Minutes Archives - Page 39 of 42 - wheatleyparishcouncil.gov.uk

Finance and General Purposes Committee 17th October 2011

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 17^th OCTOBER 2011 IN THE PARISH OFFICE AT 7.30PM

PRESENT: Councillors: J Carr (Chairman), R Old, J Reilly, R Bell, J Anderson, S Coleridge, G Birks & 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

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

81. APOLOGIES FOR ABSENCE had been received from Cllrs Fyffe

82. DECLARATIONS OF INTEREST – None

83. MINUTES OF THE PREVIOUS MEETING – 19^th SEPTEMBER were signed as a correct and accurate record

84. UPDATE ON ITEMS FROM THE MINUTES 19^TH SEPTEMBER 2011

i) Minute 70 (viii) Resurfacing of Holloway Road and Friday Lane. This had started on 17^th October and was expected to take two weeks. One resident had complained to the police and the County Council about the congestion on Church Road on the first Monday but the Clerk had heard nothing since.

Cllr Carr reported that a resident had complained that a temporary bus stop had not been placed on London Road between St Mary’s Close and the Glebe as had been promised in the newsletter. The clerk said that he had asked for this and had understood that one would be provided. He would contact the County Council.

85. TO CONSIDER THE 2012-2013 BUDGET and 2011-2012 ACCOUNTS

(i) Revised 2011-2012 budget – the clerk circulated a revised 2011-2012 budget for discussion

(ii) To consider the 2012-2013 budget – Cllrs were asked to consider items for next year’s budget

86. TO REPORT PROGRESS RE REFURBISHMENT OF CULLUM ROAD RECREATION GROUND

(i) Repair of safety Surface under the swings – this had now been completed

(ii) Progress on installing a tap in the recreation road. The clerk had now ascertained how this could be achieved from Thames Water. Cllr Dalton to be asked to make a case for replacing trees in the recreation area this autumn to the next full council.

(ii) Consideration of the removal of the sand pit and its possible replacement to be placed on the next Agenda

87. TO CONSIDER THE PROPOSED YOUTH SHELTER IN CHURCH ROAD RECREATION GROUND

Cllr Reilly reported that he had set up a meeting with Wheatley Park School for 2^nd November.

The Clerk circulated a second draft of a letter to go to nearby residents for discussion.

88. TO RECEIVE AN UPDATE ON PROGRESS ON THE PARISH COUNCIL’S BID TO THE OCC BIG SOCIETY FUND FOR YOUTH PROVISION IN THE VILLAGE

The parish Council’s bid for funding would be heard at the next OCC Cabinet meeting on 18^th October 2011.

89. TO START PLANNING FOR THE FINANCING OF THE NEW PAVILION DEVELOPMENT ON THE PARISH COUNCIL’S LAND – Nothing further to report

90. TO CONSIDER THE MAINTENANCE OF THE FLOWER BEDS OUTSIDE LONDIS AND THE MEMORIAL GARDENS.

Following a letter of complaint about the state of the flower bed outside Londis and the Memorial Gardens the Clerk reported that an offer had been received from Windmill Nursery to plant the areas.

It was Agreed to ask them to go ahead.

91. TO CONSIDER A RESPONSE TO THE GOVERNMENT’S DRAFT NATIONAL PLANNING POLICY FRAMEWORK: CONSULTATION which ended on 17^th October 2011 See also: http://www.communities.gov.uk/publications/planningandbuilding/draftframeworkconsultation

Cllr Birks tabled a response that she felt could go from the Parish Council.(Copy in Minute Book.

Cllr Reilly proposed and Cllr Stacey seconded that Cllr Birks draft be sent as the Parish Council’s response. This was Agreed unanimously

The clerk would send the response off by e-mail after the meeting. Copies would also be sent to David Cameron MP, John Howell MP and Minister of State (Cities) Greg Clark MP

92. TO CONSIDER OXFORDSHIRE COUNTY COUNCIL’S NEW POLICY ON SALT BINS AND BAGS

OCC had replied to the Parish Council’s request for 6 extra salt bins around the village.

Ones on Ladder Hill, Windmill Lane and Howe Close were granted but the ones on Crown Road, Barlow Close and Templars Close were rejected. It was Agreed to go ahead with the ones permitted (cost £300 each inc VAT) and to contact the County Council to see if they would change their mind on the one on Crown Road.

93. CLERK UPDATE

i) Seat around tree in St .Mary’s Close. As this was in a state of disrepair it was Agreed to remove it.

ii) Allotments – Most of the tenants had paid the increased rental. The clerk would chase up those who still had not paid.

iii) Racist words on Asda bus shelter. This has occurred a number of times and the Parish Council removes them as soon as it can. There had been an informal request from the Police asking if the Parish Council would consider removing the panels. It was Agreed not to do this.

94. GRANTS, LICENCES AND SUBSCRIPTIONS

i) Royal British Legion – Parish Council wreath – (£40 last year) – Agreed

ii) South and Vale Carers – 11 people from the village supported (£150 last year) –Agreed

95. FINANCIAL MANAGEMENT

a) Scrutiny of budget to September 2011 and signing of completed copy of reconciled bank statement by Chairman & RFO

b) Balances

After the cheques below have been paid the balances on the council’s accounts as at 17^th October 2011 will be as follows: Community £ 887.56

Tracker £107,756.40

Treasury £60,141.20

SCHEDULE OF PAYMENTS TO BE AUTHORISED

Cheque no.	Payee	Payment details	Amount
	Cheques paid
105369-73	GM/SW/JF/OCC/HMR&C	Sept sal/wages/pen/PAYE/NICs	3,454.31
105395	The Post Office	Stamps	174.00
d/d	Barclays Bank plc	Bank charges 15/8/11-12/9/11	33.00
		Total	£3,661.31

	Cheques to Pay
105392	Parchments of Oxford	Oct/Nov Newsletter	1,484.90
105393	Safe and Sound Playgrounds	Repair to Safety Surface- Cullum	1,795.20
105394	J Watson	Editor Oct/Nov newsletter	680.00
105398	Berinsfield Business Community	Verges and recs etc – Sept	842.58
105399	Southern Electric	Electricity July-Oct	67.64
105400	WPSFMC	3^rd Quarterly Instalment	2000.00
105401	Swift Digital Services	Photocopier usage – July – Oct	51.11
	GM/SW/JF/OCC/HMR&C	Oct sal/wages/pen/PAYE/NICs	3,600.00
		Total	£10,521.43

INCOME RECEIVED SINCE LAST MEETING

Income details	Amount
Newsletter Advertising	340.00
Interest – Treasury Deposit May-July	31.14
Interest – Barclays tracker Account	9.95
SODC – 2^nd precept instalment	52,309.50
Photocopying	1.60
Allotment Rental	70.00
Total	£52,762.19

96. PUBLICATIONS & CORRESPONDENCE NOTED

i) The Haseleys – Newsletter October 2011*

ii) Little Milton Newsletter October 2011*

iii) Great Milton Bulletin October 2011*

iv) Wheatley URC Newsletter – October 2011*

v) TVP – Wheatley Area Neighbourhood Team October 2011 Newsletter*

vi) Holton, Waterperry & Waterstock News October 2011*

vii) Tiddington with Albury & Milton Common – October/November 2011 Newsletter*

viii) Clerks and councils Direct – September 2011 issue

ix) TVP – Wheatley Area Neighbourhood Team –newsletter October 2011*

x) The Queen’s Diamond Jubilee Beacons*

xi) Oxford Brookes University Residents’ Association meeting Wednesday 19^th October 2011

* On display in Parish Office

97. DATE OF NEXT MEETING – 21^st November 2011 – Noted

The meeting closed at 9.21pm

February 2, 2012/0 Comments/by Assistant Clerk

Finance and General Purposes Committee 19th September 2011

Finance, Minutes

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 19^th SEPTEMBER 2011 IN THE MERRY BELLS HALL AT 7.30PM

PRESENT: Councillors: M Fyffe (Chairman), J Carr (until 9.35pm), R Old, J Reilly, R Bell, J Anderson & S Coleridge

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

57. APOLOGIES FOR ABSENCE had been received from Cllrs Stacey and Birks

58. DECLARATIONS OF INTEREST – None

59. MINUTES OF THE PREVIOUS MEETING HELD ON 18TH JULY 2011 which had been circulated previously were signed as a correct and accurate record

60. UPDATE ON ITEMS FROM THE MINUTES 27^th JULY 2011

i) Minute 46 – Seat outside Merry Bells. The clerk reported that the seat paid for by the Parish Council had been installed

61. TO CONSIDER THE 2012-2013 BUDGET and 2011-2012 ACCOUNTS

(i) Letter of Engagement of Internal Auditor (Mr Phillip Hood) 2011-2012 – Agreed that Mr Hood should be invited to the November Parish Council meeting

(ii) Statement of Internal Control for Wheatley Parish Council – to be signed at the next parish council meeting

(iii) To review charges and policies of the Parish Council

Allotments – charges for the allotments had not changed for a number of years and therefore it was AGREED that the charge for an allotment should raise from £6.00 to £10.00.
Advertisements in Wheatley Newsletter – these charges had only recently been reviewed and increased (January 2011) – AGREED to keep the existing charges
Charges for information.- AGREED to keep the existing charges

62. TO REPORT PROGRESS RE REFURBISHMENT OF CULLUM ROAD RECREATION GROUND

The Clerk reported that the Parish Council Insurers had agreed to pay for the replacement safety surface under the swings less a small excess and he had asked Safe and Sound Playgrounds to go ahead and replace the surface in line with their quotation.

He still had to contact Thames Water re the provision of a tap in the recreation ground.

63. TO CONSIDER THE PROPOSED YOUTH SHELTER IN CHURCH ROAD RECREATION GROUND

The Clerk distributed a draft of a letter to be sent to residents as adjacent to Church Road Recreation Area, informing them of the Parish Council’s intention to install a youth centre. Comments made by the Committee would be include in the final version.

Cllr Reilly would contact Wheatley Park School to arrange for consultation with pupils.

