Parish Council meeting 5th January 2015

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WHEATLEY PARISH COUNCIL

 

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 5th JANUARY 2015 IN THE MERRY BELLS HALL AT 7.30PM

 

 

PRESENT: Councillors: D Lamont (Chairman), J Reilly, G Stephens, J Carr, R Bell

                   S Coleridge, C Dalton, A Knapp, P Willmott, G Birks, J Coveley, E Bailey and E Stacey

 

OFFICERS: Gareth Morris, Clerk to the Parish Council

 

Also present: Cty Cllr Anne Purse and 11 members of the public

 

  1. APOLOGIES FOR ABSENCE had been received from Cllrs Davies & Old

 

 

  1. DECLARATIONS OF INTEREST – Cllr Coleridge, as a Governor of the John Watson school, declared an interest in item 12

 

  1. MINUTES of the meeting of the of the Parish Council held on Monday 3rd November which had been circulated previously were signed as a correct and accurate record after the following amendment was made:

Page 5 Minute 7(iv), first line – after ‘met on site’ insert ‘at the Ambrose Rise stream’.

 

 

  1. UPDATE from the meeting held on Monday 3rd November 2014 – None

 

 

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

  1. i) Wednesday 12th November 2014 – circulated previously
  2. ii) Wednesday 10th December 2014 – circulated previously

 

 

  1. THE MINUTES of the meetings of the F&GP Committee held on the following dates were received:
  2. i) Monday 24th November 2014 – circulated previously
  3. ii) Monday 15th December – circulated Previously

Minute 82 – Editorship of the Wheatley Newsletter – the council paid tribute to Jim Watson for his 10 years stewardship of the Wheatley Newsletter which he was now relinquishing. Annette Richards, the Assistant Clerk had agreed to take over the role.

 

 

  1. TO RECEIVE THE MINUTES of the meetings of the TRAC Committee held on:
  2. i) 26th November 2014

 

 

  1. TO NOTE THE NEW MINOR HIGHWAYS MAINTENANCE AGENCY AGREEMENT WITH OXFORDSHIRE COUNTY COUNCIL

       Earlier in the year the Parish Council had been notified by the County Council that the amount they paid to the Parish Council for cutting the verges would be halved.

This was the amendment to the Agreement between the County Council and Parish Council that the number of cuts to be paid for would be reduced from 5 to 2 per annum. Cllr Reilly proposed and Cllr Bell seconded that the new agreement be noted. This was Agreed

 

 

  1. TO APPROVE A REVISED BUDGET FOR 2014-15 AND THE 2015-16 BUDGET

 

  1. I) To resolve to approve the Parish Council revised budget for 2014-2015 as recommended by F&GP on 15th December 2014.

Cllr Reilly proposed and Cllr Carr seconded that the revised 2014-2015 budget be approved. This was Agreed unanimously

 

  1. ii) To resolve to approve the Parish Council budget and precept for 2015-2016 as recommended by F&GP on 15th December 2014.

 

The F&GP Committee has recommended that the precept for 2015-16 be £107,923. This increases council tax for Band D properties by 1.9% (£1.18)

 

            Cllr Carr proposed and Cllr Reilly seconded that the budget and precept for 2015-2016 be approved. This was Agreed unanimously

 

 

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

       It was reported that Taylor Wimpey had been unable to undertake any surveying work due to the gas main works along London Road.

 

 

  1. TO CONSIDER MATTERS RELATING TO WHEATLEY PARK SPORTSFIELD   MANAGEMENT COMMITTEE
  2. i) To agree the details of the Trust to be set up to manage the Sportsfield at Holton Cllr Dalton proposed and Cllr Carr seconded that the document setting up the Trust be adopted. This was AGREED unanimously
  3. ii) Other matters concerning the Sportsfield Management Committee. Cllr Willmott reported that a new design had been received by the Management Committee and would be considered

      

 

  1. TO REPORT ON PROGRESS ON THE PARISH COUNCIL’S APPLICATION TO REGISTER THE LITTLEWORTH ROAD FIELD AS A VILLAGE GREEN

The period for comment had closed on 5th December There were now about 40 comments overall, including the ones the Parish Council had submitted a year ago.

We now have to wait for the County Solicitors for their release.

 

 

  1. TO REVIEW PROGRESS IN SEARCH FOR LAND FOR A NEW BURIAL GROUND FOR THE VILLAGE.

         Cllr Carr reported that a piece of land had been reported to her. It was Agreed that this should go on a confidential Agenda at the next meeting.

 

 

  1. TO APPOINT A REPRESENTATIVE TO THE NEIGHBOURHOOD ACTION GROUP

      Cllr Davies had expressed an interest after the last Parish Council Meeting. The clerk to contact Cllr Davies

 

 

  1. REPORTS FROM OUTSIDE BODIES
  2. i) The Merry Bells Management Committee – No report
  3. ii) The Howe Trust – the footpath from Littleworth Road to Windmill Lane had been improved.

iii) Thames Valley Police – It was reported that PCSO Ken Cooney had been transferred to another area in South Oxfordshire. The Parish Council paid tribute to him for the 8 years’ service he had given to the village.

 

 

8.25pm – the Chairman declared the Council out of session and invited the County Councillor, District Councillors and members of the public to speak.

 

Cty Cllr Anne Purse – the suggestion that a relief road for the A34 be built from around Abingdon to junction 8 of the M40 had been raised by some County Councillors.

                 She also reported that London Road, Wheatley was not earmarked for resurfacing until the financial year 2016-17

 

Roger Bettess (on behalf of the flood group) – a meeting had been held at the sewage pumping station on London Road where Thames Water had been challenged over the number of times untreated sewage had been discharged into the stream that runs along the south side of London Road towards Asda.

                 He also reported that at present there was no progress in sourcing land to use as a holding pen for water from the fields around Shotover.

The Council thanked Mr Bettess for his hard work and vigilance on this issue.

 

Mr Roy Gordon, Church Road – questioned the impact of 50 extra houses on the village

 

 

Mrs Freda Duckmanton, Morland Close – also questioned whether the Wheatley infrastructure especially sewerage facilities could cope with the extra houses. The Chairman replied that SODC had looked at the issue of infrastructure and had come to the conclusion that it was satisfactory.

 

 

Mr Tim Davies, High Street – urged that a strategic view on traffic issues should be taken and that the issue of a Neighbourhood Plan be revisited.

 

 

 

District Cllr Roger Bell – Civil Parking Enforcement. He reminded those present that the Parish Council had been asked to comment on and indicate its initial support to the officers at SODC. This was referred to in the Parish Council meeting on 4th November.

                 He subsequently reported, in the most recent issue of the Newsletter, that at the Town and Parish Forum at SODC later in November, officers reported that the prospects for the introduction of such a scheme were not looking very promising in the immediate future. This was because Council leaders in all the districts and the county council were not very keen. These are all councils where the majority of their members cover largely rural areas where the problems are not so great. The pressure in SODC has come from the towns, such as Henley, Thame and Didcot and some of the larger villages which are not so controlled.

He was therefore extremely annoyed that in the agenda of the Traffic Action Group issued yesterday for a meeting next Monday this parish council is being accused of deliberately trying to disguise the issue as unlikely to happen. This council has not been involved in any way since responding to the initial request back in October. As one of your District Councillors he had simply reported the facts as they were made public in mid-November.

Other issues – we are still awaiting the results of the housing consultation held in the summer and the budget process and Council Tax decisions get into full swing later this month.

