Wheatley Parish Council
MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 21st MARCH 2016 IN THE MERRY BELLS COFFEE ROOM AT 7.30PM
PRESENT: Councillors: P Gregory (Chairman), G Stephens, J Carr, P Hood, P Willmott, R Reilly, T Davies & T Newman
OFFICER: THE CLERK: Gareth Morris
Also present; Parish Councillor R Bell
133. APOLOGIES FOR ABSENCE had been received from Cllr A Davies
134. DECLARATIONS OF INTEREST – Cllr P Willmott for item 5, Wheatley Playing Field Trust
135. MINUTES OF THE PREVIOUS MEETING HELD 15th FEBRUARY 2016 which had been circulated previously were signed as a correct and accurate record
136. UPDATE ON ITEMS FROM THE MINUTES 15TH FEBRUARY 2016
i) Minute 119(i) – VPA Cherry tree in the Church Road Recreation Ground
A reply from Mr Savage (VPA) was read out. A cherry tree had been ordered. The clerk would talk to Richard Taylor about planting it.
The clerk suggested that we wait until the cherry trees along Roman Road have bloomed and then decide on the variety to replace them one that had been removed.
ii) Minute 119(ii) – Vehicle Activated signs (Letter to County Councillor Nimmo-Smith)
As a result of a number of mails from Cllr Newman nothing had been heard from Cty Cllr Nimmo-Smith until today where he says he apologizes for the delay and has passed the matter on to the Deputy Director to investigate.
Cllr Hood proposed and Cllr Davies seconded that a letter is sent to the Leader of the Council, signed by the F&GP Cttee, with a copy of the clerk’s original letter saying the delay is intolerable shows the inefficient nature of the County Council. This was AGREED unanimously.
137. TO RECEIVE AN UPDATE ON THE SITUATION REGARDING THE LEASE BETWEEN THE PARISH COUNCIL AND THE WHEATLEY PLAYING FIELD TRUST.
Cllr Gregory reported on progress. A number of inspections had been organised. A productive meeting had been held between the council sub-group and the trustees.
A reply from the Trustees was awaited.
Cllr Newman reported on a site visit to the new pavilion development at Chinor that had been attended by members of the subgroup and the Trustees. A presentation had been given by a member of Chinnor’s Parish Council outlining how the project had been undertaken.
A lease was not yet in place in Chinor. All the funds had been raised by Chinnor parish Council
It was felt the visit had been extremely useful and Wheatley Parish Council could gain help from Chinnor in the future.
138. TO CONSIDER THE PURCHASE OF A DATA PROJECTOR FOR USE BY THE PARISH COUNCIL AND THE NEIGHBOURHOOD PLAN GROUP.
It was AGREED to purchase a projector, screen and lead. These to be kept in the Parish Office when not in use.
The clerk would look in to the possibility of getting a front loaded debit or credit card that the Parish Council could use
139. TO CONSIDER THE CONDITION OF THE TREES WITHIN THE VILLAGE AND WHAT ACTIONS ARE NECESSARY
The Clerk had asked Kavan Ring (Buryhook) to look at the land at the corner of St Mary’s Close and London Road. He would ask Tim O’Connor (Arbor) to cutback the tree at the end of the garages on Farm Close Road.
He understood that the hedge on the corner of Howe Close and Ladder Hill had been removed. However the owner of 1 Crown Road was still defying the County Council requests to cut back her hedge.
The trees along the northern side of the footpath from Farm Close Road to Farm Close Lane would be removed when the end terrace house was redeveloped.
The clerk would contact Arbor to remove the dead bough on the plane tree on Littleworth Green
140. TO CONSIDER THE GENERAL TIDINESS OF THE VILLAGE
After an extensive discussion the following suggestions were made:
- A village clean up two or three times a year, to include road signs – this would need organising, including equipment such as a pressure washer, brush etc. (this would need organising )– mention at APM?
- A steel shed (Shed for Life) or a metal locker be purchased. Kept on ex toilet block land or in the locked alleyways at Cullum Road Recreation Ground
- Bags of leaves eg from around St Mary’s Close tree could be taken to the wooded area owned by the Parish Council by the Holton Playing fields
- Cllr Newman would ask SODC for a street cleaning schedule. Cllrs to draw up a list of roads that need cleaning.
- The Sport’s Centre banner had been removed on the fence by the flyover had been taken down after a request from the clerk. A large board in the same location would be taken down.
- SOHA to be contacted and asked to clean their signs at their various properties in the village
- The clerk would ask the outside workers to clean in front of the shops on Sunday mornings when there were few if any cars parked there
141. GRANTS, LICENCES AND SUBSCRIPTIONS
i) Fusion Youth & Community St George’s Day Community Funday – request for £325 as 50% of cost of climbing wall & bouncy castle (£275 last year) – Agreed £325
ii) Queen’s 90th Birthday party celebrations (£1,500 for marquee in 2012)
Cllr T Davies reported on progress made for a day of celebration with help from Sands Dance Group, the church and musicians.
Cllr Newman proposed and Seconded by Cllr Reilly up to £1,500 to be granted
Cllr Newman reported that SODC would be giving, on application, £1,600 to the Parish Council
142. TO CONSIDER THE REPORTS ON THE PARISH COUNCILLORS’ WALKS AROUND THE VILLAGE
The footpath behind Barlows Close had now been cleared. It was agreed that Green Scythe had done a very good job.
