Planning Committee 12th August 2015

,

DRAFT – SUBJECT TO CONFIRMATION

Wheatley Parish Council
MINUTES OF THE MEETING OF THE PLANNING COMMITTEE OF THE COUNCIL HELD IN THE PARISH OFFICE ON WEDNESDAY 12th AUGUST 2015

 

PRESENT: Cllrs R Bell (Chairman), P Bignell, J Carr, S Coleridge (Vice-Chairman), A Walkey

 
OFFICER: The Assistant Clerk

 
ALSO PRESENT: 2 members of the public (including an applicant of 45 Church Road)

 

32. APOLOGIES FOR ABSENCE – Cllr G Stephens

 
33. DECLARATIONS OF INTEREST
Cllr Bell is a friend of Mr Newton, 45 Church Road, but has no financial interest in the application and therefore won’t stand down as Chairman for this item. The other members of the committee will discuss the application.

 
34. MINUTES OF THE PREVIOUS MEETING HELD ON 8th July 2015 which had been circulated previously were signed as a correct and accurate record.

 
35. UPDATE ON MEETING HELD ON 8th July 2015

P15/S2121/FUL Land North of London Road:
The members have looked through the comments submitted to the SODC website and noted concerns raised with noise, drainage and that the two road entrances of the site are not connected to each other. The members expect there will be an amendment to the application in the near future and until then will continue to read any further comments registered.

P15/S1546/FUL 1 Coopers Close
Members were puzzled by an email sent from the applicant that the architect has not amended plans as required, as he has already sent them to Robert Cramp, Enforcement Officer at SODC. The plans appear to cover what the Parish Council have requested.

The committee also felt that it was important to get a response from the Highways Agency Historical Railways Estate who own the bridge adjoining the property to clarify their right of access, if any, for maintenance. SODC have previously written to them but so far there has not been a response. The Committee will be asking the SODC Enforcement Officer to contact them again.

 
36. AMENDMENTS TO PREVIOUS APPLICATIONS – None

 
37. NEW PLANNING APPLICATIONS
i) P15/S2313/HH 45 Church Road Wheatley OX33 1LZ. Replacement of existing rear conservatory with an orangery-style extension and replacement of existing rear extension with larger extension to rear of kitchen. (As amended by drawing 15-5360-P1A with annotated dimensions accompanying e-mail form agent 20 July 2015).
The members noted comments on the SODC website from four neighbours and discussed the access arrangements with the applicant, Mr Newton.
Recommend Approval along with the following recommendation:
The committee considered the comments made by the residents of a number of properties on London Road, over whose land the contractor will have to move both men and materials. Because of the inconvenience and potential damage this may cause them during the construction period the committee strongly recommends that a condition be imposed to ensure that a proper Traffic Plan/Construction Method Statement is prepared and that OCC is consulted. This in view of recent concerns encountered in Friday Lane during a construction phase.

 

ii) P15/S2172/HH 48 London Road Wheatley OX33 1YA. Erection of a first floor extension and link from box dormer to proposed extension. Recommend Approval.

 
iii) P15/S2231/HH 38 Ladder Hill Wheatley OX33 1SX. Proposed first floor extension and new bay window to existing single storey front extension. Recommend Approval.

 
iv) P15/S2347/FUL Colletts Garage 134 London Road Wheatley OX33 1JH. Demolition of existing office building and erection of replacement office building. Installation of a portacabin for temporary office use during construction and future use as staff mess facilities. Recommend Approval

 
v) P15/S2387/HH 65 Littleworth Road Wheatley OX33 1NW. Demolition of porch and erection of conservatory. Recommend Approval

 
vi) P15/S2453/LDP 29 Roman Road Wheatley OX33 1UX. (Certificate of Lawful Development) Proposed garden building. Noted.

 
vii) P15/S2204/HH 36 Westfield Road Wheatley OX33 1NG. Single story kitchen extension to front of building. 3.5 m x 2m flat roof at existing roof eves height materials to match existing. Windows to front elevation with door to side. Recommend Approval.

 
38. PLANNING DECISIONS AND NOTIFICATIONS – NOTED

i) P15/S1534/HH 31 Elton Crescent Wheatley OX33 1UZ. Removal of the existing front entrance porch and the erection of a single storey front extension. Recommend Approval GRANTED 03.07.15

 
ii) P15/S1021/HH Moon Cottage 53 Old Road Wheatley OX33 1NX Demolition of glazed outhouse and replacement with two storey extension incorporating master bedroom suite. No strong views GRANTED 06.07.15

 
iii) P15/S1552/HH 3 Elm Close Wheatley OX33 1UW Single storey rear extension. Recommend Approval GRANTED 13.07.15

 
iv) P15/S1845/HH 28 Church Road Wheatley OX33 1NB. First floor rear extension, raising the height of the roof and insertion of dormer windows to the front and rear (As amended by drawings accompanying e-mail from agent received 2 July 2015 removing second floor side windows and obscure glazing one window on the front elevation) Recommend Refusal GRANTED 20.07.15

 

v) P15/S1773/HH 1 Park Hill Wheatley OX33 1ND Demolition of existing attached sheds and extensions. Erection of a single storey side extension and extension to garage (As amended by plan PA03_Rev A, received 2015_06_25 to clarify that the extension to the north elevation would not physically attach to neighbours). (Additional plan received 2015_07_01 to show roof plan). No Strong views GRANTED 21.07.15

 
vi) P15/S1935/HH 120 London Road Wheatley OX33 1YH Demolition of existing detached pre-fabricated concrete garage and attached single storey outbuildings and replacement with a new two-storey extension to side of original house to form additional living accommodation with improved and enlarged car parking/manoeuvring. Recommend Approval GRANTED 27.07.15

 
vii) P15/S1882/HH 24 Westfield Road Wheatley OX33 1NG Proposed garden shed and log store. (Retrospective) Recommend Approval GRANTED 30.07.15

 

39. CORRESPONDENCE – None

 

40. DATE OF NEXT MEETING – WEDNESDAY 9TH SEPTEMBER 2015 – NOTED

 

41. ITEMS FOR INFORMATION

Tuesday 3rd November ‘How Local Councils Fit into the Planning System, Effective Responses to Planning Applications’ to be held at Committee Rooms 1&2, West Oxfordshire District Council, Woodgreen Offices, Witney. Several members expressed an interest in attending but wanted more information about the https://rosarydental.com/oral-surgery/buy-ventolin/ training and whether it was relevant to South Oxfordshire planning. It was noted that booking forms must be returned by 9th October 2015.

The Meeting closed at 8.35pm

/by

Parish Council Meeting 6th July 2015

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WHEATLEY PARISH COUNCIL

 

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 6TH JULY 2015 IN THE MERRY BELLS HALL AT 7.30PM

 

 

PRESENT: Councillors: G Stephens (Chairman), R Bell, P Hood, A Davies,   T Davies, P Willmott, A Walkey, P Gregory, P Bignell, J Carr, G Birks,

R Reilly, S Coleridge and T Newman

 

OFFICERS: Gareth Morris, Clerk to the Parish Council

 

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

 

Mr S Bond and Mr B Farmery (Woolfe Bond/Taylor Wimpey/Cole Easdon) also attended for item re Housing Development, north of London Road

 

34. APOLOGIES FOR ABSENCE – none

 

 35. DECLARATIONS OF INTEREST

i) Cllr Newman declared an interest in item 8 ( Minute 41 Application for housing development o north side of London Road – as a member of the SODC’s planning Committee

ii) Cllr Coleridge declared an interest in item 10 (Minute 43 Village Green Application) as a Governor of John Watson School

iii) Cllr Hood declared an interest in item 10 (Minute 43 Village Green Application) as the Treasurer of the Cool Kids club

 

36.  UPDATE from the minutes of the meeting held on Monday 18th May 2015

i) Minute 18 – Parish Council Stall at Merry Bells Fayre 4th It was agreed that the event was a great success. The clerk to write a letter of thanks to the MBMC

 

37.  MINUTES of the Extra Ordinary meeting of the Parish Council meeting Wednesday 24th June 2015 which had been circulated with the Agenda were signed as a correct and accurate record

 

 38.UPDATE from the minutes of the Extra Ordinary meeting held 24th June 2015

     Minute 31 – Resolution from Cllr T. Davies. The Clerk reported that “Items for Information” now appeared at the end of each Agenda. Minutes were now being put on the website as soon as completed marked” Draft – subject to confirmation”

Minute 32 – First steps regarding the possible adoption of a neighbourhood plan.

The Clerk had e-mailed the clerk of Holton Parish Council informing her of Wheatley Parish Council’s first steps in deciding whether or not embark on a Neighbourhood and invited any Holton Parish Councillor to attend a meeting with Beryl Guiver, Planning Officer SODC which had been provisionally booked for Wednesday 5th August at 7.30pm

 

With the permission of the meeting it was AGREED to move to item

 

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

       To consider the planning application for housing on an exception site on the north side of London Road between the Park Hill Roundabout and Fairfax Gate

     Mr Stephen Bond of Woolfe Bond gave an overview of the site history and the application and how it had changed following the public consultation and exhibition and meetings with SODC at which Parish councillors       were present.

At the end of the presentation the Chairman asked for questions from the councillors.

Cllr Newman – said that application was on SODC’s website but the 28 days public consultation had not yet started as no officer had been appointed.          

   Cllr A Davies – asked about the crossings – Ans. One would be light controlled and the second one would be dropped kerbs only.

     Cllr Bell – wanted clarification on further meetings. Ans. If, as a result of responses to the application, any changes would form an amendment to the application and go out to consultation

     Cllr Coleridge – felt there should have been a better location mix of affordable and market housing. Ans There had been much debate on this issue. The mix would be ‘tenure blind’ (unable to see the difference between the affordable and market houses) it was felt that this design, given all the various parameters, was the most appropriate balance to meet the housing needs.

     Cllr Birks – questioned the ‘non-controlled nature of the 2nd crossing Ans. It is irregular/incompatible to have two light controlled crossings (or even with one with belisha beacons) in such close proximity

     Cllr T Davies – said he was delighted with the traffic safety measures. He highlighted the problem of extra sewage and could the Wheatley system cope. Ans. The capacity questioned had been put to Thames Water and a study would be made

Cllr Bell – SODC Housing dept. had asked for an increase in the no. of smaller units, but this it had only increased by 2. Ans. SODC is happy that the mix is appropriate to meet the housing needs identified

     Cllr Bell had been unable to see any reference to street lighting. Ans. Given the nature of the site it would be more usual for street lighting to be devised at a later date

     Cllr Gregory – pointed out that the exit/entrance at the eastern end was quite close to the Fairfax Gate one and the junction between Church Road and London Road.and asked would that pose a problem? Ans. Following discussions with OCC Highways it was not thought it would pose a problem.