 

District Cllr Janet Carr –stated that she agreed with Cllr Bell

 

 

9.10pm The Chairman declared the Council back in session

 

 

  1. CALENDAR OF MEETINGS – NOTED
  2. i) TRAC Committee –– Wednesday 7th January 2015 – 7.30pm
  3. ii) Planning Committee – Wednesday 14th January 2015 – 7.30pm
  • iii) F&GP Committee Monday 19th January 2015 – 7.30pm
  1. iv) Planning Committee – Wednesday 11th February 2015 – 7.30pm
  2. v) F&GP Committee – Monday 16th February 2015– 7.30pm
  3. iv) Parish Council Meeting – Monday 2nd March 2015 – 7.30 pm

 

 

93,   RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Dalton proposed and Cllr Lamont 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 unanimously

 

 

 

The meeting closed at 9.15pm following the confidential session

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Parish Council meeting 3rd November 2014

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WHEATLEY PARISH COUNCIL

 

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 3rd NOVEMBER 2014 IN THE MERRY BELLS HALL AT 7.30PM

 

 

PRESENT: Councillors: D Lamont (Chairman), J Reilly, G Stephens, J Carr, R Bell

                   S Coleridge, C Dalton, A Knapp, R Old, P Willmott and E Stacey

 

OFFICERS: Gareth Morris, Clerk to the Parish Council

 

Also present: Beryl Guiver (SODC), Michael Fenton (Taylor Wimpey), Stephen Bond (Woolfe Bond), PCSOs Ken Cooney and James Hopkin and 38 members of the public

 

 

  1. APOLOGIES FOR ABSENCE had been received from Cllrs Bailey, Davies and Coveley and County Councillor Anne Purse

 

 

  1. DECLARATIONS OF INTEREST – NONE

 

  1. MINUTES of the Parish Council meeting held on Monday 7th July which had been circulated previously were signed as a correct and accurate record with the following corrections:

       Minute 46 (second page) Change ‘is’ to ‘be’ in the second line

Minute 48 Insert ‘NOT’ between ‘OR’ and ‘TO’

 

 

  1. UPDATE from the meeting held on Monday 1st September 2014 – None

 

 

 

59 THE FOLLOWING MINUTES of the meetings of the Planning Committee were received

  1. i) Wednesday 10th September 2014 – circulated previously
  2. ii) Wednesday 8th October 2014 – circulated previously

 

 

  1. THE MINUTES of the meetings of the F&GP Committee were received
  2. i) Monday 22nd September 2014 – circulated previously
  3. ii) Monday 20th October 2014 – circulated with the Agenda
  4. a) Minute (v) – Civil Parking Enforcement. SODC had asked for roads that would benefit from enforcement. The clerk had replied – High Street, Church Road Littleworth Road, Old London Road, Crown Square and Crown Road.
  5. b) Minute (vi) – Collision between house and HGV in High Street. The clerk had contacted OCC Trading Standards Department to ask if there was anything they could do concerning the heavy vehicles coming through the village. The reply had been that they “currently have limited resources for weight restriction enforcement work” Residents of Wheatley could report breaches through the OCC public website or the Parish Council could carry out their own checks and report to them. They had provided a pro-forma that could be used.

 

 

  1. TO RECEIVE THE MINUTES of the meetings of the TRAC Committee held on:
  2. i) Wednesday 3rd September 2014 – circulated previously
  3. ii) Wednesday 15th October 2014 – circulated with this Agenda

Minute 28 – Cost of changes to Bell Lane Corner – £4,759.00 – This was Agreed

Minute 29 – Decision on extra double yellow lines on Church Road

       Cllr Reilly proposed and Cllr Carr seconded that the Parish Council asks the County Council to go ahead with the extra double yellow lines along the south side stretch of Church Road between Friday Lane and Holloway Road. This was AGREED by 10 votes in favour, 0 against and 1 abstention.

 

 

  1. TO RECEIVE AND NOTE THE REPORT OF THE EXTERNAL AUDITOR ON THE 2013-14 ACCOUNTS

       The External Auditor’s report had been received and ‘no matters have come to our attention giving cause for concern’.

Cllr Bell proposed and Cllr Lamont seconded that the Parish Council received and noted the External Auditor’s report. Agreed Nem Con

 

 

  1. TO CONSIDER ITEMS FOR THE 2014-15 FINAL ACCOUNTS.

           (i) The Letter of Engagement of Internal Auditor (Mr Phillip Hood) 2014-2015 had been circulated to all councillors.

Cllr Reilly proposed and Cllr Carr seconded that Mr Phillip Hood be engaged as the Parish Council’s internal auditor for 2014/2015 and the letter of Engagement be signed. Agreed nem con

(ii) Statement of Internal Control for Wheatley Parish Council. This had been circulated to all councillors. Cllr Lamont proposed and Cllr Coleridge seconded that the Statement of control be accepted. Agreed nem con

 

 

 

  1. CONSIDER THE RECOMMENDATION FROM THE FINANCE AND GENERAL PURPOSES COMMITTEE THAT STANDING ORDER 73 BE REVISED TO READ :

     “The Clerk shall afford to the press reasonable facilities for making their report of any proceedings at which they are entitled to be present. A person may not orally report or comment about a meeting as it takes place if he is present at the meeting of a Parish Council or its committees but otherwise may:

  1. a) film photograph or make an audio recording of a meeting
  2. b) use any other means for enabling persons not present to see or hear proceedings at a meeting as it takes place or later
  3. c) report or comment on the proceedings in writing during or after a meeting or orally report or comment afterwards”

The clerk reported on the reason for the alteration. Cllr Willmott proposed and Cllr Stephens seconded that Standing Order 73 changed as per the agenda. This was AGREED unanimously

 

 

 

  1. 65. TO RECEIVE A PRESENTATION FROM TAYLOR WIMPEY ON HOUSING FOR THE EXCEPTION SITE NORTH OF LONDON ROAD

       Mr Michael Fenton of Taylor Wimpey and Mr Stephen Brown of Woolf Bond made a verbal presentation concerning the progress to date.

 

 

8.33pm – The Chairman declared the council out of session and invited members of the public to speak

 

 

Mr Johnson, St Mary’s Close – asked about the exact plan of the development and how long will be the public consultation be.

Answer. The exact layout is not yet known. There will be an exhibition when this is known. Only when people have had an opportunity to have their say will the ‘official’ consultation start.

 

Mr Harris, London Rd– where will the entrance be?

Answer Not known exactly at the moment. The development would be situated beyond the old wall

 

Mr Davies, High Street – residents would be concerned about traffic generation and pedestrian safety

 

Resident, Farm Close Road – where does the 75% – 25% split come from?

Answer. These are national regulations.

 

Mr Gregory, Ladder Hill – The experience of affordable housing in Chinnor was that families from outside the area caused anti-social behaviour

Answer – Affordable housing on an exception site was only available to local families. Those families referred to in Chinnor where soon moved on.

 

Mr Fanning – Why was this site chosen over the other two?

Answer The Parish Council felt that this site had advantages such as being the closest site to the centre of the village, it has the best access to local transport, and it creates a lower impact and far less of a ‘sprawl/ effect than the alternatives.

 

Mr Robinson, Farm Close Road – Some years ago wasn’t this site looked at for the site of a new burial ground?

Answer. Yes it was, but the ground was found to be too rocky.

 

Resident – the cemetery would be soon be full so where would people of Wheatley be buried.

Answer This item was on this meeting’s agenda and the Parish Council would begin looking for a location.

 

Mr Davies, High Street – Why was the decision on Civil Parking Enforcement taken at a committee meeting and not at full council

Answer The Chairman referred him to his reasoning made earlier in the meeting

 

Resident, High Street – Parking enforcement is needed in the village

 

Cllr Dalton gave Cty Cllr Purse’s apologies who had said that she had now received the Parish Council’s Village Green Application and it was now out for public consultation.

