Finance and General Purposes Committee 23rd September 2013

,

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 23RD SEPTEMBER 2013 IN THE Parish OFFICE AT 7.30PM

PRESENT: Councillors: RJ Reilly (in the chair) S Coleridge & R Bell

OFFICER THE CLERK: Gareth Morris

MEMBERS HAD BEEN REMINDED BY MEANS OF THE AGENDA THAT IF THEY HAD AN INTEREST TO DECLARE IN ANY AGENDA ITEM, THEY SHOULD DO SO IN ADVANCE OF THE MEETING IN THE BOOK PROVIDED FOR THIS PURPOSE

30. APOLOGIES FOR ABSENCE had been received from Cllrs Stacey, Birks, Old & Carr

31. DECLARATIONS OF INTEREST – None

32. MINUTES OF THE PREVIOUS MEETING HELD 15th July 2013 which had been circulated previously were signed as a correct and accurate record

33. UPDATE ON ITEMS FROM THE MINUTES 15th July 2013

(i) Minute 20(i) – Footway around the Roundhouse – £7,000 cheque had been sent and a receipt received. Despite a couple of requests no date had been received for commencement of the work.

(ii) Minute 20(ii) – Sandpit at Cullum Road – Most of the sand had been removed though some had been retained to avoid leaving a huge hole.

Cllr Bell said he would contact Cllr Bailey and a couple of residents with children to see if the recreation Areas Advisory could be re formed to decide on how to utilise the area left by the sandpit..

(iii) Minute 21 – Recommendation on the Youth Centre – The resolution for the full council to ratify the Committee’s decision on closing the Youth Centre had been passed at the Council’s last meeting.

There now remained the issue of the equipment etc at the Maple Tree centre which were owned by the Parish Council. The Clerk to write to Jenny Stoker that the Parish Council would collect all these items once the office was refurbished and to Dan Evanhuis to check what items remained there. The Parish Council could sell, hire or lease the items to Fusion

(iv) Minute 24 – Requests from residents – The bunting had been removed. A gardener had been approached to look after the Memorial Garden’s flowerbeds and the outdoor workers would be asked to tidy up the War memorial. The benches by ‘toilet square had been re-varnished.

The clerk was still to follow up a bus shelter and bins by the Avenue

34. TO CONSIDER A PARISH COUNCIL LEAFLET TO RESIDENTS PUTTING THE CASE FOR BOUNDARY CHANGE.

Cllr Bell’s suggested letter which had been circulated to all Parish councillors was discussed. Councillors were happy that this to be kept on file to be distributed when SODC went ahead with the consultation.

35. TO RECEIVE A REPORT ON THE PARISH COUNCILLORS’ WALKABOUTS IN AUGUST/SEPTEMBER – Noted.

36. CLERK UPDATE

i) Refurbishment of Parish Office – the boxing in of the pipe work had been completed. The clerk did not know when the painting would commence

ii) Training Course OALC – Getting to Grips with Local Council Finance – £60 – Agreed that Assistant Clerk should attend

iii) Tree work in the village – the Clerk reported that SODC had given permission for the sycamore in the NW corner of Church Road recreation ground to be removed but not the two by the cliff in the North East Corner.

The hedge just beyond the Littleworth Bridge would be tidied up. Also the trees along the footpath to Farm Close Lane would be cut back.

iv) SODC Briefings on how precepts are calculated: Wed 16th Oct @ 1pm or 23 Oct @ 6pm. All councillors to be asked if they wished to go.

v) Playground Inspections by Zurich – These had been completed in August. Steve was currently dealing with the points raised. No of them so serious that equipment had to be closed down

37. GRANTS, LICENCES AND SUBSCRIPTIONS

i) Wheatley Park School – Prize Giving (Last year £200) – agreed £200

38. FINANCIAL MANAGEMENT

a) The budget to end of August 2013 was presented and discussed & copy of the reconciled bank statement was signed by the Chairman & RFO

b) Balances

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After the cheques below have been paid the balances on the council’s accounts as at 23rd September would be as follows:

Community £3,139.14

Tracker £102,866.36

Treasury £60,485.99

39. SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105743-47 GM/SW/JO/OCC/HMR&C Jul/ sal/wages/pen/PAYE/NICs 3,455.27
105756/762-5/768 GM/SW/JO/OCC/HMR&C Aug sal/wages/pen/PAYE/NICs 3,411.60
105748 The Post Office Stamps 220.00
105749 Mainstream Digital Telephone calls July 1.14
105750 Fusion Youth and Community Equipment 28.19
105751 SODC Dog bin emptying 100.46
105753 Jim Watson Aug/Sept newsletter 680.00
105754 Parchment Aug/Sept newsletter 1,484.90
105755 Berinsfield Community Business Verge cutting July 596.40
105757 Oxon Gardens & DryStone Walls Repairs to wall in Ch Rd Rec 264.00
105758 BDO LLP External Audit 480.00
105759 OCC (Highways) Footway around Roundhouse 7,000.00
105760 CPRE Subscription 2013 29.00
105761 HM Revenue and Customs VAT Repayment 639.46
105766 Swift Digital Services Photocopies 16/4-18/7 88.24
105769 WPSFMC Residual payment for 2012-13 1,821.35
d/d Barclays Bank Bank charges – 13.06 to 14.07 25.78
d/d Barclays Bank Bank Charges – 15.07 to 12.08 40.37
Total £20,366.16
Cheques to Pay
105771 C Jacobs Landmark Chambers Counsel’s opinion re Sportsfield 1,200.00
105772 Lyreco Stationary 34.60
105773 Green Scythe Ltd Recs cutting + sand pit removal 2,292.00
105774 Claire Logic Computer health check 84.00
105775 WPSMC 3rd Quarterly payment Oct-Dec 2,000.00
105776 Mainstream Digital Telephone calls Aug 1.23
105777 Thames Water Meorial Gardens 6.21
105778 Berinsfield Community Business Verges, FmCl Patio, Cl Rd Rec 806.40
105779 Green Scythe Ltd Rec cutting August 222.00
105780 Ordnance Survey Licence 65.70
GM/SW/JF/OCC/HMR&C July sal/wages/pen/PAYE/NICs 3,600.00
Total £10,312.14