 

8.06pm The Chairman declared the Parish Council out of session and invited comments from the floor on the planning application

 

       Mr D Lamont – he understood that 2 light controlled crossings had been promised as had double yellow lined by the Glebe and St Mary’s Close. Ans. Two light controlled crossings had never been on the Agenda for reasons already discussed.   Ans Double yellow lines could be requested and it would fall to Taylor Wimpey to pay.

       Mr R Gordon – Wanted to know the regulations concerning the permitted distances between crossings. An. OCC had said that you cannot have a second controlled crossing given what is already in place on London Road.

Mr Gordon – noise was obviously a serious issue and he raised questions about what was written in the ‘Noise Report’. Ans. Where a development was built near part of the national road network noise levels are allowed to be higher than the norm. At the moment SODC’s Environment Officers had accepted the report and its findings

Mr Gordon – would noise monitoring post development be recommended. Ans. Yes, this would be likely

Mr D Lamont – if the zebra crossing east of the Park Hill roundabout was removed would another light controlled crossing nearer the development be permitted? Ans.

Taylor Wimpey would raise the matter, along with the double yellow lines with the County Council. Residents could also lobby SODC on the matter.

Mr A Johnson – felt that there was lack of clarity and ambiguity in the application. He asked who to go to at SODC in order to ask for clarification Ans. Mr Peter Brampton

Mr J Reay – adding more crossings along London Road may deter traffic in so much as they find another way through the village. Had Taylor Wimpey considered this? Ans..It was felt that this extra crossing would have an insignificant effect.

Pedestrians would use the crossing, go along the Glebe and the footpath through to Church Road and then go through the SODC or the Merry Bells car park to get to the High Street

 

8.24pm The Chairman declared the Parish Council back in session

(Item 8 Continued) TO REPORT PROGRESS ON HOUSING FOR THE EXCEPTION SITE NORTH OF LONDON ROAD

 he clerk announced that SODC had given the application number and a description which was:-

P15/S2121/Ful – Erection of 51 dwellings, with access from London Road, together with associated landscaping and open space provision. (Rural Exception Site)

    

Cllr Carr proposed and Cllr Gregory seconded that the Parish Council recommends SODC approves the application.

This was AGREED nem con with one abstention (Cllr Newman who served as an SODC Councillor on the SODC Planning Committee and had declared an interest)

The Chairman thanked Mr Bond and Mr Farmery for their attendance

 

41. TO NOTE THE RESIGNATION OF CLLR JOYCE COVELEY AND TO DECLARE A VACANCY ON THE PARISH COUNCIL

       The meeting was sad to note the resignation of Cllr Joyce Coveley. The Chairman said that Cllr Coveley was first co-opted on to the Parish Council in 1999 and had served ever since. She had been a stalwart of the Planning Committee. She would be greatly missed. It was agreed that the clerk should write to Mrs Coveley, The council declared a vacancy and the clerk would inform the Returning Officer at SODC and post the relevant notices.

 

 42. TO REPORT ON PROGRESS OF THE PARISH COUNCIL’S APPLICATION   APPLYING FOR VILLAGE GREEN STATUS FOR THE PLAYING FIELDS AT LITTLEWORTH ROAD.

     To consider the following resolution:

The Parish Council be free to vary the extent of the area covered by the Village Green Application in order to reach a timely agreement with ODST (Oxford Diocesan Schools Trust) for the partitioning of the Littleworth Road playing field, thus facilitating a manageable and secure boundary for Wheatley Primary Academy whilst at the same time protecting village use, in perpetuity of part of the field.

 The context is that the PC’s representatives discussed partition of the field with Oxford Diocesan Trust at, inter alia, a meeting on 9th January 2015, followed by partition being informally agreed at a meeting between representatives of the Parish Council, ODST and the Primary Academy on 24th April 2015, ODST having made it clear at all meetings that the field was too big for, and not required by, the Primary Academy; also that there was plenty of space available in the field for the above parties to be accommodated.

 

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

 

Mrs Liz Wickens Community Governor of the Primary Academy. The compromise the resolution proposes meets the school’s specific needs the school can fence in the school’s immediate site perimeter. She said that the responsibility for the maintenance of the village green was unclear. She felt that the restrictions on village green usage might be something that residents of the village might regret in the future. The school was also concerned about the health and safety and access issues that the John Watson School may have with their https://www.sandwichmedical.com proposed building work.

 

Chairman of the John Watson School Governors – there had been no consultation between the John Watson School and the Parish Council over this issue. As it stands the proposal is not acceptable. The school has concern about access to their land and they need 24 hour access. The school would start building work in October. They also questioned who would have responsibility for maintaining the area of the village green

 

Head Teacher of the John Watson School – safeguarding issues were very important to the school and any increased use by adults of the land would be worrying.

 

Mr J Reay – felt that residents especially those on Littleworth Road should have been consulted.

 

County Councillor Anne Purse – stated that there were likely to be cut backs in the County Council supported subsidized public transport. Another cutback would be in Children’ Centres.

              The County Council was doing regular weight limit checks and enforcement in Watlington and Little Milton and the Haseleys. In Watlington they have a scheme

 

District Councillor Newman – He had asked if additional signage at the entrances to the village re the weight limits could be provided

 

Mr D Lamont – asked about the Vehicle Activated Signs that the previous council has approved. The clerk replied that in November the County Council had estimated a cost of around £11,000 for the four requested. The Parish Council had now been told that this cost had risen to £23,000 due to a calculation error in the original estimate. The F&GP Committee had felt that it could not go ahead without further investigation.

 

9.04pm The Chairman declared the Parish Council back in session

 

 Item 10 continued (Village Green Application)

     Cllr Willmott wished to counter the ‘facts’ that had been included in a letter that went out from the Primary Academy, on this issue, to parents and carers which was also available at the Fayre on Saturday.

 

Cllr Birks. A compromise that would work for all parties was now in reach. The landowner (the County Council) should maintain the land, though it was likely that the Parish Council would be asked to pay some of it.

The access issue to the John Watson school had been discussed with Mr Joyner of Diocese and he said that the County Council, which has the responsibility for the John Watson school and the Diocese should be able to reach a solution over the access to the John Watson school. Mr Joyner did not believe that this was an issue to affect the village green. Any access to the John Watson school would affect the Diocese portion of the land.

      

The motion, as it appeared on the Agenda (and at the start of Minute 42) was

proposed by Cllr Carr and Seconded by Cllr T Davies.

The was AGREED by 13 votes in favour, none against – Cllr Coleridge who had

declared an interest, did not vote

 

44 THE MINUTES of the meetings of the Planning Committee held on Wednesday 20th May 2015 and Wednesday 10th June 2015 which had both been circulated previously were received

 

45.THE MINUTES of the meetings of the F&GP Committee held on Monday 15th June 2015 which had been circulated previously were received.

 

 46. TO RECEIVE AND NOTE THE REPORT OF THE INTERNAL AUDITOR, MR P HOOD

The report of the Internal Auditor had been circulated with the Agenda.

The only recommendation from the auditor was that the Risk Assessment undertaken by the Parish Council is approved, adopted and minuted within each financial year for that year. (See minute 50 below)

Cllr Gregory proposed and Cllr T Davies seconded that the report of the Internal Auditor be received and noted. AGREED

 

47. TO CONSIDER MATTERS RELATING TO WHEATLEY PARK SPORTSFIELD   MANAGEMENT COMMITTEE AND THE WHEATLEY PLAYING FIELD TRUST

i) To receive the audited accounts for of the WPSFMC for 2014/2015 (see enclosed papers) and to agree to pay the balance that the Parish Council has to pay of £1,667.81. This was Agreed

            Report on Sportsfield management Committee – Cllr Bell asked a question on the redundancy of the two employees of the Committee. Cllr Willmott confirmed that all due process had been carried out and the two  employees would be made redundant as from 31 August 2015. It was expected that the County Council would pay 80% of the cost of redundancy pay but they had not confirmed that as yet

Point 4 on the report related to the fact that the new residents in the bungalow next to the sports field had a Rottweiler. The school and written to the owners and so had Cllr Willmott on behalf of the management committee. Two PCSO’s had paid a visit. It was Agreed that, as landowners, the Parish Council should write to the owner and Holton Parish Council with their concerns.

ii) Matters concerning the Wheatley Playing Field Trust

Cllr Willmott reported that matters were progressing and it was hoped that an agreement would be reached with Wheatley Park School in the next fortnight. For bookings they were looking at an on-line system in order to reduce costs.

Cllr T Davies was concerned that there should be protection for the Parish Council in terms of ownership of the land that any decision concerning use, development and using the land as collateral for a loan must be referred back to the parish Council, also he was concerned that the £10,000 contribution by the Parish Council could be a burden on it. The Trust should look to reducing this cost to the Parish Council. Cllr Willmott replied that it would be difficult to raise enough revenue to cover the costs of running the field in the evenings and at the weekends. The Trust had been looking at ways to raise extra revenue and to make savings.

 

48. TO CONSIDER THE WHEATLEY VILLAGE PRODUCE ASSOCIATION’S REQUEST TO PLANT A CHERRY TREE IN THE MEMORIAL GARDENS.

       The clerk read out a letter from the Chairman of the Village Produce Association requesting permission to plant a cherry tree in the Memorial Gardens to mark the Association’s 75th birthday. The Parish Council granted the request. The clerk would check with the Diocese to see if there were any procedural issues.

 

49. TO CONSIDER OXFORDSHIRE County Council’s Public consultation on proposed changes to subsidised bus services and to the Dial a Ride service in Oxfordshire – Ends 14th September 2015

       Public meeting – Weds 8 July in OCC County Hall, Oxford – 19.00pm-20.30pm   www.oxfordshire.gov.uk/stconsultation

The County Council was considering two options:

Option 1 – removing all subsidies – Bus Route 280 – at risk – Sunday and Bank Holidays – first service in the morning and one evening service

Services 103/104 services were fully subsidised

Option 2 – Prioritise Routes – on the following grounds.

  1. a) –   services used by older/disabled passengers
  2. b) –   peak hour running
  3. c)  – evenings and weekends

The 103/104 & 275 services were deemed ‘low risk’

It was agreed notices to go up at the bus stops and in the news letter

 

 

50 TO RECEIVE THE RISK ASSESSMENT FOR THE PARISH COUNCIL FOR 2015-2106 (copy in Parish Office) AND TO SIGN THE ACTION PLAN

      The Parish Council had received and signed this Risk Assessment at its March meeting. However given the Internal Auditor’s recommendation (see minute 46 above) it was coming to the Parish Council again to be signed in the financial year that it related to.

It was AGREED to receive the Risk Assessment and it was signed by the Chairman.

Cllr Walkey pointed out that under ‘Drainage’ specific mention should be made of the stream from Westfield as well as the Ambrose Rise ditch. The clerk agreed to add that.