It was Agreed that a brush cutter be used a couple of times a year to keep the path tidy. Advice to be sought on further clearance.
It was Agreed that the councillors walks around the village be done again this year. Cllr Newman volunteered to organise.
143. TO RECEIVE AN UPDATE ON THE SITUATION OF THE MAPLE TREE CHILDREN’S CENTRE
Cllr Newman was to attend a meeting on the matter which would be talking about raising finance for non-statutory provision. Statutory provision would be provided at a ‘hub’ in Barton
144. CLERK UPDATE
i) Rock fall in Church Road Recreation Ground.
A rock fall had occurred from the cliff face at the north end of the recreation ground.
The clerk passed around photographs. Cllr Newman supplied the name of a surveyor. The clerk would contact the surveyor and arrange a site visit
ii) OCC would be resurfacing London Road, from Sunnyside to The Avenue, starting on 5th. A diversion along Old London Road would be in place.
145. FINANCIAL MANAGEMENT
a) Budget to the end of February 2016 was discussed
A completed copy of reconciled bank statement was signed by the Chairman & RFO
b) Balances
After the cheques below have been paid the balances on the council’s accounts as at 15th February will be as follows:
Community £2,845.15
Tracker £91,461.78
Treasury £60,887.99
146. SCHEDULE OF PAYMENTS TO BE AUTHORISED
| Cheque no. | Payee | Payment details | Amount |
| Cheques paid | |||
| 106432-106437 | GM/SW/JF/OCC/AR/HMR&C | Jan sals/wages/pen/PAYE/NIC | 4,047.97 |
| 106442 | Lyreco Ltd | Photocopier paper | 36.20 |
| d/d | Barclays Bank | Charges 13/01/16-14/02/16 | 26.65 |
| Total | £4,104.82 | ||
| Cheques to Pay | |||
| 106438 | Safe and Sound Playgrounds | Replacement of nest swing leg | 918.00 |
| 106439 | Berinsfield Community Business | Verges – Feb | 608.33 |
| 106440 | Mainstream Digital | Phone calls 04/02/16-26/02/16 | 1.51 |
| 106441 | M Aitken | Plants for the Memorial Gardens | 49.00 |
| 106443 | Thames Water | Memorial Gardens–30.12.-6.03.16 | 8.22 |
| 106444 | SODC | Dog bins 01.10.15-31.03.16 | 200.93 |
| 106445 | Green Scythe Ltd | Clear path behind Barlow’s Close | 1,677.60 |
| 106446 | Irwin Mitchell | Village Green Application | 234.40 |
| 106447 | T Newman | Carbon Monoxide Alarm | 59.98 |
| 106448 | Merry Bells | Recharge for gas used | 52.04 |
| 106448 | Merry Bells | Hire of hall and coffee room | 171.00 |
| S/O | Wheatley Playing Field Trust | Monthly standing order | 833.33 |
| GM/SW/JF/AR/OCC//HMR&C | Mar sals/wages/pen/PAYE/NICs | 4,200.00 | |
| Total | £8,984.34 |
INCOME RECEIVED SINCE LAST MEETING
| Income details | Amount |
| Newsletter Advertising | 1,540.00 |
| WPFT Feb repayments of loan | 500.00 |
| Total | £2,040.00 |
147. PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED
i) The Haseleys March 2016*
ii) Little Milton Newsletter – March 2016*
iii) Great Milton Bulletin – February 2016*
iv) URC Newsletter – March 2016*
v) Holton, Waterperry & Waterstock News – March 2016*
vi) Tiddington with Albury and Milton Common – February/March 2016*
vii) TVP Neighbourhood Team – Wheatley/Chalgrove January 2016 Newsletter*
viii) Green Belt Network Newsletter March 2016*
* On display in Parish Office
148. DATE OF NEXT MEETING – 18th APRIL 2016 – noted
149. ITEMS FOR INFORMATION
The clerk reported that the diocese had approved the new position for the bench in the Memorial Gardens. The forms to obtain a Faculty now had to be filled and sent to the Parochial Church Council
Cllr Carr would check if the stories that the CAB had closed its Wheatley outreach office in the URC were correct
The meeting closed at 9.20pm
Wheatley Parish Council
MINUTES OF THE MEETING OF THE PLANNING COMMITTEE OF THE COUNCIL HELD IN THE PARISH OFFICE ON WEDNESDAY 9th MARCH 2016
PRESENT: Cllrs R Bell (Chairman), P Bignell, S Coleridge (Vice-Chairman), R Harding, G Stephens, I Roberts, A Walkey
OFFICER: The Assistant Clerk
105. APOLOGIES FOR ABSENCE – Cllr J Carr. Richard Harding was welcomed as a new member.
106. DECLARATIONS OF INTEREST – NONE
107. MINUTES OF THE PREVIOUS MEETING HELD ON 10th FEBRUARY 2016 which had been circulated previously were signed as a correct and accurate record.
108. UPDATE ON MEETING HELD ON 10th FEBRUARY 2016
John Watson School extension – Cllr Coleridge reported that access for construction would be over the Primary School land.
109. AMENDMENTS TO PREVIOUS APPLICATIONS – NONE
110. NEW PLANNING APPLICATIONS
i) P16/S0379/FUL 21 Windmill Lane Wheatley OX33 1TA. Replacement dwelling.
