CONFIDENTIAL SESSION HELD DURING THE MEETING OF THE F&GP COMMITTEE ON 21ST FEBRUARY 2011 were received

The meeting Closed at 9.17pm

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Full Council 10th January 2011

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WHEATLEY PARISH COUNCIL

MINUTES OF THE ORDINARY MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 10th JANUARY 2011 IN THE MERRY BELLS AT 7.30 pm

PRESENT: Councillors: R J Reilly (Chairman), G. Birks, R. T .Bell, C Sprent,

N Messenger, S Coleridge, C Dalton, M Fyffe (until 8.55pm), P Willmott, J Coveley, P Devlin, and A Knapp (from 9.00pm)

OFFICER: Gareth Morris, Clerk to the Parish Council

ALSO PRESENT: 8 members of the public

  1. APOLOGIES FOR ABSENCE had been received from Cllrs Carr and Old and County Councillor Purse; Cllr Knapp would be late.

  1. MINUTES OF THE PARISH COUNCIL MEETING HELD ON 1st NOVEMBER  2010 which had been circulated with the Agenda were signed as a correct and accurate record

  1. MATTERS ARISING FROM THE MINUTES OF THE PARISH COUNCIL MEETING HELD ON 1ST NOVEMBER 2010

i) Minute 76 – Brookes University – Parking at the Wheatley Campus

The clerk reported on a meeting he had attended a meeting at Thame Police Station with at which Brookes University and Anne Purse had been present. It was reported that the County Council would be removing the central white lines from the stretch of Waterperry Road north of the campus and would put a solid white lines on the inside of the carriage way an the bends in the road. A further meeting would be held on 12th January at Thame Police Station

ii) Minute 77 – Transfer of land in Wheatley High Street from SODC. Upon payment of £1 this land would now be owned by the Parish Council

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

i) Wednesday 10TH November 2010, circulated previously

ii) Wednesday 8th December 2010, which had been circulated with the Agenda

Minute 62 – the clerk would try to ascertain the time scale for the Enforcement Notices

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

(i) Monday 15th November 2010, previously circulated

(ii) Monday 13th December 2010, which had been circulated with the Agenda

87. TO RESOLVE TO APPROVE THE PARISH COUNCIL REVISED BUDGET FOR 2010-2011 AND THE PARISH COUNCIL BUDGET AND PRECEPT FOR 2011-2012 AS RECOMMENDED BY F&GP ON 13TH DECEMBER.

The F&GP Committee had recommended that the precept for 2011-2012 be raised to £104,619 (up from £94, 619 for 2010-2011).

The 3rd draft had been circulated with the £3,000 added to Section 137 Grants heading and an extra £7,000 to pedestrian and traffic safety (though this would transferred to the Capital Spending heading. It was pointed out that the extra £5,000 added to the Sportsfield Management Committee and the capital spend on the prospective youth shelter had been funded from the reserves of the Parish Council.

Cllr Reilly proposed and Cllr Birks seconded that the revised budget for 2010-2011 and the budget for 2011-2012 as recommended by the F&GP committee and as amended by the clerk be approved. This was unanimously AGREED

88. TO CONSIDER THE SOUTH OXFORDSHIRE PROPOSED SUBMISSION CORE STRATEGY

The Parish office had one hard copy and it could also be found at www.southoxon.gov.uk/corestrategy and clicking on the Proposed Submission Core Strategy link. The consultation lasts until Friday 21st January 2011.

Cllr Birks proposed and Cllr Fyffe seconded that the council submits its previous objections to Core Strategy as it pertain to the review of the Green Belt around Wheatley.

The resolution was Agreed by 10 votes in favour to 1 against.

Cllr Birks requested that the names of those voting be recorded.

Those in favour were Cllrs Reilly, Willmott, Birks, Coveley, Sprent, Coleridge, Dalton, Messenger, Fyffe and Devlin and those against Cllr Bell.

89. TO CONSIDER A RESPONSE TO THE IMMINENT PLANNING APPLICATION FROM OXFORD CITY COUNCIL TO A WIND TURBINE ON OXFORD CITY LAND AT OXFORD ROAD, HORSPATH

It was Agreed by 10 votes to 0 with 1 abstention that the Parish Council support Horspath parish Council in its objection to the siting of this wind turbine.

90. TO RESPOND TO OXFORDSHIRE COUNTY COUNCIL LOCAL TRANSPORT PLAN 3 –The County Council had given the PC two extra days to respond to this consultation (officially closed on 9th January) due to the timing of the Parish Council’s meeting. Cllr Birks tabled a draft response which was unanimously adopted. It was agreed to submit the Parish Council’s response to the County Council.

91. TO CONSIDER A RESPONSE TO OXFORDSHIRE COUNTY COUNCIL’S LETTER (from Mr Bowler) THAT THE IMPLEMENTATION OF THE CHURCH ROAD MEASURES ‘REMAIN ON HOLD’

Following the Parish Council’s letters to the bus companies, the Arriva Bus Company sent the Parish Council a copy of their letter to the County Council supporting the measures.

It was Agreed to reiterate the Parish Council’s case and press to be supplied with costings.

8.35pm The Chairman declared the Council out of session and invited comment from the floor

Three residents from Anson Close were present to voice their complaints over Brookes’ students causing parking problems in their close. The Chairman replied that the police and the County Council were aware of the problem and there had been a meeting with Oxford Brookes, and further ones planned, to urge the university to press for more parking on site and to discourage students from parking anti-socially.

Mr Christopher Sprent, Church Warden, was present to give information on the remaining burial space in the Church yard. He stated that there were 60 grave spaces left, which could at the present rate of burials, for another 10 years.

He suggested that the parish Council might like to write to the Diocese to suggest that the bottom part of the vicarage garden, which adjoins the Church cemetery, is used. He thought the Diocese would require payment for the land.

8.55pm Cllr Fyffe left the meeting

The Chairman announced that he had had a meeting with the person in charge of the ‘Community Payback Scheme’ and he hoped a group would be coming to the village shortly and remove the graffiti that had appeared over the Christmas and New Year period

9.00pm The Chairman declared the Council back in session and Cllr Knapp joined the meeting

92. TO CONSIDER PLANNING FOR THE NECESSITY TO PROVIDE EXTRA CEMETERY SPACE  WITHIN THE NEXT TEN YEARS

It was Agreed to refer Mr Sprent’s suggestion to the next F&GP meeting

  1. REPORTS FROM OUTSIDE BODIES

a) Neighbourhood Action Group – Cllr Reilly gave a brief report on the last meeting

b) The Howe Trust – Cllr Dalton gave a brief update

c) Merry Bells Management Committee – no report

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

Cllr Bell reported that the Parish Council had been furnished with the 2011-2012 budget.