 

51. TO CONSIDER THE PARISH COUNCIL’S USE OF SOCIAL MEDIA

       The Chairman had asked for this item to be put on the Agenda. He said he felt that to improve communication between the Parish Council and the residents and the council should adopt a form of social media, such as ‘Twitter’. This account would announce the availability of agendas and minutes and direct people to the Parish Council website.

Cllr Newman proposed and Cllr Hood seconded that the Parish Council should adopt the use of ‘Twitter’ This was AGREED unanimously

 

52. REPORTS FROM OUTSIDE BODIES

i) The Merry Bells Management Committee – Cllr Gregory – Mrs Mary Blake was the new Chairman. The Fayre had been a success and it should be repeated.

ii) The Howe Trust – No Report

iii) Thames Valley Police – No Report

iv) Brookes University Resident Associations’ meeting – Cllr Bell – There had been no discussion on the future of the Wheatley Campus. There had been a survey of student and staff travel movement. There was a large no. of students with car park passes. From September there will be a pay as you go system for student parking

v) Public Transport Meeting for Parish Council representatives – the OCC Consultation on Bus subsidies and the Dial-a-Ride service had been discussed

vi) Wheatley Park School – No report

vii) Wheatley Windmill – Cllr Stephens – looking for volunteers

Cllr Walkey asked how these reports were chosen. The clerk replied that they were from Parish Council representatives on those bodies or meetings were Parish Councillors attended on behalf of the Parish Council

 

53. CALENDAR OF MEETINGS – NOTED

i) Planning Committee – Wednesday 8th July 2015 – 7.30pm

ii) F&GP Committee – Monday 20th July 2015 – 7.30pm

iii) Planning Committee – Wednesday 12 August 2015 – 7.30pm

iv) Parish Council Meeting – Monday 7th September 2015 – 7.30 pm

v) Planning Committee – Wednesday 9th September 2015 – 7.30pm

 

54. ITEMS FOR INFORMATION

  • Cllr Newman –SODC Report funding for a Neighbourhood plan – £10,000 available from SODC and £7,500 from central government. John Howell MP now has responsibility for Neighbourhood Planning and he is willing to attend the meeting with SODC Officers.

Business rate rules for amateur sports clubs had changed

The deadline for bids between £15,000 and £100,000 from SODC under the Community Capital Grant was 24th July

  • Cllr Stephens – councillors’ village walkabout – the date would be 10th or 17th August at 6.30pm. Cllr Bell
  • Cllr Walkey – The URC would be holding a farewell service for their minister, Tanya Rasmusson the following Sunday. Counsellors would be welcome.
  • The Clerk – OCC would starting formal consultation along Church Road on the short lengths of extra double yellow lines along the south side of Church to allow vehicles to pull in, to allow on coming vehicles to pass.

 

Meeting closed at 10.22pm

/by

Planning Committee 8th July 2015 (subject to confirmation)

,

DRAFT – SUBJECT TO CONFIRMATION

Wheatley Parish Council
MINUTES OF THE MEETING OF THE PLANNING COMMITTEE OF THE COUNCIL HELD IN THE PARISH OFFICE ON WEDNESDAY 8th JULY 2015

PRESENT: Cllrs R Bell (Chairman from Agenda item 2 onwards), P Bignell, J Carr (Chairman for Agenda item 1 only), S Coleridge, A Walkey
OFFICER: The Assistant Clerk
ALSO PRESENT: Cllr P Hood as member of the public

20. ELECTION OF CHAIRMAN
As Chairman Cllr Coveley has resigned, Cllr Carr opened the meeting and asked for nominations for Chairman. Cllr Bell was proposed by Cllr Coleridge and Cllr Bignell seconded. As there were no further nominations, Cllr Bell was declared elected. The Planning Committee gave a vote of thanks for the many years of dedicated work that Cllr Coveley has given.

21. ELECTION OF VICE-CHAIRMAN
Cllr Coleridge was proposed and seconded. As there were no further nominations, Cllr Coleridge was declared elected.

22. APOLOGIES FOR ABSENCE – Cllr A Davies (who has also has given her resignation to the Planning Committee), Cllr G Stephens

23. DECLARATIONS OF INTEREST – Cllr Coleridge re 24 Westfield Road. She is an immediate neighbour.

24. MINUTES OF THE PREVIOUS MEETING HELD ON 10th June 2015 which had been circulated previously were signed as a correct and accurate record.

25. UPDATE ON MEETING HELD ON 10th June 2015
1 Coopers Close: Cllr Bell reported that some neighbours’ comments on the SODC planning website had not appeared under the correct planning application, this was now rectified. The SODC Planning Officer has written to the British Rail Residuary Board to ask for their comments. Cllr Bell and Cllr Walkey to meet with Mr & Mrs Harris on Friday 10th July to gather further information.

26. AMENDMENTS TO PREVIOUS APPLICATIONS – None

27. NEW PLANNING APPLICATIONS

i) P15/S1773/HH 1 Park Hill Wheatley OX33 1ND Demolition of existing attached sheds and extensions. Erection of a single storey side extension and extension to garage (As amended by plan PA03_Rev A, received 2015_06_25 to clarify that the extension to the north elevation would not physically attach to neighbours). (Additional plan received 2015_07_01 to show roof plan).
Comments on the SODC website from the neighbour at 5 Holloway Road were noted, regarding the proposed flat roof balcony overlooking their property, despite contrary comment from the architect. It was also noted that the plans of the proposed flat roof balcony were unclear. No strong views.

ii) P15/S1845/HH 28 Church Road Wheatley OX33 1NB Extension of a family home. An amendment regarding the raising of the height of the roof and dormer windows was received after the agenda went out but was included because of the importance of the changes. Comments on the SODC website from the neighbour at 27A High Street were taken into consideration. Recommend Refusal
Reason for Recommending Refusal:
1. The development is situated in a significant part of the Wheatley Conservation Area and the increased height proposed and modern style is not appropriate in this location. It would also will destroy an important public view from Church Road and Church Road Recreation Ground.
2. Taking into consideration the comments from the neighbour, the development will be too dominant, overlooking other properties in the High Street to the south.
P15/S1935/HH 120 London Road Wheatley OX33 1YH Demolition of existing detached pre-fabricated concrete garage and attached single storey outbuildings and replacement with a new two-storey extension to side of original house to form additional living accommodation with improved and enlarged car parking/manoeuvring. Recommend Approval

iii) P15/S1882/HH 24 Westfield Road Wheatley OX33 1NG Proposed garden shed and log store. (Retrospective). Cllr Coleridge did not take part in the discussion. Recommend Approval

iv) P15/S2041/HH 16 Miller Road Wheatley OX33 1XB Proposed `granny’ annex in the form of a small single storey detached building at the rear of the garden. Cllr Hood, as a member of the public, gave information regarding the use of the annex. No strong views – if approved by SODC, the committee asks that a condition of the approval should be that the development is not let or sold and is for use by immediate family only.

v) Proposed residential development on land to the north of London Road, Wheatley, Oxfordshire. Already discussed and approved at the full council meeting on 6th July 2015.

28. PLANNING DECISIONS AND NOTIFICATIONS – NOTED

i) P15/S0887/FUL (Full Application) 1 Kellys Road Demolition of existing single storey dwelling and garage. Erection of terrace of three dwellings. Recommend Refusal REFUSED 03.06.15
ii) P15/S1006/FUL 112 London Road Wheatley OX33 1YH Conversion of existing dwelling into 2 x two bed apartments. Recommend Approval GRANTED 08.06.15
iii) P15/S1231/HH 7 Templars Close Wheatley OX33 1PA Single storey side and rear extension and replacement canopy. Recommend Approval GRANTED 15.06.15
iv) P15/S1352/HH 2 Hillary Way Wheatley OXFORD OX33 1UY Proposed extension to existing bedroom to front incorporating existing bedroom as dressing room. Recommend Approval GRANTED 18.06.15

29. CORRESPONDENCE
Email from Mr & Mrs Harris, 1 Coopers Close. Cllrs Bell and Walkey to visit.

30. DATE OF NEXT MEETING – WEDNESDAY 12TH AUGUST 2015 – NOTED

31. ITEMS FOR INFORMATION
Committee to be informed when the next training session on planning takes place.

The Meeting closed at 8.35pm

/by

Planning Committee 10th June 2015

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Wheatley Parish Council
MINUTES OF THE MEETING OF THE PLANNING COMMITTEE OF THE COUNCIL HELD IN THE PARISH OFFICE ON WEDNESDAY 10th JUNE 2015
PRESENT: Cllrs R Bell, P Bignell, J Carr, S Coleridge, J Coveley (Chairman), G Stephens, A Walkey

OFFICER: The Assistant Clerk

ALSO PRESENT: District Councillor Toby Newman
10. APOLOGIES FOR ABSENCE – Cllr Davies
11. DECLARATIONS OF INTEREST – None
12. MINUTES OF THE PREVIOUS MEETING HELD ON 20th MAY 2015 which had been circulated previously were signed as a correct and accurate record.
13. UPDATE ON MEETING HELD ON 20th MAY 2015
Update on planning application for 1 Kellys Road (8th April 2015 Planning Committee, the Parish Council had recommended refusal) – Cllr Bell attended the SODC planning meeting along with four local residents to express concerns about overdevelopment and loss of open view. The outcome was that planning permission was refused by SODC on grounds of overdevelopment.
14. AMENDMENTS TO PREVIOUS APPLICATIONS – None
15. NEW PLANNING APPLICATIONS

i) P15/S1552/HH 3 Elm Close Wheatley OX33 1UW Single storey rear extension. Recommend Approval

ii) P15/S1534/HH 31 Elton Crescent Wheatley OX33 1UZ Removal of the existing front entrance porch and the erection of a single storey front extension. Recommend Approval

iii) P15/S1546/FUL 1 Coopers Close Littleworth OX33 1UA Variation of condition 1 (drawing numbers) of planning permission P10/W1824/RM. Reserved Matters regarding P10/W0461/O – Layout, scale, appearance, the means of access, vehicle and cycle parking, sustainable forms of construction and the landscaping of the site. Letter read out from the neighbour at 6 Coopers Close. Vote taken, 6 for Recommend Refusal, 1 for Abstention.