Comments from OCC Highways and Countryside Officer were noted. Recommend Approval.
ii) P16/S0432/HH 62 Farm Close Road Wheatley OX33 1XJ. Demolition of existing separate garage and erection of two-storey side extension, with new pedestrian access from footpath. Removal of part of existing Leylandii hedge.
Written comments from two neighbours were noted. No Strong Views on condition that the public right of way (footpath 407/3) is not obstructed during construction. It is recommended that all the Leylandii hedge is removed from that side of the path.
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iii) P16/S0434/FUL 73 Church Road Wheatley OX33 1LU. Demolition of existing three bedroomed dwelling. Erection of 2no two and one half storey three bedroomed and 1no two storey two bedroomed terraced townhouses. Provision of 6 no. off street parking spaces. Provision of 6 no. enclosed bin stores. Minor revisions to extant permission P14152049/FUL to authorise changes required during build. Recommend Approval.
iv) P16/S0649/FUL 1 Coopers Close Littleworth OX33 1UA. Variation of condition 1 on planning permission P10/W1824/RM – amended block plan incorporating an area of open space into the private amenity area of plot 1 including the erection of fencing and levelling of lower garden area by installation of low level gravel boarding and importation of topsoil.
Recommend Approval on condition that the front fence is 1.2m as indicated on the plans.
111. PLANNING DECISIONS AND NOTIFICATIONS – NOTED
i) P15/S4116/HH 41 Crown Road Wheatley OX33 1UJ. Proposed single storey extension to form new kitchen, utility and cloak room. Recommend Approval GRANTED 04.02.16
ii) P15/S4323/HH 124 Church Road Wheatley Oxford OX33 1LU. Demolition of existing garage and garden room. Proposed part two storey/ part single storey rear extension, two storey side extension and single storey front porch element. Associated internal works. Recommend Approval GRANTED 10.02.16
112. CORRESPONDENCE
Letter from 7 Farm Close Lane re 62 Farm Close Rd (covered in 110 ii)
113. DATE OF NEXT MEETING – Wednesday 13th APRIL 2016 – NOTED
114. ITEMS FOR INFORMATION – NONE
The Meeting closed at 8.25pm
Wheatley Parish Council
MINUTES OF THE MEETING OF THE PLANNING COMMITTEE OF THE COUNCIL HELD IN THE PARISH OFFICE ON WEDNESDAY 10th FEBRUARY 2016
PRESENT: Cllrs R Bell (Chairman), P Bignell, J Carr, S Coleridge (Vice-Chairman), G Stephens
OFFICER: The Assistant Clerk
ALSO PRESENT: 1 member of the public and Cllr P Hood (as an observer only)
95. APOLOGIES FOR ABSENCE – Cllr I Roberts (on holiday), A Walkey (on holiday)
96. DECLARATIONS OF INTEREST – NONE
97. MINUTES OF THE PREVIOUS MEETING HELD ON 13th JANUARY 2016 which had been circulated previously were signed as a correct and accurate record.
98. UPDATE ON MEETING HELD ON 13th JANUARY 2016
i) Naming of the new road created by the London Road development: after putting forward ‘Breame Oak Drive’ as the name for the new road, SODC responded that they require two road names for safety reasons (so emergency services can quickly locate a residence). After email discussion, it was decided that the two names should be ‘Breame Oak Drive’ and ‘Ochre Close’.
ii) Cllr Bell contacted Peter Brampton, Major Applications Officer at SODC to enquire about who would manage the wall surrounding the development. He replied that ‘he envisaged that the management company that will be set up by Taylor Wimpey will take on the management of all external areas of the site outside the private curtilages of the dwellings. This will include the existing boundary wall and the trees on the site, as well as the maintenance of the new planting/bund/fencing’. He has emailed Taylor Wimpey to confirm their understanding that the maintenance of this boundary wall will form part of the management company remit.
99. AMENDMENTS TO PREVIOUS APPLICATIONS – NONE
100. NEW PLANNING APPLICATIONS
i) P16/S0067/FUL Our Lady of Lourdes Chapel Crown Road Wheatley OX33 1UL. Replacement of existing flat roof to the Lady Chapel including: raising the roof level and part of the parapet/kerb by 300mm and the addition of 2 new rainwater downpipes and new gutter to flat roof. Recommend Approval
ii) P16/S0090/HH 43 London Road Wheatley Oxford OX33 1YJ. Erect double storey side extension and single storey rear extension. No Strong Views
The members noted the comments on the SODC website from neighbours, in particular the comment regarding the extension potentially overlooking the bathroom window of one of neighbours. The members also had concerns about whether the parking arrangements will be adequate.
iii) P15/S4332/FUL Co-op Station Road Wheatley Oxford OX33 1ST. An extension of opening hours from 7am – 10pm to 7am – 11pm P10/W0696 Conditions(s) 4. Recommend Refusal
Reasons: Unneighbourly – disturbance to local residents after 10pm. (Several had reported their concerns to Councillor Carr). Also the members noted that the Co-op is breaching its current agreement with deliveries arriving early at 6.30am causing disturbance to the local residents. There is also concern about the route that delivery lorries are taking through the village.