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Interest – Treasury Account 20.21
Newsletter Advertising 3,145.00
Total £3,165.21

40. PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED

i) The Haseleys – September 2013*

ii) Little Milton Newsletter – September 2013*

iii) Great Milton Bulletin September 2103*

iv) Holton, Waterperry & Waterstock News – September 2013*

v) URC Newsletter September 2013*

vi) SODC – Town and Parish Forum – Wednesday 6th November (eve)

vii) URC Newsletter September 2013*

viii) Clerks and Council’s Direct – September 2013

ix) Oxfordshire Playing Fields Association – AGM 17th October – 7.25pm Weston-o-t-Green

* On display in Parish Office

41. DATE OF NEXT MEETING – 9th October 2013 – Noted

The meeting closed at 9.10pm

/by

Finance and General Purposes Committee 15th July 2013

,

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 15th JULY 2013 IN THE Parish OFFICE AT 7.30PM

PRESENT: Councillors: RJ Reilly (in the chair) E Stacey, S Coleridge, R Bell & R Old

OFFICER THE CLERK: Gareth Morris

MEMBERS HAD BEEN REMINDED BY MEANS OF THE AGENDA THAT IF THEY   HAD AN INTEREST TO DECLARE IN ANY AGENDA ITEM, THEY SHOULD DO SO IN ADVANCE OF THE MEETING IN THE BOOK PROVIDED FOR THIS PURPOSE

17.   APOLOGIES FOR ABSENCE had been received from Councillors Birks and Carr

The clerk informed the meeting that Cllr Anderson had resigned from the Parish Council

18.   DECLARATIONS OF INTEREST – NONE

19.  MINUTES OF THE PREVIOUS MEETING HELD 17th June 2013 which had been circulated previously were signed as a correct and accurate record

20.  UPDATE ON ITEMS FROM THE MINUTES 17th June 2013

(i)  Minute 136 Footway around the Roundhouse. Oxfordshire Highways had still not confirmed what Cllr Purse had told the Parish Council at its last meeting that the County Council were going ahead with the scheme

(ii) Minute 138 Sandpit at Cullum Road – Green Scythe were due to remove the sand and the logs later in the week

21.  TO RECEIVE AN UPDATE OF THE YOUTH PROVISION AT THE YOUTH CENTRE.

There had been further ongoing problems between Fusion and the Maple Tree Centre and as a result Cllr Stacey had received a letter from the Governors of Great Milton School stating that the Centre would not be available for use from the 31st August. As the Parish Council has no other premises to hold the club in Cllr Stacey proposed and Cllr Coleridge seconded that the Youth club ceases at 31st August. This was Agreed unanimously. This decision to be ratified by full council on 2nd September.

The payment to Fusion which was to be until 30th September would now be paid only up to 30th August. The clerk to write to Fusion informing them of the Committee’s decision.

The  Committee gave its grateful thanks to Cllrs Stacey, Lamont and Coleridge for all the hard work and time they had committed in trying to make the Youth Club a success

22.  TO CONSIDER THE REQUESTS MADE BY WHEATLEY SCOUT GROUP IN THEIR LETTER OF 30TH JUNE

The Scout’s letter of 30th June had been circulated with the Agenda in which they requested the views of the Parish Council on the use of the Parish Council’s land by the ex police houses at the Holton Playing fields. A letter from Cllr Willmott (Chairman of WPSFMC) was also read out.

After much discussion it was felt that the land identified had too many drawbacks for use as a new scout hut. It was in the ‘Green Belt’, permission from Shotover would have to be sought, it would be difficult to provide a new access road without cutting across one of the rugby pitches and there was a septic tank located under that piece of land.

The committee felt that whilst at the moment the Parish Council did not have any land of their own to offer at the moment, this could change in the future.

The clerk would write to the scouts and send their letter to the WPSFMC.

23.  CLERK UPDATE

i) Refurbishment of Parish Office – the clerk had invited two further companies to quote for the refurbishment but neither had responded It was AGREED to ask Taylor Services to undertake the refurbishment.

ii) Assistant to the Clerk – An advert had been placed on the various notice boards. Should there be no applicants then an advert should be placed in the newsletter

24.  CONSIDERATION OF WRITTEN REQUESTS FROM RESIDENTS

i) Request for bus shelter at the Avenue and more dog bins along London Road

The clerk would make enquiries about the cost of a bus shelter and off providing more litter bins  along London Road

ii) Request to close off access up the cliff in Church Road Recreation Area. The committee did not want ‘fence off’ the cliff but would erect a sign saying ‘Do not climb in this area’. Kavan Ring would be attending to the trees at the top off the cliff.

iii) Request to tidy up the village including removal of bunting by the Roundhouse, tidying up the  Memorial Gardens, seats by ex toilet block

The Clerk would ask Kaven Ring to remove the bunting. A gardener would be engaged to look after the Memorial Gardens and a new surface for the paths would be investigated.