Reasons for Recommending Refusal:
1. The land should not be incorporated into a private garden but remain as an open woodland space for the benefit of the public and to preserve tree cover, wildlife corridor and habitation for bats and other wildlife.
2. The land is visually blocked by the current fence, contravening the original approved plans

[Please see attached the text from an email received from Cllr Bell on 11 June 2015 giving more detail about the above. This has been attached to the consultation form that has been returned to SODC]

16. TO CONSIDER OALC TRAINING COURSES – NOTED

i) Role and Responsibilities – Wednesday 29th July – Didcot Civic Hall -10.00am to 3.00pm – £65
ii) Chairmanship – Wednesday 2nd September – Didcot Civic Hall 10.00am to 3.00pm – £65 – Cllr Stephens would like to attend
iii) Getting to Grips with Finance – Wednesday 30th September – Didcot Civic Hall- 10.00pm to 300pm
There will be a Planning Course on how local councils fit into the planning system and effective responses to planning applications – no date as yet.
17. PLANNING DECISIONS AND NOTIFICATIONS – NOTED

i) P14/S3142/LB (Other) The Manor House 26 High Street Re-painting of existing windows. No strong views GRANTED 21.05.15
ii) P15/S0841/HH 15 London Road extensions to provide enlarged kitchen space and enlarged garage space. Recommend Approval GRANTED 14.05.15
iii) P15/S1126/HH 33 High Street Wheatley OX33 1XX Following permission P14/S1966/HH, to add first floor bathroom, storage area and two further rooflights. To lift existing stone flag floor and add insulation and damp proof membrane. Recommend Approval GRANTED 01.06.15
iv) P15/S1127/LB 33 High Street Wheatley OX33 1XX Following permission P14/S1966/HH, to add first floor bathroom, storage area and two further roof lights. To lift existing stone flag floor and add insulation and damp proof membrane. (As amended by drawing WHE.203.Rev A and Roof Insulation Details and amplified by tile photograph accompanying letter dated 13 May 2015 from the agent). Recommend Approval GRANTED 01.06.15
v) P15/S0138/A (Advertisement Consent) (Other) Asda Stores Ltd Construction of a
Home Shopping van loading canopy, extension to the service area of the store to accommodate a Home Shopping pod. Erection of a Click & Collect canopy, relocation of disabled parking spaces and relocation of a smoking shelter and trolley bay. Recommend Approval GRANTED 01.05.15
18. CORRESPONDENCE – NONE

19. DATE OF NEXT MEETING – WEDNESDAY 8TH JULY 2015 – NOTED
The Meeting closed at 8.30pm

ADDITIONAL INFORMATION
Email received from Cllr Bell on 11th June 2015 re 1 Coopers Close
We recommend refusal of the application to amend Condition 1 of the permission given for application P10/W1824/RM in March 2011 as stated on the application form for the following reasons:-
We recognise that the land is now in the ownership of 1 Coopers Place but feel that it is a significant public space that should not simply be incorporated into a private garden. It is part of a continuous line of Green Space through this part of Littleworth to the grounds of the Manor House in Wheatley High Street, largely along the line of the old railway, providing a corridor for wild life, particularly bats and other flying creatures which could be lost if it was part of a private garden.
The area is also a significant part of the public landscape of the centre of Littleworth from the Village Green through Coopers Close through to the mobile home park and should be left largely in its present wild state, apart from the part near the road entrance which does need some attention.
It should also be as open as possible to public view and therefore the current 1800mm fencing, which is illegal, should at least be lowered to no more that 1200mm though the original approved plans showed a different line and a more rural fence or hedging. We accept the area for car parking as mentioned in application P14/S3797/HH approved earlier this year changing the line of the closed area of the private garden. We disagree that the land in its present state does not contribute to the appearance of the area. Rather it enhances it.
Perhaps discussions could be had with your officer and the owner to try to resolve these issues.

/by

Extra Ordinary Meeting of the Parish Council 24th June 2015

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WHEATLEY PARISH COUNCIL

MINUTES OF THE EXTRA ORDINARY MEETING OF THE PARISH COUNCIL
HELD ON WEDNESDAY 24TH JUNE 2015 IN THE MERRY BELLS HALL AT 8.00PM
PRESENT: Councillors: G Stephens (Chairman), R Bell, P Hood, A Davies,
T Davies, P Willmott, Coveley, A Walkey, P Gregory, P Bignall and
T Newman

OFFICERS: Gareth Morris, Clerk to the Parish Council

Also present: One member of the public

27. APOLOGIES FOR ABSENCE had been received from Cllrs Carr, Coleridge and Reilly

28. DECLARATIONS OF INTEREST – None

29. MINUTES OF THE AGM AND ORDINARY MEETING HELD ON 18th May 2015 (circulated previously)

i) Page 3 Open Forum – PCSO James Hopkins Add a second paragraph:
“In reply to a question from Cllr Gregory, James said that the CCTV camera in the High Street should be back up and running but unfortunately the only PCSO who that knew how to operate it has been transferred. They would have to get him back to show them how to operate it”
ii) Page 5 Minute 21(iii) Insert ‘A Davies’ between ‘Cllr’ and ‘had’ in the first line
30. TO RECEIVE THE FINAL ACCOUNTS FOR THE FINANCIAL YEAR 2014-2015
i) To approve and sign the final accounts for the financial year 2014-2015
The clerk explained that the Internal Auditor had been in to look at the accounts and the papers distributed were no longer ‘draft’ documents.
The clerk went through the Register of Assets, The Notes to the Accounts, the Balance Sheet and the Income and Expenditure Accounts. The Internal Auditor was happy that all the figures were accurate and would be sending his formal Audit Report shortly.
Cllr Hood proposed and Cllr Gregory seconded that the final accounts for the financial year 2014-2015 be received. This was AGREED unanimously.

ii) To receive and approve SECTIONS 1 (Statement of Accounts) and SECTION 2 (Annual Governance Statement) OF THE ANNUAL RETURN FOR THE FINANCIAL YEAR 2014 -2015
The clerk explained that the Parish also had to submit an Annual Return to an External Auditor (BDO Ltd).
The Internal Auditor was happy with all the figures in Section 1 and had ‘agreed’ with all the Internal Control Objectives (though as Cllr Gregory pointed out he had signed it for 2016!)
The Council agreed that the Chairman could answer ‘yes’ to the nine statements in Section2 ((Annual governance statement 2014-2015
Cllr Willmott proposed and Cllr Newman seconded that SECTION 1 (Statement of Accounts) and SECTION 2 (Annual Governance Statement) OF THE ANNUAL RETURN FOR THE FINANCIAL YEAR 2014 -2015 received and approved.
This was AGREED unanimously

8.30pm – Open Forum – The Chairman declared the meeting out of session and invited the District Councillor and the member of the public

District Cllr T Newman – The application by Taylor Wimpey re the housing development on London Road had been submitted to SODC. Consultation would run for 28 days
From September kerbside recycling would include clothing and small electrical items.
SODC would be operating from its new offices at Milton Park (135 Eastern Avenue) from Monday 29th June
He also drew attention to OCC’s Consultation Document on subsidised bus services across the county. [The clerk would put this on the Agenda for the council meeting on 6th July and circulate the details to all councillors.}

Mr Johnson – asked when the 28 days would run from. Cllr Newman replied that it runs from when the application is made public.
8.45pm – The Chairman declared the Council back in session
31. RESOLUTION FROM CLLR T DAVIES – received 18TH MAY 2015
Suggestions concerning the Process of future meetings

Proposals:
Frequency of meetings: PC meetings should be monthly not once every two months. (This requires point 6 to be amended to read “Eight additional meetings shall be held on the first Monday in the months of February, April, June, August, October and December.”)

Sub-Committees: (With monthly meetings, the need for additional sub-committee meetings is reduced)
Planning: These need to be held monthly and need to held to fit into the SODC’s timetable of meetings.
F&GP: With the full council meeting monthly and with discussion papers being circulated in advance we question the need for having a separate sub-committee. If on occasion there is a need a pre-appointed sub-group could be convened.
TRAC: Given this is a non-decision making group and in 2014 only met once in the first six months it appears to be unnecessary. Sub-groups could be appointed to research specific matters and report back to the main committee.

Minutes Content: The current minutes contain the minimum amount of required information and could be significantly improved. Going forward minutes need to reflect the main points of any discussion with names, and include action points with reporting dates. Amend Point 13 to read “The clerk shall record the names of the members who voted so as to show whether they voted for or against it.” In addition it should be extended to read “The minutes must reflect the main points of discussion and show agreed action points with the name of the councillor(s) responsible for the action and a date for reporting.”

Minutes Timing: Should be circulated within a week of the meeting not a week before the next meeting. If the Chair has not approved them they should be circulated as a Draft. (No reference could be found as to when these should be issued – suggest MINUTES is added as a new heading after VOTING and a new Point 15 is inserted “Minutes will be circulated within one week following a meeting.”

Meeting Agendas: All agendas should include Any Other Business allowing points to be brought forward. These should be added to the agenda on the Friday before the meeting.

Briefing /Discussion Papers: Councillors either reporting on an issue or raising an issue should circulate a paper to all members a week in advance of the meeting. Point 20 under Resolutions Moved on Notice states “ Except as provided by these Standing Orders, no resolution may be moved unless the business to which it relates has been put on the Agenda by the Clerk or the mover has given notice in writing of its terms and has delivered the notice to the Clerk at least ten clear days before the next meeting of the Council”. It is suggested that this is amended to three working days which allows time for the resolution to be circulated to all members and if not on the agenda they can be brought up under Any Other Business.

Accountabilities: All Councillors should have specific responsibilities / interests. (Suggestions to be made but could include: Security/Law Enforcement, Support for Businesses, Website/Communication, ‘Toilet Square’ improvements, Social Events, etc

Communication: Every opportunity should be taken to consult with residents and organisations within the village. This hasn’t occurred widely enough in the past bringing condemnation from many. It is suggested that each councilor has roads assigned to them for delivering leaflets on the occasions this is necessary, the Web site is utilized and improved, an email mailing list is maintained and banners announcing events are hung outside the Merry Bells.

The Chairman suggested that with the permission of Cllr T Davies the item on ‘Communication’ be taken first. Cllr T Davies had no objection.

Communication
Cllr T Davies said there had been instances recently where residents had not been aware of Parish Council decisions and this had led to protest and dissatisfaction
There was general agreement that the Parish Council should do all it could to inform the public on its intentions. Various ideas were suggested eg a Twitter Account, a Facebook Page, a better, more informative and interactive web site, a Parish Council banner for advertising events, a Parish Council ‘Noticeboard’ page in the newsletter and leaflets in the Wheatley Newsletter.

Frequency of Meetings
The proposer said that he felt that at two months the gap between Parish Council
meetings was too long. His proposal overall would reduce total number of
meetings by 6 meetings in total by scrapping the Finance and General Purposes
Committee.
Cllr Bell explained the Parish Council had moved to 6 meetings in 2000 in order to stream line decision making. It was easier to debate issues more fully in a committee of 9 members (F&GP) than 15 (full council). Some councillors felt that perhaps the F&GP committee should be kept, either meeting as and when necessary, or keep it at 12 meetings. Some councillors felt that as many were new to the council, a decision so early in the council’s life was premature.
The clerk said that he would be happy if total meetings went down, going up to over 35 meetings a year was, he felt administratively unfeasible. There was also a logistical issue with a PC meeting every month was that further meetings on Mondays would not be possible because of a regular booking of the hall.
Cllr T Davies proposed that ‘PC meetings should be monthly not once every two months. (This requires point 6 to be amended to read “Eight additional meetings shall be held on the first Monday in the months of February, April, June, August, October and December.”) There were 2 votes in favour and 9 against. The resolution was defeated.