101. PLANNING DECISIONS AND NOTIFICATIONS – NOTED
i) P15/S3872/FUL 5 Leyshon Road Wheatley OX33 1XF. Proposed two storey side and rear extensions and single storey rear extension. Conversion of dwelling house to form 1 additional dwelling. Recommend Approval GRANTED 12.01.16
ii) P15/S3887/HH 35 Crown Road Wheatley OX33 1UJ. Two storey rear extension to form kitchen/family room on the ground floor and bedroom with en-suite to the first floor. No Strong Views GRANTED 15.01.16
iii) P15/S3698/HH 28 Ladder Hill Wheatley OX33 1SX. Erection of single storey extension to provide enlarged living space, including kitchen and dining room. Recommend Approval GRANTED 15.01.16
iv) P15/S4012/LB & P15/S3761/A 90 High Street Wheatley OX33 1XP Proposed Hanging sign Recommend Refusal GRANTED 21.01.16
v) P15/S4016/HH 2 Littleworth Oxford OX33 1TR. Proposed first floor extension over existing side extension to form a bedroom. Recommend Approval GRANTED 22.01.16
vi) APP/Q3115/W/15/3131685 1 Kellys Road Wheatley OX33 1NT. Demolition of existing single storey dwelling and garage. Erection of a terrace of three dwellings. (P15/S0887/FUL Recommend Refusal) Appeal decision: GRANTED 26.01.15. Cllr Stephens requested that the SODC email link to this appeal be circulated to all the councillors.
102. CORRESPONDENCE
i) (For info only as this is a County Council application). P16/S0104/CC John Watson School Littleworth Road Wheatley Oxford OX33 1NN. Proposal for the demolition of the lecture theatre to build an extension, to form a new standalone building to provide 4 classrooms extension accompanied by the necessary ancillary accommodation; Toilets/Hygiene rooms, cloaks, storage and resource areas, cleaners store and a plant room at this location and 3 additional parking spaces. A new path to the front and replacement of the existing path at both side of the building.
ii) (For info only). P15/S2121/FUL Land North of London Road Wheatley. Revised landscaping details following on from the consultee comments.
103. DATE OF NEXT MEETING – WEDNESDAY 9TH MARCH 2016 – NOTED
104. ITEMS FOR INFORMATION
Cllr Bell visited the John Watson School and spoke to the Head Teacher about the above planning application (item 102 i). He has emailed Kim Gould, Planning Officer at SODC regarding concerns about how the builders will gain access to the site to transport materials and heavy equipment.
The Meeting closed at 8.30pm
Wheatley Parish Council
MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 15th FEBRUARY 2016 IN THE MERRY BELLS COFFEE ROOM AT 7.30PM
PRESENT: Councillors: P Gregory (Chairman), G Stephens, J Carr, P Hood, P Willmott (until 8.10pm), R Reilly, T Davies & A Davies
OFFICER: THE CLERK: Gareth Morris
Also present; County Councillor Anne Purse & 2 members of the public
116. APOLOGIES FOR ABSENCE been received from Cllr Newman
117. DECLARATIONS OF INTEREST – Cllrs Stephens & Cllr Willmott for item 5 as they were both members of the Playing Field Trust
118. MINUTES OF THE PREVIOUS MEETING HELD 18th JANUARY2016 – which had been circulated previously were signed as a correct and accurate record
119. UPDATE ON ITEMS FROM THE MINUTES 18TH JANUARY 2016
i) Minute101(i) – VPA Cherry tree in the Church Road Recreation Ground
The clerk had contacted Aaron Savage of VPA and asked him to contact the office but he hadn’t as yet
ii) Minute 101(ii) – Vehicle Activated Signs –The Chairman and the Clerk had written to County Councillor David Nimmo Smith, Cabinet member for Environment, on 4th, outlining the Parish Council’s grievance with the County Council over the delay in getting the paperwork out to the Parish Council so the signs could be installed. A reply had been received that day which said the letter had been forwarded to the relevant officers and (they) would respond in full as soon as possible. The committee expressed its disappointment at the delay by the County Council.
County Cllr Anne Purse, at her Saturday Surgery had been asked to take up the matter which she would do when she attended the County Council on Tuesday.
iii) Minute 101(iv) – Littleworth Allotments – the Chairman of the Committee and the clerk had held a site meeting with a number of allotment holders the previous Friday. This had proved very useful in hopefully allying fears of the allotment holders of the parish Council’s intention of keeping the land for allotments and in finding out from the allotment holders the which land they owned and which land the Parish Council owned.
iv) Minute 115 – 3rd bullet point – bus subsidies. Cllr Tim Davies, the Parish Council’s Public Transport representative, had hosted an extremely successful public meeting for residents from a number of parishes which had been attended by a representative of Heyfordian Buses who have devised a new timetable to replace the 103/104.
120. TO RECOMMEND TO FULL COUNCIL LEASE AND GRANT AGREEMENTS BETWEEN THE PARISH COUNCIL AND THE WHEATLEY PLAYING FIELD TRUST
The chairman reminded the committee that at its last meeting Cllrs Newman, Gregory and Carr and the clerk had been tasked with dealing with the lease and solicitors. They had met on three occasions and had had one meeting with the solicitors at their offices.