 

The Chairman thanked Mr Fenton, Mr Bond and Ms Guiver for their presentation and Ms Guiver for their attendance

 

9.10pm The Chairman declared the Council back in session

 

It was Agreed to take item 13 (Paper from the Oxford Diocesan Schools Trust)   before Item 14 (Sportsfield Management Committee)

 

 

  1. To Receive a paper from the Oxford Diocesan Schools Trust (ODST), the Governors and senior management of the Primary Academy re the Littleworth Playing Field

     Mrs Liz Wickens (Community Governor at the Primary School Academy) spoke to the paper sent by the Oxford Diocesan Schools Trust, which had been circulated with the Agenda to all councillors.

Following a discussion Cllr Willmott proposed and Cllr Bell seconded that ‘The Parish Council asks the Sportsfield management Committee to work with representatives of the primary Academy and comeback to the Parish Council with recommendations.’ Agreed nem com.

       Cllr Coleridge pointed out that if the part of the field became a Village Green then building could not take place on it.

Mrs Wickens informed the Parish Council that the Primary Academy would be objecting to the Parish Council’s Village Green Application

 

 

 

  1. TO CONSIDER MATTERS RELATING TO WHEATLEY PARK SPORTSFIELD   MANAGEMENT COMMITTEE
  2. i) Resolutions from Cllr Willmott:
  3. The Parish Council resolves to form a charitable trust to manage and maintain its playing fields at Holton on the termination of the Joint User Agreement with Oxfordshire County Council.

Cllr Willmott proposed and Cllr Stephens seconded the resolution. Agreed nem con

  1. The Parish Council also resolves to lease the said playing fields to the charitable trust for 99 years for the peppercorn rent of £10 per annum

Cllr Willmott prosed and CllrReilly seconded the resolution. Agreed nem con

              It was agreed that the detail would be dealt with by the Finance and general Purposes Committee

  1. ii) To receive the 2013-2014 Accounts of the Sportsfield management

Committee (circulated with the Agenda) and to agree to pay outstanding balance of £2,600.07 Cllr Dalton proposed and Cllr Lamont proposed that the accounts be received and the outstanding balance be paid. Agreed nem con

             

 

 

  1. TO REPORT ON PROGRESS ON THE PARISH COUNCIL’S APPLICATION TO REGISTER THE LITTLEWORTH ROAD FIELD AS A VILLAGE GREEN

The Countryside Team at the County Council had placed a notice in the Oxford Times asking for those who objected to the application to respond by 5th December

 

 

 

  1. TO CONSIDER BEGINNING INVESTIGATION IN TO THE NEED FOR A NEW BURIAL GROUND FOR THE VILLAGE.  

.        It was agreed that this matter needed to be resolved however a location did not obviously present itself. An article to be placed in the newsletter asking for possible locations.

 

 

  1. TO APPOINT A REPRESENTATIVE TO THE NEIGHBOURHOOD ACTION GROUP – Decision Deferred – the clerk to circulate the last set of minutes to all councillors.

 

 

  1. REPORTS FROM OUTSIDE BODIES
  2. i) The Merry Bells Management Committee – No Report
  3. ii) The Howe Trust – the Trust had shed had been erected for tenants to use.

iii) Thames Valley Police – There were 141 calls from Wheatley residents in Sept/ Oct 2014 – 55 of which were traffic related and 6 of Anti-social behaviour

  1. iv) Flooding Committee members of the committee had met on site at the Ambrose stream with a representative from the Environment Agency. Recommendations had been that the fools watercress be removed from the bottom of the stream; trees planted to give shade over the stream and the banks be strimmed and cuttings removed.
  2. v) Brookes Residents’ Associations meeting – Cllr Bell had attended and reported that no information on the future of the Wheatley Campus was forthcoming.

 

 

 

  1. CALENDAR OF MEETINGS – NOTED
  2. i) Planning Committee – Wednesday 12th November 2014 2014 – 7.30pm
  3. ii) F&GP Committee Monday 24th November 2014 – 7.30pm
  • iii) TRAC Committee – Wednesday 26th November 2014 – 7.30pm
  1. iv) Planning Committee – Wednesday 10th December   2014 – 7.30pm
  2. v) F&GP Committee – Monday 15th December 2014 – 7.30pm
  3. iv) Parish Council Meeting – Monday 5th January 2015 – 7.30 pm

 

 

 

 

73,   RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Lamont proposed and Cllr Reilly seconded that under Section 100A(4) of the Local Government Act 1972, the public be excluded on the grounds that it involves the likely disclosure of exempt information as defined in paragraph X of Part 1 of Schedule 12A to the Act, namely private contractual and employment matters

AGREED unanimously


 

/by

Parish Council Meeting Monday 1st September 2014

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WHEATLEY PARISH COUNCIL

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 1st SEPTEMBER 2014 IN THE MERRY BELLS HALL AT 7.30PM

PRESENT: Councillors: D Lamont (Chairman), J Reilly, G Birks, G Stephens, J Carr,

E Bailey, S Coleridge, C Dalton, A Davies, J Coveley, A Knapp and E Stacey

OFFICERS: Gareth Morris, Clerk to the Parish Council & Annette Richards, Assistant Clerk to the Parish Council

Also present: County Councillor Purse and 9 members of the public

41.   APOLOGIES FOR ABSENCE had been received from Cllrs R Bell, R Old & P Willmott

42.   DECLARATIONS OF INTEREST – NONE

43.   MINUTES of the meeting of the Meeting of the Parish Council meeting held on Monday 7th July circulated previously were signed as a correct and accurate record after the following amendments had been made:

Add Cllr J Carr to those present

Remove Cllr Coleridge from ‘apologies’

Minute 35 – Add ‘s’ to ‘option’ in 3rd line of the second paragraph.

44.  UPDATE from the meeting held on Monday 7th July 2014

i) Minute 29 – Neighbourhood Plan – The Chairman reported on a workshop he and the Vice-Chairman attended run by the ORCC at Yarnton and a meeting they and Cllr Stacey attended with the Thame Town Clerk and Thame town councillors.

ii) Minute 32 – Trac Advisory Committee – i), ii) iii) & iv) – see minute 49

iii) Minute 35 – Response to SODC’s Local Plan 2031. The Parish Council had written a  letter in reply to the consultation. It had also published a small leaflet that had been delivered to most of the households in Wheatley urging residents to look at the options put forward by SODC and write to them with their views.

iv) Minute 36 – SODC Community Governance changes – SODC had approved the new boundary change between Wheatley and Holton. The changes would come in to force before the elections in 2015.The Parish Clerk of Holton had written to Wheatley ‘congratulating’ them on the new boundary and pointing out the new responsibilities Wheatley Parish would have.

45. THE MINUTES of the meetings of the Planning Committee held on the dates below were received:.

i) Wednesday 9th July 2014 – circulated previously

ii) Wednesday 20th August 2014– circulated with this Agenda

46. THE MINUTES of the meeting of the F&GP Committee meeting held on Monday 21st July 2014 were received.

Minute 6 Report on site meeting at Park Hill Roundabout

Unfortunately the motion passed at that meeting had not been included on the Agenda of the Parish Council. The following motion was proposed by Cllr Birks and seconded by Cllr Dalton. “This Parish Council recommends that the pedestrian crossing outside Morland House be moved to the east of the Morland House entrance. OCC and Oxford Brookes to be urged to fund this as part of their review of the overall scheme. Funding details to be delegated to the Finance and General Purposes Committee”

The motion was Agreed by 9 votes in favour and one Against and no abstentions.