25.  GRANTS, LICENCES AND SUBSCRIPTIONS – None

26.  FINANCIAL MANAGEMENT

a) The budget to end of June 2013 was scrutinised & the copy of reconciled bank statement was signed by Chairman & RFO

b) Balances

After the cheques below have been paid the balances on the council’s accounts as at

15 July will be as follows:                                                         Community       £5,424.88

Tracker             £117,866.36

Treasury           £60,465.78

27.                            SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105724-29 GM/SW/JO/OCC/HMR&C June sal/wages/pen/PAYE/NICs 3,830.40
105730 St Mary’s church Grant aid 2012-13 500.00
105731 WPSFMC 2nd Quarter payment 2,000.00
d/d Barclays Bank Bank charges – 13.05 to 12.06 28.08
Total £6,358.48
Cheques to Pay
105732 Society of Local Council Clerks Arnold Baker 9th Edition 63.00
105733 Stanton Hope Weedkiller 327.54
105734 Thames Water Memorial gardens 7.82
105735 Berinsfield Business Community FCR Patio/ Cull Rd rec/verges 806.40
105736 Southern Electric Electricity 29.03.13 – 04.07.13 80.59
105737 Mainstream Digital Ltd Telephone 86.94
105738 Fusion Y&C UK Games and equipment 862.40
105739 The Merry Bells Office rental 1,079.48
105740 Green Scythe Recreation Areas cuts – June 440.00
105742 Fusion Y&C UK Quarterly Costs to 31st Aug only 1,332.84
GM/SW/JF/OCC/HMR&C July sal/wages/pen/PAYE/NICs 3,600.00
Total £8,687.01

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Interest – Tracker Account 16.95
Newsletter Advertising 1040.00
Photocopies 6.45
Total £1,063.40

28.  PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED

i)        The Haseleys – June2013*

ii)        Little Milton Newsletter July 2013*

iii)        Great Milton Bulletin June 2103*

iv)        Holton, Waterperry & Waterstock News – July  2013*

v)        URC Newsletter July  2013*

vi)        Clerks and Councils Direct

vii)        SODC – Town and Parish Forum  – Wednesday 6th November (eve)

viii)        Shotover Preservation Society Summer newsletter 2013*

ix)        Thames Valley Police – Neighbourhood Team July 2013 Newsletter*

x)

* On display in Parish Office

29.  DATE OF NEXT MEETING – 23rd September 2013 – NOTED

The meeting closed at 9.10pm

/by

Planning Committee 11th September 2013

,

Wheatley Parish Council

MINUTES OF THE MEETING OF THE PLANNING COMMITTEE OF THE COUNCIL HELD ON WEDNESDAY 11th SEPTEMBER 2013

PRESENT: Cllrs Coveley (in the Chair), Bailey, Dalton, & Reilly

OFFICER: The clerk

42. APOLOGIES FOR ABSENCE had been received Cllrs Stacey, Lamont Stephens & Willmott

43. DECLARATIONS OF INTEREST – NONE

44. MINUTES OF THE PREVIOUS MEETING HELD 14th AUGUST which had circulated previously, were signed as a correct and accurate record

45. UPDATE ON MEETING HELD ON 14th AUGUST2013 – None

46. AMENDMENTS TO PREVIOUS APPLICATIONS – None

47.  NEW PLANNING APPLICATIONS

i)  P13/S2585/FUL (Full Application) (Minor) Land to the side of 11 Elton Crescent New 2 bedroom house on the land to the side of No.11 Elton Crescent. Recommend Refusal – overdevelopment of site, unneighbourly, out of character with the area, support OCC Highways reasons for refusal

ii)  P13/S2163/HH 91 & 93 Old Road To convert existing shared road entrance to separate drives to fully separated access form Old Road Recommend Approval

48.   SODC’s HOUSING ALLOCATION FOR LARGER VILLAGES

Housing needs Survey – How do we distribute?

Carol Sprent had concerns about the newsletter deliverers, especially those that delivered 60-100 newsletters, to cope with delivering the Housing Needs Survey plus envelopes.

The committee understood those concerns and decided that Parish Councillors should undertake the task. The clerk would email the councillors requesting them to do this.