A response had been received (on 10th November) from SODC on the proposed pavilion development. Not surprisingly SODC were not keen on the proposed positioning. Mr Uzzell (WPSFMC planning consultant) recommends that the replacement building goes by the fence.

A meeting had also been held with the new Oxfordshire County Council Officer dealing with the joint use scheme.

  1. CALENDAR OF MEETINGS – NOTED

a)  Planning Committee – Wednesday 12th January  2011 – 7.30pm

b)  F&GP Committee – Monday 24th January 2011 – 7.30pm

c)  Planning Committee  – Wednesday 9th February 2011 – 7.30pm

d)  F&GP Committee – Monday 21st February 2011 – 7.30pm

e)  Parish Council – Monday 7th March 2011– 7.30pm

96. RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Birks proposed and Cllr Devlin 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

97. THE MINUTES OF THE CONFIDENTIAL SESSION HELD DURING THE MEETING OF THE F&GP COMMITTEE ON 15TH NOVEMBER WERE RECEIVED

98. THE MINUTES OF THE CONFIDENTIAL SESSION HELD DURING THE MEETING OF THE F&GP COMMITTEE ON 13TH DECEMBER WERE  RECEIVED

99. MATTERS ARISING FROM THE MINUTES OF THE CONFIDENTIAL SESSIONS HELD DURING THE ABOVE MEETINGS   – None

The meeting closed at 9.20pm

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Parish Council 1st November 2010

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WHEATLEY PARISH COUNCIL

MINUTES OF THE ORDINARY MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 1st NOVEMBER 2010 IN THE MERRY BELLS AT 7.30 pm

PRESENT: Councillors: R J Reilly (Chairman), G. Birks, R. T .Bell, C Sprent,

N Messenger, S Coleridge, C Dalton (until 9.57), M Fyffe, P Willmott, J Coveley, P Devlin, & R Old

OFFICER: Gareth Morris, Clerk to the Parish Council

ALSO PRESENT: County Councillor Anne Purse and 1 member of the public

65. APOLOGIES FOR ABSENCE had been received from Cllrs Carr & Stacey

66. MINUTES OF THE PARISH COUNCIL MEETING HELD ON 6th SEPTEMBER  2010 which had been circulated with the Agenda, to replace the ones tabled at the meeting of 18th October were signed as a correct and accurate record with the following amendments:

i)   Minute 50 – change the ‘b)’ before ‘Minute 39’ to ‘c)’

ii)  Minute 53 – third bullet point – change ‘priories’ to ‘priorities’

iii) Minute 53 – add a 4th bullet point to read ‘the review would be publicised in     the newsletter and on the parish Council’s website’

iv) Open Forum – County Councillor Anne Purse’s report, third line, change ‘of’ to ‘off’

67. MINUTES OF THE EXTRA ORDINARY PARISH COUNCIL MEETING HELD ON 18TH OCTOBER 2010 which had been circulated with the Agenda were signed as a correct and accurate record.

68. MATTERS ARISING FROM THE MINUTES OF THE PARISH COUNCIL MEETING HELD ON 6TH SEPTEMBER 2010

a) Minute 50b – Traffic measures on Ladder Hill. The Clerk reported that Thames Valley Police do not have a scheme whereby residents can be trained to us speed guns

69. MATTERS ARISING FROM THE MINUTES OF THE EXTRA ORDINARY PARISH COUNCIL MEETING HELD ON 18TH OCTOBER  2010

The response had been sent to OCC.

The clerk read out a copy of an e-mail sent by County Councillor Anne Purse, as Wheatley’s County Councillor, to SODC, saying that she did ‘not think Wheatley should be targeted for any housing apart from low cost affordable housing for local people or for housing for very special purposes’.

70. THE MINUTES of the meetings of the Planning Committee held on Wednesday 15th September, & Wednesday 13th October, which had been circulated previously, were Received

71. THE MINUTES of the meetings of the F&GP Committee meeting  held on

Monday 27th September 2010 and Monday 18th October, circulated with the Agenda were Received

72. TO APPROVE AND ACCEPT THE ANNUAL STATEMENT OF ACCOUNTS 2009-2010 FOLLOWING THE COMPLETION OF THE EXTERNAL, NOTING THAT THERE WERE NO MATTERS REQUIRED THE ISSUING OF A ‘SEPARATE ADDITIONAL ISSUES ARISING REPORT’

Cllr Bell proposed and Cllr Dalton seconded that the Annual Return 2009-2010 be approved and accepted. Agreed unanimously

73. TO RESPOND TO OXFORDSHIRE COUNTY COUNCIL’S AREA REVIEW OF SUBSIDIZED BUS SERVICES, WHEATLEY, THAME AND WATLINGTON

Agreed to keep the bus services as they are as a very minimum.

74. TO RESPOND TO OXFORDSHIRE COUNTY COUNCIL LOCAL TRANSPORT PLAN 3 –  CONSULTATION ENDS 9TH JANUARY 2011

Consultation closes 9th January 2011. It was Agreed that Cllr Birks draft a response based on the Parish Council’s previous responses which would be brought to the January 2011 meeting. The Clerk to ask for a two day extension to the deadline.

75. TO RESPOND TO THE LOCAL GOVERNMENT BOUNDARY COMMISSION FOR ENGLAND – ELECTORAL REVIEW OF OXFORDSHIRE

Agreed that the boundaries should be left as they are at the moment subject to creating an additional councillor for Witney

76. TO CONSIDER AN APPROACH TO OXFORD BROOKES UNIVERSITY IN CONJUNCTION WITH HOLTON PARISH COUNCIL RE THE PARKING OF OXFORD BROOKES STUDENTS IN WHEATLEY AND HOLTON.

Mr Peter Oughton, Holton Parish Council, had been invited to attend for this item but unfortunately he was not able to be present.

It was Agreed that the Chairman liaise with Mr Oughton and write a letter to Oxford Brookes pointing out the situation

77. TO CONSIDER THE TRANSFER OF LAND (FORMERLEY TOILET BLOCK LAND) FROM SODC TO THE PARISH COUNCIL – PURCHASE PRICE £1

The Transfer Documents are now ready for signing.