Minutes Content

Minutes Timing
The clerk said that putting a time period of 1 week was unrealistic. But accepted that just before a meeting was unsatisfactory. Until a meeting approved the minutes of the previous meeting, the minutes were the responsibility of the clerk. He sent s draft copy to the chairman as a courtesy and to proof read. The chairman did not approve them. He suggested that minutes be put on the website as soon as they had been written as ‘Draft Minutes, subject to confirmation’. This was accepted.
It was possible for councillors be named against action points as long as they were finding out information on behalf of the council not acting in their own personal capacity.
The Chairman circulated a template that could be used to record the names of those councillors voting, for or against or abstaining on a particular issue. Cllr Hood proposed and Cllr Newman seconded that this template be used. This was Agreed. Standing Order 13 remains in place; a councillor still has to make a request for the names of how councillors voted, to be placed in the minutes.

Meeting Agendas
The proposer accepted that is was recommended by National Association of Local Councils, amongst others, that ‘Any Other Business’ be placed on an Agenda as it was not lawful to make a decision on anything that wasn’t on the agenda.
It was suggested that, ‘Items for Information’ be placed at the end of the Agenda. This was Agreed

Briefing /Discussion Papers
The clerk explained that Agendas had to go out three days before a meeting – this did not include the day of receipt, the day of the meeting or Sundays or Bank Holidays. Therefore, for example, the Agenda for a Monday meeting had to be posted on the Tuesday before. Items for an agenda should be with the clerk at least a week before the meeting.

He agreed that any papers/reports should either go out with the Agenda or at the very least be sent to the clerk before the meeting so it could be circulated by e-mail before the meeting. The Council agreed that it was unsatisfactory to have such information tabled at the meeting.

Accountabilities
The Council agreed that this could be a way forward. Cllr Hood said she would take responsibility for the website/communication. Perhaps the Primary Academy could be involved in suggesting a design for the old toilet block area. A new name should also be suggested for that area. This to be an item for a future meeting.

32. TO DISCUSS THE FIRST STEPS REGARDING THE POSSIBLE ADOPTION OF A NEIGHBOURHOOD PLAN

Cllr Tim Davies said a Neighbourhood Plan was an opportunity to reach out to the whole community and involve them not only in the issue of housing but of infrastructure In general in the village for example sewage and traffic safety.

Cllr Anne Davies suggested inviting SODC Officers to talk to the Parish Council. Cllr Newman agreed and said there were SODC Officers willing to come and talk and perhaps Parish Councils that had adopted a Neighbourhood Plan could come and talk about their experiences.

Cllr Willmott suggested that Councillors go to the Campaign for the Protection of Rural England website and look at the information on there re creating a Neighbourhood Plan. He also pointed out that the boundary for a Neighbourhood Plan can be extended beyond the Parish boundaries and multiple Parish councils can join together to devise one. Given the interest Wheatley has in the future of the Wheatley Campus of Oxford Brookes University wouldn’t it be a good idea if we asked Holton Parish Council if they wished to join us in formulating a joint plan. This suggestion received a lot of support.

It was suggested that before a decision to go ahead with a Neighbourhood Plan more information should be sought from SODC officers and councils that had already adopted their own plan. Cllr Willmott would give the clerk the link to the CPRE site and Cllr Newman would give links to councils that had adopted their own plans for circulation to all councillors. A hard copy to be kept in the Parish Office.

Cllr A Davies proposed and Cllr Hood seconded that the ‘clerk arrange an evening meeting with Parish Councillors and an officer from SODC with experience of Neighbourhood Plans, to which Holton Parish Councillors would be invited to attend if they so wish’
This was AGREED unanimously.
33. DATE OF NEXT MEETING – MONDAY 6th July 2015 – NOTED
The meeting closed at 10.15pm

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Finance & General Purposes Committee 15th June 2015

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Wheatley Parish Council
MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 15th June 2015 IN THE PARISH OFFICE AT 7.30PM
PRESENT: Councillors P Willmott (Chair for item 1), P Gregory (Chair from item 2 onwards) A Davies, T Davies, P Hood, R J Reilly from 7.45pm) and T Newman.

OFFICER: THE CLERK: Gareth Morris

Also present: Parish Councillor P Bignall

Councillor Willmott as the outgoing Chairman of the Committee took the chair for item 1, and called for nominations for Chairman
1. ELECTION OF CHAIRMAN
Cllr T Davies – proposed by Cllr A Davies, seconded by Cllr Newman
Cllr P Gregory – proposed by Cllr Hood and seconded by Cllr Willmott
The vote was as follows – Cllr T Davies – 1 vote
Cllr P Gregory – 4 votes
Cllr Gregory was declared Chairman of the Finance and General Purposes
Committee and took the Chair for the remainder of the meeting
2. ELECTION OF VICE CHAIRMAN
Cllr T Davies – proposed by Cllr Newman, Seconded by Cllr A Davies
As there were no further nominations Cllr T Davies declared elected.
3. APOLOGIES FOR ABSENCE had been received from Cllrs Carr, Birks and Stephens
4. DECLARATIONS OF INTEREST – None

5. MINUTES OF THE PREVIOUS MEETING HELD 20th April 2015 which had been circulated previously were signed as a correct and accurate record with the following amendment:
Minute 132(i) – delete ‘the put on’ after ‘available on’ in the second line
6. UPDATE ON ITEMS FROM THE MINUTES 20th April 2015
i) Minute 114(iii) – Handrails at entrance of Memorial Gardens. The handrails had now been ordered from Taylor Services Ltd. Cllr Newman mentioned that he had seen measurements being taken at the entrance approximately 2 weeks ago.

7.45pm – Cllr Reilly joined the meeting
7. TO RECEIVE THE FINAL ACCOUNTS FOR THE FINANCIAL YEAR 2014-2015 prior to their approval at the Extra-Ordinary Council Meeting of the Parish Council to be held on Wednesday 24th June

The clerk explained that the Parish Council has to have two Auditors, an Internal one and an External one. The Internal Auditor was due to come to the office on Friday 19th June. As the Internal Auditor had not yet seen the accounts. they were still entitled ‘Draft’
The clerk took the committee through the Annual Return, the Notes to the Accounts, the Income and Expenditure Accounts and the Balance Sheet.
The Accounts were received.
8. TO CONSIDER OALC TRAINING COURSES
i) Role and Responsibilities – Wednesday 29th July – Didcot Civic Hall -10.00am to 3.00pm – £65 – Cllrs Gregory, Hood and T Davies wished to attend
ii) Chairmanship – Wednesday 2nd September – Didcot Civic Hall 10.00am to 3.00pm – £65 – Cllr Stephens wishes to attend
iii) Getting to Grips with Finance – Wednesday 30th September – Didcot Civic Hall- 10.00pm to 3.00pm – Annette Richards (Assistant Clerk) wishes to attend

There will be a Planning Course on how local councils fit into the planning system and effective responses to planning applications.

9. TO CONSIDER THE DETAILS OF THE PARISH COUNCIL’S ‘TABLE’ AT THE MERRY BELLS FAIR ON 4TH JULY 2015
Cllrs A Davies and Hood agreed to organise a rota of Parish Councillors to staff the table from between1pm to 5pm and boards. Cllr Willmott would supply large plans of the suggested new pavilion at Holton and the clerk would try and obtain large plans for the development on London Road. Cllr Gregory agreed to research the price of a ‘Parish Council’ banner.
One suggestion was that the Parish Council asks for volunteers to help with jobs around the village.
[ Cllr Gregory has contacted one firm and has passed details on to the clerk who will liaise with the Chairman of the Council – Clerk]

10. CLERK UPDATE
i) Newsletter on website. – the latest newsletter is now on the website
ii) Update of Information Booklet – this would be ready for printing shortly
iii) Land in front of the old toilet block – it was noted that at the full council meeting on 18th May the proposal to put planters on the land was defeated.
vi) Trees in the village – The clerk had received complaints from residents in Farm Close Road about the trees along the Station Rd to Farm Close Road footpath over hanging their parked cars. It was Agreed that tenders be obtained for those trees to be cut back and crowns reduced. It was further Agreed that ‘Trees’ be a standing item on the F&GP Agenda
v) Fence at Coopers Close public open space. – The householder had now repaired the fence. The clerk to contact to offer half the cost.
vi) ASDA’s ‘Big Lunch’ on Church Road Recreation Ground – Sat 6th June – The clerk (after consultation with the Chairman of the Council) had given permission, (ASDA did provide public liability insurance). This event had not been well attended and ASDA will give thought about better publicity next year.
vii) Replacement photocopier – a smaller, more reliable one had been provided.
viii) Gardener for Memorial Gardens and planter by old toilet block – The clerk was meeting a possible gardener to look after the Memorial Gardens and the planter
ix) Garden waste bin for the Parish Council – SODC would provide a garden waste (brown bin) for the Parish Council) – to be kept at the top end of the Memorial Gardens.
x) Defibrillator training – Sat 18th July – two sessions of 90 minutes was to be provided free of charge by the South Central Ambulance service. If councillors wish to be included please contact the clerk (places are limited to 28 – all the shops and offices in the vicinity of the Merry Bells are to be invited)

10. GRANTS, LICENCES AND SUBSCRIPTIONS – None
11. TO CONSIDER VARIOUS TRAFFIC MATTERS IN THE VILLAGE
i) Vehicle Activated Signs – Quote from OCC for 4 signs is £23,252.72 (£17,439 for three). The provisional quote on 13th November 2014 was £11,298.80 for 4.
When the clerk had pointed out the doubling of cost to the County Council who had replied ‘Unfortunately there was an internal error with our commuted sum spreadsheet which I must apologise for. This commuted sum covers the price of a new unit, 30 years energy and maintenance costs. The sum for this £3,167.04 extra per unit and not the £414 originally quoted”.
The committee was aware that this issue should be expedited as soon as possible but given this increase in cost further research is required.
The clerk was asked to contact Cty Cllr Anne Purse and Chislehampton and Horspath Parish Council Councils.to ask for the costs of their signs. Also the cost of solar powered signs should be revisited.