64. TO RECEIVE AN UPDATE ON PROGRESS ON THE PARISH COUNCIL’S BID TO THE OCC BIG SOCIETY FUND FOR YOUTH PROVISION IN THE VILLAGE

The Parish Council’s bid had been submitted and a decision was expected in October.

The Clerk reported that, as he understood it, the Parish Council spend on this project would be under Section 137 of the Local Government Act 1972.

Cllrs Bell and Carr, as District Councillors, had visited Asda, in response to Asda’s offer help to the community. It may be that Asda could provide help with providing computers etc.

65. TO START PLANNING FOR THE FINANCING OF THE NEW PAVILION DEVELOPMENT ON THE PARISH COUNCIL’S LAND

The clerk informed the committee that the increase in income from grants or expenditure on the new pavilion would substantially raise the audit fee of the parish Council. Currently the fee stands at £550

66. TO DETERMINE ACTIONS REQUIRED AND THE COSTS INVOLVED RESULTING FROM THE RECENT PARISH COUNCIL WALKS UNDER THE FOLLOWING HEADINGS.

1 Trees – AGREED to ask Cavan Ring to carry out work on the trees in Church Road Recreation Ground and the tree on Littleworth Green (check for TPO first) and to give advice on leaf miner

2. Allotments – Clerk to contact resident who has not used her allotment recently

3. Ownership of land – Checks need to be done on the land and trees behind Barlow Close and on the verge on north side of London Road, opposite Morland House Surgery.

4. Grass cutting – arrange to talk to Berinsfield Community Business re their grass cutting, especially of the recreation areas and Greens

5. Recreation areas & Public Open Space (Coopers Close) – consideration needs to be given to removing the sand pit in Cullum Road Recreation Ground. Cavan Ring to be asked to deal with cutting back the shrubs etc at Coopers Close public open space.. Cllr Reilly and the clerk to visit Littleworth and inspect the footpaths etc.

67. TO RECEIVE A REPORT ON THE COUNCIL’S SUBMISSION TO THE EXAMINATION IN PUBLIC OF SODC’s CORE STRATEGY AND TO CONSIDER A SUBMISSION TO THE NEXT EXAMINATION IN PUBLIC SESSION (1^st November to 11^th November) Referred from full council

Items for examination are:

the overall strategy, particularly the quantity and distribution of housing development (CS chapter 4 and the relevant section of chapter 7)
‘moving around’ (CS chapter 5)
Didcot (CS chapter 9),
Thame (CS chapter 11),
Wallingford (CS chapter 12),
‘quality development’ (CS chapter 15),
infrastructure provision (CS chapter 18).

The Clerk reported that the deadline for a submission to this part of the Examination in Public was 13^th October. The item could therefore be placed on the Agenda of the Extra-ordinary Parish Council meeting to be held on Wednesday 12^th October to discuss the Brookes University (Wheatley Campus) new entrance application. AGREED

68. TO AGREE TO SIGN STANDING ORDER INSTRUCTION FOR THE TENANCY AGREEMENT FOR A STORAGE FACILITY AT WHEATLEY BUSINESS CENTRE FOR £156 PER MONTH. (£130 + vat) AGREED

69. TO CONSIDER OXFORDSHIRE COUNTY COUNCIL’S NEW POLICY ON SALT BINS AND BAGS

Salt bins will be filled just once by OCC. After that OCC expect Parishes to replenish the bins when required. OCC will provide Parishes with a free one tonne bag of salt. After that Parishes can purchase extra bags at a cost of £100 per bag.

The Committee felt strongly that it was the County Council’s responsibility to provide the grit for the bins and to fill them. The Parish Council did not have the facilities to store the bags, the equipment or the staff to move the grit in order to replenish the bins.

Cllr Carr proposed and Cllr Reilly seconded that the Parish Council does not avail itself of the free one ton bag of salt/grit or purchase any subsequent bags. This was AGREED unanimously.

The clerk would follow up last year’s request for extra bins within the village. These would now cost £250 each.

70. CLERK UPDATE

i) OALC Training day – Tuesday 8^th November – ‘ROLES AND RESPONSIBILITIES WORKING ON YOUR LOCAL COUNCIL. An introduction for new councillors and clerks – NOTED

ii) To consider developing an Community Emergency Plan for the parish. ‘Emergency Response and

Winter Preparedness’ session. 4^th October 6.15 pm Abbey House – NOTED

iii) To consider paying the 2011 Society of Local Council Clerks Subscription for the clerk – £168 – AGREED

iv) Procedures to be followed in the absence of the clerk. – NOTED

vi) Safety Inspection of Recreation Areas – The Clerk reported on the recent safety inspection of the recreation areas explaining the faults found and the remedial action that had been taken. – NOTED

vii) Powers and Duties of Local Councils and Section 137 Funding (currently approx £22,000) – NOTED

viii) Resurfacing of Holloway Road (3^rd October for 3 weeks) and Friday Lane ( October 24^th for 3 days)

(See enclosed papers) – NOTED

71. GRANTS, LICENCES AND SUBSCRIPTIONS

i) International Tree Foundation – 2011 subscription – £25 Agreed

ii) Grant towards Merry Bells Coffee room refurbishment – Place on the Agenda of the next meeting.

iii) Oxfordshire Association for the Blind – 13 (15) residents helped In Wheatley (£200 awarded in 2010)

AGREED £200

iv) Wheatley park School – 2011 Prize Giving (£180 in 2010) – AGREED £180

v) Fusion Community UK – Request for £60 towards Bouncy Castle on Cullum Road Recreation Area Funday- AGREED £60

vi) Ordnance Survey – Map copying licence – £65 – AGREED

9.30pm Cllr Reilly proposed and Cllr Carr seconded that Standing orders be suspended for 15 minutes in order to finish the remaining items on the Agenda – Agreed

72. FINANCIAL MANAGEMENT

a) The Clerk distributed a copy of the budget to the end of August 2011 and a completed 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

19^TH September 2011 will be as follows: Community £2,216.27

Tracker £62,436.95

Treasury £60,141.20

SCHEDULE OF PAYMENTS AUTHORISED

Cheque no.	Payee	Payment details	Amount
	Cheques paid
105354-58 105369-73	GM/SW/JF/OCC/HMR&C	July/ Aug sal/wages/pen/PAYE/NICs	6,681.55
105360	Swift Digital services	Photocopies April-July	70.32
105361	Parchments	Aug/Sept newsletter	1,484.90
105362	Lyreco	Coloured paper	22.64
105363	Berinsfield Community Business	Verges and recs July	842.58
105364	SODC	Dog Bins – 1/4/11 – 30/6/11	84.32
105365	J Watson	Aug-Sept Newsletter	680.00
105366	MBMC	Office rental 25/06/11 – 24/09/11	992.42
105366	MBMC	Hire of hall to Nov 2011	224.00
105367	HMR&C	VAT repayment	1,314.25
105368	BT	Telephone line and rental	136.44
105378	WPSFMC	Additional 2010-2011 payment	2,330.95
d/d	Barclays Bank plc	Bank charges 13/7/11-14/08/11	53.97
d/d	Public Works Loan Board	Loan repayment	483.47
		Total	£15,401.81
	Cheques to Pay
105374	Waterperry Gardens Ltd	Seat outside Merry Bells	434.65
105376	Safe and Sound Playgrounds	Spring repair to gate Ch Rd Rec	156.00
105377	Berinsfield Community Business	Recs and verges cutting Aug	904.08
105379	BDO LLP	Fee for External Audit	660.00
105380	SODC	Uncontested election expenses	130.00
	GM/SW/JF/OCC/HMR&C	Sept sal/wages/pen/PAYE/NICs	3,500.00
		Total	£5,784.73

INCOME RECEIVED SINCE LAST MEETING

Income details	Amount
Newsletter Advertising	5,157.00
Interest – Treasury Deposit May-July	30.63
Photocopying	4.70
Refund on photocopier lease	271.20
Total	£5,463.53

9.35pm Cllr Carr left the meeting

79. PUBLICATIONS & CORRESPONDENCE RECEIVED – NOTED

i) The Haseleys – Newsletter September 2011*

ii) Little Milton Newsletters August & September 2011*

iii) Great Milton Bulletin September 2011*

iv) Wheatley URC Newsletter August & September 2011*

v) TVP – Wheatley Area Neighbourhood Team August 2011 Newsletter*

vi) Holton, Waterperry & Waterstock News August 2011*

vii) Tiddington with Albury & Milton Common – August/September Newsletter*

viii) CPRE – ‘Fieldwork’ magazine Summer 2011*

ix) “The Playing Field” – Oxfordshire Playing Fields Association Summer 2011 Newsletter*

x) CPRE – ‘Countryside Voice’. Summer 2011

xi) ORCC – Networking event and AGM 6.30pm Monday 3^rd October – Chalgrove Village Hall NOTED

xii) Clerks and councils Direct – September 2011 issue

xiii) LCR (Local Council Review) – Autumn 2011*

xiv) Letter from Resident re Car parking times in SODC car park. – NOTED

xv) Letter of thanks and photographs from John Watson School

* On display in Parish Office

80. DATE OF NEXT MEETING – 17^th October 2011 – NOTED

The meeting closed at 9.45pm

February 2, 2012/0 Comments/by Assistant Clerk

Finance and General Purposes Committee 18th July 2011

Finance, Minutes

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 18^th July 2011 IN THE MERRY BELLS HALL AT 7.30PM

PRESENT: Councillors: J Carr (Chairman), G Birks , E Stacey, R Old, J Reilly, R Bell, & S Coleridge

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 Cllr Fyffe, the Chairman of the Committee, Cllr Carr, the Vice-chairman, took the Chair

37. APOLOGIES FOR ABSENCE had been received from Cllr Fyffe

38 . DECLARATIONS OF INTEREST – None

39. MINUTES OF THE PREVIOUS MEETING – 27^th June 2011 which had been circulated previously were signed as a correct and accurate record

40. MATTERS ARISING FROM THE MINUTES 27^th June 2011 – none

41. TO CONSIDER THE REPORT OF THE INTERNAL AUDITOR, MR P HOOD ON THE FINAL ACCOUNTS FOR THE FINANCIAL YEAR 2010-2011

The Internal Auditor’s report had been distributed at the last full council meeting. The committee went through the recommendations and noted that a number of them had already been included in the final accounts or would be. The report would be presented to the next full council for approval.