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

i) To receive and sign the notice from Oxfordshire County Council giving notice that the

Joint User Agreement shall expire on 31st August 2015. AGREED

ii) New lease for the Rugby Club. It seemed that to produce a formal lease for a large number of years would involve substantial cost in solicitor’s fees. Therefore the RFU had been sent a copy of the Parish Council’s minute 97 (06.01.14) which stated that the Parish Council ‘allow the Rugby Club 25 years use of the land.’

For the future a charitable trust could be formed that managed and administer the fields. Clubs would become members of the trust and might be granted a long term lease of the playing fields at Holton for a peppercorn rent.

48.    TO DECIDE WHETHER OR NOT TO PROCEED WITH THE DEVELOPMENT OF A

NEIGHBOURHOOD PLAN

Following a brief discussion Cllr Birks proposed and Cllr Carr seconded that “This Parish Council does not undertake a Neighbourhood Plan at this time”

The motion was AGREED by 7 votes in favour, 2 votes against and 3 abstentions.

8.40pm The Chairman declared the council out of session

County Cllr Anne Purse – suggested that the Parish Council should investigate whether there was a 20 mph limit or 20 mph zone in the High Street. There seems to have been some confusion at the time of implementation.

She was in touch with the County Council re the zebra crossing at Morland House.

District Cllr Carr – Civil Parking – OCC would not implement a scheme unless the City, SODC and the Vale agree with the scheme. It was estimated to cost between £125,000 and £220,000 to implement.

Mr Newton – believed, that despite what had been said, there were those in the village that had the skills and experience.

Mr Gregory – suggested that the council ask PCSO Cooney to ask Chris Hulme (TVP Traffic Management) for information re the 20mph limit/zone. He was also aware of a parking survey being undertaken by SODC.

Mr Bettess Wheatley Flood Committee – suggested that a letter be sent to Mr Greaves (Castle Hill Farm) thanking him on behalf of the village for allowing a storage area to be built on his land to alleviate possible flooding to the east end of the village. Also to put a ‘thank you’ note in the newsletter. He was having discussions with the County Council re the possibility of the Parish Council having the power to close roads in the event of flooding.

9.15pm The Chairman declared the Council back in session

49.    TO RECEIVE A REPORT ON THE SITE MEETING ON STATION ROAD WITH OCC HIGHWAYS ENGINEER MARK FRANCIS

Pedestrian Crossing by the Co-op – Mr Francis pointed that there was only one location that was possible (outside the bungalow below the co-op) and that could lead to difficulties for mobility scooters and in his view, given the number of entrances, could lead to more hazards than without a crossing.

Bell Lane/Station Road junction – Councillors insisted that they still wanted the corner to be altered. Mr Francis would produce a drawing and send it to the Parish Council.

Land by the old toilet block.- Mr Francis (OCC) would produce a plan    reshaping the corner so it would be easier for vehicles to reverse out.

50.       TO REPORT ON PROGRESS ON THE PARISH COUNCIL’S APPLICATION TO REGISTER THE LITTLEWORTH ROAD FIELD AS A VILLAGE GREEN

There had been no reply from the County Council to the Parish Council’s letter.

.

51.       TO RECEIVE A REPORT FROM THE FLOODING COMMITTEE

The Parish Council AGREED to write to Mr Greaves (Castle Hill Farm) thanking him for allowing a flood water storage area to be built on his land and to put a ‘thank-you’ into the newsletter.

It was further agreed to contact Mr Hunt (OCC) and ask for information re granting the power to the Parish Council to close flooded roads.

The Parish Council thanked Mr Bettess for the work he was undertaking on behalf of the Parish Council.

52.       TO CONSIDER THE SAFETY CONCERNS FOR PEDESTRIANS AT THE PARK HILL/LONDON ROAD PEDESTRIAN CROSSINGS

See Minute 46

53.       REPORTS FROM OUTSIDE BODIES

i) The Merry Bells Management Committee – Tenders had been requested to undertake a structural survey

ii) The Howe Trust – no report

iii) Thames Valley Police – report from PCSO Cooney: between 1.7.2014 & 29.8.2014 there had been 132 calls from residents of Wheatley.

Traffic related 43; Shoplifting 6; Miscellaneous 64; Theft from vehicle 3; Anti-social behaviour 3; Theft 2; Domestic 5; Public order 2; Burglary 1; Assault 3.

54.    CALENDAR OF MEETINGS – NOTED

i)   TRAC Committee – Wednesday 3rd September 2014 – 7.30pm

ii)   Planning Committee  – Wednesday 10th September 2014  2014 – 7.30pm

iii)   F&GP Committee Monday 22nd September 2014 – 7.30pm

iv)   Planning Committee – Wednesday 8th October  2014  – 7.30pm

v)   F&GP Committee – Monday 20th October2014 – 7.30pm

iv) Parish Council Meeting – Monday 3rd November 2014 – 7.30 pm

The meeting closed at 9.20pm

/by

Parish Council Meeting Monday 7th July 2014

,

WHEATLEY PARISH COUNCIL

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 7th JULY 2014 IN THE MERRY BELLS HAL AT 7.30PM

PRESENT: Councillors: D Lamont (Chairman), J Reilly, R Bell, G Birks, G Stephens,

P Willmott, S Coleridge, J Carr, C Dalton, A Davies, R Old, J Coveley and E Stacey (until 9.25pm)

OFFICER: Gareth Morris, Clerk to the Parish Council

Also present: County Councillor Purse and 9 members of the public

25.   APOLOGIES FOR ABSENCE had been received from Cllrs Bailey and Knapp

26.   DECLARATIONS OF INTEREST – none

27.   MINUTES of the meeting of the Extraordinary Meeting of the Parish Council meeting held on Wednesday 18th June 2014 circulated previously

28.  UPDATE from the meeting held on Monday 12th May 2014

29. UPDATE from the meeting of 28th June 2014

i) Minute 22 – Neighbourhood Plan

30 THE MINUTES of the meetings of the Planning Committee held on the dates below were received:

i) Wednesday 14th May 2014 – circulated previously

ii) Wednesday 11th June – circulated previously – Minute 5 2 Anson Close – despite the objections of the Parish Council the application has been granted permission

31. THE MINUTES of the meeting of the F&GP Committee meeting held on the date below  were received

i) Monday 16th June 2014 – circulated previously

32.  TO RECEIVE THE MINUTES of the meeting of the TRAC Advisory Committee meeting held on 1st July were received:

i) Minute 6 – request to Thames Valley Police for speed checks throughout the village

ii) Minute 7 – write to OCC Highways informing them that the Parish Council requires a pedestrian crossing across Ladder Hill/Station Road in the vicinity of the Co-operative store the grounds of safety – The Clerk had written to Mark Francis

iii) Minute 8 – Area known as ‘the old toilet block’. Write to OCC highways for advice on how this area might be used as a loading area/ disabled/parking. The clerk would contact the OCC Highways Area Steward.

iv) Minute 9 – Bell Lane/Station Road/ Junction. Request the cost of the plans from OCC or the alterations being suggested. The clerk had written to Mark Francis who despite wishing to wait for speed monitoring in Bell Lane he would prepare plans for the Parish Council at no cost. Cllrs Lamont, Davies and Bell would meet on site to draft what the

the Council would like to see at that point.

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

i) Lease to the Wheatley Rugby Club. Cllr Carr proposed and Cllr Lamont seconded that the Parish Council seeks legal advice

ii) New Plans for the pavilion would be presented at the next SFMC meeting.