Please note: Cause 11.1.2 prohibits the Parish Council from construction on the piece of land or any part of, or from developing it in any way, without in either case the prior written of SODC. Our solicitor had asked if SODC would dilute this obligation by adding the words’ such consent would not be unreasonably withheld’ at the end of the clause. However SODC has refused to include these words. – Noted

78. REPORTS FROM OUTSIDE BODIES

a) Neighbourhood Action Group – there had been an increase in the amount of graffiti in the village and a substantial increase in car crime, mainly theft of contents of vehicles

b) The Howe Trust – the Woodland Trust are to give 200 tree saplings to be    planted next Autumn

c) Merry Bells Management Committee – No report

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

Cllr Bell reported that SODC had still not responded following a site meeting held in May re the re-development of the site.

A working party had been set up to look at possible activities on the Littleworth Road site.

80. CORRESPONDENCE – Noted

i.   SODC – Invitation to Town and Parish Council Forum – 10 November 2010. Council Offices, Crowmarsh Gifford, 6.00pm – 9.00pm

ii.   BT ‘Race to Infinity’ High Speed Broadband Connection – vote by 31st December 2010 to www.racetoinfinity.bt.com.

iii.   Oxfordshire Playing Fields Association – ‘The Playing Field’ Autumn  2010*

iv.   Wheatley URC newsletter – November 2010*

* on display in Parish Office

81. CALENDAR OF MEETINGS. –  Noted

a)  Planning Committee – Wednesday 10th November  2010 – 7.30pm

b)  F&GP Committee – Monday 15th November 2010 – 7.30pm

c)  Planning Committee  – Wednesday 8th December  2010 – 7.30pm

d)  F&GP Committee – Monday 13th December – 7.30pm

e)  Parish Council – Monday 10th January – 7.30pm

8.37pm The Chairman declared the Council out of session and asked the  County Councillor to make her report and the member of the public present to speak.

County Councillor Anne Purse: She had spoken to OCC Highways about the

parking along Waterperry Road.

She had written to SODC re the Core Strategy and its effects on Wheatley.

When the A40 road works had finished she would ask for a noise survey on the

new quieter surface.

In answer to a question when the County Council would be switching off the street lights during the early hours of the morning Cllr Purse said that she understood that the County Council was switching of the lights in batches and Wheatley would be dealt with in due course

8.57pm Cllr Dalton left the meeting

Mr John Reay: reiterated his request for ‘No Parking on the Pavement’ signs

outside the Primary School on Littleworth Road and his request for a light in

Frampton’s Alley (the alley between the Sun Corner on Church Road and the

High Street.). He was told that this had been considered following his last

request but the Council had decided not to pursue the matter.

He was pleased that the Parish Council was requesting that the 103/104 bus

service frequency be retained.

In reply to his question about the use of the former SODC toilet land once the

Parish Council had secured ownership he was told that consultation with the

residents of the village would take place.

9.11pm The Chairman declared the Council back in session.

The meeting closed at 9.11pm

/0 Comments/by

Parish Council 18th October 2010

,

WHEATLEY PARISH COUNCIL

MINUTES OF THE EXTRA ORDINARY MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 18TH OCTOBER 2010 IN THE MERRY BELLS AT 7.30 pm

PRESENT: Councillors: R J Reilly (Chairman), J. M. Carr, G. Birks, R. T .Bell,

C Sprent, N Messenger, S Coleridge, A Knapp, C Dalton, P Willmott &

R Old

OFFICER: Gareth Morris, Clerk to the Parish Council

61.  APOLOGIES FOR ABSENCE had been received from Cllrs Devlin, Coveley & Fyffe

62. TO CONSIDER A RESPONSE TO SOUTHOXFORDSHIRE’S PROPOSED CHANGES TO THE CORE STRATEGY – Consultation ends 29th October 2010

The consultation document from SODC, with four questions asking for a response had been circulated with the Agenda

Overall the feeling of the meeting was that it should reiterate the comments made by the Parish Council in its response to “South Oxfordshire Core Strategy preferred Options Consultation” in March 2009

Q1 What do you think about us working to the South east Plan numbers?

“This Council believes the South East Plan’s figures are too high and were undemocratically decided and need to be adjusted downwards.”

Proposed by Cllr Birks and Seconded by Cllr Stacey. Agreed by 10 votes in favour  with one vote against and one abstention

Q2  What do you think about our approach to growth, dividing the district into just two areas and making it proportional to the size of each market town and village?

“It is possible that the dividing of the district into two areas may be acceptable.

Proportionality is not acceptable because in reality it has an unbalanced effect on villages. In any event Green Belt considerations are particularly relevant to villages including the larger villages especially Wheatley.”

Proposed by Cllr Birks, seconded by Cllr Willmott.  Agreed by 11 votes in favour with one abstention

Q3 What do you feel about us including a windfall allowance when we work  out how many homes we need to identify land for?

“Windfalls should be included in the calculation” – This was Agreed

Q4  On sites for more than 5 houses where housing development is acceptable in principle, a density of 25 to 35 dwellings per hectare (net) and in town centres locations, of 35 to 40 dwellings per hectare (net) will be required, unless such densities would have an adverse effect on the character of the area

“Acceptable”

Proposed by Cllr Reilly and seconded by Cllr Bell and Agreed by 11 votes in favour with one abstention

63. Cllr Birks asked permission of the meeting to report on the draft of the letter she had been asked to prepare at the last Parish Council meeting, to Mr Bowler, OCC Highways, concerning his e-mail stating that due to lack of finance the Church Road experimental Traffic Order would not now be implemented. Cllr Birks was given permission to outline her draft reply.

Overall the Council approved the reply but wished to say that both parts of the scheme, “No Entry” except for buses at the Kings Arms junction into Church Road and the No Waiting restrictions, should continue to be our demands.

64.    DATE OF NEXT MEETING – MONDAY 1st NOVEMBER 2010 – Noted

The meeting closed at 8.15pm

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Parish Council 6th September 2010

,

WHEATLEY PARISH COUNCIL

MINUTES OF THE ORDINARY MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 6th SEPTEMBER 2010 IN THE MERRY BELLS AT 7.30 pm

PRESENT: Councillors: R J Reilly (Chairman), J. M. Carr, G. Birks, R. T .Bell,

C Sprent, N Messenger, S Coleridge, A Knapp, C Dalton, M Fyffe (until 9.00 pm), J Coveley, E Stacey (until 9.30pm) & R Old

OFFICER: Gareth Morris, Clerk to the Parish Council

ALSO PRESENT: County Councillor Anne Purse and 5 members of the public

46. APOLOGIES FOR ABSENCE had been received from Cllrs Devlin and Willmott

47. MINUTES OF THE PARISH COUNCIL MEETING HELD ON 5th JULY 2010 which had been circulated previously were signed as a correct and accurate record.