42. TO REPORT PROGRESS RE REFURBISHMENT OF CULLUM ROAD RECREATION GROUND

The clerk reported that the young people responsible for the graffiti had cleaned it off.

He reported that he was dealing with the replacement of the safety surface under the swings. The manufacturers/installers, following a site meeting had not accepted responsibility for a failure in the surface. This was subject to an ongoing insurance claim.

So far there had been no success in employing a gardener to look after the planted areas.

It was Agreed that the clerk should investigate the possibility of putting a locked tap in the recreation

area.

43. TO CONSIDER THE PROPOSED YOUTH SHELTER IN CHURCH ROAD RECREATION GROUND

The Clerk reported on a site meeting he had held with Lesley Nesbit (TVP Crime Reduction Advisor).

She advised that the shelter should be on the left as you enter the recreation ground. She also gave other advice re cutting back foliage and on how anti-social behaviour could be tackled if it arises after installation.

Cllr Reilly reported that he had tried to contact a year head at Wheatley Park School.

The clerk would draft a letter to send to near-by residents and circulate it to committee members.

44. TO CONSIDER THE FOLLOWING OXFORDSHIRE COUNCIL CONSULTATIONS:

i) Library Service Public Consultation – 27^th May – 30 September http://www.oxfordshire.gov.uk/wps/portal/publicsite/councilservices/libraryserviceconsultation

The proposal is that Wheatley Library will be a ‘community plus library’ which two thirds paid staff and one third volunteers.- Noted

To be placed on the Agenda of the next full council

45. TO RECEIVE AN UPDATE ON PROGRESS ON THE PARISH COUNCIL’S BID TO THE OCC BIG SOCIETY FUND FOR YOUTH PROVISION IN THE VILLAGE

Cllr Stacey is to fill the form for the Parish Council’s bid

46. TO CONSIDER A REQUEST FROM THE MERRY BELLS MANAGEMENT COMMITTEE TO PROVIDE A SEAT OUTSIDE THE MERRY BELLS HALL

The Committee Agreed to fund the cost of a seat outside the Merry Bells on which the two plaques in recognition of their service as Parish Councillors (Cllrs P Audley-Miller and F Anson) could be reinstated.

47. TO START PLANNING FOR THE FINANCING OF THE NEW PAVILION DEVELOPMENT ON THE PARISH COUNCIL’S LAND – deferred to next Parish Council meeting

48. TO AGREE TO SIGN A TENANCY AGREEMENT FOR A STORAGE FACILITY AT Wheatley BUSINESS CENTRE FOR £130 PER MONTH.

Proposed by Cllr Bell and Seconded by Cllr Old and Agreed

49. TO DECIDE A RESPONSE TO THE SODC CONSULTATION DOCUMENT “ ADDENDUM OF CHANGES TO THE SOUTH OXFORDSHIRE CORE STRATEGY” Closes 19^th August

The change affecting Wheatley increases in the supply of homes from the larger villages from 740 to 1,154 – NOTED – To be placed on next Parish Council Agenda

49. CLERK UPDATE

i) To arrange a village ‘walkabout’ by councillors – The Clerk to send possible dates to Councillors

50. GRANTS, LICENCES AND SUBSCRIPTIONS – NONE

51. FINANCIAL MANAGEMENT

a) The budget to June 2011 was circulated and explained. Overall expenditure was in line with what was to be expected at this point in the financial year. The increase in the insurance premium was due the new equipment in Cullum Road Recreation Area. 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

18^th July 2011 will be as follows: Community £2,335.79

Tracker £77,436.95

Treasury £60,110.57

SCHEDULE OF PAYMENTS AUTHORISED

Cheque no.	Payee	Payment details	Amount
	Cheques paid
105340-344	GM/SW/JF/OCC/HMR&C	June sal/wages/pen/PAYE/NICs	3,655.73

		Total	£3,655.73
	Cheques to Pay
105348	Lyreco	Office supplies	53.86
105349	OALC	Clerk training	36.00
105350	Arrow Accounting	Internal Audit	618.00
105351	Southern Electric	Electricity April-July 2011	69.12
105352	Trinder and Son	PAT testing	80.00
d/d	Orange	Internet June 2011	18.73
	GM/SW/JF/OCC/HMR&C	June sal/wages/pen/PAYE/NICs	3,500.00
		Total	£4,375.71

An additional payment was Agreed for £965.58 to Berinsfield Community Business for cutting of the grass on the verges and in the recreation areas etc.

INCOME RECEIVED SINCE LAST MEETING

Income details	Amount
Newsletter Advertising	400.00
Interest – Tracker a/c	10.56
Total	£410.56

52. PUBLICATIONS & CORRESPONDENCE RECEIVED – Noted

i) The Haseleys – Newsletter July 2011*

ii) Little Milton Newsletter July 2011*

iii) Great Milton Bulletin June 2011*

iv) Wheatley URC Newsletter July 2011

v) TVP – Wheatley Area Neighbourhood Team July 2011 Newsletter*

vi) Holton, Waterperry & Waterstock News July 2011*

vii) E-mail from resident requesting notices to dog owners in Memorial Gardens

The Clerk to arrange for signs to be placed at both entrances.

* On display in Parish Office ** Action needed

53. DATE OF NEXT MEETING – 19th September 2011 – Noted

54. RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Reilly proposed and Cllr carr seconded that:

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

Agreed nem con

February 2, 2012/0 Comments/by Assistant Clerk

Finance and General Purposes Committee 27th June 2011

Finance, Minutes

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 27^th JUNE 2011 IN THE MERRY BELLS HALL AT 7.30PM

PRESENT: Councillors: M Fyffe (Chairman) , G Birks , E Stacey, R Old, J Reilly, R Bell, J Carr & S Coleridge

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

21. APOLOGIES FOR ABSENCE had been received from Cllr Anderson

22 . DECLARATIONS OF INTEREST – None

23. MINUTES OF THE PREVIOUS MEETING – 23^rd MAY 2011 which had been circulated previously

were signed as a correct and accurate record

24. MATTERS ARISING FROM THE MINUTES 23^rd May 2011

i) Minute 7 – Pedestrian Safety measures at Park Hill Roundabout –a meeting with Mr Paul Yoward, Area Liaison Officer, OCC Highways had been held. The councillors present at the meeting felt that it had been a positive meeting. Mr Yoward had listened to the points raised and then undertaken a site visit to the Park Hill roundabout and the Round House junction at Church Road/Holloway Road a number of photographs taken.

25. TO RECEIVE THE FINAL ACCOUNTS FOR THE FINANCIAL YEAR 2010-2011 prior to their approval at the Extra-Ordinary Council Meeting of the Parish Council to be held at 8.00pm

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

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

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

Cllr Reilly proposed and Cllr Birks seconded that the committee recommend to full council that the Final Accounts for the financial year 2010-2012 and section 1 and 2 of the Annual Return be approved and signed. This was AGREED unanimously

8.00 pm – The Finance and General Purposes Committee meeting was adjourned to enable the Extra-Ordinary Meeting of the Parish Council to approve the 2010 – 2011 Accounts and Annual Return

8.20 pm – The Finance and General Purposes Committee meeting resumed its business

26. TO REPORT PROGRESS RE REFURBISHMENT OF CULLUM ROAD RECREATION GROUND

The clerk had obtained a crime number for the vandalism to the safety surface. The manufactures had inspected the damage but denied liability.

The clerk had met with the two people who had sprayed graffiti in the area as part of the ‘retotitive justice’ programme. They would be removing the graffiti in the near future.

It was Agreed to see how much it would cost to employ a person to look after the planted areas within the area.

27. TO CONSIDER THE PROPOSED YOUTH SHELTER IN CHURCH ROAD RECREATION GROUND

Nothing further to report at the moment. The clerk to check for how long the SODC grant would be available for.

28. TO CONSIDER THE FOLLOWING OXFORDSHIRE COUNCIL CONSULTATIONS:

i) Library Service Public Consultation – 27^th May – 30 September http://www.oxfordshire.gov.uk/wps/portal/publicsite/councilservices/libraryserviceconsultation

The proposal is that Wheatley Library will be a ‘community plus library’ which two thirds paid staff and one third volunteers. – Agreed to place on next Agenda

ii) Concessionary Travel Scheme (free bus passes) – application and card issuing process – Noted

6^th June – 10^th July. http://www.oxfordshire.gov.uk/concessionarytravelpassconsultation

29. TO CONSIDER A BID TO THE OCC BIG SOCIETY FUND FOR YOUTH SERVICES IN THE VILLAGE

Cllr Stacey spoke to her paper and also reported on a meeting she had just attended along with Cllr Carr at the Youth Centre. The Parish Council would have to put forward a bid in the next couple of weeks. The running cost of providing 2 evening sessions per week for 48 weeks per year would be £14,000 (The County Council would fund start up and refurbishment costs). It was unlikely that the Parish Council could fund this full amount so other contributors would have to be found.

After discussion it was AGREED to recommend the following to full council on 4^th July

“IN THE LIGHT OF INFORMATION RECEIVED AND ITS RESERVES, THE PARISH COUNCIL IS PREPARED TO CONTRIBUTE £5,000 ANNUALLY TO YOUTH SERVICE PROVISION IN WHEATLEY.”