49.  PLANNING DECISIONS AND NOTIFICATIONS – Noted

i) P13/S1961/HH (Householder) (Other) 52 Crown Road Removal of existing rear extension. Erection of a two storey rear extension, replacement roof to garage and new front porch. Recommend Approval + Amendment – For information only –   GRANTED 19.08.13

ii) P13/S2167/FUL (Full Application)(Minor) Land to North of Dymock Market Gardens Removal of condition 7 of planning permission P87/N0607/O.Recommend Approval – GRANTED 28.08.13

iii) P13/S2223/HH (Householder)(Other) 19 Howe Close  Single storey front extension to enlarge extant planning permission ref; P10/W1675. No Strong Views GRANTED 05.09.13

50.  CORRESPONDENCE – None

51. DATE OF NEXT MEETING – Wednesday 9th October 2013 – Noted

The meeting closed at 7.50pm

/by

Finance and General Purposes Committee 17th June 2013

,

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 17th June 2013 IN THE MERRY BELLS HALL AT 7.30PM

PRESENT: Councillors: R Bell (in the Chair for items 1 & 2), E Stacey (in the Chair from item 3) J Anderson, G Birks (until 8.55pm), S Coleridge & J Carr (until 8.55pm)

OFFICER THE CLERK: Gareth Morris

MEMBERS HAD BEEN REMINDED BY MEANS OF THE AGENDA THAT IF THEY HAD AN INTEREST TO DECLARE IN ANY AGENDA ITEM, THEY SHOULD DO SO IN ADVANCE OF THE MEETING IN THE BOOK PROVIDED FOR THIS PURPOSE

In the absence of the outgoing chairman of the committee (Cllr Reilly), the outgoing vice-chairman (Cllr Bell) took the chair for items one and two.

  1. 1. ELECTION OF CHAIRMAN Cllr Reilly was proposed by Cllr Birks and seconded by Cllr Bell

Cllr Reilly had sent written apologies stating that he was prepared to stand as Chairman. The Clerk had spoken to OALC who could find no reason why somebody could not be proposed in their absence. Though they had advised the Council might consider revising its standing orders to prevent it happening in the future.

There being no further nomination Cllr Reilly was duly appointed Chairman for the forthcoming year.

  1. 2. ELECTION OF VICE CHAIRMAN – Cllr Birks proposed and Cllr Coleridge seconded that the Chairman of the Council, Cllr Stacey, be Chairman for the meeting – This was agreed

3. APOLOGIES FOR ABSENCE had been received from Cllrs Reilly and Old

4. DECLARATIONS OF INTEREST – None

5. MINUTES OF THE PREVIOUS MEETING HELD 15thAPRIL 2013 which had been circulated previously were signed as a correct and accurate record.

6. UPDATE ON ITEMS FROM THE MINUTES 15th APRIL 2013

(i) Minute 136 Footway around the Roundhouse – No response had been received from OCC Highways

Simon Shew had written to the Clerk with a number of questions re the new entrance. It was agreed that the cycle stands should be reinstated and that the metalwork should be the same colour as the railings

(ii) Minute 138 Sandpit at Cullum Road – Cllr Bell proposed and Cllr Carr seconded that Green Scythe should be asked to remove the sandpit.

7. TO RECEIVE THE FINAL ACCOUNTS FOR THE FINANCIAL YEAR 2011-2012 prior to their approval at the Extra-Ordinary Council Meeting of the Parish Council to be held at 8.00pm

The accounts had been circulated with the Agenda along with Sections 1 and 2 of the 2012-13 Annual return

The Clerk reported that the Internal Auditor had attended that afternoon and had signed Section 3 of the Annual Report. He had no major concerns about the Parish Council’s accounts.

The Clerk to the committee through the various accounts papers. Paragraph 13 of the Notes to the Accounts was tidied up.

Cllr Bell proposed and Cllr Coleridge seconded that the 2012-2013 Accounts and the Sections 1 & 2 of the Annual return be approved and that Full Council were recommended to approve and sign them.

Agreed unanimously

8.00pm – The Chairman declared the F&GP committee out of session so that the Extra-ordinary meeting of the Council could begin

8.25pm – The Chairman declared the F&GP committee back in session

8. TO CONSIDER PROJECTS FOR SODC’S “TOWN AND LARGER VILLAGES INFRASTRUCTURE FUND 2013/2015

It was Agreed to put forward the renewal of all the Parish Council’s noticeboards and provide an extra lockable noticeboard on the council’s land that was once the SODC toilet block.

It was also agreed to look into the possibility of providing disability access in to the shops within the village.

Heavy duty bollards should also be requested to replace the ones recently damaged

9. TO AGREE TO SET UP A SUBCOMMITTEE TO OVERSEE THE APPOINTMENT OF AN ASSISTANT CLERK

The Chairman of the Council circulated a draft job description and a time line for the recruitment of an assistant clerk. Cllr Bell agreed to be the representative from the F&GP Committee.

.

10. TO RECEIVE AN UPDATE ON PROGRESS ON THE PARISH COUNCIL’S PROJECT TO PROVIDE TWO EVENINGS YOUTH PROVISION AT THE YOUTH CENTRE

Cllr Coleridge gave a verbal report on the last meeting of the Advisory Committee (Full written report would be given at the Parish Council meeting on 1st July).

Cllr Stacey and herself would be meeting David Turner at Chalgrove who had experience of running the Youth Club there. She also passed round the new flyers advertising the Youth Club.