48. MATTERS ARISING FROM THE MINUTES OF THE PARISH COUNCIL MEETING HELD ON 5th JULY 2010

a) Minute 32(i) Traffic measures in Bell Lane – A letter had been sent to all Bell Lane

residents outlining the parish Council’s thinking. A number of replies have been received. This matter to be discussed at the next Trac meeting

b) Minute 41 – Tree in St Mary’s Close – This tree has now been attended to. The Parish  Council needs to keep the area tidy and all leaves beneath it and along the path from St Mary’s Close to Church Road need to be cleared up.

c) Minute 42 – Refurbishment of Cullum Road Recreation Area – Cllr Fife would contact  a Roger Davies re fencing and look into cat deterrents

49. THE MINUTES of the meetings of the Planning Committee held on the following dates

were received:

a) Wednesday 14th July, circulated previously

b) Wednesday 11th August, circulated with this Agenda

50. THE MINUTES of the meeting of the F&GP Committee meeting held on Monday 19th July 2010, previously circulated, were received.

a) Minute 35(iv) + (v)  – Cullum Road recreation ground (See above, Minute 48c)

b) Minute 37 – Traffic on Ladder Hill – a letter had been sent to Thames Valley Police. It

was agreed that the Council look to see if TVP runs a scheme whereby residents can

be trained to use ‘speed guns’

c) Minute 39 – Provision of a replacement Youth Shelter in Church Road recreation Area

The Chairman and Clerk had met with Jayne Bolton Grants Officer SODC to talk through the Community Investment Fund Grant Aid. The application form would now be filled in. Cllrs Fyffe and Stacey would look at the form.

51. TO APPROVE AN AMENDMENT TO THE ANNUAL STATEMENT OF ACCOUNTS  2009-2010

The Clerk explained that the fixed assets of the Council had been under-recorded in Box 9 of the Annual return. This had been picked up by the external auditor and the Annual return had been returned for alteration.  Therefore Box 9 (year ending 31 March 2010) needed to be increased by £28,392 to £217,656. The alteration to be initialled by the clerk and the amendment approved by the Council. Cllr Dalton proposed and Cllr Bell seconded that the alteration of Box 9 to read £217,656 be approved by the Council. This was AGREED unanimously.

52. TO CONSIDER THE TRANSFER OF LAND (FORMERLEY TOILET BLOCK LAND)  FROM SODC TO THE PARISH COUNCIL – PURCHASE PRICE £1.

Having now received the Land Transfer Agreement from SODC Council it was proposed by Cllr Reilly and seconded by Cllr Carr that the Parish Council proceeds with the purchase of the land for the sum of £1. This was Agreed unanimously

53. TO APPROVE THE REVIEW OF THE VILLAGE PLAN

A report from the Sub-group of Councillors had been circulated before the meeting and a slightly amended one had been tabled. There had been a number of meetings of the working/subgroups, including one attended by Jim Watson of the Wheatley Society. The draft report had been provided to the Wheatley Society.

Cllr Bell had also tabled a list of points.

After a full discussion the following resolutions were put to the meeting:

  • Adopt the summary of progress at Part A. Proposed by Cllr Birks and seconded by Cllr Carr – Agreed by 12 votes in favour, with none against and one abstention
  • Adopt Part B as the forward proposal of the Parish Plan. Proposed by Cllr Fyffe and seconded by Cllr Carr – Agreed by 12 votes in favour with one against, no abstentions.
  • To review the forward plan annually against priorities, resources and achievements. Proposed by Cllr Carr and seconded by Cllr Dalton – Agreed nem con.
  • The review would be publicised in the newsletter and on the Parish Council’s website.

8.43 The Chairman declared the Council out of session and asked the County and District

Councillors to make their reports and for members of the public to speak.

County Councillor Anne Purse – There had been changes to the strategic planning process in the country which might mean anomalies arising between the Districts and the County Council.

Speed Cameras – these had been switched off as part of the County Council’s expenditure cuts.

The new A40 road surface on the west bound carriageway does seem a lot quieter.

She was meeting County officers to see whether the solar panel by the Church Road bus shelter could be made less obtrusive, this following a complaint from a Church Road resident.

District Councillor Janet Carr – work on the stream east of Crown Square to try and prevent flooding had now been completed. Recycling figures had increased from 64.44% to 71.52%. Work on the refurbishment of the gym and reception area of the https://thehealthchoices.com Park Sports Centre was about to begin.

8.59 The Chairman declared the Council back in session.

54. The Chairman proposed a vote of thanks to Cllrs Birks, Fyffe, Coleridge and Carr for their work on the review of the village plan. This was Agreed.

9.00pm Cllr Fyffe left the meeting

55. TO CONSIDER THE CONSULTATION DOCUMENT ‘PROVISION FOR REFERENDUMS TO VETO EXCESSIVE COUNCIL TAX INCREASES – consultation ends 10th September 2010. Responses to the Consultation Document were Agreed.

56. REPORTS FROM OUTSIDE BODIES

a) Neighbourhood Action Group – Cllr Reilly said he would raise the issue of the

training of residents to use ‘speed guns’ and the issue of the spate of graffiti that had

appeared around the village

b) The Howe Trust – Steps from Howe Close on to the Howe were about to be installed

and the 400 free saplings had been ordered from the Woodland Trust to be planted

during 2011.

c) Merry Bells Management Committee – Cllr Carr reported that the groundworks

outside the Merry Bells were now complete. Two new trees, with a life expectancy of

25 years would be installed in October/November and two new benches had been ordered. The steps and alleyway between the Merry Bells and Barclays Bank, the Coffee Room and the corridor would be the next projects undertaken.

The Chairman proposed that a letter be sent to the Merry Bells Committee saying how much the parish Council likes the new forecourt especially as it relates to the Parish Council office. This was Agreed nem con.

9.30pm Cllr Stacey left the meeting

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

Cllr bell reported that no response had been received from the SODC Planning Department concerning the proposed new pavilion.