8.28pm The Chairman declared the Council out of session

Paul Gregory – said that Watlington had had three operations this year – general road/traffic enforcement eg speeding, weight limits, seat belt use and use of mobile phones.

Neil MacCormack – wanted to know if, when planning permission was given to the new Co-op store, there was any conditions put on the size of delivery vehicles. The clerk said he would investigate and informed the meeting that he had contacted the Co-op head office about the matter of their vehicles not using Friday Lane.

District Cllr Bell –emphasised the need for people to respond to the SODC Local plan 2031.

Both Biffa and the Sports Centres franchise had been extended to 2014

9.47pm – The Chairman declared the council back in session

34.  TO REPORT ON PROGRESS ON THE PARISH COUNCIL’S APPLICATION TO REGISTER THE LITTLEWORTH ROAD FIELD AS A VILLAGE GREEN

Cllr Birks related the story so far. It was felt that the County Council was being unreasonable in their request for so much information. Having talked to both our solicitor and the County Council’s a further letter had been sent to the County on 21st June saying that the Parish Council believes the request are unreasonable and asking them to proceed the Village green Application. So far the County had not replied

35.  TO CONSIDER A RESPONSE TO SODC’S ‘LOCAL PLAN 2031 – ISSUES AND SCOPE’

The Chairman asked each councillor to express their views on the options given in SODC’s Local Plan 2031

When each councillor had expressed their views the Chairman said it seemed that the majority of the councillors where in favour of the new settlement options rather than dispersal.

Cllr Stephens proposed and Cllr Birks seconded that “based on the information available Wheatley Parish Council preference is for a new settlement rather than any of the dispersal options”

Cllr Carr called for a named vote.

FOR: Cllrs Lamont; Davies; Willmott; Stephens; Coveley; Birks; Stacey; Old; Reilly

AGAINST: Cllrs Bell; Carr; Dalton

.9.25pm – Cllr Stacey left the meeting

9.25pm – The Chairman declared the Council out of session to allow County Cllr Anne Purse to make her report.

She urged the Parish Council to attend one of the County Council’s consultation meetings (15th July in Didcot) prior to the Local Transport 4. Spending on roads in the future is likely to come only from development. So smaller villages without development would not receive

funding for traffic relief

Oxford City – Plans to expand had been published. There seemed to be a threat to land in and around Wheatley

36.  TO CONSIDER A RESPONSE TO SODC’S COMMUNITY GOVERNANCE WORKING GROUP

At its meeting on 11 June the Community Governance Working Group agreed to recommend Council extend the boundary of Wheatley parish to align with the A40, incorporating land currently in Holton parish.

The purpose of this email is to seek your councils view regarding possible warding arrangements and parish councillor numbers in the event Council agrees this recommendation.

I would therefore welcome your council’s views on the following:

1. Whether your council would like to see warding arrangements put in place (e.g  current parish as ward and the area between the district ward boundary and the A40 as another ward).

2. Whether your council would be content with the current 14 councillors (Sic) ? The current electorate for Wheatley is 3,209. If Council agrees the above proposal a further 151 electors will be included in the parish of Wheatley. This council has used the National Association of Local Councils recommendations on the numbers of councillors appropriate for parishes of different population sizes during this review. NALC suggest 11 councillors for a population of 3,500.  Using this guidance suggests no increase would be justified

Cllr Birks proposed and Cllr Willmott seconded that the Parish Council does not wish to see any warding arrangements in the Parish and that the Parish Council should remain at 15 councillors.

AGREED unanimously.

37.       TO CONSIDER THE SAFETY CONCERNS FOR PEDESTRIANS AT THE PARK HILL/LONDON ROAD PEDESTRIAN CROSSINGS

Cllr Carr expressed great concern about the number of ‘near misses on the zebra crossings at the Park Hill/London Road roundabout. She had arranged a site meeting with the County Councillor and a Traffic Safety Officer from the County Council for the Wednesday afternoon.

38.       REPORTS FROM OUTSIDE BODIES

i) The Merry Bells Management Committee – Cllr Davies reported that wifi would be available in the Merry Bells and that they were moving towards online booking

ii) The Howe Trust  – Cllr Dalton reported on the picnic that had been recently held

iii) Thames Valley Police – Between 1/5/2014-1/7/2014 Thames Valley Police received 143 calls from residents of Wheatley. The calls consisted of:

Traffic related                                 52

Criminal damage                              4

Shoplifting                                         5

Miscellaneous                                 78

Theft from Vehicle                            3

Anti-Social Behavior                         1

39.   CALENDAR OF MEETINGS – NOTED

i)   Planning Committee  – Wednesday 9th July 2014  2014- 7.30pm

ii)   F&GP Committee Monday 21st July 2014 – 7.30pm

iii)   Planning Committee – Wednesday 20th August  2014  – 7.30pm

iv)  Parish Council Meeting – Monday 1st September 2014 – 7.30 pm

v) Traffic and Roads Advisory Committee – Wednesday 3rd September 2014 -7.30pm

40.  For Information – The chairman announced that the Parish Council had been awarded £1,900 towards refurbishment of the Wheatley War Memorial costing £3,800

The meeting closed at 9.50pm

/by

Parish Council 6th January 2014

,

WHEATLEY PARISH COUNCIL

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 6TH JANUARY IN THE MERRY BELLS HAL AT 7.30PM

PRESENT: Councillors: E Stacey (Chairman), J Reilly, R Bell, C Dalton. J Coveley, E Bailey, G Stephens, P Willmott, J Carr, G Birks, R Old, A Knapp, S Coleridge,

A Davies, & D Lamont

OFFICER: Gareth Morris, Clerk to the Parish Council

Also present: 48 members of the public

86. APOLOGIES FOR ABSENCE had been received from County Councillor Anne Purse

87. DECLARATIONS OF INTEREST – None

88. MINUTES of the meeting of the Parish Council meeting held on Monday 4th November which had been circulated previously were signed as a correct and accurate record after the following amendment had been made:

Minute 69(ii) 4th line – omit the second “seconded”

89. MINUTES OF THE EXTRA-ORDINARY MEETING HELD ON 16TH DECEMBER 2013 – circulated with the agenda were signed as a correct and accurate record

90. UPDATE from the meetings held on Monday 4th November 2013 and 16th December

Minute 64 (i) – No official news re the Housing Needs Survey, or the Exhibition held in November – Noted

Minute 64(ii) – Flood Alleviation Scheme – report from first meeting of sub-group Mr Bettess had met with Monson Engineering

Open Forum – Cty Cllr Anne Purse – bollard at bottom of Friday lane

The Clerk had met with the Area Steward, Mr D Clack, who had suggested that something called a ‘bell bollard’ might be considered for the bottom of Friday lane.

91. THE MINUTES of the meetings of the Planning Committee held on:

i) Wednesday 13th November – previously circulated

ii) Wednesday 11th December – circulated with this Agenda

were received

92. THE MINUTES of the meeting of the F&GP Committee meeting held on:

i) Monday 18th November 2013 – previously circulated

ii) Monday 16th December 2013 – circulated with this Agenda

were received

93.. THE MINUTES of the meeting of the TRAC Advisory Committee meeting held on 18th September 2013 circulated with Agenda were received

i) Minute 22(i) REMOVAL OF TWO PARKING SPACES ON CHURCH ROAD.

RECOMMENDATION FROM THE TRAC TO FULL COUNCIL:

“THAT IN THE LIGHT OF THE COSTS OF REMOVAL BEING MAINLY ADMINISTRATIVE FEES THIS ADVISORY COMMITTEE RECOMMENDS TO PARISH COUNCIL REVIEWS ITS REQUESTED REMOVAL OF TWO PARKING SPACES IN CHURCH ROAD.”