The clerk reported that he had just received a bill for £227 for damage to the doorbell at the centre and the refilling of two fire extinguishers discharged during a youth club session

9.55pm Cllrs Birks and Carr left the meeting

11. CLERK UPDATE

i) Refurbishment of Parish Office – one quote had been received and another two had been sought

ii) To request a financial contribution towards spectacles specifically for use with the computer (Health and Safety Regulations (Display Screen Equipment) 1992) Agreed £50

iii) Purchase of ‘Arnold Baker’ 9th Edition – £60 – Agreed

12. GRANTS, LICENCES AND SUBSCRIPTIONS

i) St Mary the Virgin – 2011-2012 request for Grant Aid – Section 216(4) LGA 1972 (£500 last year)

£500 Agreed

13. FINANCIAL MANAGEMENT

a) A copy of the reconciled bank statement was signed by Chairman & RFO

b) Balances

After the cheques below have been paid the balances on the council’s accounts as at

18th March would be as follows: Community £1,658.34

Tracker £139,849.41

Treasury £60,468.78

14. SCHEDULE OF PAYMENTS TO BE AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105708,10-13 GM/SW/JO/OCC/HMR&C May sal/wages/pen/PAYE/NICs 3,458.85
105709 HM Revenue and Customs VAT Repayment 530.96
105714 AON Annual insurance subscription 3,460.87
105715 Post Office Stamps 170.00
105716 BT Telephone charges 215.04
d/d Barclays Bank Bank charges 39.61
Total £7,875.33
Cheques to Pay
105717 Berinsfield Community Business Verges – April 596.40
105718 Lyreco Office supplies 80.83
105719 Parchments June/July Newsletter 1,484.90
105720 J Watson June/July Newsletter 680.00
105721 Berinsfield Community Business Verges – May 596.40
105722 OCC Damage to Maple Tree Centre 227.90
105723 Green Scythe Recreation Grounds – May 444.00
GM/SW/JF/OCC/HMR&C June sal/wages/pen/PAYE/NICs 3,600.00
Total £7,709.43

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
OCC verges recharge 3,472.09
Newsletter advertising 395.00
Interest – Tracker 19.87
Total £3,886.96

15. PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED

i) The Haseleys – June2013*

ii) Little Milton Newsletter June 2013*

iii) Great Milton Bulletin June 2103*

iv) Holton, Waterperry & Waterstock News – June 2013*

v) URC Newsletter June 2013*

vi) Clerks and Councils Direct

vii) SODC – Town and Parish Forum – Wednesday 6th November (eve)

viii) Oxford Brookes/Wheatley Park – Invitation to presentation detailing the approved scheme the new access road. Thursday 4th July at 6pm, Wheatley Park 6th Form Centre followed by a public reception from 7.00pm

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* On display in Parish Office

16. DATE OF NEXT MEETING – 15th July 2013 – Noted

/by

Traffic and Roads Advisory Committee 24th July 2013

,

WHEATLEY PARISH COUNCIL

MINUTES OF THE MEETING OF THE TRAFFIC AND ROADS ADVISORY COMMITTEE (TRAC) OF THE PARISH COUNCIL HELD ON WEDNESDAY 24th JULY 2013 IN THE PARISH OFFICE AT 7.30 PM

PRESENT: Councillors: G Birks (Chairman), R J Reilly, J Carr, J Coveley & C Dalton

Officer, The Clerk

Also present: County Councillor Anne Purse

ANY MEMBER WITH AN INTEREST TO DECLARE IN ANY AGENDA ITEM WAS REMINDED TO DO SO IN ADVANCE OF THE MEETING IN THE BOOK PROVIDED

  1. 1. ELECTION OF CHAIRMAN

Cllr Birks was proposed by Cllr Dalton and seconded by Cllr Reilly

There being no other nominations Cllr Birks was elected Chairman of the Committee.

  1. 2. APOLOGIES FOR ABSENCE had been received from Cllrs Stacey and Bell

  1. 3. DECLARATIONS OF INTEREST – None

  1. 4. MINUTES OF THE MEETING OF 17TH APRIL 2013 – which had been circulated previously were signed as a correct and accurate record

  1. 5. UPDATE ON MINUTES

i)        Minute 5(i) – Pedestrian Safety measures in Church Road

Outcome of meeting with Highways and Arriva – The Clerk would arrange a meeting with Mark Francis of OCC Highways to confirm where the extra yellow lines would be.

ii)        Minute 7 – Footway around the Roundhouse

The Clerk had spoken to Mr Stenning(OCC Highways Area Steward) and Mr Stenning confirmed that the County would be going ahead with the scheme. He would be asking for the Parish’s money shortly

6.  PROPOSED CHANGE OF THE ENTRANCE TO THE WHEATLEY CAMPUS OF

BROOKES UNIVERSITY

The new entrance to the Brookes campus would be started I August. The first phase would deal with the new junction and road in to the school providing a new car and coach park. The Park Hill junction would also be redesigned, providing two new zebra crossings. The committee expressed strong discontent that these crossings were not light controlled, and that there was no crossing proposed for the top of Holloway.

The committee also confirmed the need  to protect the green banking and verges near the new junction so that the greensward did not become an unofficial parking area for Brookes students etc. Some kind of deterrent would be necessary eg bollards.

7. PEDESTRIAN CROSSING ON LADDER HILL/STATION ROAD NEAR THE CO-OP.

Cllr Dalton proposed and Cllr Birks seconded that the committee recommend to full council that this project  be the top priority of the Parish’s traffic safety measures

This was AGREED unanimously

Other items for this part of the village include to request that the 20mph limit  be taken up to Howe Close; dropped kerbs at the end of Farm Close Road (a specific disability request); and for the white road markings at the bottom of Station Road to be re- painted.

The tree which is obscuring the street light over the first build out going up the Hill should be cut back.

8.  TO CONSIDER ITEMS OF BUSINESS FOR FUTURE MEETINGS

The bollards at the east end of High Street which have been demolished by vehicles should be reinstated  with sturdier metal/concrete ones. The current state of affairs is dangerous.