58. TO CONSIDER REQUESTS FOR GRANT AID FROM:

a) Wheatley Park School – prizes for awards evening – Agreed £180

b) Wheatley Village produce Association – Agreed £100 contribution to printing

costs of photographic booklet of the Associations activities

59. CORRESPONDENCE – noted

i) OCC Local Transport Plan 3 – Newsletter – Issue 4 – July 2010*

ii) CPRE – ‘Countryside Voice’ – Summer 2010*

iii) ORCC – Invitation to 90th birthday AGM – 333 Banbury Road – Friday 8th October 2010 – 11.30am to 3.30pm

iv) Oxfordshire Playing Fields Association – Newsletter – Summer 2010

v) OCC – Revised 280 bus service – every 20 minutes from Sept 12th*

vi) ORCC – Celebrating 90 Years of Community Life in Rural Oxfordshire*

vii) Thames Valley Local Resilience Forum – “Preparing for Emergencies”*

viii) NHS Oxfordshire – Health news July 2010*

ix) SODC – Minutes of Standards Committee meeting – 15th July 2010*

x) OCC – E-mail from Malcolm Bowler re Church Road traffic order. This Order is unlikely to be implemented due to County Council Expenditure cuts – Agreed Cllr Birks to draft a reply

xi) OCC – ‘Big Debate’ public meetings – 7th September 7.30pm County Hall

xii) Clerks and Council’s Direct September 2010*

* on display in Parish Council

60. CALENDAR OF MEETINGS – Noted

a)    Planning Committee – Wednesday 15th September 2010 – 7.30pm

b)    F&GP Committee – Monday 27th September 2010 – 7.30pm

c)    Planning Committee  – Wednesday 13th October 2010 – 7.30pm

d)    F&GP Committee – Monday 18th October 2010 – 7.30pm

e)    Parish Council – Monday 1st November 2010 – 7.30pm

The meeting closed at 9.45pm

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Parish Council 5th July 2010

,

WHEATLEY PARISH COUNCIL

MINUTES OF THE ORDINARY MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 5th JULY 2010 IN THE MERRY BELLS AT 7.30 pm

PRESENT: Councillors: R J Reilly (Chairman), J. M. Carr G. Birks, R. T .Bell,

C Sprent (until 9.53pm), N Messenger, S Coleridge, A Knapp, C Dalton, M Fyffe (from 8.53 pm), J Coveley (until 9.53 pm) & R Old (from 7.55

pm)

OFFICER: Gareth Morris, Clerk to the Parish Council

ALSO PRESENT: County Councillor Anne Purse and 9 members of the public

The Chairman welcomed those present to the meeting and gave the housekeeping notices. He also stated his intention to take item 4(a)(ii) – Cullum Recreation Ground, Item 10 – Planning Application at 112 London Road and item 12 – Tree at St Mary’s Close – after Open Forum to allow any members of the public present to speak to those items before the Parish Council took any decision.

26 APOLOGIES FOR ABSENCE had been received from Cllrs Devlin, Stacey and Willmott

27 THE MINUTES OF THE PARISH COUNCIL AGM AND ORDINARY MEETING HELD ON 11TH MAY 2010 which had been circulated previously were signed as a correct and accurate record after the following amendments had been made:

  • In the heading, change “11th May” to “10th May”
  • Minute 1, third line – change “car” to “Carr”
  • Minute 6(iii), third line – add “membership would continue for a further 12 months”
  • Minute 10(i) – delete “on Church
  • Minute 10(ii), second line – delete all after “Group” up to before “on” and replace with” including Jim Watson”.
  • Minute 18(v) – replace “7th” with “5th”

28 The MINUTES of THE Extra Ordinary Meeting of the Parish Council of Monday 21st June 2010 (circulated with the Agenda) were signed as a correct and accurate record

29 MATTERS ARISING

a) 11th May 2010

i) Minute 10(ii) Cullum Rd Recreation Ground – deferred until after Open Forum – See minute 42

ii) Minute 13 – Land adjoining Littleworth Park – Cllr Bell, who spoke at the SODC Planning Committee objecting to the application on behalf of the Parish Council, reported that the application for development had been granted. Parish Councillors felt that when detailed planning permission was sought there would still be the opportunity to retain the current route of the footpath behind Barlows Close. Cllr Bell also reported that it seemed that Coopers Close had not been adopted by the County Council and this might have a bearing on development.

iii) Open Forum – page three. Cllr Carr agreed to follow up her request to SODC to clear the High Street and surrounding roads of the grit that had been out down in the winter.

iv) Minute 5(vii) – The Clerk admitted that he had yet to write a letter of thanks to Mr James Dalton thanking him for his role as Public Transport representative.

b) 21st June 2010 – None

30 THE MINUTES of the meetings of the Planning Committees held on Wednesday 12th May (circulated previously) and Wednesday 9th June (tabled) were received.

31 THE MINUTES of the meetings of the F&GP Committee meetings held on:

Monday 17th May 2010 (previously circulated) and Monday 21st June 2010, (circulated with the Agenda) were received.

32 THE MINUTES of the Traffic and Roads Advisory Committee meeting of 14th June 2010, which had been circulated with the Agenda were received and adopted. It was noted that, in the absence of the Clerk, Cllr Birks had taken the minutes

i) Minute 7 – Request to County Council and consultation with residents of Bell Lane on the closure of the High Street end of Bell Lane following the pedestrian/car accident.

Cllr Birks proposed and Cllr Dalton seconded that a consultation letter based on the Cllr Dalton’s draft as appeared in the minutes, be sent to all the households in Bell Lane, before contacting the County Council. This was Agreed with 10 in favour and one abstention. A piece would be put in the next issue of the newsletter.

33 CO-OPTION OF NEW PARISH COUNCILLOR

Mrs Ruth Old was present at the meeting and expressed a wish to be co-opted on to the Parish Council. The Chairman invited Mrs Old to say a little bit about herself after which Cllr Bell proposed and Cllr Coleridge seconded that Mrs Old be co-opted on to the Parish Council. This was Agreed unanimously. Mrs Old signed the Declaration of Acceptance and took her place with the Parish Council.

Cllr Old would serve on the Finance and General Purposes Committee

34 TO RECEIVE THE REPORT OF THE INTERNAL AUDITOR (Mr B Rollerson) FOR THE YEAR 2009-2010 (Report circulated with the Agenda)

The Clerk highlighted two issues from Paragraphs I and J of the Report.

The Auditor had called the return on the money on deposit in the Treasury Bill account as ‘abysmal’ and a better rate should be investigated. It was Agreed that the matter be taken up by the Finance and General Purposes Committee.

Secondly the £57.86 difference in the bank reconciliation would need to be found.

It was Agreed that checking the bank reconciliation at the Finance and General Purposes Committee should be discussed at that committee.