This had resulted in the lease that was now before the committee for recommendation to full council. When the clerk circulated the lease, councillors were asked to submit questions before this meeting so answers could be ascertained. Only Cllr Bell had done so. The address given in the lease was the address.of the Councillor who filled in the application form for the Charities Commissioners. The official address was in fact the Parish Office.
Was it sensible to have the postal address of the trust at the pavilions, the same address could be used as in the first instance. What about the ability of the Rugby Club to be able to apply for grants. The Rugby Club could be granted a separate lease covering the land they occupy. Who seeks planning permission? The Trust or the freeholder? Either could, but the solicitor suggested it should be the body gaining the most, in this case, the Trust.
The Chairman said that our solicitors had asked for the names of the Trust’s solicitors.
Cllr T Davies had a number of question; the first was reinstatement and the second was on the tenant using the land as collateral for a loan and the third was on the review of the rent. The Chairman asked Cllr T Davies if he could put these questions in writing to the clerk. This he said he would do.
Cllr Willmott said that the Trust could not operate under the lease in its current form, it was totally in appropriate, a management committee might as well be used. If the terms are not suitable for the Trust then the Trust will dissolve. If a lease was not in place by Easter, when the Trust had to produce their accounts then the Trust would dissolve. Cllr Willmott went on to say that the Parish Council had not accepted its ownership or responsibility for the playing fields since September 2015. He said that there was a fire risk, Legionnaires Disease, complete disregard for social inclusion as there is no disabled access to the buildings.
8.10pm Cllr Willmott left the meeting
Cllr Davies proposed and Cllr Reilly seconded that a break clause in the lease be 40 years. There vote was tied with 3 votes in favour and 3 votes against with 1 abstention. The Chairman used his casting vote against the proposal (Standing Order 58). The motion thus Failed.
Cllr Carr proposed and Cllr Hood seconded that the council undertakes a Health and Safety repot on the https://medtecllc.com buildings at the sports field. This was Agreed by 6 votes in favour with 1 abstention
Cllr Hood proposed and Cllr Reilly seconded that the committee was not in a position to recommend the lease to full council. This was Agreed with 6 votes in favour and 1 abstention
The Chairman asked if the committee was happy if the 4 people (Cllrs Gregory, Carr and Newman and the clerk) who had been dealing with the lease and the solicitors continue to act on behalf of the Parish Council. This was agreed.
Cllr T Davis proposed and Cllr Reilly seconded that the Trust is written to expressing regret that the committee was not in a position to recommend the lease to full council and that the Trust is asked for their Heads of Terms. This was Agreed by 6 votes in favour and 1 abstention.
121. TO CONSIDER THE NUMBER OF ADVERTISING SIGNS IN THE VILLAGE
It was suggested that a standard letter be prepared in the Parish Office which could be sent as a matter of course to the offending Estate Agent or business.
122. TO CONSIDER THE CONDITION OF THE TREES WITHIN THE VILLAGE AND WHAT ACTIONS ARE NECESSARY
Land at the eastern corner of St Mary’s Close and London Road. It was Agreed to ask Kavan Ring (Buryhook) to attend to the trees and vegetation.
123. TO CONSIDER SUPPORT FOR THE MAPLE TREE CHILDREN’S CENTRE
The County Council was to decide the budget the next day.
124. GRANTS, LICENCES AND SUBSCRIPTIONS – None
125. CONSIDER THE REPORTS ON THE PARISH COUNCILLORS’ WALKS
AROUND THE VILLAGE
The footpath alongside the Ambrose Rise stream had been strummed and tidied up
Footpath at the back of Barlow’s Close – a quote for the removal of the vegetation etc. had been received from Green Scythe for £1,398.00 (ex VAT)
Cllr Stephens proposed and Cllr Hood seconded that the Parish Council goes ahead with work. The was Agreed unanimously
Cllr Stephens proposed and Cllr Hood seconded the Parish Council pursues a claim for the ownership of the land. This was Agreed unanimously
126. TO CONSIDER THE REQUEST FROM THE NEIGHBOURHOOD ACTION GROUP FOR A JOINT PARISH COUNCIL/THAMES VALLEY POLICE ACTION DAY
It was Agreed to invite Inspector Harling (TVP) to the Parish Council meeting on
Monday 7th March
127. CLERK UPDATE
i) Repair to Nest Swing, Church Road Recreation Ground – repairs had been completed the previous Friday.
ii) Litter Pick – “Clean for the Queen”
There had been a request from Mr Kevin Heritage at Wheatley Park School was that could a group of pupils do a ‘clean up’ of the council’s recreation areas on Friday 4th March.
iii) HM Lord-Lieutenant of Oxfordshire, HM the Queen’s 90th Birthday. Celebrations in June 2016.
Cllr T Davies was hosting a meeting of interested parties on the next Wednesday.
iv) Request from Fusion Youth and Community to use Church Road Recreation Ground on Saturday 23rd April for their St George’s Day Funday – GRANTED
v) Request for Wheatley May Day Committee to us Church Road Recreation for the Maypole Celebrations on Monday 2nd May 2016 – GRANTED
vi) Request for grants from SODC – noticeboards, benches, cycle sheds (Merry Bells) – It was felt that the Merry Bells should make their own application.