9.  DATE OF NEXT MEETING – Wednesday 18th September 2013 at 7.30pm

/by

Planning Committee 14th August 2013

,

Wheatley Parish Council

MINUTES OF THE MEETING OF THE PLANNING COMMITTEE OF THE COUNCIL HELD ON WEDNESDAY 14th AUGUST 2013

PRESENT: Cllrs Coveley (in the Chair), Willmott, Stephens, Bailey, Dalton, Lamont & Reilly

OFFICER: The clerk

Also present: One member of the public

33. APOLOGIES FOR ABSENCE had been received from Cllrs Stacey & Knapp

34. DECLARATIONS OF INTEREST – None

35. MINUTES OF THE PREVIOUS MEETING HELD 10th July 2013 which had been circulated previously were signed as a correct and accurate record

36. UPDATE ON MEETING HELD ON 10th July 2013 – None

37. AMENDMENTS TO PREVIOUS APPLICATIONS

i) P13/S1961/HH (Householder) (Other) 52 Crown Road Removal of existing rear extension. Erection of a two storey rear extension, replacement roof to garage and new front porch. Recommend Approval + Amendment – For information only – NOTED

38.  NEW PLANNING APPLICATIONS

i)  P13/S2167/FUL (Full Application)(Minor) Land to North of Dymock  Market Gardens Removal of condition 7 of planning permission P87/N0607/O. The applicant was present and was given permission to address the meeting. Recommend Approval

ii) P13/S2105/FUL (Full Application)(Other) 14 Crown Road Change of  use of land to residential and erection of front porch. Recommend Approval

iii)  P13/S2223/HH (Householder)(Other) 19 Howe Close  Single storey front

extension to enlarge extant planning permission ref; P10/W1675 No Strong Views.

iv) P13/S2094/FUL (Full Application)(Minor) 94 Church Road Proposed  provision of 2 no. car parking spaces and a covered bicycle shelter

.No Strong Views

v) P13/S2092/FUL (Full Application) (Other) 94 Church Road Variation of condition 3 of planning permission P04/W1090 (Change of use of dwelling to a house of multiple occupancy for nursing staff).No Strong Views

vi) P13/S2291/FUL (Full Application)(Minor) 1 Farm Close Lane Erection of a dwelling (amendments to planning permission P11/W1675). Recommend Approval

vii) P13/S1866/HH (Householder) (Other) Postmill House 41 Windmill Lane replacement porch and associated alterations. Recommend Approval

viii) P13/S2390/HH (Householder)(Other) 117 Old Road Wheatley (in the parishes of Wheatley and Horspath) Extension to side and rear of existing house comprising mainly a single storey kitchen extension plus an additional bedroom at first floor above part of the new ground floor area. (Previous planning approval granted, ref P11/W2410 for single storey kitchen extension. This application is to add a bedroom on top.) Recommend Approval

ix) P13/S2483/HH(Householder)(Other) 24 Old London Road  Conversion of part of garage to living accommodation. No Strong Views

x) P13/S2460/HH(Householder) 17 Park Hill Proposed double and single storey rear and side extension, creation of basement room and creation of swimming pool No Strong Views

39.   SODC’s HOUSING ALLOCATION FOR LARGER VILLAGES

i) Report on Exhibition – A number of councillors had visited the exhibition and reported that there had been a steady flow of residents through it. A follow up event would take place on 10th October

ii) Housing needs Survey – ORCC would be organising the questionnaire and ‘ crunching’ the numbers but the Parish Council would need to distribute it along with a FREEPOST envelope. It was agreed that it should go out with the October/November newsletter. The clerk would liaise with Carol Sprent. But the Councillors should be prepared to divide the questionnaires and enveloped in to the different rounds.

40.  PLANNING DECISIONS AND NOTIFICATIONS – Noted

i) P13/S1533/HH (Householder)(Other) 12 & 13 Ambrose Rise Demolition of existing two detached garages. Erection of a pair of semidetached garages. Recommend Approval – GRANTED 10.07.13

ii) P13/S1201/LB (Listed Building Consent) (Other) 37 High Street

Repair existing chimneys. Recommend Approval – GRANTED 11.07.13

iii) P13/S1545/HH (Householder) (Other) 31 Old Road Removal of existing

conservatory. Proposed two single storey side extensions with adequate ridge hight for first floor accommodation and replace existing flat roof. Recommend Approval GRANTED 11.07.13

iv) P13/S1581/HH(Housholder)(Other) 17 Park Hill. Proposed double and single storey rear and side extensions and creation of basement room Recommend Approval – GRANTED 18.07.13

v) P13/S1813/HH (Householder) (Other) Hawkes Cottage 46 High Street Erection of a two storey rear extension with additional side dormer and roof light. Recommend Approval – GRANTED  05.08.13

vi) P13/S1924/LB (Listed Building consent) Hawkes Cottage 46 High Street Erection of a two storey rear extension with additional side dormer and roof light. Recommend Approval – GRANTED 05.08.13

vii) P13/S1800/HH (Householder)(Other) 62 Crown Road Demolition of  existing garage and single storey extension. Erection of new single storey rear extension. Recommend Approval – GRANTED 07.08.13

41.  CORRESPONDENCE – None

42. DATE OF NEXT MEETING – Wednesday 11th September 2013 – noted

Cllrs Willmott, Stephens and Lamont gave their apologies

The meeting closed at 8.30pm

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Planning Committee 10th July 2013