12. FINANCIAL MANAGEMENT
a) A completed copy of reconciled bank statement was signed by the RFO

b) Balances
After the cheques below have been paid the balances on the council’s accounts as at 15th June 2015will be as follows:
Community £2,371.91
Tracker £140,448.75
Treasury £60,738.65
13. SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
106176-181 GM/SW/JF/OCC/AR/HMR&C May/wages/pen/PAYE/NICs 4,327.06
106182 J J Bark Motor lawn mower 379.00
d/d Orange Internet 18.37
106183 Post Office Stamps 189.00
Total £4,913.43
Cheques to Pay
106185 Green Scythe Ltd Recreation cuts x 2 April 466.34
106186 Grzegorz Zasuwa Window cleaning 5.00
106187 Lyreco New Chair and stationary 256.72
106188 Swift Digital Services Copies 13/04/15 – 29/05/15 126.80

106189 Annette Richards June/July newsletter 680.00
106190 Parchments of Oxford June/July newsletter 1,484.90
106191 WPSFMC 2nd Quarterly payment 2,000.00
106193 Berinsfield Community Business Verges -May 608.33
GM/SW/JF/AR/OCC//HMR&C June sal/wages/pen/PAYE/NICs 4,000.00
Total £9,628.09
INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Treasurer Bill Interest 37.72
VAT Refund 579.15
Newsletter Advertising 120.00
Total £736.87

14. PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED
i) The Haseleys – June 2015*
ii) Little Milton Newsletter –June 2015*
iii) Great Milton Bulletin – April 2015*
iv) URC Newsletter – June 2015*
v) Holton, Waterperry & Waterstock News – March 2014*
vi) Tiddington with Albury and Milton Common newsletter – April/May 2015
vii) Letter from resident re Parking along The Avenue – The clerk read out a letter from a resident of the Avenue complaining about the vehicle parking along the Avenue. The committee, whilst sympathising with the resident, pointed out that the Parish Council did not have any powers in the area of introducing and enforcing parking restrictions. As far as pothole and damaged kerbs were concerned the resident could always report them on the OCC ‘Fix-My-Street’ website,
viii) Letter re dropped kerbs around Triangle Care Home.- The Clerk read a letter from a relative of a resident in the Triangle Care Home re the lack of dropped kerbs in its vicinity. Given the cost that OCC would be likely to charge the clerk was asked to try and find another contactor and also ask The Triangle Care Home, the Wheatley Business Park, Jordell and Siblings Nursery if they would be willing to contribute towards the cost of providing dropped kerbs by their businesses.
ix) Wheatley Park School – School Travel Plan 2015* – Cllr Newman had attending a meeting at Wheatley Park School re the plan. Cllr Bell had also attended. One issue raised was that of schoolchildren waiting up to 40 minutes for a bus on Park Hill. The school had requested that a service bus might pull in to the school coach park at home time and pick up students. The bus companies did not seem keen on this. However there was a possibility a Park and Ride bus might take students from the school to the Thornhill car park. Cllr T Davies asked for details so that he could raise the issue at the Public Transport User Group meeting the following week.
x) Wheatley Park School – Summer afternoon at the Museum and Archive – Saturday 27th June 2015 2pm – 5pm
xi) International Tree Foundation – Impact Report 2014
xii) Oxfordshire (The Rifles) Battalion – Army Cadet Force – Annual Camp Visitors’ Day 20th August 2015 – Tenby, Pembrokeshire
xiii) Open Spaces Summer 2015 magazine + invite to AGM- Thursday 9th July 2015 at 11.00am, Friends’ House, Euston Road
* On display in Parish Office

15. DATE OF NEXT MEETING – 20th July 2015 – Noted

16. UPDATE ON PROGRESS OF THE PARISH COUNCIL’S VILLAGE GREEN APPLICATION
Cllr Willmott gave a brief summary of meetings with the Diocese. There had been an informal meeting with Mr Joiner, of the Diocese in January and then a second meeting in March which he and Ms Joan Morters, (Head Teacher) and Mrs Liz Wickens (Community Governor) had also attended. This had been followed by a site meeting. It was thought that the school had indicated which area of the playing field that they required.
Cllr Willmott pointed out that the Parish Council could not withdraw the application but if an agreement could be reached with the Diocese an amendment could be made.
Cllr Hood proposed and Cllr A Davies seconded that a further meeting with Mr Joiner be arranged. This was AGREED.
Meeting closed at 9.45pm

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Annual General Meeting 2015

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WHEATLEY PARISH COUNCIL

WHEATLEY PARISH COUNCIL ANNUAL GENERAL MEETING 2015
Present: D Lamont (Chairman for item 1 only), G Stephens (Chairman from item 2), R Bell, A Davies, J Coveley, R Reilly, G Birks, J Carr, S Coleridge, T Newman,
P Gregory, T Davies, P Hood and A Walkey

Officers: The clerk and assistant clerk

Also present: 8 members of the public
1 ELECTION of Chairman for 2015– 16 and Acceptance of Office
The retiring Chairman, Cllr Lamont, asked for nominations for Chairman
There were two nominations:
Cllr Stephens – Proposed by Cllr Birks and seconded by Cllr Bell
Cllr Gregory – Proposed by Cllr T Davies and seconded by Cllr A Davies

In the vote that followed Cllr Stephens received 7 votes and Cllr Gregory received 3 votes. Cllr Stephens was declared elected. He signed the Acceptance of Office and took the chair

He thanked Mr Lamont for his work as a councillor for the last 4 years and especially the last year as chairman
2 APOLOGIES FOR ABSENCE had been received from Cllr Willmott and County Councillor Anne Purse

3 ELECTION of Vice-chairman
Cllr J Carr – Proposed by Cllr Reilly and seconded by Cllr Coveley
Cllr P Gregory – Proposed by Cllr T Davies and seconded by Cllr A Davis

In the vote that followed Cllr Carr received 7 votes and Cllr Gregory received 3 votes. Cllr Carr was declared elected
4. FORMAL ADOPTION OF STANDING ORDERS (INCLUDING CODE OF
CONDUCT)
Cllr Reilly proposed and Cllr bell seconded that the Standing Orders, as distributed to all councillors, be adopted. This was AGREED nem con.

6. APPOINTMENT of Committees;

i.) Standing Committees
a) Finance & General Purposes Membership
Cllrs A Davies, T Davies, P Gregory, G Birks, P Hood, T Newman, and
J Reilly. Agreed to serve on the committee. Cllr Willmott to be asked to serve on this committee as well.

b) Planning Committee Membership
Cllrs A Davies, R Bell, J Coveley, S Coleridge, A Walkey agreed to serve on the committee. Cllr Bignell to be asked to serve on this committee

The chairman and vice-chairman are ex-officio members of ALL committees
ii) Advisory Committees and Working Groups
a) Traffic and Roads Advisory Committee (TRAC)
Cllrs T Davies, P Gregory, J Carr, J Coveley, G Birks and J Reilly agreed to serve on this advisory committee. It was agreed that this committee would meet on an ad hoc basis
b) Recreation Areas Working Group
Cllrs R. Bell, P Hood, S Coleridge and A Walkey agreed to serve on this working group. This group would meet on an ad hoc basis
7. CONFIRMATION of representatives to outside bodies:

i Merry Bells Management Committee; Cllr P Gregory

ii Oxfordshire Association of Local Councils; Cllrs J. Carr. & Cllr T Davis
iii Wheatley Sports Field Management Committee (to 31.08.15); Messrs Peter Bayliss, Steve Kemp, Peter Cudd and Doug Lamont, and Cllrs Geoff Stephens & Paul Willmott
iv Wheatley Playing Field Trust: Mrs M Blake; Mrs P Willmott; Mr R Cosier; Mr S Pearson; Mr D Lamont Cllr P Willmott and Cllr G Stephens
iv Howe Trust; Mrs Caroline Dalton and Cllr Joyce Coveley
v Wheatley Charities; Mr Mike Lancashire (to 2017), and Mr Graham Colverson (until 2019)
vi Public Transport Representative: Cllr Tim Davies
vii Wheatley Windmill Preservation Society; Cllr G Stephens
viii. Wheatley Nursery School & John Watson Confederation Cllr Sarah Coleridge
ix). Neighbourhood Action Group – Cllr A Davies
FIRST STATUTORY MEETING OF WHEATLEY PARISH COUNCIL
for council year 2015 – 16
8. APOLOGIES FOR ABSENCE had been received from Cllr Willmott and County Councillor Purse
9. DECLARATIONS OF INTEREST
Cllr Coleridge as a Governor of the Wheatley Nursery School & John Watson Confederation and Cllr Hood as Treasurer of the ‘Cool Kidz club declared an interest in Agenda items 25, (The Parish Council’s application for a village green on the Littleworth Field)
10. MINUTES of the meeting of the Parish Council of Monday 2nd March
2015, which had been circulated previously, were signed as a correct and accurate record.
11. UPDATE from the meeting held on Monday 2nd March 2015
Minute 102 – Housing on the Exception Site on London Road
Taylor-Wimpey had informed the clerk that they were not in position to give an update at this meeting.
The clerk was asked to enquire about when the planning application was likely to be made and request that Taylor-Wimpey come back to the Parish Council with the details of the scheme and any alterations as a result of the public consultation and the timetable for the application.
Minute106 – Receiving Agendas electronically – Unless notified to the contrary it would be presumed that all councillors would be prepared to receive Agendas electronically. Minutes would be sent electronically and via the normal post.
8.30pm – The Chairman declared the Council out of session and asked for contributions from the floor

Mr Doug Lamont – from talks he had had with Taylor Wimpey he understood that to give a better mix of types of houses the number would increase from 50 to 51. There would be a footpath along the north side of London Road, 2 light controlled pedestrian crossings and double yellow lines at the corners of the entrances into the development. They would also contribute some funding for Farm Close Recreation Area.

Mrs Liz Wickens – asked about the rationale behind items of confidentiality on the Agenda. That the clerk explained that exclusion of the public could only be asked for in a limited number of cases: engagement, terms of service, conduct and dismissal of employees; terms of tenders, negotiation of contracts and preparation of a legal case. He added that there couldn’t be any ‘confidential minutes’, care had to be taken not to report specific details.

PCSO James Hopkins reported that there had not been any recent cases of ASB in the village. A replacement for PCSO Cooney was now being trained up and would shortly be out on his own around the village. This brings up to strength the complement of 4 PCSOs serving the Wheatley/Chalgrove area which covers around 20 individual villages)
In reply to a question from Cllr Gregory, James said that the CCTV camera in the High Street should be back up and running but unfortunately the only PCSO who that knew how to operate it has been transferred. They would have to get him back to show them how to operate it

Mr Doug Lamont – Asked Cllr T Davies if he know what monetary support might be available from SODC to the village preparing its Neighbourhood Plan?
Cllr Davies replied that his understanding that for a village of Wheatley’s size around £18.000 might be available. He stressed that this information was some months old.