35 TO CONSIDER PLANNING APPLICATION P10/W0631, 122 LONDON ROAD – PROPOSED CONVERSION AND MINOR EXTENSION OF EXISTING DWELLING HOUSE – Deferred until after Open Forum – see minute 39

36 TO CONSIDER THE REPORT AND ESTIMATES FROM TREE CARE ASSOCIATES RE HORSE CHESTNUT TREE IN ST MARY’S CLOSE. (See minute 99, Parish Council meeting, March 2010) – deferred until after Open forum – see minute 40

37 TO CONSIDER A REQUEST FROM WHEATLEY SCOUT TO USE CHURCH ROAD RECREATION AREA FOR THEIR ANNUAL FETE ON FIRST BANK HOLIDAY IN MAY – Cllr Birks proposed and Cllr Carr seconded that this request be granted. This was Agreed. The Clerk would write pointing out the lack of power and toilet facilities.

38 REPORTS FROM OUTSIDE BODIES

a) Neighbourhood Action Group – there was to be major road works at the A40/A418 junction which would necessitate its overnight closure 3rd/4th September and a diversion using London Road, Wheatley

It was Agreed that the issue of speeding/dangerous driving on Ladder Hill be on the next F&GP Agenda

b) The Howe Trust – prioritisation of work for the next 6-9 months was about to be undertaken.

c) Merry Bells Management Committee – a copy of letter sent to the MBMC, from a resident expressing concern about the loss of the two lime trees when the forecourt of the Merry Bells is redeveloped, was read out. Cllr Carr, as Parish Council representative on the MBMC explained that permission had been sought and granted from SODC to remove the trees which would be replaced with flowering cherries. A reply to the resident had been sent explaining the situation.

Open Forum – 8.30 pm The Chairman declared the Council out of session and invited the County and District Councillors and members of the public to speak.

County Councillor Anne Purse – Local Transport Plan 3, Consultation 5 had now finished and it was now entering its last stage. There is a concern that the expansion of the Thornhill Park and Ride may fall victim to the cuts in public expenditure.

Signs indicating “Unsuitable for HGVs” would be installed on the roads leading into the village.

District Councillor Janet Carr – The responsibility for the Concessionary fares scheme was being transferred from the District Council to the County Council. The time the fares come into operation will move from 9.00am to 9.30pm

The Chairman asked for anyone wishing to speak on the Planning Application for 112 London Road. The applicant, Mr McCarthy, made a statement as did, Mr Fox, one of the objectors present.

The Chairman then read out the report received from Tree Care Associates on the horse chestnut tree in St Mary’s Close and asked if any resident would like to speak.

Mrs Simpson, 7 St Mary’s Close, made a statement requesting that the Parish Council once again becomes a ‘good neighbour’ and tends to this tree and cuts it back so it does not overhang her and others’ property and shed leaves and conkers on to cars and drives. Three other residents supported her statement

8.53 pm Cllr Fyffe joined the meeting

9.03 – The Chairman declared the Council back in session

39. TO CONSIDER PLANNING APPLICATION P10/W0631, 112 LONDON ROAD – PROPOSED CONVERSION AND MINOR EXTENSION OF EXISTING DWELLING HOUSE

The Clerk read out a number of letters of objection to, and in support of the application that appeared on the SODC website.

Cllr Carr proposed and Cllr Dalton seconded that the Parish Council recommends refusal of this application, on the grounds of; noise generation, generation of traffic across the footpath, overdevelopment of the https://piemeds.com site which is out of character with the area. This was Agreed unanimously.

41. TO CONSIDER THE REPORT AND ESTIMATES FROM TREE CARE ASSOCIATES RE HORSE CHESTNUT TREE IN ST MARY’S CLOSE.

It was Agreed to get quotes for attending to the tree in line with the advice from Tree Care Associates and the limitations placed on any action by SODC Tree Officers. The advice had been that work should be carried out in the summer and not, as the Parish Council had previously stated, in the autumn.

42. MATTERS ARISING FROM THE PARISH COUNCIL MEETING OF 11th may 2010

Minute 10(ii) Cullum Rd Recreation Ground

Cllr Birks gave a verbal report of a meeting held with two complainants, attended by herself, the Chairman of the Council, the Clerk, PCSO Cooney and PC Gregory. The residents were complaining, in particular, about footballs being kicked against their garden fence. Generally councillors felt that something should be done to alleviate this problem, short of removing the ‘target goal’ that had been installed. It was agreed that estimates for wire mesh fencing to be installed along the fence, about a metre away, be considered by the next F&FP committee.

Some councillors expressed concern about the problem of lack of watering of the plants and shrubs. Cllr Fyffe explained that the installers were to pay a number of visits to make sure that the shrubs etc survived.

9.53 pm Cllrs Sprent and Coveley left the meeting

43 TO CONSIDER MATTERS RELATING TO WHEATLEY PARK SPORTSFIELD MANAGEMENT COMMITTEE

a) The Annual Accounts for 2009-2010 were received. It was noted that Parish Council’s contribution to funding in 2009-2010 was £9,533.02. £8,000 is paid as four quarterly instalments, therefore a further £1,523.02 was due from the parish Council

b) Cllr Bell gave a verbal report of the 2010 AGM. He remained as Chairman of the Committee. The report of the SODC Planning Officer on the development of the new pavilion was still awaited.

44 CORRESPONDENCE – NOTED

a) Oxfordshire NHS – ‘come and talk health’ – getting involved in your

local NHS*

b) Oxfordshire Countryside Access Guide* – electronic copy only

c) Oxford Brookes University – Minutes of Residents’ Associations meeting.*

d) Letter from resident concerning the removal of the tress outside the Merry Bells.

* on display in Parish Council

45. CALENDAR OF MEETINGS. – NOTED

a) Planning Committee – Wednesday 14th July – 7.30pm

b) F&GP Committee – Monday 19th July 2010 – 7.30pm

c) Planning Committee – Wednesday 11th August 2010 – 7.30pm

d) Parish Council – Monday 6th September 2010

The meeting closed at 10.00pm

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Wheatley Parish Council Extra Ordinary Meeting 21st June 2010

,

WHEATLEY PARISH COUNCIL

MINUTES OF THE EXTRA ORDINARY MEETING OF THE COUNCIL

HELD ON MONDAY 21st JUNE 2010 IN THE MERRY BELLS AT 8.00 pm

PRESENT: Councillors: J. M. Carr (Chairman), G. Birks, R. T .Bell, E. M. Stacey, C Sprent, N Messenger & S Coleridge

OFFICER: Gareth Morris Clerk to the Parish Council

ALSO PRESENT: Two members of the public

In the absence of the Chairman, the Vice-Chairman, Cllr J Carr chaired the meeting,

23. APOLOGIES FOR ABSENCE had been received from Cllrs Reilly, Dalton, Coveley, Fyffe, Willmott & Devlin.

24. TO RECEIVE THE FINAL ACOUNTS FOR THE FINANCIAL YEAR 2009-2010

i)             To approve and sign the final accounts for the financial year 2009 – 2010

The Clerk reported that Mr Brian Rollerson had visited the Parish Office the previous Friday to inspect the council’s accounts and various other

documentation. There was an imbalance of £57.86 on the bank reconciliation as of 31st March 2010 which had to be found. Otherwise everything else was satisfactory and he had signed Section Four of the Annual Return.