128. FINANCIAL MANAGEMENT
a) Budget to the end of January 2016 had been circulated with the Agenda
Signing of A completed copy of reconciled bank statement was signed by the Chairman & RFO
b) Balances
After the cheques below have been paid the balances on the council’s accounts as at 15th February will be as follows:
Community £3,680.09
Tracker £98,461.78
Treasury £60,887.99
129. SCHEDULE OF PAYMENTS AUTHORISED
Cheque no. Payee Payment details Amount
Cheques paid
106396-402 GM/SW/JF/OCC/AR/HMR&C Jan sals/wages/pen/PAYE/NIC 4,332.21
106421 Arbor – Tree Specialists St Marys/L’worth Green/FCR path 1,480.00
106423 Holton Village Hall Neighbourhood Plan meeting 36.25
d/d Barclays Bank Charges 14/12/15-12/01/16 23.13
Total £5,871.59
Cheques to Pay
106422 Annette Richards Feb/Mar newsletter 680.00
106424 Buryhook (Kavan Ring) Xmas tree/willows Kelly’s Rd. 876.00
106425 Swift Digital services photocopies 50.09
106426 Parchment Printers Feb/Mar newsletter 1,871.30
106427 Mainstream Digital Telephone calls 4/1/16-28/1/16 1.79
106428 J Carr Postal surcharge 1.50
106429 The Post Office Stamps 350.00
106430 Green Scythe Ltd Ambrose Rise Footpath 333.60
106431 Berinsfield Community Business Verges January payment 608.33
S/O Wheatley Playing Field Trust Monthly standing order 833.33
GM/SW/JF/AR/OCC//HMR&C Feb sals/wages/pen/PAYE/NICs 4,000.00
Total £8,314.01
INCOME RECEIVED SINCE LAST MEETING
Income details Amount
Treasury Bill Interest 37.21
Newsletter Advertising 100.00
WPFT Feb repayments of loan 500.00
Total £637.21
130. PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED
i) The Haseleys February 2016*
ii) Little Milton Newsletter – February 2016*
iii) Great Milton Bulletin – January/February 2016*
iv) URC Newsletter – January 2016*
v) Holton, Waterperry & Waterstock News – January 2016*
vi) Tiddington with Albury and Milton Common – February/March 2016*
vii) TVP Neighbourhood Team – Wheatley/Chalgrove January 2016 Newsletter*
* On display in Parish Office
131. DATE OF NEXT MEETING – 21st March 2016 – noted
132. ITEMS FOR INFORMATION – None
The meeting closed 8.42pm
WHEATLEY PARISH COUNCIL
MINUTES OF THE EXTRA ORDINARY MEETING OF THE PARISH COUNCIL
HELD ON WEDNESDAY 3rd FEBRUARY 2016 IN THE MERRY BELLS HALL AT 7.00PM
PRESENT: Councillors: G Stephens (Chairman), R Bell (from 7.20pm), P Willmott, P Gregory, P Bignell, R Reilly (from 7.21pm), I Roberts, T Newman (from 7.06pm), S Coleridge, T Davies and T Davies
OFFICERS: Gareth Morris, Clerk to the Parish Council
Also present: 4 members of the public
- APOLOGIES FOR ABSENCE had been received from Cllrs Carr and Walkey
- DECLARATIONS OF INTEREST – None
- MINUTES OF THE ORDINARY MEETING HELD ON 4TH JANUARY 2106 which had been circulated previously were signed as a correct and accurate record
- TO CONSIDER NOMINATING THAT THE RAILWAY PUBLIC HOUSE, GARDENS AND ASSOCIATED CAR PARKING, STATION ROAD, WHEATLEY, BE LISTED BY SODC AS AN ASSET OF COMMUNITY VALUE
Councillors initially made a number of points; why do this now? What about the Children’s Centre? Did the council really see it as a successful public house? Was the council preventing future housing development?
Cllr Newman explained that if the building/land nominated was offered for sale in the next 5 years then the Parish Council could delay the sale by no more than six weeks to see if the community would like to bid for the asset at market value. There would then be a period of 6 months to try and raise the necessary funds. The owners are under no obligation to sell the asset to the Parish Council
The Chairman said that site was of huge importance to the village; the car parking space could be immensely important to the village and it could a green route from the one end of the village to the other.
Cllr Gregory said that the proposal doesn’t commit the Parish Council to any spending at the moment. It is just putting down a marker.
Cllr Newman confirmed that the nomination could be renewed after five years
7.20pm – The Chairman declared the council out of session and invited the members of the public present to speak on the issue
Mr John Fox – drew attention to the usefulness of The Railway site in contributing towards a green route through to the Primary Academy.
7.22pm – The Chairman declared the council back in session
Cllr Bell reported that he had spoken to a representative of Fullers’ who he had seen at the building. The representative had said that ‘Fullers do not sell pubs’ and that they were looking for another tenant. The authority and identity of the person giving this information was uncertain.
Cllr Newman proposed and Cllr T Davies seconded, that the Parish Council applies to SODC to register the Railway public house, gardens and associated car parking, Station Road, Wheatley, as an Asset of Community Value.
Also the clerk be asked to contact Fuller’s Brewery to secure the car park against any unwanted trespass
This was AGREED with ten votes in favour and one abstention
- DATE OF NEXT MEETING – MONDAY 7th MARCH 2016 – NOTED
- ITEMS FOR INFORMATION
- The clerk announced that as there had not been a request for an election to replace Cllr Birks, the Parish Council would be able to co-opt a new councillor at the Parish Council meeting on 7th March
- Cllr Davies requested that the Chairman of the Neighbourhood Plan group be informed that the pub site could be listed as a potential housing site so that it could be passed on to the housing sub-group.