The Parish Council originally decided to request the removal of the spaces at the Parish Council meeting of 13th May 2013

Following a discussion Cllr Birks proposed and Cllr Bell seconded the motion which was LOST by 4 votes to 9 with 2 abstentions

ii) Minute 24 – Recommendation to Full Council that 2 volunteers are trained to operate TVP’s Speed indicator device and that the Parish Council agrees to sign TVP’s £5,000 indemnity form.

Cllr Reilly proposed and Cllr dalton seconded the motion which was AGREED unanimously

iii) Minute 25 – Recommendation to full council that the parking in the SODC car park is not altered. Cllr Dalton proposed the recommendation and Cllr Lamont seconded. The recommendation was Agreed unanimously.

94. TO RESOLVE TO APPROVE THE PARISH COUNCIL REVISED BUDGET FOR 2013-2014 AND THE PARISH COUNCIL BUDGET AND PRECEPT FOR 2014-2015 AS RECOMMENDED BY F&GP ON 16TH DECEMBER 2013 (see enclosed papers)

The F&GP Committee has recommended that the precept for 2014-2015 be reduced from £104,609 to £100,792 in order to take into account the amount it expects to receive from SODC under the Council Tax Reduction Scheme (£3,872)

Cllr Reilly proposed and Cllr Carr seconded that the revised 2013-14 and 2014-15 budgets and the recommended precept be approved. This was Agreed unanimously.

95. TO REPORT ON PROGRESS ON THE PARISH COUNCIL’S APPLICATION TO REGISTER THE LITTLEWORTH ROAD FIELD AS A VILLAGE GREEN

Cllr Carr proposed and Cllr Dalton seconded that the Parish Council’s application 31st December 2013 requesting that the field at Littleworth Road be made a village green be approved. This was Agreed by 14 votes to 0 with 1 abstention

8.27pm – The Chairman declared the Council out of session and asked for contributions from the floor.

District Cllr Carr – SODC were now having discussions concerning the 2014-15 budget. SODC

were also taking on street parking from the police.

Mr Tim Davies – presented to the Council and spoke to the report of the ‘Wheatley Traffic and Safety Action Group’

Mr Scot – Crown Road residents were against ‘No Right Hand Turn at the top of Friday Lane.

Mr Newton – we should be aware of the impact on other roads.

Mr Slight – Crown Road residents had not been consulted on the suggestions

Cllr Birks – congratulated the group for their hard work

Paula Good – the village should work as a whole

Aaron Savage – account should be taken of the fact that people work in Wheatley and need to travel into the village and to visit the shops.

9.00pm – The Chairman declared the Council back in session

The Clerk said the report would, in the first instance, be sent to the TRAC meeting on Wednesday 29th January.

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

(i) To appoint a replacement for Cllr Anderson on the Traffic and Roads Advisory Committee

It was AGREED to appoint Cllrs Davies and Lamont to the Advisory Committee

.

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

i) To receive a report of the latest meeting – Cllr Willmott spoke to his report.

In order for the Rugby Club to be able to take advantage of grants from the RFU they needed an assurance that they would be able use the field for a number of years.

Cllr Carr proposed and Cllr Stephens seconded that the Parish Council allow the Rugby Club 25 years use of the land. This was AGREED unanimously. Cllr Willmott would obtain from the RFU a satisfactory form of words.

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

SODC’s Councillor working group intends to recommend a new boundary between Wheatley and Holton as per Wheatley Parish Council’s suggestion

99. REPORTS FROM OUTSIDE BODIES

i) The Merry Bells Management Committee – good use was being made of the building however a new treasurer was needed

ii) The Howe Trust – more than 500 trees had been received from the woodland Trust

iii) The Park Sports Centre Joint User Group – next meeting in March

iv) Thames Valley Police – the clerk read out a report from PCSO Cooney

99. CALENDAR OF MEETINGS. – NOTED

i) Planning Committee – Wednesday 8th January 2014- 7.30pm – (Cancelled due to lack of business)

ii) F&GP Committee Monday 20th January 2014 – 7.30pm

iii) TRAC Meeting –Wednesday 29th January 2014– 7.30pm

iv) Planning Committee – Wednesday 12th February 2014 – 7.30pm

v) F&GP Committee Monday 17th February 2014 – 7.30pm

vi) Parish Council Meeting – Monday 3rd March 2014 – 7.30 pm

100. RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Dalton proposed and Cllr Willmott 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 unanimously


/by

Extra Ordinary Parish Council Meeting 16th December 2013

,

WHEATLEY PARISH COUNCIL

MINUTES OF THE EXTRA ORDINARY MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 16TH DECEMBER 2013 IN THE MERRY BELLS COFFEE ROOM AT 7.00 PM

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

OFFICER: Gareth Morris, Clerk to the Parish Council

77.  APOLOGIES FOR ABSENCE had been received from Cllrs

Davies, Coleridge and Knapp

78. DECLARATIONS OF INTEREST – NONE

79. RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Reilly proposed and Cllr Dalton 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

/by

Parish Council meeting 4th November 2013

,

WHEATLEY PARISH COUNCIL

MINUTES OF THE MEETING OF THE PARISH COUNCIL

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

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

OFFICER: Gareth Morris, Clerk to the Parish Council

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

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

61.   APOLOGIES FOR ABSENCE had been received from Cllr Old

62.   DECLARATIONS OF INTEREST – None

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

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

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

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

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

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

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

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

i) Wednesday 11th September – previously circulated

ii) Wednesday 9th October – circulated with the Agenda

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

This was AGREED unanimously.

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

SODC had now started formal consultation.

8.29pm The Chairman declared Council out of session

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

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

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

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

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

8.58 The Chairman declared the council back in session

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

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

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

(ii) Statement of Internal Control for Wheatley Parish Council

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

72.   REPORTS FROM OUTSIDE BODIES

i)        The Merry Bells Management Committee – No report

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

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

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

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

73.   CALENDAR OF MEETINGS. – Noted

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

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

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

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

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

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

74. RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Carr proposed and Cllr Bell 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 unanimously

/by

Parish Council 2nd September 2013

,

WHEATLEY PARISH COUNCIL

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 2nd SEPTEMBER 2013 IN THE MERRY BELLS AT 7.30 PM

PRESENT: Councillors: E Stacey (Chairman), J Reilly, R Bell, C Dalton. E Bailey, G Stephens, J Carr, G Birks (until 9.30pm), R Old & D Lamont

OFFICERS: Gareth Morris, Clerk to the Parish Council

Jessica Banks, Assistant Clerk to the Council

Also present: Beryl Guiver Planning Policy Officer, SODC and 5 members of the public

Before the meeting started the Chairman introduced and welcomed Jessica Banks who was attending her first meeting as Assistant Clerk.

46.   APOLOGIES FOR ABSENCE had been received from Cllrs Willmott, Coleridge, Coveley and Knapp

47.   DECLARATIONS OF INTEREST – None

48.   MINUTES of the meeting of the Parish Council meeting held on Monday 1st July 2013 which had been circulated previously were signed as a correct and accurate record with the addition of Cllr Old to those present

49.  UPDATE from the meeting held on Monday 1st July 2013

i) Open Forum – Cllr Anne Purse – Footway around the Roundhouse

Keith Stenning (Area Steward OCC Highways) had contacted the clerk to say that OCC would go ahead with the scheme and could we pay over the £7,000. A cheque would be sent shortly.

ii) Minute 34(ii) – SODC Community Governance Review – timetable for consultation had been  issued. Starts on 1st November and ends on 31st January.