Mr Rollerson’s report had been received that afternoon. One criticism was the poor rate of return that the Council was receiving from its Treasury Deposits and a better rate of return should be found.

The report will be distributed in full for discussion at the July Parish Council meeting

The clerk distributed a new Balance Sheet, Income and Expenditure Account and Section 1 of the Annual Return including amendments that had been discussed with and agreed by Mr Rollerson that morning

Cllr Birks proposed and Cllr Stacey seconded that the final accounts for the financial year 2009 – 2010 be approved and signed. This was Agreed unanimously

ii)             To receive and approve SECTIONS 1 (Statement of Accounts) and SECTION 2 (Annual Governance Statement) OF THE ANNUAL RETURN FOR THE FINANCIAL YEAR 2009-2010.

iii)

Cllr Birks proposed and Cllr Messenger seconded that SECTIONS 1 (Statement of Accounts) and SECTION 2 (Annual Governance Statement) OF THE ANNUAL RETURN FOR THE FINANCIAL YEAR 2009-2010 be approved and signed.

This was Agreed unanimously

25. DATE OF NEXT MEETING – MONDAY 5TH JULY 2010 – NOTED

The meeting closed at 8.10 pm

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Wheatley Parish Council AGM 11th May 2010

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WHEATLEY PARISH COUNCIL

MINUTES OF THE ANNUAL GENERAL MEETING OF THE COUNCIL

HELD ON MONDAY 11th MAY 2010AT THE MERRY BELLS AT 7.30PM

PRESENT: Councillors: J Reilly (Chairman), J. M. Carr (Retiring Chairman), C .M. Dalton,

G. Birks, R. T .Bell, P Willmott , M Fyffe ,E. M. Stacey, J Coveley, P Devlin (until 9.30pm), C Sprent, N Messenger, S Coleridge & A Knapp (from 8.05pm)

OFFICER: Gareth Morris Clerk to the Parish Council

ALSO PRESENT: County Councillor Anne Purse and one member of the public  

The Retiring Chairman welcomed all to the meeting. She then thanked the Councillors for their support she had received from them during her three year term of office.

1          ELECTION of Chairman for 2010 – 11 and Acceptance of Office

Cllr Reilly was proposed by Cllr Birks and seconded by Cllr Stacey. There being no other candidate Cllr car was declared elected and signed the Acceptance of Office after the meeting

Cllr Reilly thanked Cllr Carr for her hard work as Chairman of the Council. This was echoed by the whole council.

2          APOLOGIES FOR ABSENCE – none

3          ELECTION of Vice-chairman

Cllr Carr was proposed by Cllr Dalton and seconded by Cllr Birks. There being no other candidate Cllr Carr was declared elected.

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

Cllr Dalton proposed and Cllr Willmott seconded that the Standing orders (including the Code of Conduct) be adopted. This was Agreed

5          APPOINTMENT of Committees;

` The chairman and vice-chairman are ex-officio members of every committee

a)  Standing Committees

i)   Finance & General Purposes

Cllrs Bell, Devlin, Fyffe, Birks, Coleridge, Carr &Stacey

ii)  Planning

Cllrs, Coveley, Sprent, Willmott, Messenger & Dalton

b) Advisory Committees and Working Groups

i) Traffic and Roads Advisory Committee (TRAC)

Cllrs Dalton, Fyffe, Bell, Reilly, Coveley, Sprent, Stacey, Carr, Birks & Messenger

ii) Recreation Areas Working Group

Cllrs Fyffe, Reilly and Dalton

6    CONFIRMATION of representatives to outside bodies:

i Merry Bells Management Committee; Cllr Carr

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

iii   Wheatley Sports Field Management Committee; Messrs Peter Bayliss, Richard Cosier, and Paul Edson, and Cllrs Roger Bell, Messenger & Paul Willmott.

Cllr Bell proposed and Cllr Dalton seconded that

iv Howe Trust; Cllrs Caroline Dalton and Gwendolen Birks and Janet Carr

v Park Sports Centre Advisory Committee; Cllr Roger Bell

vi   Wheatley Charities; Mr Peter Targett, (until 2013) and Mr Graham Colverson (until 2011)

vii   Public Transport Representative; Mr James Dalton.

Mr Dalton was given a vote of thanks for the work he puts in to his role as Public  Transport Representative

viii   Wheatley Windmill Preservation Society; Cllr Caroline Dalton

FIRST STATUTORY MEETING OF WHEATLEY PARISH COUNCIL

for council year 2010 – 11

7   APOLOGIES FOR ABSENCE – None

8   MINUTES of the meeting of the Parish Council of Monday 1st  March

2010, circulated previously, were signed as a correct and accurate record

9  CO-OPTION OF NEW PARISH COUNCILLOR

It was Agreed to take item 15 – Co-option of new parish councillor

Mrs Angela Knapp was present at the meeting and she explained that she wished to stand for co-option to the Parish Council. Mrs Knapp gave details of her address and occupation.

Cllr Birks proposed and Cllr Carr seconded that Mrs Knapp be co-opted on to the Parish Council. Agreed unanimously

Cllr Knapp joined the meeting (8.05 pm) and signed the acceptance of Office

There remains one vacancy on the Parish Council

10  MATTERS ARISING from the meeting held on Monday 1st March 2010

i)    Minute 97(i) – Waiting restrictions etc on Church along Church Road – nothing to

report

ii)   Minute 97(ii) – Review of 2004 Village Plan – Cllrs present at the March meeting would present a report to the wider Village Plan Group 9including The Wheatley Society) on Tuesday 8th June at 7.30 pm

iii)    Minute 97(iii) – update re Cullum Road Recreation Area project. Cllr Fyffe reported that the refurbished recreation ground opened for the second week of the Easter holidays. There were issues of alleged anti-social behaviour such as motor cycle riding etc. which would be addressed. Signs, seats and tables would be provided and ROSPA had made comments which meant that extra costs would be incurred. She was also trying to address the problem of cats using the sand pit

iv)    Minute 97(v) – Shotover Estate’s policy on public access. Cllr Carr had had a site meeting with Alexander Stanier and his agent. The Estate would drain the area by the Westfield entrance; provide a wider ‘Kissing Gate’ at the entrance and one to replace the stile across the field. There was still the issue of the locked gates at the Park Hill entrance but Cllr Carr was hopeful that a compromise might be reached on providing access at least for mobility scooters.

v)    Minute 99(ii)(b) Horse Chestnut tree in St Mary’s Close – in reply to a question from Cllr Bell the Clerk replied he hoped to set up a site visit with the tree surgeon and Cllrs Dalton, Devlin and Reilly either the coming Saturday or the Saturday after. Residents would be informed of the date and time.