30. CLERK UPDATE

i) To report that the rent for the container at Wheatley Business Park would be £130 per month

Agreed to rent the container but also look for a cheaper option

ii) To arrange a group photograph of the new council – Cllr Carr to ask Mrs Turner to take one before the next full council meeting on the 4^th July

31. GRANTS, LICENCES AND SUBSCRIPTIONS

i) Oxfordshire Carers’ Forum (£150 – 2008-2009) – AGREED £150 (Under section 137 LGA 1972)

ii) Campaign to Protect Rural England – Subscription 2011 – £29 – AGREED

iii) John Watson School – Request for Grant Aid for School Leavers Ball (£200 last Year) AGREED £200 (Under section 137 LGA 1972)

32. FINANCIAL MANAGEMENT

a) A 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

27 June 2011 will be as follows: Community £1,897.75

Tracker £82,426.39

Treasury £60,110.57

SCHEDULE OF PAYMENTS AUTHORISED

Cheque no.	Payee	Payment details	Amount
	Cheques paid
105329-33	GM/SW/JF/OCC/HMR&C	May sal/wages/pen/PAYE/NICs	3,349.45

		Total	£3,349.45
	Cheques to Pay
105334	Parchments of Oxford	June- July 2011 newsletter	1484.90
105335	J Watson	June – July 2011 newsletter	680.00
105336	WPSFMC	2^ND Quarter instalment	2,000.00
105337	Berinsfield Business Community	Verges & Recs	842.58
105338	The Helping Hand Co. Ltd.	Litter Pickers	46.75
105339	Thames Water	Memorial gardens Dec 10-Jun 11	13.09
105345	Oxfordshire Carer’s Forum	Grant Aid	150.00
105346	CPRE	2011-2012 subscription	29.00
105347	John Watson School	Grant Aid	200.00
	d/d Barclays Bank	Bank charges Mar-Jun 2011	83.45
	GM/SW/JF/OCC/HMR&C	June sal/wages/pen/PAYE/NICs	3,500.00
		Total	£9,029.77

INCOME RECEIVED SINCE LAST MEETING

Income details	Amount
Newsletter Advertising	109.00
Refund of Insurance Premium	412.85
VAT refund	685.75
OCC Recharge for verge cutting (inc VAT	3,463.44
Total	£4,671.04

33. PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED

i) The Haseleys – Newsletter June 2011*

ii) Little Milton Newsletter June 2011*

iii) Great Milton Bulletin June 2101*

iv) Tiddington with Albury and Milton Common Newsletter June/July 2011*

v) ORCC Review may 2011*

vi) TVP – Wheatley Area Neighbourhood Team June 2011 Newsletter*

vii) Holton, Waterperry & Waterstock News June 2011*

viii) LCR (Local Council Review) Summer 2011*

ix) Thank you e-mail from St John Ambulance for £100 grant aid

x) Thank you e-mail from OCC (Children and Families) for the use of Church Road Recreation

Area ‘the ‘Stay and Play’ event on 1^st June

xi) Wheatley Village produce Association 2010 – ‘A Year in Pictures’*

xii) CPRE – Oxfordshire Rural Housing Partnership – Affordable Rural Housing Conference Monday 11^th July 9.30am to 12.30pm – Stanton Harcourt**

xiii) OCC Local Transport Plan 2011-2030 Adopted April 2011*

xiv) Shotover Preservation Society – Summer newsletter 2011*

* On display in Parish Office ** Action needed

34. DATE OF NEXT MEETING – 18th July 2010– NOTED

35. RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Reilly proposed and Cllr Carr seconded that:

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

Agreed nem con

The meeting closed at 9.45pm at the end of the confidential session

February 2, 2012/0 Comments/by Assistant Clerk

Finance and General Purposes Committee 23rd May 2011

Finance

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 23^rd MAY 2011 IN THE PARISH OFFICE AT 7.30PM

PRESENT: Councillors: M Fyffe (Chairman) to 9.20pm, G Birks (Retiring Chairman), E Stacey, R Old, J Reilly, R Bell, J Carr & S Coleridge

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.

Cllr Birks, the retiring Chairman took the Chair for Agenda Item 1

1. ELECTION OF CHAIRMAN

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

As there were no other nominations Cllr Fyffe was declared elected as Chairman

2. ELECTION OF VICE CHAIRMAN

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

As there were no other nominations Cllr Carr was declared elected as Vice-Chairman

3. APOLOGIES FOR ABSENCE had been received from Cllr Anderson

4. DECLARATIONS OF INTEREST – Cllr Bell, as member of South Oxfordshire District Council, declared a personal interest in agenda item 7 and took no part in the discussion and abstain from voting.

5. MINUTES OF THE PREVIOUS MEETING – 18^TH APRIL 2011 which had been circulated previously were signed as a correct and accurate record.

6. MATTERS ARISING FROM THE MINUTES 18^th April 2011

i) Minute 149 – Youth Provision in Wheatley and the ‘Big Society’ Fund

Information had been received from the County Council that it might cost up to £5,000 to run two evening sessions per week. Cllr Carr reported slightly different figures.

So that Cllr Carr would be able to report something positive to the next meeting she was to attend, Cllr Reilly proposed and Cllr Coleridge seconded that “The Parish Council would be minded to contribute between £2,000 to £3,000 max to fund youth service provision in Wheatley for 2011-2012, subject to approval. This was Agreed unanimously.

ii) Minute 163 – Refurbishment of Cullum Road Recreation Area

The Clerk reported that the new trees had been planted.

The estimate to replace the safety surface by the swings was £1,496.00. Substantially more damage had been done over the recent weeks. Agreed the clerk would report the damage to the police and obtain a crime number so that a claim might be made on the insurance policy and then the surface to be repaired asap.

7. TO AGREE A FORMAL RESPONSE TO BROOKES UNIVERSITY ‘S PROPOSALS FOR PEDESTRIAN SAFETY MEASURES AT PARK HILL AND HOLLOWAY ROAD (deferred from full council)

Cllr Birks tabled a draft letter (copy in Minute Book) which was discussed and approved, with minor amendments.

8. TO CONSIDER THE PROPOSED YOUTH SHELTER IN CHURCH ROAD RECREATION GROUND

The clerk reported that he had contacted Wheatley Park School and Mr Pearson would seem to be the person who would put the council in touch with year 10 students. The clerk would put Cllr Reilly in touch with him to arrange for a consultation session. The clerk would contact the police to confirm their preferred siting and also to obtain a third estimate. The exact location would have to be decided. A letter from a resident on Church asking for details of the project was read out.

9. TO CONSIDER ALTERATIONS TO BELL LANE FOLLOWING THE RECENT PEDESTRIAN/CAR ACCIDENT.

Cllr Fyffe had completed a comprehensive analysis of the results of the responses (copy in Minute Book) to the Parish Council’s letter to residents of Bell Lane on the possibility of making Bell Lane a cul de sac at the High Street end. This idea had not found favour with the majority of respondents however the change suggested by biggest number was to reverse the direction of traffic. Cllr Fyffe suggested that a further letter be sent thanking them for their input and proposing that the option of reversing the traffic flow is looked at and get their feedback on this alternative approach – recognising that this has come from them.

This was Agreed. Cllrs Birks and Dalton to draft the letter.

10. TO CONSIDER THE REMIT OF THE RECREATION AREAS WORKING GROUP

(referred from full council)

Cllr Bell had tabled a suggestion of a change of name and possible Terms of Reference.

The Clerk also circulated Draft Terms of Reference from 2007.

It was felt by the majority of councillors that there was no need to make any changes at this in time as the council workload is high with existing commitments and further meetings would not improve efficiency. However all councillors were reminded of the need to raise issues/concerns relating to open spaces directly with the clerk or through existing meetings to ensure actions are taken.

11. TO CONSIDER THE SITING OF A DOG HYGIENE BIN ON WINDMILL LANE, BY THE FIRST ENTRANCE TO THE HOWE ALLOTMENTS

AGREED in principle but residents to be further consulted as to the exact location.

12. CLERK UPDATE

i) Project for Year 6^th Wheatley Primary School – The clerk reported that six year six students, with the help of Cllr Reilly had planted out the area outside Londis. The Parish Council is grateful to Mill View Garden centre for the donation of the plants. The clerk to ask the Primary School to help to plant flowers in the memorial Gardens

ii) Container at Wheatley Business Centre . It is likely that the Parish Council will be charged rental for the container they use for storage at the centre in the future due to change of ownership of the containers

iii) The organisation using the Church Road Recreation Area on 1^st June, agreed at full council, had replied that they do have Public Liability Insurance.

13. GRANTS, LICENCES AND SUBSCRIPTIONS

i) St John Ambulance – Request for Grant Aid (£100 granted March 2010) – £100 AGREED

14. TO CONFIRM THE SIX SIGNATORIES TO PARISH COUNCIL’S BANK ACCOUNT

It was AGREED that Cllr Stacey become one of the six signatories. The remaining five to be the clerk and Cllrs Reilly, Bell, Carr and Dalton

15. FINANCIAL MANAGEMENT

i) Chairman & RFO signed a completed copy of the reconciled bank statement

ii) Balances

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

23^RD May 2011 will be as follows: Community £1,085.00

Tracker £87,426.39

Treasury £60,081.45

SCHEDULE OF PAYMENTS AUTHORISED

Cheque no.	Payee	Payment details	Amount
	Cheques paid
105309-313	GM/SW/JF/OCC/HMR&C	April wages/pen/PAYE/NICs	3,154.58
d/d	Orange	Internet provider	18.37
did	BNP Paribas	Quarterly lease on photocopier	399.94
		Total	£3,572.89
	Cheques to Pay
105314	Briants of Risborough	Stakes for Cullum Road rec trees	35.88
105315	R Taylor Landscapes	Tree planting – Cullum Rd	60.00
105316	SODC	Dog bin emptying	81.62
105317	Ox Design (Jonathan Crowe)	Website hosting	72.00
103518	Earth Anchors	Dog Bin	236.34
105319	Lyreco	Envelopes	43.79
105320	Claire Logic	Eset Anti Virus	27.94
105321	Swift Digital services	Photocopier usage	45.67
105322	C Dalton	Trees etc for Cullum Rd Rec	246.11
105323	Berinsfield Business Community	Verges,Recs,Greens,Patio	957.18
105324	Aon Limited	Annual Insurance Premium	3,759.55
105325	BT	Telephone calls and rental	147.51
105326	The Post Office	Stamps	138.00
105327	Merry Bells	Office Lease March-June	992.42
105328	St John Ambulance	Grant Aid	100.00
	GM/SW/JF/OCC/HMR&C	May wages/pen/PAYE/NICs	3,500.00
		Total	£10,444.01