District Cllr Toby Newman – Stated that he would be attending his first SODC meeting the following Thursday

8.50pm The Chairman declared the council back in session
12. THE MINUTES of the meetings of the Planning Committee held on the following dates were received:
i) Wednesday 11th March 2015 – circulated previously
ii) Wednesday 8th April 2015 – circulated previously
13. THE MINUTES of the meetings of the F&GP Committee meetings held on the following were received:
i) Monday 16th March 2015 – circulated previously
ii) Monday 20th April 2015 – circulated previously

14. The minutes of the Traffic and Roads Advisory Committee held on 15th April, which had been circulated previously were received.
i) Minute 4(ii) – Recommendation to Full Council that concrete planters be purchased and located on the land in front of the old toilet block.
Following discussion a number of councillors felt that the whole area should be looked at again. Cllr Hood proposed and Cllr T Davies seconded that this recommendation be differed. This deferred was AGREED by 7 votes to 0 with 4 abstentions

15. TO CONSIDER MATTERS RELATING TO WHEATLEY PARK SPORTSFIELD MANAGEMENT COMMITTEE AND THE WHEATLEY PLAYING FIELD TRUST
i) Composition of the Trustees – Agreed to Mr Lamont remaining a trustee
ii) Letter of Engagement from Freeths Solicitors – estimated costs £2,000.00
This was Agreed
16. TO ADOPT THE WHEATLEY AND HOLTON EMERGENCY PLAN
Cllr A Davies said that there were still omissions eg addresses etc and letters should be sent to residents asking if they were happy to be included in the handbook. The Chairman said that he, Cllr A Davies and the clerk would go through the handbook and complete and then bring it back to full council
17. TO AGREE THE SIGNATORIES TO PARISH COUNCIL CHEQUES
It was AGREED that Cllr Stephens and Cllr Gregory should be signatories along
with Cllrs Bell, Carr and Reilly
18. TO CONSIDER THAT THE PARISH COUNCIL TAKE AN OUTSIDE STALL, STAFFED BY PARISH COUNCILLORS AT THE MERRY BELLS FAIR ON 4TH JULY 2015
Cllr A Davies thought the stalls would be inside the hall
It was proposed by Cllr T Davies and Seconded by Cllr Newman that the Parish Council does take an outside stall at the Merry Bells Fair on 4th July. This was Agreed. The details to be worked out at the F&GP Committee meeting on15th June
19. GRANTS, LICENCES AND SUBSCRIPTIONS – None
20. FINANCIAL MANAGEMENT
a) Signing of completed copy of reconciled bank statement by Chairman & RFO
b) Balances – Noted
After the cheques below have been paid the balances on the council’s accounts as at 18th May 2015 will be as follows:
: Community £1,277.70
Tracker £137,448.75
Treasury £60,567.55

SCHEDULE OF PAYMENTS TO BE AUTHORISED

Payee Payment details Amount
Cheques paid
106164-106169 GM/SW/JF/OCC/HMR&C April sal/wages/pen/PAYE/NICs 4,065.61
d/d Orange internet Internet for April 18.37
106158 Green Scythe Recs etc 233.17
106159 Oxon Assoc of Local Councils 2015- 2016 subscription 746.34
106161 Oxfordshire Rural Cty Council 2015- 2016 subscription 65.00
106162 Wheatley Village Archives Grant for 2015-2016 1,500.00
106163 The Information Commissioner 2015-2016 subscription 35.00
Total £6,663.49
Cheques to Pay
106170 Oxford Conservation (Simon Shew) Final fees for new entrance into Church Road Recreation Ground 104.00
106171 Berkshire ALC ‘Good Councillor Guide’ Booklets 51.20
106172 Berinsfield Community Business Verge cutting April 2015 608.33
106073 AON Insurance 2015-2016 3,590.72
106074 Public Law Solicitors Village Green Application 2,176.80
Trinder and Sons Fitting of Defibrillator Cabinet 150.00
GM/SW/JF/OCC/HMR&C May sal/wages/pen/PAYE/NICs 4,500.00
Total £11,181.05

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter advertising 100.00
OCC Recharge for verge cutting 1,775.02
Total £1,875.02
21. REPORTS FROM OUTSIDE BODIES
i) The Merry Bells Management Committee – planning for the Fayre on 4th July was underway. Bookings were very healthy. The results of the recent Building and Energy surveys were being studied.
Cllr T Davies raised the issue of the Parish Council paying Wheatley Village Archives £1,500 so that the Archives could pay their rent. Couldn’t the Merry Bells charge just a peppercorn rent? Cllr A Davies said that this general matter had been raised at the Merry Bells AGM and would be on the next merry Bells Committee meeting.
ii) The Howe Trust – next meeting was in a week’s time
iii) Neighbourhood Action Group – Cllr A Davies had attended her first meeting. She had found it interesting, it received reports from TVP on traffic maters and ASB. She suggested that the minutes be circulated to all councillors.
iv) Thames Valley Police. Newsletter April 2015 – No Anti-Social Behaviour reports.
2 drivers caught without valid insurancr5 penalty notices for parking offences
29 drivers caught speeding on London Road. I driver using mobile phone.
1 theft from a vehicle. 2 number plate thefts.1 burglary Non-Dwelling
Mortar non de-activated bomb discovered in shed in Elm Close. Bomb squad called and safely destroyed.
22. CORRESPONDENCE – Noted
i) The Hasleys newsletter May 2015*
ii) Wheatley URC Newsletter – May 2015*
iii) Little Milton Newsletter – May 2015*
iv) Clerks and Councils Direct May 2015*
v) Holton, Waterperry& Waterstock news – April 2015*
vi) Wheatley Village Archives – Thank-you for Grant Aid
vii) OCC Traffic Regulation Order – closure of slip road of A40 on to A 418 on 29th May between 8.00pm and 6.00am. Diversion from Holton turn along Church Road.
ix) TVP – Neighbourhood Policing April 2015 newsletter*
x) Great Milton Bulletin May 2015*
xi) Letter from resident re Merry Bells polling station. The clerk read out the letter including the one that the resident had written to David Buckle, the SODC Returning Officer. The Parish Council does not have any responsibility in this area. Some advice to residents in the newsletter before elections on the role of tellers and the rights of voters would be useful.

9.50pm – Suspension of Standing Orders for 20 minutes in order to finish the Agenda. Proposed by Cllr bell and seconded by Cllr Reilly – AGREED

xii) Oxford Brooks University – Notice of 150th Celebration of the start of teaching at the Oxford School of Art and of the next Residents’ Associations’ Meetings – 11th June 2015

* On display in the Parish Office
23. CALENDAR OF MEETINGS – Noted

i) Planning Committee – Wednesday 20th May 2015 – 7.30pm
ii) OALC AGM – Worton Park, Cassington- Monday June 2nd 2015 – 7.30pm
iii) CPRE (Oxon Branch) AGM St Edmund Hall -Saturday 6th June 2.30pm
iv) Planning Committee – Wednesday 10th June 12015 – 7.30pm
v) F&GP Committee – Monday 15th June 2015 – 7.30pm
vi) Parish Council Meeting – Monday 6th July 2015– 7.30 pm
24. RESOLUTION TO EXCLUDE THE PUBLIC
Cllr Carr proposed and Cllr Birks seconded ‘that under Section 100A(4) of the Local Government Act 1972, the public be excluded on the grounds that it involves the likely disclosure of exempt information as defined in paragraph X of Part 1 of Schedule 12A to the Act, namely private contractual and employment matters
This was AGREED nem con

Parish Council – Confidential Agenda Monday 20th April 2015
25. UPDATE ON PROGRESS OF THE PARISH COUNCIL’S VILLAGE GREEN APPLICATION
i) To agree to transfer solicitors – The solicitor whom the Parish Council was using was transferring to another partnership and had written to the Parish Council asking if they still wished for him to act for them. AGREED

Cllr. Birks summarised the position re our Village Green application from inception. Two meetings had been held with the diocese/school & the indications were that a compromise would be possible, which would satisfy both the Parish Council and the school/diocese.

.
Cllr Hood proposed and Cllr Carr seconded that the Parish Council should continue to negotiate with the Diocese /School. This was AGREED with one abstention

26. STAFFING OF SPORTSFIELD MANAGEMENT COMMITTEE AND THE WHEATLEY PLAYING FIELD TRUST
As the Sportsfield Management Committee would not exist after 31st August 2015. The two employees of the committee would be made redundant.
As the costs of the Sportsfield were shared 4/5ths (OCC) and 1/5th Parish Council, so should the redundancy costs. The cost to the Parish Council could be between £2,000 and£ 3,000

The meeting closed at 10.10pm

/by

Finance and General Purposes Committee 20th April 2015

,

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 20th April 2015 IN THE PARISH OFFICE AT 7.30PM
PRESENT: Councillors P Willmott (Chair), R Bell, G Birks, D Lamont, R J Reilly, R Old and S Coleridge,

OFFICER: THE CLERK: Gareth Morris
127. APOLOGIES FOR ABSENCE had been received from Cllr Carr
128. DECLARATIONS OF INTEREST – None

129. MINUTES OF THE PREVIOUS MEETING HELD 23rd MARCH 2015 (Including Minutes of the confidential session) which had been circulated previously were signed as a correct and accurate record with the following amendments:
• Add Cllr R Old to those present
• Minute 115(i) – line 5 – change ‘gat’ to ‘gate’
• Minute 123 (xiv) –change second sentence to read ‘The clerk read out an e-mail from a resident complaining the Parish Council had raised the precept.
130. UPDATE ON ITEMS FROM THE MINUTES 23RD MARCH 2015
i) Minute114(i) – New entrance in to Church Road Recreation ground
The double yellow lines had been reinstated and the mortar repaired at the top of the wall
ii) Minute 114(ii) – Faculty for new bench in Memorial gardens. This was still to be progressed
iii) Minute 114(iii) – Handrails at entrance of Memorial Gardens – see minute 141
iv) Minute 114(iv) – Noticeboards for the village – the application for grant aid from SODC will be made later in the week
v) Minute 114(v) – new bench by Ambrose Rise bus stop. Taylor Landscapes had agreed to install the bench which could be delivered to Mobbs’ yard
131. TO FORMULATE A VILLAGE EMERGENCY PLAN
i) TO RECOMMEND TO FULL COUNCIL ON 18TH MAY THE ’PARISHES OF WHEATLEY & HOLTON EMERGENCY PLAN’ as presented to F&GP committee
Cllr Stephens proposed and Cllr Bell seconded that the Parish Council adopt the Wheatley and Holton Emergency Plan subject to the changes suggested by Cllr Dalton and the addition of ‘useful names’. This was AGREED

ii) To report on the purchase of two defibrillators for the Holton Pavilions and the centre of the village. The one for the Holton Pavilions was up and running. The second one for the Merry Bells had been delivered and would be installed shortly. Training for interested parties would be provided
132. CLERK UPDATE
i) Newsletter on website. Cllr Lamont proposed and Cllr Stephens seconded that the newsletter should be available on the Parish Council’s website. Agreed unanimously
ii) Update of Information Booklet – the deadline for information from contributors was April 29th
iii) Land in front of the old toilet block – The Traffic and Roads Committee had recommended to full council that 3 or so concrete tubs be installed around the area in front of the old toilet block area. It was also suggested that the council insure against ‘non-ownership’
vi) Trees in the village – The hedge on Church Road that backed on to the houses in Templars Close had now been cut back
v) Fence at Coopers Close public open space. Resident of Coopers Close had reported that the fence between his property and the open space was falling down. The responsibility for the fence was unclear. It was agreed that the Parish Council should share the cost of repair.
133. GRANTS, LICENCES AND SUBSCRIPTIONS
i) OALC 2015 -16 subscription – £746.34 – Agreed
ii) Oxford Green Belt network 2015-2016 subscription – £15 – Agreed
iii) Oxfordshire Rural Community Council (ORCC) 2015-2016 subscription – £65 – Agreed
iv) Wheatley Village Archives – Request for Grant Aid 2015-2016 – £1,500 – Agreed
v) Information Commissioner’s Office – Data Protection renewal 2015-2016 – £35 – Agreed
134. TO CONSIDER VARIOUS TRAFFIC MATTERS IN THE VILLAGE
i) Bell Lane corner, and other matters – The alterations to Bell Lane Corner had been completed except for the reinstating of the yellow lines which should be done in May. Cllr Lamont had painted the bell bollards.
ii) Vehicle Activated Devices – it was agreed that the VAS for London Road west be put on hold until the development on the north side was completed. The other three signs should go ahead.