,

Wheatley Parish Council

MINUTES OF THE MEETING OF THE PLANNING COMMITTEE OF THE COUNCIL HELD ON WEDNESDAY 10th JULY 2013

PRESENT: Cllrs D Lamont (in the Chair), Willmott, Stephens, Bailey, Dalton, Reilly & Knapp

OFFICER: The clerk

Also present: District Cllr Bell

23. APOLOGIES FOR ABSENCE had been received from Cllr Coveley & Stacey

24. DECLARATIONS OF INTEREST – none

25. MINUTES OF THE PREVIOUS MEETING HELD 19th June 2013 which had been circulated previously were signed as a correct and accurate record

26. UPDATE ON MEETING HELD ON 19th June 2013 – None

27. AMENDMENTS TO PREVIOUS APPLICATIONS – None

28.  NEW PLANNING APPLICATIONS

i) P13 S1800/HH (Householder)(Other) 62 Crown Road Demolition of existing garage and single storey extension. Erection of new single storey rear extension. Recommend Approval

ii) P13/S1813/HH (Householder) (Other) Hawkes Cottage 46 High Street Erection of a two storey rear extension with additional side dormer and roof light. Recommend Approval

iii) P13/S1924/LB (Listed Building consent) Hawkes Cottage 46 High Street Erection of a two storey rear extension with additional side dormer and roof light – Recommend Approval

iv) P13/S1961/HH (Householder) (Other) 52 Crown Road Removal of existing rear extension. Erection of a two storey rear extension, replacement roof to garage and new front porch.

Recommend Approval. As this area has been badly affected by flooding in recent years the drive should be made of permeable material to prevent surface water from just running off across Crown Road

29.  SODC’s HOUSING ALLOCATION FOR LARGER VILLAGES

Mrs Guiver’s notes form 1st July had been circulated with the Agenda

The exhibition in the Merry Bells was confirmed for Tuesday 13th August from 2pm until 8pm

Mrs Guiver would be coming to the village to visit the sites at 10.00am on Monday 22nd July. Meet at the Parish Office.

30.  PLANNING DECISIONS AND NOTIFICATIONS – None

31.  CORRESPONDENCE – None

32. DATE OF NEXT MEETING – Wednesday 14th August 2013 – Noted

The meeting closed at 8.10pm

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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

/by

Traffic and Roads Advisory Committee 17th April 2013

,

WHEATLEY PARISH COUNCIL

MINUTES OF THE MEETING OF THE TRAFFIC AND ROADS ADVISORY COMMITTEE (TRAC) OF THE PARISH COUNCIL HELD ON WEDNESDAY 17TH APRIL 2013 IN THE PARISH OFFICE AT 7.30 PM

PRESENT: Councillors: G Birks (Chairman), R J Reilly, E Bailey& C Dalton

ANY MEMBER WITH AN INTEREST TO DECLARE IN ANY AGENDA ITEM WAS REMINDED TO DO SO IN ADVANCE OF THE MEETING IN THE BOOK PROVIDED FOR THIS PURPOSE. CLLR BAILEY DECLARED AN INTEREST IN ITEM 7

  1. 1. ELECTION OF CHAIRMAN – Cllr Birks was proposed by Cllr Reilly and seconded by Cllr Dalton. As there were no further nominations Cllr Birks was duly elected

2.   APOLOGIES FOR ABSENCE had been received from Cllrs Anderson, Bell, Carr Coveley and Stacey

3.  DECLARATIONS OF INTEREST – Cllr Bailey had declared an interest in item 7 (Bell Lane)

4.  MINUTES OF THE MEETING OF 1ST FEBRUARY 2012 – circulated previously and with this Agenda were signed as a correct and accurate record

5.  UPDATE ON MINUTES

i)       Minute 12(ii) – Pedestrian Safety measures in Church Road

ii)       Outcome of meeting with Highways and Arriva –  Cllrs Reilly, Bell and the clerk had met with Mark Frances of OCC Highways and Mr Nigel Roughton of Arriva bus company. The only thing that the Highways could offer (with the Parish paying) was to remove two parking spaces on the south side to allow vehicles especially buses a larger space to pull in to allow oncoming traffic to pass.

The Chairman said she felt the original initiative for pedestrian safety had been lost sight off. It should also be remembered that this road was a National Cycle Route.

Following a lengthy discussion the committee felt unable to make a recommendation to the Council at this point in time.

iii)       Minute 12(ii) – Wheatley Primary School Travel Plan – outcome of meeting – no further information.

iv)       Minute 12(v) – Pedestrian access to Asda. Asda had significantly improved the access for pedestrians from the petrol station to the main entrance. This was seen as a success for the Parish Council and its lobbying of the Asda management

6.   PROPOSED CHANGE OF THE ENTRANCE TO THE WHEATLEY

CAMPUS OF BROOKES UNIVERSITY

The clerk had received up to date plans from the District Council and he would check that the safety measures the Parish Council expected were still in the plans

It was understood that work would start on the new entrance in the school summer holidays

7. TO CONSIDER A PEDESTRIAN FOOTWAY AROUND THE ROUNDHOUSE CORNER AT JUNCTION OF HOLLOWAY ROAD WITH CHURCH ROAD

The clerk had contacted OCC Highways to see if there was any likelihood of this scheme being reinstated in the new Financial year. He had been told it was one of three schemes on which the Area Steward was waiting for a decision.