INCOME RECEIVED SINCE LAST MEETING

Income details	Amount
Newsletter Advertising	403.00
Total	403.00

16. TO CONSIDER THE TRAINING COURSES OFFERED BY OALC

Agreed to meet the cost of the course (£50) if a any Councillor wished to attend any of the courses

Agreed for the Clerk to attend the course on Agendas and Minutes on 19^th July

17 PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED

i) The Haseleys – Newsletter May 2011*

ii) Wheatley URC Newsletter March 2011*

iii) Little Milton Newsletter May 2011*

iv) Great Milton Bulletin May 2011*

v) Holton, Waterperry & Waterstock News – May 2011*

vi) Wheatley URC May 2011*

vii) Sue Ryder-Nettlebed Hospice – Thank-you letter for grant aid donation

viii) Wheatley Park School April Newsletter*

ix) Oxfordshire Playing Fields Association – Spring newsletter*

x) CPRE – ‘Countryside Voice’ – Spring 2011*

xi) CPRE – ‘Field Work’ Spring 2011*

*On display in Parish Office

18. DATE OF NEXT MEETING – 20^th or 27^th June 2011 – NOTED

19. RESOLUTION TO EXCLUDE THE PUBLIC

Cllrs Birks 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 nem con

9.20pm Cllr Fyffe left the meeting and Cllr Carr took the Chair for the Confidential item

The meeting closed at 9.52pm at the finish of the confidential business

February 2, 2012/0 Comments/by Assistant Clerk

Finance and General Purposes Committee 18th April 2011

Finance

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 18^th APRIL 2011 IN THE PARISH OFFICE AT 7.30PM

PRESENT: Councillors: G Birks (Chairman), R Old, J Reilly, R Bell, M Fyffe (from 8.10pm), & J Carr

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. There were no such declarations

158. APOLOGIES FOR ABSENCE had been received from Cllrs Coleridge and Stacey

159. DECLARATIONS OF INTEREST – None

160. MINUTES OF THE PREVIOUS MEETING – 21^st March 2011 which had been circulated with the Agenda were signed as a correct and accurate record with the correction of ‘eh’ to ‘the’ in the third line of Minute 145(i)

161. MATTERS ARISING FROM THE MINUTES 21^st March 2011

i) Minute 145(i) – Section 106 Funding for Pedestrian safety measures (Brookes University)

Cllr Birks reported on the meeting of 11^th April between councillors and Brookes University. The University had proposed 3 ‘Toucan’ crossings at Park Hill but with the closure of the footpaths across the grass on the western side of the fly over. The councillors had also suggested that a pavement around the ‘Round House’ be provided and a crossing at that junction. A formal reply to Brookes to be agreed at the full council meeting on 16^th May.

ii) Minute 149 – Youth Provision in Wheatley and the ‘Big Society’ Fund. The Committee confirmed Cllr Carr’s view to the County Council that the Parish Council had expressed an interest only in being a partner in providing a Youth Service in Wheatley. No promise of money had been made as the Parish Council does not have the funding or the expertise.

iii) Minute 152 – ‘Save Oxfordshire Libraries’ – named person from the Parish Council?

Agreed that Cllr Old would be the ‘named person’ as contact for ‘Save Oxfordshire Libraries’.

162. TO CONSIDER THE PROPOSED YOUTH SHELTER IN CHURCH ROAD RECREATION GROUND

Agreed that the clerk would contact Wheatley Park School to initiate the consultation required with young people. It was thought that young people might also be involved in the consultation with residents.

163. TO REPORT PROGRESS RE REFURBISHMENT OF CULLUM ROAD RECREATION GROUND

Cllr Dalton had purchased 6 trees to screen residents from users potentially looking into the gardens.These would be planted later in the week.

8.10pm Cllr Fyffe joined the meeting

164. TO CONSIDER ALTERATIONS TO BELL LANE FOLLOWING THE RECENT PEDESTRIAN/CAR ACCIDENT. Referred to F&GP from The Traffic and Roads Advisory Committee. Councillors to consider the replies from residents. It was Agreed that Cllr Fyffe would compile a synopsis of the replies and bring to the next F&GP Committee

165. TO CONSIDER THE SITING OF A DOG HYGIENE BIN AT THE EASTERN END OF ROMAN ROAD – Agreed

166. CLERK UPDATE

i) Littleworth Allotments – the rubbish has now been removed – Noted

ii) Gate to Play Equipment in Church Road Recreation Area – Agreed to abide by the RoSPA advice that gates should open inwards

iii) SODC – closure of roads for the May Day Procession – Agreed

iv) Parish Council Elections – there were only 14 candidates nominated for 15 places so there would be no need for an election. Nevertheless the Parish Council would be charged £130 by SODC – Noted

v) Project for Year 6^th Wheatley Primary School – Agreed to suggest planting flowers in the Memorial Gardens and the tree planter by Londis

vi) Overhanging trees/hedges – The Clerk had reported the hedge at 1 Crown Road to the Highways Department who had been to investigate and had agreed that it should be cut back to the boundary wall in stages. The Clerk to write to the occupier – Noted

167. GRANTS, LICENCES AND SUBSCRIPTIONS

i) Wheatley Village Archive – request for £1,000 annual grant aid – Agreed

ii) Oxford Green Belt Network – 2011-12 subscription – £15.00 – Agreed

iii) Information Commissioner – Registration 2011-2012 – £35.00 – Agreed

iv) Oxfordshire Association of Local Councils (OALC) – Subscription 2011-2012 – £615.20 – Agreed

v) Oxfordshire Rural Community Council (ORCC) – Subscription 2011-2012 – £30.00 – Agreed

168. TO CONSIDER THE WHEATLEY SOCIETY’S LEAFLET DISTRIBUTED TO HOUSEHOLDS IN MARCH 2011

Agreed that Cllrs Reilly, Carr, Birks, Dalton & Fyffe (heads of Committees and Council) would draft a reply to the Wheatley Society on behalf of the Parish Council – reply to be agreed at the May Parish Council meeting

169. FINANCIAL MANAGEMENT

i) The budget to end of March had been circulated and was discussed and the Chairman & RFO signed a copy of reconciled bank statement

ii) Balances

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

18^th April 2011 will be as follows: Community £2,976.81

Tracker £103,426.39

Treasury £60,081.45

SCHEDULE OF PAYMENTS AUTHORISED

Cheque no.	Payee	Payment details	Amount
	Cheques paid
105290-293	GM/SW/JF/OCC/HMR&C	March wages/pen/PAYE/NICs	2,951.83
105294	The Post Office	stamps	128.00
105295	WPSFMC	1^st instalment 2011-2012	2,000.00
105299	Fusion Youth and Com’ity UK	Grant Aid St George’s Funday	150.00
		Total	£5,229.83
	Cheques to Pay
105296	Parchment	April/May Newsletter	1,484.91
105297	Berinsfield Community Business	Verges cutting – March	553.80
105298	Anker International	Black Bags	124.80
105300	Oxford Green Belt Network	2011-12 subscription	15.00
105301	SODC	Non Domestic rates bill 2011-12	1,277.35
105302	ORCC	2011-2012 subscription	30.00
105303	The Information Commissioner	2011-2012 Registration	35.00
105304	OALC	2011-2012 Subscription	738.24
105305	Southern Electric	Electricity 08.01.11-31.03.11	65.45
105306	J. Watson	Newsletter April-May 2011	680.00
	GM/SW/JF/OCC/HMR&C	April wages/pen/PAYE/NICs	3,500.00
		Total	£7,824.55

INCOME RECEIVED SINCE LAST MEETING

Income details	Amount
1^st half 2011 – 2012 Precept	52,309.50
Newsletter Advertising	488.00
Total	£52,797.50

170 PUBLICATIONS & CORRESPONDENCE NOTED

i) The Haseleys – Newsletter April 2011*

ii) Wheatley URC Newsletter March 2011*

iii) Little Milton Newsletter April 2011*

iv) Great Milton Bulletin April 2011*

v) Holton, Waterperry & Waterstock News – April 2011*

vi) Wheatley URC April 2011*

vii) Tiddington with Albury & Milton Common – April/May Newsletter*

viii) Sue Ryder-Nettlebed Hospice – Thank-you letter for grant aid donation

ix) St Mary the Virgin – Thank-you letter for grant aid for church yard.

x) TVP Neighbourhood Policing Newsletter April – Wheatley Area Neighbourhood Team*

xi) Letter from Resident re traffic speeds on London Road

Agreed that the clerk would reply to the resident and that a request would be made to Oxfordshire for three permanent Speed Iindicator devices: one between Park Hill roundabout and the Kings Arms (for east bound traffic) and two on Ladder Hill (one for each direction)

xii) The Tree Council – Tree news Spring/Summer 2011*

xiii) SODC – Copy of presentation given to District Councillors on the Localism Bill – The clerk to send a copy of the presentation by e-mail to all councillors.

xiv) OCC – changes to bus services as a result of the award of new contracts – The 103/104 remains broadly the same. The 113 service (Stanton St John – Wheatley) is withdrawn.

*On display in Parish Office

171. DATE OF NEXT MEETING – 23^rd May 2011– noted

172. RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Birks proposed and Cllr Carr seconded that:

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

Agreed nem con

The Meeting Closed at 9.04pm

Wheatley Parish Council

AGENDA FOR CONFIDENTIAL SESSION – FINANCE AND GENERAL PURPOSES COMMITTEE – 18^TH APRIL 2011

172. RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Birks proposed and Cllr Carr seconded that:

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

Agreed Nem Con

173. MINUTES OF THE PREVIOUS CONFIDENTIAL SESSION HELD ON 21^st March 2011 – Circulated with the Agenda were signed as a correct and accurate record

174 . MATTERS ARISING FROM THE CONFIDENTIAL SESSION HELD ON 21^ST MARCH 2011

The criteria would be brought to the next F&GP meeting.