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

i.)    Wednesday 10th March 2010, circulated previously

ii.) Wednesday 31st March 2010, circulated previously

iii.)    Wednesday 21st April 2010, circulated with the Agenda

a)      The Planning Committee recommends that future meetings are held every calendar month rather than every 3 weeks as at the moment (as SODC’s Planning Committee is now going to meet monthly not every three weeks as previously).

Agreed

12. THE MINUTES of the meetings of the F&GP Committee meetings held on:

i)        Monday 15th March 2010, circulated previously

ii)        Monday 19th April 2010, circulated with the Agenda

a)    Minute 5 – Parish Council website – to consider going live at the start of June – Agreed

b)    Minute 8 – Wheatley Park Sportsfield Management Committee. The Parish Council can see no objection why the new contract should not be offered to M J Watts and to confirm that the Parish Council is bound by the current agreement.- Agreed

8.30 pm The Chairman declared the Council out of session and asked the County and District Councillors to speak

County Councillor Anne Purse – the plan for the extension of the Park and Ride car park at Thornhill was to go ahead. A plan for differentiated charging, for those parking and travelling to London might be introduced.

A new stage in the consultation process on the OCC Local Transport  Plan 3 had just started. She felt that a second meeting of the attendees of the first meeting on A40 road noise should be convened.

District Councillor Carr – SODC had agreed to clear the grit that had been left during the winter on High Street and surrounding roads in the village.

8.50 pm – The Chairman declared the Council back in session

Agreed that the Clerk, in consultation with Anne Purse, convene a second meeting of the interested parties re A40 road noise.

13. TO CONSIDER PLANNING APPLICATION P10/W0461/O(Outline)(Minor) Land Adjoining Little Worth Park Coopers Close  Development of 2 x 2 bedroom houses, 4 x 3 bedroom houses and 1 x 3-4 bedroom house

The Clerk reported that a number of residents had written directly to SODC, only one had copied their letter to the Parish Council. These mainly reiterated the objections made to the previous objections.

Cllr Bell read out a number of points he felt should be made to SODC about the failure of the new application to meet the Inspectors reason for dismissing the original one.

Cllr Dalton proposed and Cllr Carr seconded that the Parish Council recommend to SODC that this application be refused. Agreed unanimously. It was further Agreed that the points made by Cllr Bell, with emphasis on the footpath being integral to the Primary School’s Travel Plans, along with the original objections made by the Parish Council be incorporated into the parish’s reasons for recommending refusal.

14.  TO RECEIVE A PETITION ON THE PROVISION OF TOILETS IN THE VILLAGE   PRESENTEDTO THE CHAIRMAN OF THE PARISH COUNCIL AT THE ANNUAL PARISH MEETING

A petition of some 97 signatories had been handed to the Chairman at the end of the Annual Parish Meeting in March. It requested ‘that plans are made and quickly proceeded with to provide toilet facilities in the village’.

The Council carefully considered the Petition and Agreed

  • The expense of providing toilets would be substantial and beyond our means
  • The Police objected to the previous toilet provision (provided and now withdrawn by the District Council) on the grounds of public policy and safety
  • The Council is unable to provide the requested toilet facilities

15.  REPORTS FROM OUTSIDE BODIES

i)        Neighbourhood Action Group – Cllr Reilly reported that following the recent consultation issue for Wheatley were, on top of the usual ones of speeding and parking: vandalism and Anti Social Behaviour; Litter and Flytipping. 116 out of the 213 responses said there were ‘no issues’. The Police welcomed the parish Councils intention to place a Youth shelter in Church Road recreation Ground.

9.30 – Cllr Devlin left the meeting

ii)        The Howe Trust – Cllr Dalton reported that the Howe Trust now owned the strip of land in Howe Close leading to the Howe.

iii)        The Park Sports Centre Joint User Group – Cllr Bell reported that the changes to the gym would be started in the near future. Usage of the centre overall continued to rise

iv)        Meeting with the Primary School re the School Travel Plan

Cllr Birks tabled a report of the meeting held on 24th March, between Parish Councillors, School Governors, the Headteacher and Mr Early (OCC School Travel Plans Officer). It was Agreed that the report be attached to the minutes of the Parish Council meeting and that it be sent to the Headteacher and Chairman of Governors

16   TO CONSIDER MATTERS RELATING TO WHEATLEY PARK SPORTSFIELD  MANAGEMENT COMMITTEE

i)         Cllr Bell reported on a meeting between Members of the Management Committee with Mr Uzzell (WPSFMC planning consultant), District Councillor Carr and Sharon Crawford (Planning Officer SODC) at the site of the proposed pavilion development on the sports field at Holton. The feedback received from the Planning officer was encouraging.

9.50 pm Cllr Carr proposed and Cllr Birks seconded that Standing orders be suspended for 10 minutes in order to finish the Agenda – Agreed

17  CORRESPONDENCE RECEIVED AND NOTED

i)   Oxfordshire Playing Fields Association Spring 2010 Newsletter*

ii)   CPRE – Members’ Guide 2010 & “Countryside Voice” Spring 2010*

iii)   The Haseleys –May 2010*

iv)   Oxfordshire nature Conservation Forum –“ Oxfordshire Biodiversity News”*

v)   Oxfordshire Playing Fields Association – Spring 2010 newsletter*

vi)   Wheatley URC May 2010 newsletter*

vii)  Little Milton May 2010 newsletter*

* on display in Parish Council

18.   CALENDAR OF MEETINGS – Noted

i)    Planning Committee  – Wednesday 12th May 2010 – 7.30pm

ii)    F&GP Committee – 24th May 2010 – 7.30pm

iii)    Planning Committee  – Wednesday 9th June 2010 – 7.30pm

iv)    F&GP Committee – Monday 21st June 2010 – 7.30pm

v)    Parish Council Meeting – Monday 7th July 2009– 7.30 pm

21.   RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Dalton 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

22. THE MINUTES OF THE CONFIDENTIAL SESSIONS OF THE FINANCE AND GENERAL PURPOSES MEETING OF 15th MARCH &19th APRIL 2010– circulated with this Agenda were received

Meeting closed at 9.53 pm

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