The meeting closed at 7.30pm
Wheatley Parish Council
MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 18th JANUARY 2016 IN THE MERRY BELLS COFFEE ROOM AT 7.30PM
PRESENT: Councillors: P Gregory (Chairman), G Stephens, J Carr, P Hood, P Willmott, R Reilly, T Davies and T Newman
OFFICER: THE CLERK: Gareth Morris
Also present: Parish Councillor R Bell and one member of the public
98. APOLOGIES FOR ABSENCE were had been received from Cllr A Davies
99. DECLARATIONS OF INTEREST
Cllrs G Stephens and P Willmott both declared an interest in item 6 as they were Trustees of the Wheatley Playing Field Trust
100. MINUTES OF THE PREVIOUS MEETING HELD 21st December 2015 – circulated previously were signed as a correct and accurate record
101. UPDATE ON ITEMS FROM THE MINUTES 21st December 2015
i) Minute 73(i) – VPA Cherry tree in the Church Road Recreation Ground – The clerk to contact Richard Taylor and Aaron Savage
ii) Minute 73(ii) – Vehicle Activated signs – As there was still no response from the Highways Dept a formal letter would be sent to the Cabinet Member for Highways (David Nimmo-Smith) with a copy to Cty Cllr Anne Purse. MDMessagermaker also to be contacted
iii) Minute 73(iv) – Littleworth Allotments – signs were now in place at both ends of the allotments saying the land belongs to Wheatley Parish Council, there is no public right of way and ‘No Dogs Allowed’. Site meetings with the allotment holders would take place shortly
iv) Minute 94 – Bollards at Friday Lane Corner – the clerk had been informed by the OCC Highways Inspector that there was no money to replace the bollard and so the hole left had been filled in. If the collision had been reported to the police/OCC at the time then an insurance claim might have been made against the company
102. TO RECOMMEND TO FULL COUNCIL WHETHER OR NOT TO OPT IN OR OUT TO THE SMALLER AUTHORITIES’ AUDIT APPOINTMENTS LTD.
Following the demise of the Audit Commission the above company has been formed to take over the appointment of external auditors and the setting of audit fees for smaller authorities from 2017. The Parish Council has to decide whether to stay with the new company or choose
Cllr T Davies and Cllr Reilly seconded that Wheatley Parish Council should stay with the Smaller Authorities’ Audit Appointments Ltd. This was AGREED unanimously
103. TO CONSIDER THE REPLY FROM THE SOLICITOR ON A LEASE BETWEEN THE PARISH COUNCIL AND THE WHEATLEY PLAYING FIELD TRUST
Cllr Hood proposed and Cllr Reilly seconded that Mr R Eden of Bower and Bowker be engaged to act for the Parish Council. This was Agreed unanimously.
It was further Agreed that a small working group be set up, consisting of Cllrs Gregory, Carr, Newman and the clerk, to look at the points raised by Mr Eden and see if they should be included in the lease.
104. OALC TRAINING FOR CLERK AND ASSISTANT CLERK
i) Preparing for Audit and end of year procedures 1x £35 (27/01/16) – Agreed
ii) Meeting Internal Audit Requirements 1 x 35 (10/02/16) – Agreed
105. TO CONSIDER THE CONDITION OF THE TREES WITHIN THE VILLAGE AND WHAT ACTIONS ARE NECESSARY
The work to the trees along Farm Close Road, Littleworth Green and St Mary’s Close had been completed.
Cherry Tree Crown Road/Roman Rd – an OCC Officer had said he was prepared to give a planting licence provided the Parish Council was responsible for sourcing, planting and maintaining the tree. The committee agreed that the Parish Council would be responsible.
A letter had been received from 1 St Mary’s Close concerning a small plot of land on the eastern corner of the junction between St Mary’s Close and London Road which is owned by the Parish Council and which was maintained by a previous owner of No.1. The new owner of No1 is not prepared to look after this land unless it is incorporated into his deeds. It was Agreed that the Council should reply saying it wished to remain owners of the land and would maintain it.
The clerk had asked for a quote from Green Scythe to strim the banks of the Ambrose Rise stream.
The clerk would contact OCC highways again over the hedge at 1 Crown Road and the trees on Holloway Road east, below the bottom entry to the surgery.
106. TO CONSIDER SUPPORT FOR THE MAPLE TREE CHILDREN’S CENTRE
No further information had been received but to be kept on the agenda
107. GRANTS, LICENCES AND SUBSCRIPTIONS – None
108. TO CONSIDER THE REPORTS ON THE PARISH COUNCILLORS’ WALKS
AROUND THE VILLAGE
Footpath behind Barlow’s Close – The clerk had asked for a quote to clear the land and remove (grass shrubs etc.) between the path and the Barlows Close garden fences. He had made contact with an engineer from Barrett’s West Midland who was going to look into the situation. The clerk would also contact SSE for information on the cost of replacement lamps. The Chairman reported that he had walked the path the previous evening and 4 out of the 8 lamps were not working.