The Meeting Closed at 9.04pm

February 2, 2012/0 Comments/by Assistant Clerk

Finance and General Purposes Committee 21st March 2011

Finance

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 21^st March 2011 IN THE PARISH OFFICE AT 7.30PM

PRESENT: Councillors: G Birks (Chairman), S Coleridge, R Old, J Reilly, R Bell, P Devlin, M Fyffe, J Carr

& E Stacey

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. There were no such declarations

142. APOLOGIES FOR ABSENCE – None

143. MINUTES OF THE PREVIOUS MEETING held on 21^st February 2011, which had been circulated previously were signed as a correct and accurate record

144. DECLARATIONS OF INTEREST – None

145. MATTERS ARISING FROM THE MINUTES 21^st February 2011
1. i. Minute 125(ii) – section 106 funding for Pedestrian Safety Measures (Brookes University)

Cllr Reilly reported that the results of the Student Questionaire on Parking at the Wheatley campus had been reported at eh last residents’ meeting. (See copies of the Residents’ Meeting)

ii. Minute 130 – Help with 2011 Census Form. It was Agreed not to provide a ‘help’ session.

146. TO REPORT PROGRESS RE REFURBISHMENT OF CULLUM ROAD RECREATION GROUND

Cllrs reported that the area was ‘bedding down’ nicely and looking much better. The recently planted hedge was also doing well. The clerk reported that following an e-mail from the contractors that the final ’snagging’ had been completed the last tranche of money had been paid.

Cllr Fyffe reported that The ‘Playbuilder’ and ‘Aiming High’ funds were still requiring information from her which she would provide. The Chairman thanked her for her hard work in this project.

147. TO CONSIDER THE PROPOSED YOUTH SHELTER IN CHURCH ROAD RECREATION GROUND

The District Council had awarded a grant of £2,980 (30%of the expected cost) but there were a number of provisos. The most pressing of which were to provide evidence of consultation with young people, residents and the police and to obtain a further quote.

It was Agreed to undertake those consultations and the committee was asked to think how to best go about these consultations for discussion at the April F&GP meeting.

148. TO CONSIDER THE OCC CONSULTATION DOCUMENT – Revised Household Waste Recycling Centre Strategy for Oxfordshire. This matter had been referred to the Committee from full council. It was Agreed that the Parish Council’s view should be that whilst welcoming the fact that Redbridge Recycling Centre would remain open to the public at the weekend and Bank Holidays they ask that the centre is open for at least one weekday to avoid overcrowding and obstruction. This would be of benefit to the elderly and those that have to work weekends.

149. TO CONSIDER A RESPONSE TO OCC’S PROPOSAL THAT THE WHEATLEY YOUTH CENTRE IS DELIVERED THROUGH A COMMUNITY LED AND FUNDED APPROACH

The Parish Council had received an e-mail form the County Council re the likely closure of the Wheatley Youth Centre and asking for consideration of delivering the youth provision in Wheatley through a community led approach in line with the ‘Big Society’ philosophy.

District Councillor Carr and County Councillor Purse had been to a meeting at the Youth Centre with officers of the County Council to discuss the matter. A number of organisations had expressed an interest in the premises and there was to be a follow up meeting later in the week. They had been informed that political or religious groups would not be allowed to claim funding under the ‘Big Society’.

This matter to be discussed at the next F&GP meeting.

150. CLERK UPDATE

i) Hatching at Littleworth – the markings showing the stretch of land as a walkway had now been completed

ii) Littleworth Allotments – further clearance needed to be undertaken. An estimate of £600 had been obtained. It was Agreed to go ahead

151. TO CONSIDER A REQUEST TO JOIN ‘SAVE OXFORDSHIRE LIBRARIES’

Although the County Council Library in Wheatley was not one of those threatened with closure it was felt that Parish Council should support this campaign

152. GRANTS, LICENCES AND SUBSCRIPTIONS

i) Fusion Youth & Community UK – St George’s Day Community Festival – sponsor hire of a climbing wall (last year £150) – AGREED

153. FINANCIAL MANAGEMENT

i) Scrutiny of budget to end of February and signing of completed copy of reconciled bank statement by Chairman & RFO – COMPLETED

ii) Balances

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

21^ST March 2011 was as follows: Community £7,474.03

Tracker £51,110.22

Treasury £60,058.15

SCHEDULE OF PAYMENTS TO BE AUTHORISED

Cheque no.	Payee	Payment details	Amount
	Cheques paid
105276-280	GM/SW/JF/OCC/HMR&C	Feb wages/pen/PAYE/NICs	2,892.30
105282	St Mary the Virgin Church	Grant aid- burial ground	500.00
105283	Sue Ryder Nettlebed Hospice	Grant Aid	25.00
105284	OCC	Grant Aid – Ox Bus Ed Alliance	150.00
d/d	Orange Home	Internet	17.99
		Total	£2,585.29
	Cheques to Pay
d/d	Public Works Loan Board	Loan repayment	483.47
105285	Berinsfield Community Business	Grass verge contract	553.80
105286	DMH Solutions Ltd	LCRS Win 7 Update (Risk Ass)	33.83
105287	Acculine Ltd	Littleworth marking	462.00
105288	Thames Water	Memorial gardens	6.93
	GM/SW/JF/OCC/HMR&C	Feb wages/pen/PAYE/NICs	3,000.00
		Total	£4,410.03

INCOME RECEIVED SINCE LAST MEETING

Income details	Amount
Newsletter Advertising	827.00
Total	£468.00

154. PUBLICATIONS & CORRESPONDENCE RECEIVED NOTED

i) The Haseleys – Newsletter March 2011*

ii) Wheatley URC Newsletter March 2011*

iii) Little Milton Newsletter March 2011*

iv) Great Milton Bulletin March 2011*

v) TVP – Wheatley Neighbourhood Team – March newsletter*

vi) SODC Minutes of Standards Committee 10.03.11*

*On display in Parish Office

155. DATE OF NEXT MEETING – 18^th April 2011– NOTED

156. RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Devin 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 Nem con

The Meeting closed at 9.05 following the Confidential business

Wheatley Parish Council

MINUTES OF THE CONFIDENTIAL SESSION OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 21^st MARCH 2011 IN THE PARISH OFFICE AT 7.30PM

PRESENT: Councillors: G Birks (Chairman), S Coleridge, R Old, J Reilly, J Carr, R Bell, P Devlin

& E Stacey

OFFICER THE CLERK: Gareth Morris

156. RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Devlin 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 nem con

157. TO CONSIDER THE EDITORSHIP OF THE WHEATLEY NEWSLETTER AND CONFLICT OF INTERESTS

This item had been placed on the agenda by Cllr Carr. She had done so because of the recent literature delivered to residents around the village on behalf of the Wheatley Society. She saw the content as an attack on the Parish Council. As one of the main protagonists behind the leaflet was also the Editor of the Newsletter she felt that there could be a conflict of interests and that guidelines should be drawn up to ensure impartiality in the content of the newsletter.

A full discussion of the issue then took place. It was proposed by Cllr Carr and seconded by Cllr Reilly that:

i) Cllrs Devlin and Birks draw up guidelines to ensure impartiality in the content of the newsletter and

ii) The Clerk write to the editor explaining the process.

This was AGREED

February 2, 2012/0 Comments/by Assistant Clerk

Finance and General Purposes Committee 21st February 2011

Finance

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 21^st FEBRUARY 2011 IN THE PARISH OFFICE AT 7.30PM

PRESENT: Councillors: G Birks (Chairman), S Coleridge, R Old, J Reilly, R Bell, P Devlin, M Fyffe,

& E Stacey

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. There were no such declarations

122. APOLOGIES FOR ABSENCE had been received from Cllr Carr

123. MINUTES OF THE PREVIOUS MEETING – 24^TH JANUARY 2011 which had been circulated previously were signed as a correct and accurate record.

124. DECLARATIONS OF INTEREST – none

125. MATTERS ARISING FROM THE MINUTES 24^TH JANUARY 2011

i. Minute 108(ii) – Oxford City’s Management of Shotover Park – the minutes of the first meeting of the Shotover Forum had been received – Noted

ii. Minute 111 – section 106 funding for Pedestrian Safety Measures – the clerk had found a letter from the County Council from 2002 giving the amount that had been allocated within the OCC budget for traffic safety measures within Wheatley. Agreed Cllr Birks and the clerk to write to OCC and Oxford Brookes

iii. Minute 112 – New Burial Area – the clerk reported that Parish Councils did not have a duty to provide a burial ground.

126. TO REPORT PROGRESS RE REFURBISHMENT OF CULLUM ROAD RECREATION GROUND

Cllr Dalton had arranged for the planting of 100+ shrubs along the north end of the ground to prevent balls being kicked against the residents’ fences. The shrubs are currently protected by rabbit netting

127. TO CONSIDER THE PROPOSED YOUTH SHELTER IN CHURCH ROAD RECREATION GROUND

SODC had indicated that the project could only receive 30% of the total cost ie £2,487. They had questioned the amount the Parish Council was holding as reserves. The clerk had responded explaining how and why the reserves had been built up.

128 THE CHAIRMAN OF THE COUNCIL TO REPORT ON A MEETING WITH MR RONALD’S (OCC HIGHWAYS) ON SAFETY MEASURES IN CHURCH ROAD

Cllr Reilly reported that OCC would provide 30MPH roundels on the tarmac in London Road by Wheatley Bridge as the 30 mph limit was reached, by Maidenhead Aquatics and the ones at the Holton turn would be re-done. Agreed that the clerk would write to Mr Ronald requesting the work to go ahead.

129. TO REPORT ON CORRESPONDENCE BETWEEN THE CHAIRMAN OF THE COUNCIL AND MR I KING (OXFORD BROOKES) FOR PARISH COUNCIL VIEWS AND SUPPORT OF A PLANNING APPLICATION FOR ADDITIONAL CAR PARKING ON THE WHEATLEY CAMPUS

Agreed that clerk would write to Mr King saying that in principle the Parish Council is minded to support the University in an application for extra car parking on the Wheatley Campus subject to sight of the Planning Application.