Cllr Bell said that he thought the Parish Council should write to all the residents affected putting forward Wheatley’s case and he was prepared to write a draft to be considered. This was agreed and would be discussed at the next F&GP committee.

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

i) Wednesday 10th July – circulated previously

ii) Wednesday 14th August – circulated with the agenda

51. THE MINUTES of the meeting of the F&GP Committee meeting held on:

Monday 15th July 2013 which had been circulated previously were received.

i) Minute 20 – Sandpit at Cullum Road recreation Ground. The clerk reported that most of the sand had been removed but some had been left because it was felt that the hole that would remain would be a hazard. The Council needs to decide what replaces the pit.

ii) Minute 21 – Youth provision at the Maple Tree Children’s Centre

TO RATIFY THE RECOMMENDATION MADE BY THE COMMITTEE THAT THE YOUTH  CLUB CEASES AT 31ST AUGUST

The Chairman of the Council explained the reasoning behind the committee’s decision having received the letter from the Governors of Great Milton school, which had been circulated to all councillors.

Cllr Lamont proposed and Cllr Stephens seconded that the F&GP decision on the youth centre be ratified by full council. This was Agreed unanimously.

52.  THE MINUTES of the meeting of the Transport and Roads Advisory Committee meeting held on 24th July 2013 which had been circulated previously were received

i) Minute 7 – the Advisory Committee recommends that the provision of a pedestrian

crossing be the top priority of the Parish’s safety measures..Cllr Birks proposed and Cllr Dalton seconded that the recommendation be accepted. This was Agreed unanimously

53. TO RECEIVE THE RESIGNATION OF COUNCILLOR ANDERSON AND DECLARE A VACANCY ON THE PARISH COUNCIL

The Council accepted Cllr Anderson’s resignation and formally declared a vacancy on the Parish Council. If a bye-election is not requested then the Parish Council could co-opt at the November meeting.

The clerk was asked to write a letter of thanks to Mr Anderson for his work on the Parish Council

54. SODC’s HOUSING ALLOCATIONS PLANS FOR WHEATLEY

Beryl Guiver, SODC Planning Policy Officer was in attendance and was invited to address the meeting. She distributed a report on the first exhibition held in August and suggestions for the next exhibition in October.

Housing Needs Survey – Cllr Dalton proposed and Cllr Reilly seconded that the Parish Council carries out the suggested survey. This was Agreed unanimously. The survey to be distributed with October/November newsletter.

There was some discussion on the survey that had been prepared by ORCC.

Cllr Dalton proposed and Cllr Reilly seconded that the survey as presented by the ORCC be used. This was Agreed by 9 votes in favour and 1 against.

The council thanked Beryl for her attendance.

8.38pm The chairman declared the council out of session and invited members of the public present to speak

Gordon Ewbank (on behalf of Fusion) – said that he realised that the Parish Council had been left with no choice but to go ahead with the closure. Fusion was very sad that the project had not worked out. He thanked the Parish Council for their support.

Dan Evanhuis (Fusion) – echoed Mr Ewbank’s sentiments. He said that over the period 32 young people attended the youth centre more than once. He said he hoped that the Parish Council would scotch comments that Fusion did not take safeguarding seriously.

District Councillor Bell – he reported that SODC was carrying out consultation on increasing permitted development rights.

8.56pm The chairman declared the council back in session

55. It was Agreed that the council write to Fusion thanking them for the amount of hard work they had put in to trying to make the youth club project a success

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

i)       To receive a report from the committee – in the absence of Cllr Willmott (Chair of the WSFMC) Cllr Doug Lamont spoke to the report.

ii)       To consider Counsel’s opinion on negotiations on the sports fields. The opinion was discussed. Cllr Birks said that she felt there were some matters in the report that needed clarification and if it was agreeable to the Council she would speak to the counsel. The Council agreed that she should go ahead.

iii)       To receive the Accounts of the Sportsfield management Committee 2012/2013 and to note that the balance owed by the Parish Council is £1,821.35 Cllr Reilly proposed and Cllr Dalton seconded that the accounts be received and that the residual amount be paid. Agreed

57.   TO RECEIVE AND NOTE THE REPORT OF THE EXTERNAL AUDITOR (BDO LLP)

The External Auditor’s Report was received and noted. The External Auditor had no items of concern.

58. TO RECEIVE AN UPDATE ON THE ‘WHEATLEY SOUTH EAST FLOOD ALLEVIATION WORK’ FROM MONSON ENGINEERING AND TO CONSIDER THEIR SUGGESTION THAT A VILLAGE SUB GROUP BE SET UP TO DEAL WITH FLOODING/DRAINAGE ISSUES.

The clerk read out an e-mail to Cllr Carr from Dave Baldwin (Monson Engineering) giving details of the flood alleviation plans for the next two years. This would involve creating a flood water holding area on Castle Hill and letting the water out into the Ambrose Rise ditch in a controlled manner.

The clerk would ask Kavan Ring to regularly inspect the ditch and clear as necessary.

Mr Baldwin had suggested that a joint council/residents group could be set up to give early warning of issues. This was felt to be a good idea and Cllr Reilly agreed to chair such a group and to write a piece for the newsletter inviting volunteers to serve on the sub-group.

9.30pm Cllr Birks left the meeting

59.   REPORTS FROM OUTSIDE BODIES

i)        The Merry Bells Management Committee – The ladies toilets had been refurbished.

ii)        The Howe Trust – Cllr Dalton reported that the Ragwort had nearly been eliminated

iii)       The Park Sports Centre Joint User Group – No meetings had been held

iv)       Thames Valley Police –No report

60.   CALENDAR OF MEETINGS. – Noted

i)    Planning Committee  – Wednesday 11th September 2013 – 7.30pm

ii)    F&GP Committee Monday 23rd September  2013 – 7.30pm

iii)    TRAC Meeting –Wednesday 18th September  2013– 7.30pm

iv)    Planning Committee – Wednesday 9th October 2013  – 7.30pm

v)     F&GP Committee Monday 14th October  2013 – 7.30pm

vi)    Parish Council Meeting – Monday 4th November 2013– 7.30 pm

(Cllr Old sends her apologies)

The meeting closed at 9.44pm

/by

Parish Council 1st July 2013

,

WHEATLEY PARISH COUNCIL

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 1st JULY 2013 IN THE MERRY BELLS AT 7.30 PM

PRESENT: Councillors: J Reilly (Chairman), R Bell, C Dalton. E Bailey, G Stephens, J Carr, S Coleridge, P Willmott, R Old, G Birks & J Coveley

OFFICER: Gareth Morris, Clerk to the Parish Council

Also present: County Councillor Anne Purse, and 3 members of the public

In the absence of Cllr Stacey, Chairman of the Council, the Vice-Chairman, Cllr Reilly, took the chair for the duration of the meeting

31.  APOLOGIES FOR ABSENCE had been received from Cllrs Stacey, Lamont, Anderson & Knapp

32.   DECLARATIONS OF INTEREST – None

33.   MINUTES of the meeting of the Extra Ordinary Parish Council meeting held on Monday 17th    June 2013 which had been circulated with the Agenda were signed as a correct and accurate record with the following corrections:

Remove the 2nd ‘S Coleridge ‘ from and add ‘J Coveley’ to those present

34.  UPDATE from the meeting held on Monday 13th May 2013

i) OPEN FORUM –Land behind the Windmill – report on action taken and response from SODC. Cllr Bell reported that he had taken the matter up with the Enforcement officers at SODC who had paid a site visit. They had replied that they were “unable to establish a breach of planning control at this time.” It was agreed to keep the pressure up on the District Council by writing to them with evidence of breaches in their planning permission.

ii) MINUTE 17 – SODC’S Community Governance review. Cllr Reilly gave a verbal report on his and the Chairman’s visit to Holton Parish Council meeting informing them of Wheatley’s submission to the Consultation on the Community Governance Review.