The Clerk should mention ‘contingent liability’ to Barretts
It had been brought to the clerk’s attention that pre 1949 rights of way that are not on official maps must be registered within 10 years or will no longer be protected. It was suggested that contact be made with Mr Mike Smith
109. TO CONSIDER THE REQUEST FROM THE NEIGHBOURHOOD ACTION GROUP FOR A JOINT PARISH COUNCIL/THAMES VALLEY POLICE ACTION DAY. Deferred to next meeting
110. CLERK UPDATE
i) Repair to Nest Swing, Church Road Recreation Ground – £765 plus VAT.
Agreed
ii) Litter Pick – “Clean for the Queen” – the clerk would register for the scheme.
iii) HM Lord-Lieutenant of Oxfordshire, HM the Queen’s 90th Birthday. Celebrations in June 2016 It was Agreed to hold a meeting of interested parties as soon as possible as soon as possible. Cllr T Davies to lead
iv) Repairs to garage caused by parish council tree – £168.00 – Agreed – make sure that any payment is ‘in full and final settlement’.
111. FINANCIAL MANAGEMENT
a) Budget to the end of December 2015 had been distributed with the Agenda and was discussed
A copy a reconciled bank statement by Chairman & RFO was signed
b) Balances
After the cheques below have been paid the balances on the council’s accounts as at 18th January will be as follows:
Community £2,251.73
Tracker £108,461.78
Treasury £60,850.78
112. SCHEDULE OF PAYMENTS AUTHORISED
Cheque no. Payee Payment details Amount
Cheques paid
106396-402 GM/SW/JF/OCC/AR/HMR&C Dec sals/wages/pen/PAYE/NIC 4,032.69
103395 Open Spaces Society 2016 subscription 45.00
d/d Bank Charges 35.15
Total £4,112.84
Cheques to Pay
106403 Irwin Mitchell (POA) Legal fees VGA 500.00
106404 Berinsfield Community Business Verges Dec 2015 608.33
106405 MBMC Office Rent 25/12/15-24/3/16 1,140.93
106405 MBMC Gas recharge -16/9/15-7/12/15 13.25
106405 MBMC Hall rental for meetings 36.00
106405 MBMC Hall rental for NP meetings 60.00
106406 Mainstream Digital Line rental/call charges/phone book entry – 10/12/15-09/03/16 79.00
106407 Southern Electric Est Electricity 14.10.15 – 07.01.16 66.86
106408 Thames Water Memorial Gardens 4.69
106409 M Aitken Flower beds – Memorial Gardens 79.00
106410 Gregorz Zasuwa Office window cleaning 5.00
106411 Sage UK Ltd Sage Cover 2016 201.60
106412 Earth Anchors Ltd 2 dog bins for Windmill Road 457.14
106413 OCC Yellow lines for Church Road 2,841.35
S/O Wheatley Playing Field Trust Monthly standing order 833.33
GM/SW/JF/AR/OCC//HMR&C Jan sals/wages/pen/PAYE/NICs 4,500.00
Total £11,426.48
INCOME RECEIVED SINCE LAST MEETING
Income details Amount
Tracker Account Interest 17.88
Newsletter Advertising 345.00
WPFT Jan repayments of loan 500.00
Total £862.88
113. PUBLICATIONS & CORRESPONDENCE RECEIVED & NOTED
i) The Haseleys January 2016*
ii) Little Milton Newsletter – January 2016*
iii) Great Milton Bulletin – December 2015*
iv) URC Newsletter – January 2016*
v) Holton, Waterperry & Waterstock News – December 2015*
vi) Clerks and Councils Direct – January 2016*
* On display in Parish Office
114. DATE OF NEXT MEETING – 15th February 2016 – NOTED
115. ITEMS FOR INFORMATION
• Cllr Stephens asked for a date for Traffic and Roads Advisory Committee to be set – to be done at March Council meeting
• Cllr Willmott reported that once the Sportsfield Management‘s accounts had been audited then the Parish Council might be due a small refund. The Parish Council should also then invoice the County Council for their (OCC) contribution to the redundancy payments.
• Cllr T Davies reported that as the Parish Council’s Public Transport Representative he was to attend a meeting with bus companies and other parishes over the OCC cuts to bus subsidies
• The clerk reported that he had just been informed that Diocese had agreed the new location of the new bench in the Memorial Gardens. A faculty would now have to be applied for
The meeting closed at 8.47pm
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MINUTES
LATEST MINUTES
- Finance Committee Meeting Minutes 18.03.2026 (unconfirmed)
- Open Space Committee Meeting Minutes 16.03.2026 (unconfirmed)
- Planning Committee Meeting Agenda 11.03.2026
- Full Parish Council Meeting Minutes 02.03.2026 unconfirmed
- Staffing Committee Meeting Agenda 02.03.2026 (unconfirmed)
- Staffing Committee Meeting Minutes 23.02.2026
- Finance Committee Meeting Minutes 16.02.2026
- Staffing Committee Meeting Minutes 16.02.2026
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Get in touch
The parish council hold surgeries each Wednesday and Saturday mornings from 9.30-11.30.
Appointments can be made at other times. You can find us at:
The Parish Office
89a High St,
Wheatley,
Oxford
OX33 1XP
If you would like to get in touch with Wheatley Parish Council please contact the Clerk,
01865 875615
or send an email to clerk@wheatleyparishcouncil.gov.uk