130. 2011 CENSUS – TO CONSIDER A request to help those who need help to complete the forms, consider venue and volunteer resource for assisted sessions

Agreed that the Parish Council would seek to run an advice session. The Clerk to contact the area manager of the NSO

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

Cllr Bell tabled a paper giving some alternative groupings of parishes, within the Boundary Commission’s parameters that the Parish Council might chose between. Agreed that meeting should recommend to full council Wheatley should join Holton, Forest Hill, Garsington and Cuddesdon. The clerk to contact Garsington and Cuddesdon Parish Councils

132 CLERK UPDATE

i) Hatching at Littleworth – contractors would be on site in the week commencing 28^th Feb

ii) Littleworth Allotments – The clerk to write to all tenants asking if they were using their allotments, if not then they could be offered to those on the waiting list.

iii) The Air Ambulance Service had placed a clothing recycling bank in the SODC car park

iv) Details about the forthcoming Parish Council elections and forms had been received in the office

v) Graffiti – The Community Payback service are not able to remove graffiti from premises or street furniture

vi) Dog Hygiene Bins – SODC had not emptied the one by the steps on Old Road despite numerous requests. Its location might be proving problem for traffic site lines. Agreed to locate on opposite side of Old Road

vii) The Clerk circulated a report on the Conference he had attended on 16^th February.

133. TO CONSIDER REQUESTS TO USE CHURCH RECREATION GROUND FOR THE 36^TH MAYDAY CELEBRATIONS ON MONDAY 2ND MAY (and also give a view on the request for road closures) AND FOR FUSION’S FUNDAY ON SATURDAY 30^TH APRIL.

Both events given permission

134. TO SET A DATE FOR THE NEXT TRAFFIC AND ROADS ADVISORY COMMITTEE

Agreed that members would send Cllr Fyffe dates they were available

135. GRANTS, LICENCES AND SUBSCRIPTIONS

i) Oxfordshire Playing Fields Association – 1p per head over 4001 – (£40) Agreed

ii) St Mary the Virgin – grant aid for churchyard (£500 in 2009-2010) – Agreed – (Under Section

iii) Sue Ryder – Nettlebed Hospice (£25 2009-2010) – Agreed (under Section 137 LGA 1972)

iv) Oxfordshire Business Education Alliance (£150 in 2009-2010) Agreed ( Under Section 137)

136. FINANCIAL MANAGEMENT

i) The budget to end January was scrutinised and a completed copy of reconciled bank statement was signed by Chairman & RFO

ii) Balances

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

21^ST January 2011 will be as follows: Community £10,501.12

Tracker £51,110.22

Treasury £60,058.15

SCHEDULE OF PAYMENTS TO BE AUTHORISED

Cheque no.	Payee	Payment details	Amount
	Cheques paid
105254-8	GM/SW/JF/OCC/HMR&C	Jan wages/pen/PAYE/NICs	3,206.13
d/d	BNP Paribas	Photocopier lease	391.60
d/d	Orange	Internet fee	17.99
105259	J Watson	Feb/March newsletter	680.00
105252	Ryder-Cheshire Volunteers	Grant Aid	100.00
105253	The Post Office	Stamps	154.00
		Total	£4,549.72
	Cheques to Pay
105263	C. Sprent	Mileage for n’letter delivery 10/11	35.22
105264	Parchments of Oxford	Newsletter Feb/March 2011	1,327.18
105265	Briants of Risborough	Posts, netting for Cullum Rd rec	104.22
105267	Lyreco	Coloured paper	30.05
105268	SODC	Dog waste bins 1/10/10-31/12/10	79.92
105269	Oxfordshire Playing Fields Assoc	2011 subscription.	40.00
105270	Berinsfield Community Business	Grass verge contract	553.80
	GM/SW/JF/OCC/HMR&C	Feb wages/pen/PAYE/NICs	3,500.00
105266	Merry Bells Management Cttee	Office Rental to 24.03.11	992.42
105271	BT	Telephone to 11.02.11	131.85
105272	HM Revenue and Customs	Vat Repayment	514.68
105273	C Dalton	Shrubs etc for Cullum Road Rec	146.71
105274	R Taylor Landscapes	Planting shrubs – Cullum Rd Rec	205.00
105275	Society of Local Council Clerks	Conference fee 16.02.11	48.00
		Total	£7,709.05

INCOME RECEIVED SINCE LAST MEETING

Income details	Amount
Treasury Bill Interest	24.08
Newsletter Advertising	2,613.00
Capital grant from TOE	16,800.00
Refund Ph’copier rental and annual fee	383.05
Total	£19,820.13

137. PUBLICATIONS & CORRESPONDENCE RECEIVED

i) The Haseleys – Newsletter February 2011*

ii) Wheatley URC Newsletter February 2011*

iii) Little Milton Newsletter February 2011*

iv) Great Milton Bulletin February 2011*

v) Holton, Waterstock and Waterperry News – February 2011*

vi) Tiddington with Albury & Milton Common – Newsletter – Feb/March 2011*

vii) Ryder-Cheshire Volunteers – Thank-you for grant aid

viii) Oxfordshire Playing Fields Association – Annual Report and winter Newsletter*

ix) John Howell MP – Request for information re internet and mobile phone access in the community. Agreed that the clerk reply giving the areas of the village with poor coverage – Littleworth, Old London Road areas down in the valley.

x) TVP – Wheatley Neighbourhood Team – Winter newsletter*

*On display in Parish Office

138. DATE OF NEXT MEETING – 21^st March 2011– Noted

139. RESOLUTION TO EXCLUDE THE PUBLIC

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

Agreed Nem Con

The meeting closed at 9.17pm following the confidential items

Wheatley Parish Council

MINUTES OF THE CONFIDENTIAL SESSION OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 21^st FEBRUARY 2011 IN THE PARISH OFFICE AT 7.30PM

PRESENT: Councillors: G Birks (Chairman), S Coleridge, R Old, J Reilly, R Bell, P Devlin, M Fyffe,

& E Stacey

OFFICER THE CLERK: Gareth Morris

139. RESOLUTION TO EXCLUDE THE PUBLIC

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

Agreed Nem Con

140. MINUTES OF THE CONFIDENTIAL SESSION HELD DURING THE MEETING ON 24^th JANUARY 2011 were signed as a correct and accurate record

141. MATTERS ARISING FROM THE CONFIDENTIAL SESSION HELD DURING THE MEETING ON 24^TH JANUARY 2011

Minute 120 – The Clerk had been unable to contact the applicant so it was agreed that as Mr Funge should return from holiday in 6 weeks the Council would not employ a temporary replacement.

The meeting closed at 9.17pm following the confidential items

February 2, 2012/0 Comments/by Assistant Clerk

Full Council 7th November 2011

Full Council, Minutes

WHEATLEY PARISH COUNCIL

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 7^TH NOVEMBER 2011 IN THE MERRY BELLS AT 7.30 PM

PRESENT: Councillors: E.M. Stacey (Chairman), J Reilly. R Old, G Stephens, P Willmott, A Knapp, R Bell, D Lamont, C Dalton (until 8.30pm) J Carr & J Anderson

OFFICER: Gareth Morris Clerk to the Parish Council

Also present: County Councillor Anne Purse, PC P Gregory, Mr P Hood (Internal Auditor to the Parish Council), Mrs J Stoker (Maple Tree Children’s Centre and one member of the public.

70. APOLOGIES FOR ABSENCE had been received from Cllrs Coveley and Birks

71. DECLARATIONS OF INTEREST – None

72. MINUTES OF THE EXTRA ORDINARY PARISH COUNCIL MEETING HELD ON 12^TH OCTOBER 2011 circulated with this Agenda were signed as a correct and accurate record.

73. UPDATE ON ITEMS ARISING FROM THE PARISH COUNCIL MEETING HELD ON 12^TH OCTOBER 2011

i) Minute 66 – resurfacing of Friday Lane & Holloway Road – this had now been completed

ii) Minute 67 – Brookes Planning Application – it was not known when this would go to the SODC Planning Committee. Cllr Reilly said he had heard that it was the Government’s intention to install light controlled crossings in the future

iii) Minute 68 – SODC Core Strategy – Examination in Public Wheatley Parish Council’s submission was scheduled to be heard on November 2^nd. In the absence of Cllr Birks, Cllr Carr read out Cllr Birk’s report on the hearing. (Copy in Minute Book)

With the permission of the meeting Agenda Items 7 and 8 were now taken

74. TO CONSIDER ITEMS FOR THE 2011-2012 ACCOUNTS (See papers sent with the Agenda for the F&GP meeting held on 19^th September 2011). Mr Hood, who was in attendance was invited to speak.

Mr Hood spoke to his report which had been circulated previously to all councillors. He said that the Parish Council should pay particular attention to the size of the balances that were being carried forward. It was perfectly acceptable to earmark funds for future projects but not to keep rolling these funds over from year to year. Some indication of when the Parish Council intended to use the earmarked funds should be given.

(i) Letter of Engagement of Internal Auditor (Mr Phillip Hood) 2011-2012

Cllr Lamont proposed and Cllr Willmott seconded that Mr Hood be engaged as the Parish Council’s internal auditor for 2011-2012

(ii) Statement of Internal Control for Wheatley Parish Council – Mr Hood said that it was no longer necessary to have a formal, minuted Statement of Internal Control as was required in previous years. It was only necessary to place on the checklist that the parish Council had discussed.

Mr Hood was thanked for his attendance.

75. TO SIGN THE FUNDING AGREEMENT BETWEEN OXFORDSHIRE COUNTY COUNCIL (BIG SOCIETY FUND AND WHEATLEY PARISH COUNCIL FOR £7,120.00 TO PROVIDE TWO OPEN ACCESS YOUTH CLUB SESSIONS FOR 43 WEEKS OF THE YEAR.

Jenny Stoker from OCC was invited to address the meeting. She reported that the funding for the refurbishment had been received in full. There would be a new landing area, flooring, ceiling, reception area, kitchen and front doors. It was hoped work would start in November/December and take to 6/8 weeks.

It was Agreed to invite Mr Paul Lawrence of Oxfordshire Association for Young People to the next

F&GP Meeting.