8.  TO CONSIDER REQUESTING ‘NO ENTRY’ BE PUT ON THE BELL LANE ROAD SURFACE AT ITS ENTRANCE FROM THE HIGH STREET.

Following a discussion it was decided not to take further action at this point but to monitor the situation

9.  TO CONSIDER ITEMS OF BUSINESS FOR FUTURE MEETINGS

Infrastructure funding from SODC – following the previous Monday’s F&GP the Clerk had tried to further information about the process of applying for funding from SODC but had not been unable to contact the officer concerned. The committee agreed that a pedestrian crossing by the co-op should be part of the village’s application.

The co-op forecourt was looking rather sad and run down and was agreed the Parish Council should write and as for it to be tidied up

Cllr Lamont had submitted an e-mail about the fading of the road markings and the poor condition of the road surface of the pedestrian crossing by Anson Close. It was agreed to write to OCC Highways about this matter and also bring to their attention the poor condition of the lines across the road at the bottom of Station Road.

10.  DATE OF NEXT MEETING – Wednesday 24th July 2013 at 7.30pm in the Parish  Office

The meeting closed at 8.30pm

/by

Planning Committee 19th June 2013

,

Wheatley Parish Council

MINUTES OF THE MEETING OF THE PLANNING COMMITTEE OF THE COUNCIL HELD ON WEDNESDAY 19th JUNE 2013

PRESENT: Cllrs J Coveley (in the Chair), Willmott, Stephens & Knapp

OFFICER: The clerk

12. ELECTION OF CHAIRMAN

Cllr Coveley was proposed by Cllr Willmott and seconded by Cllr Stephens

There being no further nominations Cllr Coveley was declared elected Chairman

13. ELECTION OF VICE- CHAIRMAN

Cllr Lamont was proposed by Cllr Stephens and seconded by Cllr Willmott

There being no further nominations Cllr Lamont was declared elected.

14. APOLOGIES FOR ABSENCE had been received from Cllrs Stacey, Dalton,

Lamont, Bailey and Reilly

15. DECLARATIONS OF INTEREST – None

16. MINUTES OF THE PREVIOUS MEETING HELD 8TH MAY which had been circulated previously were signed as a correct and accurate record

17. UPDATE ON MEETING HELD ON 8TH MAY 2013

Minute 8(iii) 1 Elm Close – The planning committee and full council had requested Cllr Bell, as our District Councillor, to call in this application to the Planning Committee of SODC. He decided against doing this by which time it was too late for District Councillor Carr to do so. The application was subsequently granted permission under officer delegated powers.

18. AMENDMENTS TO PREVIOUS APPLICATIONS – None

19.  NEW PLANNING APPLICATIONS

i)  P13/S1533/HH (Householder)(Other) 12 & 13 Ambrose Rise Demolition of existing two detached garages. Erection of a pair of semi-detached garages. Recommend Approval

ii) P13/S1201/LB (Listed Building Consent) (Other) 37 High Street

Repair existing chimneys. Recommend Approval

iii) P13/S1545/HH (Householder) (Other) + Amendment 31 Old Road Removal of existing conservatory. Proposed two single storey side extensions with adequate ridge height for first floor accommodation and replace existing flat roof. + Amendment Recommend Approval to both

iv) P13/S1581/HH (Householder)(Other) 17 Park Hill. Proposed double and single storey rear and side extensions and creation of basement room

Recommend Approval

20.  PLANNING DECISIONS AND NOTIFICATIONS – NOTED

i) P13/S0761/HH (Householder)(Other) 4a Old London Road Two storey rear extension. RECOMMEND APPROVAL – GRANTED 08.05.13

ii) P13/S0238/HH (Householder)(Other) 17 Park Hill Erection of double and single storey rear and side extensions and creation of basement room. RECOMMEND APPROVAL – GRANTED 08.05.13

iii) P13/S0800/FUL (Full Application) (Other) 10 Jackies Lane Conversion of existing 03.04.13 leisure/garage outbuilding to living accommodation. NO STRONG VIEWS GRANTED 16.05.13

iv) P13/S1028/HH (Householder) 1 Elm Close Amendment to existing consent ref: P12/S3155/HH, to include laundry space and garden access. Recommend Refusal – GRANTED 03.06.13

v) P13/S096/HH (Householder) 22 Church Road The proposals include erection of a replacement single storey side extension, a new porch canopy roof, a new single storey rear extension including alterations to roof and dormer windows and internal alterations.- Recommend Approval – GRANTED 06.06.13

21.  CORRESPONDENCE

i) Oxford Brookes/Wheatley Park – Invitation to presentation detailing the  approved scheme the  new access road. Thursday 4th July at 6pm,- Wheatley Park 6th Form Centre followed by public reception from 7.00pm Noted

ii)  SODC – Town and Parish Forum  – Wednesday 6th November (eve) Noted

iii) Aylesbury Vale District Council – Householder Extension – Local Development Order – Consultation Pack – Noted

iv) Representative from Planning Committee on subcommittee on the appointment of an assistant clerk. Cllr Coveley agreed to serve

22. DATE OF NEXT MEETING – Wednesday 10th July 2013 – Noted

Cllr Coveley sends her apologies

The meeting closed at 8.03pm

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