The clerk reported that Wheatley’s suggestion re the Parish boundary had been submitted to SODC.

35. UPDATE from the meeting held on Monday 17th June 2013

The Internal Auditor’s report had been received and  was an item on the Agenda for this meeting. The Annual Return and supporting documents had been submitted to the External Auditor.

36.  THE MINUTES of the meeting of the Planning Committee held on:

Wednesday 19th June, which had been circulated with the Agenda, were received

37.  THE MINUTES of the meeting of the F&GP Committee meeting held on  Monday 17th June  were received

38.  TO RECEIVE AND NOTE THE REPORT OF THE INTERNAL AUDITOR, MR PHILLIP HOOD

The report of the Internal Auditor had been received and circulated to all councillors. The only recommendation was that next year a further explanatory note should be added to the financial statements in regard to the earmarked funds eg stating proposed commencement and completion of the project

Cllr Carr proposed and Cllr Dalton seconded that the Internal auditors report be received and approved. Agreed unanimously

39.  SODC’S HOUSING ALLOCATIONS PLANS FOR THE LARGER VILLAGES

Beryl Guiver, Planning Policy Officer, SODC had been invited to the meeting. She explained  her role and where the District Council was up to in setting their housing allocation plans. She said she wished to work with the Parish council in the period leading up to December 2013 when the allocation should be formalised.

She had organised a drop in session/exhibition in the Merry Bells Hall between 2pm and   8pm on Tuesday 13th August

Also she would like to see the sites chosen by the District Council for herself along with Parish Councillors. The clerk would check diaries.

She informed the council that new rules meant that on exception sites there could now be 25% ‘marketable’ housing leaving 75% social housing.

In a general housing development, 40% of the housing should be social housing with 20% of that 40% being for ‘local’ people.

It was agreed that this matter be now dealt with in the first instance by the Planning Committee.

Mrs Guiver was thanked for her attendance.

8.20pm The Chairman declared the council out of session

County Councillor Anne Purse

The Library Service would be holding a public meeting in the Merry Bells to discuss the option for Wheatley library. The likely shortfall would be £15,000, to be met either in cash or volunteers or a combination of both

The Holton Share Care funding is continuing.

It may be possible for parishes to join together and fund a gritting service during the winter months using a quad bike and trailer. More information would be available soon.

In connection with the new school transport funding arrangements she would like to know about anybody having had an accident along the cycle track by the A40. Having such a track might count against transport for students travelling to Wheatley Park School

Finally she has heard from Keith Stenning, OCC Highways that work is likely to start on the Roundhouse pavement in the near future.

District Cllr Roger Bell

A new Housing Allocation policy gives a tighter definition of ‘local’. There is an on-line consultation on the housing allocation.

8.52pm The Chairman declared the Council back in session

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

Cllr Willmott spoke to his report which had been circulated with the Agenda

The Rugby Club had received £4,000 from the RFU to refurbish part of the old pavilion.

The Joint User Agreement would run until at least August 2014.

The Committee were looking into the true costs of running the two fields and would be developing a business plan for the running of the fields.

Negotiating a new joint user agreement with Wheatley Park School was the next important step. To this end Cllr Birks spoke to her tabled paper giving the Parish Council’s case for seeking legal opinion.

Cllr Carr proposed and Cllr Stephens that the Parish Council goes ahead and asks for legal opinion along the line suggested by Cllr Birks. This was Agreed by 10 votes for with 0 against and 1 abstention

Cllr Willmott was given a vote of thanks for his hard work on this matter on behalf of the Parish Council.

41. TO CONSIDER THE USE OF SOCIAL MEDIA BY THE PARISH COUNCIL AND BY PARISH COUNCILLORS

Following discussion Cllr Dalton proposed and Cllr Stephens seconded that any further discussion on whether the Parish Council should adopt the use of social media be differed until the assistant to the clerk was appointed.

42.   TO RECEIVE A REPORT FROM THE ADVISORY GROUP ON THE YOUTH CAFÉ

The minutes of the last Advisory Group meeting had been circulated with the Agenda.

These were discussed.

43. TO CONSIDER A REQUEST TO THE DISTRICT COUNCIL FOR FUNDING FROM THEIR FUND FOR TOWN AND VILLAGE CENTRES

It was agreed to apply for funding for new noticeboards in the centre and the outskirts of the village.

44.   REPORTS FROM OUTSIDE BODIES

i)        The Merry Bells Management Committee – The gentlemen’s lavatories had been refurbished

ii)        The Howe Trust – Wild orchids had been spotted growing

iii)       The Park Sports Centre Joint User Group – No report

iv)       Thames Valley Police – No report

45.   CALENDAR OF MEETINGS – Noted

i)    Planning Committee  – Wednesday 10th July 2013 – 7.30pm

ii)    F&GP Committee Monday 15th July  2013 – 7.30pm

iii)    TRAC Meeting –Wednesday 24th July 2013– 7.30pm

iv)    Planning Committee – Wednesday 14th August 2013  – 7.30pm

v)    Parish Council Meeting – Monday 2nd September 2013– 7.30 pm

The meeting closed at 9.56pm

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Extra Ordinary Parish Council meeting 17th June 2013

,

WHEATLEY PARISH COUNCIL

MINUTES OF THE EXTRA ORDINARY MEETING OF THE COUNCIL

HELD ON MONDAY 17TH JUNE 2013 IN THE MERRY BELLS AT 8.00PM

PRESENT: Councillors: E.M. Stacey (Chairman), J. M. Carr,  C .M. Dalton  R. T .Bell, P Willmott, S Coleridge, J Coveley, J Anderson, G Birks & G Stephens

OFFICER: Gareth Morris Clerk to the Parish Council

26.  APOLOGIES FOR ABSENCE had been received from Cllrs Reilly,  Lamont, Old, Bailey and Knapp

27. DECLARATIONS OF INTEREST – None

28. MINUTES OF THE AGM AND ORDINARY MEETING HELD 0N 13TH MAY2013 which had been circulated with the Agenda were signed as a correct and accurate record after Cllr Anderson’s initial had been changed from ‘G’ to ‘J’ in minute 7(iii)

29. TO RECEIVE THE FINAL ACOUNTS FOR THE FINANCIAL YEAR 2012-2013

i) The final accounts for the financial year 2012-2013 had been circulated. The clerk

reported that Mr Hood, the Internal Auditor had visited the council in the afternoon and he was satisfied that all accounts and systems were in order. The council was then taken through the notes to the accounts, the income and expenditure account and the balance sheet.

Following questions from Councillors , Cllr Stephens proposed and Councillor Coveley seconded that the final accounts be approved and received. AGREED unanimously

ii)  SECTIONS 1 (Statement of Accounts) and SECTION 2  (Annual Governance Statement) OF THE ANNUAL RETURN FOR THE FINANCIAL YEAR 2012 -2013 had been circulated with the Agenda.

The Internal Auditor had completed Section 3 that afternoon with no adverse comments.

It was AGREED unanimously that Section 1 of the Annual Return be approved and signed by the Chairman and following the agreement of the responses to Section 2, that that section be approved and signed

5.  DATE OF NEXT MEETING – MONDAY 1st July 2013 – NOTED

The meeting closed at 8.25pm

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