8.30pm Cllr Dalton left the meeting

The Chairman declared the meeting Out of Session

County Councillor Purse – She reported that each County Councillor has a small amount of money for ‘Local Funding’ for 2012-2013 that he or she can spend on local highway matters. She was of the opinion that Wheatley as the largest village should get her first allocation.

The Library Service – Wheatley Library needed a fund raising group – ‘Friends of Wheatley Library. She would be willing to co-ordinate meetings

Is there anybody from Wheatley Parish Council willing to meet with Holton Parish Council

PC Gregory – Car crime in rural areas is on the increase especially vans with tools etc. £3,000 worth of fishing equipment had been taken from one vehicle.

Enforcement of the parking regulations in The High Street would undertaken and there was also concern racial comments on the bus shelter at Asda and general graffiti.

District Councillors – A boundary review would be taking place leading to areduction in the number of District Councillors.

9.04pm The Chairman declared the Council back in session

76. TO RECEIVE THE MINUTES of the meetings of the Planning Committee held on:

i) Wednesday 14^th September, circulated previously – These were received

ii) Wednesday 12^th October, circulated with this Agenda – These were received

77. TO RECEIVE THE MINUTES of the meetings of the F&GP Committee meeting held on:

i) Monday 19^th September, circulated with this Agenda – these were received

ii) Monday 17^th October, circulated with this Agenda – these were received

78. TO APPROVE AND ACCEPT ANNUAL RETURN FOR 2010-2011 FOLLOWING NOTICE OF CONCLUSION OF THE AUDIT FROM THE EXTERNAL AUDITOR AND TO CONSIDER THE ISSUES ARISING FROM THE REPORT.

i) The restatement of Fixed Assets

ii) Section 1 does not add up by £1

Cllr Bell proposed and Cllr Reilly seconded that the Annual Return for 2010-11 and the report of the External Auditor be approved and accepted. This was Agreed unanimously.

79. TO CONSIDER THE REQUEST FROM A RESIDENT FOR THE REMOVAL OF THE FOOTPATH BARRIER BY THE CORNFIELD BAKERY

Agreed that the Clerk reply to the resident saying that the Parish Council would be requesting information from the Highways Department of the County Council on the need for a barrier and on the types of barrier that they approve.

80. TO CONSIDER THE ROLE OF COMMUNICATION BETWEEN COUNCILLORS

81. REPORTS FROM OUTSIDE BODIES

a) Park Sports centre Joint User Group – the concern over the effect on parking of the new Brookes entrance was now resolved

b) The Howe Trust – no report.

c) Merry Bells Management Committee – the committee was considering the refurbishment of the coffee room

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

i) Report on last meetings. The County Council had handed over their role to Mouchet

ii) Update on the redevelopment of the pavilion – a site meeting had taken place where the designs had been marked out and a number of questions had arisen for the architects to address. The cost of a new pavilion was likely to be in the region of £1m to £1.5m.

83. CALENDAR OF MEETINGS – NOTED

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

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

c) F&GP Committee – Monday 12^th December – 7.30pm

d) Planning Committee – Wednesday 14^th December 2011 – 7.30pm

e) Parish Council Meeting – Monday 9^th January 2012– 7.30pm

f) Planning Committee – Wednesday 11^th January 2012 – 7.30pm

Meeting closed at 9.56pm

February 2, 2012/0 Comments/by Assistant Clerk

Full Council Extra-Ordinary Meeting 12th October 2011

Full Council, Minutes

WHEATLEY PARISH COUNCIL

MINUTES OF THE EXTRA ORDINARY MEETING OF THE COUNCIL

HELD ON MONDAY 12^TH OCTOBER 2011 IN THE MERRY BELLS AT 8.15 PM

PRESENT: Councillors: E.M. Stacey (Chairman), J Reilly. R Old, G. Birks, G Stephens, P Willmott, A Knapp, J Coveley, D Lamont, C Dalton & M Fyffe

OFFICER: Gareth Morris Clerk to the Parish Council

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

64. APOLOGIES FOR ABSENCE had been received from Cllrs Anderson, Bell, Carr & Coleridge

65. DECLARATIONS OF INTEREST – None

66. MINUTES OF THE MEETING HELD ON 5^TH SEPTEMBER 2011 which had been circulated earlier were signed as a correct and accurate record

66. UPDATE ON MATTERS ON THE MINUTES OF THE MEETING HELD ON 5^TH SEPTEMBER

Minute 49 – The Clerk reported that work on Holloway Road resurfacing started on 10^th October (instead of the 3^rd as previously intended) and Friday Lane work would start on 27^th October.

67. CONSIDERATION OF THE FOLLOWING PLANNING APPLICATION:

P11/W1227 (Major) Oxford Brookes Wheatley campus and Wheatley Park School. Provision of new access to serve Wheatley park School and Oxford Brooks University. New coach park for Wheatley Park School. Redistribution of existing car parking for Wheatley Park School and Oxford Brooks University with no net increase (515 spaces for Oxford Brookes University and 95 replacement spaces at Wheatley Park School). New landscaping and ancillary works.

Cllr Birks tabled a draft response that could be made by the Parish Council giving reasons for the refusal of the application on the grounds of the traffic/pedestrian safety at the Park Hill/Holloway Road/London Road junction were inadequate. Light controlled crossings should be provided at the there proposed zebra crossings.

Following a discussion, Cllr Dalton proposed and Cllr Birks seconded that the above application should be refused on the grounds that the traffic/pedestrian safety measures at the Park Hill/Holloway Road/London Road junction are inadequate.

This was AGREED by 10 votes in favour with none against and one abstention.

It was further AGREED to send Cllr Birks’ paper as an explanation to the parish Council’s recommendation of refusal. (copy in Minute book)

8.50pm The Chairman declared the Council out of session and invited the members of the public present to speak

County Councillor Anne Purse. – She felt that the Brookes’ application would not be dealt with by SODC for a little while yet. OCC had not yet put in any comments re highway matters. She suggested that as the officer concerned would be working on comments the following day and perhaps the Parish Council might like to send him their comments.

Mrs Tess Shaw (Chairman of Wheatley Park School Governors) – thanked the Parish Council for their concern on behalf of Wheatley Park School

9.00pm The Chairman declared the Council back in session

It was Agreed to send Mr Yoward, the OCC officer dealing with Highway matters on planning applications

68. TO RECEIVE A REPORT ON THE COUNCIL’S SUBMISSION TO THE

‘EXAMINATION IN PUBLIC’ OF SODC’s CORE STRATEGY AND TO CONSIDER A SUBMISSION TO THE NEXT EXAMINATION IN PUBLIC SESSION (1^st November to 11^th November)

Items for examination are:

the overall strategy, particularly the quantity and distribution of housing development (CS chapter 4 and the relevant section of chapter 7)
‘moving around’ (CS chapter 5)
Didcot (CS chapter 9),
Thame (CS chapter 11),
Wallingford (CS chapter 12),
‘quality development’ (CS chapter 15),
infrastructure provision (CS chapter 18).

First of all Cllr Birks gave a verbal report on her attendance at the first sessions of the Examination in Public which had been held in June.

For the forthcoming session on ‘Strategy’, to be held on 1^st and 2^nd November she felt that the Parish Council should maintain its previously held stance against major development in the green belt and that the apportionment of housing between town and villages is unsound. Also to state that the parish Council supports the Inspectors preliminary findings.

Cllr Reilly proposed and Cllr Dalton seconded the proposal that the parish Council submits Cllr Birks’ suggestions as the Parish Council’s response to the ‘Strategy’ Session of the Examination in Public on 1^st/2^nd November and that Cllr Birks be asked to attend on the Parish Council’s behalf.

This was AGREED by 10 votes in favour and 1 against with no abstentions

The Chairman thanked Cllr Birks on behalf of the Parish Council for the amount of work she had put in to this matter

69. DATE OF NEXT MEETING – MONDAY 7^TH NOVEMBER 2011 – Noted

The meeting closed at 9.24pm

February 2, 2012/0 Comments/by Assistant Clerk

Finance and General Purposes Committee 17th October 2011

91. TO CONSIDER A RESPONSE TO THE GOVERNMENT’S DRAFT NATIONAL PLANNING POLICY FRAMEWORK: CONSULTATION which ended on 17^th October 2011 See also: http://www.communities.gov.uk/publications/planningandbuilding/draftframeworkconsultation

Cllr Birks tabled a response that she felt could go from the Parish Council.(Copy in Minute Book.

Cllr Reilly proposed and Cllr Stacey seconded that Cllr Birks draft be sent as the Parish Council’s response. This was Agreed unanimously

The clerk would send the response off by e-mail after the meeting. Copies would also be sent to David Cameron MP, John Howell MP and Minister of State (Cities) Greg Clark MP

Finance and General Purposes Committee 19th September 2011

Finance and General Purposes Committee 18th July 2011

Finance and General Purposes Committee 27th June 2011

Finance and General Purposes Committee 23rd May 2011

Finance and General Purposes Committee 18th April 2011

Finance and General Purposes Committee 21st March 2011

Finance and General Purposes Committee 21st February 2011

Full Council 7th November 2011

Full Council Extra-Ordinary Meeting 12th October 2011

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MINUTES

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91. TO CONSIDER A RESPONSE TO THE GOVERNMENT’S DRAFT NATIONAL PLANNING POLICY FRAMEWORK: CONSULTATION which ended on 17th October 2011 See also: http://www.communities.gov.uk/publications/planningandbuilding/draftframeworkconsultation

Cllr Birks tabled a response that she felt could go from the Parish Council.(Copy in Minute Book.

Cllr Reilly proposed and Cllr Stacey seconded that Cllr Birks draft be sent as the Parish Council’s response. This was Agreed unanimously

The clerk would send the response off by e-mail after the meeting. Copies would also be sent to David Cameron MP, John Howell MP and Minister of State (Cities) Greg Clark MP

CATEGORIES

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MINUTES

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91. TO CONSIDER A RESPONSE TO THE GOVERNMENT’S DRAFT NATIONAL PLANNING POLICY FRAMEWORK: CONSULTATION which ended on 17^th October 2011 See also: http://www.communities.gov.uk/publications/planningandbuilding/draftframeworkconsultation