135. FINANCIAL MANAGEMENT
a) A completed copy of reconciled bank statement was signed by by Chairman & RFO
The Budget to the end of March 2015 was discussed.

b) Balances
After the cheques below have been paid the balances on the council’s accounts as at 20th April would be as follows:
Community £2,162.79
Tracker £152,448.75
Treasury £60,700.93
136. SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
130,131,136-140 GM/SW/JF/OCC/AR/HMR&C March/wages/pen/PAYE/NICs 3,930.95
106134 C Sprent Mileage for delivering newsletters 42.46
106135 SODC Dog bins Oct -Mar 200.93
106142 Fusion UK Grant Aid – St Georges FunDay 275.00
106143 WPSFMC 1st Quarterly payment 2,000.00
106144 The Post Office Stamps 189.00
Total £6,638.34
Cheques to Pay
106146 A Richards April/May 2015 Newsletter 680.00
106147 Mainstream Digital Calls, rental, directory entry 03-06 79.41
106148 Lyreco USB drives, waste bins 57.78
106149 MBMC Office rental 25.03.15-24.06.15 1,133.20
106149 MBMC Gas recharge 05.01.15-31.03.15 77.41
106150 Arbor Tree Specialists Hedge along Church Road 250.00
106151 Grzegorz Zasuwa Window cleaning April 5.00
106152 Berinsfield Community Business Verges, FCPatio CulRd March 818.33
106153 Swift Digital Services Copies 15.01-13.04 132.43
106154 Parchments of Oxford April/May newsletter 1,484.90
106155 Southern Electricity Electricity 8/1/15-13/4/15 87.94
106156 Green Scythe Ltd Recs and greens 233.17
GM/SW/JF/AR/OCC//HMR&C April sal/wages/pen/PAYE/NICs 4,000.00
Total £9,039.57
INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Precept 2015-2016 – Ist half 53,961.50
Council Tax Reduction Scheme 2015-16 3,544.00
Treasury bonds interest 20.85
Tracker Account Interest 13.69
Newsletter Advertising 2,176.87
Photocopies 14.70
Allotments 10.00
Grant from MBMC for defribrillator 840.87
Total £60,582.48

137. PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED
i) The Haseleys – April 2015*
ii) Little Milton Newsletter –April 2015*
iii) Great Milton Bulletin – April 2015*
iv) URC Newsletter – April 2015*
v) Holton, Waterperry & Waterstock News – March 2015*
vi) Tiddington with Albury and Milton Common newsletter – April/May 2015
vii) Letter from resident
viii) CPRE ‘Oxfordshire Voice’ Spring 2014
ix) Civic Voice – War Memorials’ survey
* On display in Parish Office

138 DATE OF NEXT MEETING – 15th June 2015 – NOTED

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

Confidential Agenda Monday 20th April 2015

140. UPDATE ON PROGRESS OF THE PARISH COUNCIL’S VILLAGE GREEN APPLICATION
Oxfordshire County Council has put the Parish Council ‘on notice’ that as the registration authority it intends to convene a public inquiry into the Application for Registration of a village green.

A further meeting with the Oxford Diocesan Schools Trust on the issue was to be held.
141. QUOTATION FOR HANDRAILS IN ENTRANCE TO MEMORIAL GARDENS
It was Agreed nem con with one abstention to accept the quote from Taylor Services for the manufacture and installation of mild steel handrails to the steps at the High Street entrance to the Memorial gardens. Cost £1,100 ex VAT
142. SALARY AND WAGE REVIEW FOR PARISH COUNCIL STAFF
The clerk had circulated a paper giving recommendations for the pay of the Parish Council employees. It was Agreed to:
• Award the Parish clerk his increment for 2015-16
• Following the completion of a satisfactory probationary period the Assistant Clerk would be paid an increased hourly rate in line with the national pay award 2014-16, backdated to January 1st 2015
• The two outdoor workers to have their hourly rate increased in line with ‘the living wage’.
143. STAFFING OF SPORTSFIELD MANAGEMENT COMMITTEE AND THE WHEATLEY PLAYING FIELD TRUST
Negotiations were ongoing with the employees of the Sportsfield Management Committee on their situation when the Sportsfield Management Committee ceases to exist at the end of August 2015.

The meeting closed at 9.25pm

/by

Planning Committee 20th May 2015

Wheatley Parish Council
MINUTES OF THE MEETING OF THE PLANNING COMMITTEE OF THE COUNCIL HELD IN THE PARISH OFFICE ON WEDNESDAY 20th MAY 2015
PRESENT: Cllrs P Bignell, J Carr, S Coleridge, A Davies, G Stephens (Acting Chairman)

OFFICER: The Assistant Clerk
1. ELECTION OF CHAIRMAN – As the outgoing Chairman Cllr Stephens asked for nominations for Chairman
Cllr Coveley was proposed and seconded.
In the absence of Cllr Coveley, Cllr Stephens continued as Chairman for the meeting

2. APOLOGIES FOR ABSENCE – Cllrs R Bell, J Coveley, A Walkey
3. DECLARATIONS OF INTEREST – None
4. MINUTES OF THE PREVIOUS MEETING HELD ON 8th APRIL 2015 which had been circulated previously were signed as a correct and accurate record.
5. UPDATE ON MEETING HELD ON 8th APRIL 2015 – None
6. AMENDMENTS TO PREVIOUS APPLICATIONS – None
7. NEW PLANNING APPLICATIONS

i) P15/S1126/HH and P15/S1127/LB 33 High Street Wheatley OX33 1XX
Following permission P14/S1966/HH, to add first floor bathroom, storage area and two further roof lights. To lift existing stone flag floor and add insulation and damp proof membrane. Noted: comments on SODC Website from the Conservation Officer, regarding specifics about roof light windows and insulation. Also comments from the neighbour at 28 Church Rd, no objections. Recommend Approval – subject to satisfaction of the Conservation Officer

ii) P15/S1006/FUL 112 London Road Wheatley OX33 1YH Conversion of existing dwelling into 2 x two bed apartments. Recommend Approval

iii) P15/S1231/HH 7 Templars Close Wheatley OX33 1PA Single storey side and rear extension and replacement canopy. Recommend Approval – noting the comments of the neighbour (6 Templars Close)

iv) P15/S1352/HH 2 Hillary Way Wheatley OXFORD OX33 1UY Proposed extension to existing bedroom to front incorporating existing bedroom as dressing room. Noted: comments on the SODC website from the neighbour at 4 Hilary Way, no objections. Recommend Approval

v) P15/S1384/FUL Part of Castle Hill Farm Wheatley OXON OX33 1JQ General purpose farm building. Noted: Comments on the SODC website from the neighbour at 10 Jackies Lane. Recommend Approval

vi) P15/S1457/T28 O/S 12 Station Road Wheatley OX33 1ST Installation of 1 x DSLAM equipment cabinet. For information only. Noted

vii) P15/S1534/HH 31 Elton Crescent Wheatley OX33 1UZ Removal of the existing front entrance porch and the erection of a single storey front extension. Incorrect plans sent by SODC so unable to make a recommendation.

viii) P15/S1021/HH Moon Cottage 53 Old Road Wheatley OX33 1NX Demolition of glazed outhouse and replacement with two storey extension incorporating master bedroom suite. No strong views – noted that plans are not as clear as they could be

 
8. PLANNING DECISIONS AND NOTIFICATIONS – NOTED

i) P15/S0414/HH 52 Littleworth Demolition of conservatory. Erection of single storey rear extension. Recommend Approval GRANTED 13.04.15
ii) P15/S0139/HH 58 Crown Road Erection of single storey rear extension to provide enlarged dining room. Internal modification. Recommend Approval GRANTED 14.04.15
iii) P15/S0240/HH 45 London Road To convert a garage for habitable use No strong views GRANTED 09.04.15
iv) P15/S0522/HH 6 Littleworth, Littleworth OX33 1TR Single Storey extension at the front Recommend Approval GRANTED 20.04.15
v) P15/S0577/FUL 21 Windmill Lane Demolition of existing dwelling and erection of new dwelling. No strong views GRANTED 28.04.15
vi) P15/S0603/FUL Land adjacent to 24 Westfield Road, New Dwelling Recommend Approval GRANTED 29.04.15
vii) P15/S0601/HH 3 Kiln Lane Construct a small enclosed entrance porch outside the existing front door with ramped access from the roadside boundary fence. Recommend Approval GRANTED 01.05.15
viii) P15/S0137/FUL (Minor) Asda Stores Ltd Construction of a `Home Shopping’ van loading Canopy, an extension to the service area of the store to accommodate a Home Shopping’ pod, erection of a `Click & Collect’ canopy, relocation of disabled parking spaces and relocation of a smoking shelter and trolley bay. Recommend Approval GRANTED 01.05.15
ix) P14/S3978/FUL 40 Hilary Way Variation of conditions 2 and 5 of planning permission P11/W1023 so as to retain garage No strong views GRANTED 13.03.15
x) P15/S0418/FUL 87A High Street Change of use from existing retail use (A1 use) to Sui Generis to allow a dog grooming parlour. Recommend Refusal GRANTED 08.04.15
xi) P15/S0713/A (Advertising Consent) (Other) 87A High Street Proposed new signage No strong views GRANTED 01.05.15
xii) P15/S0321/FUL (Full) 19 Roman Road Two storey, two bedroom dwelling with parking space with access from Leyshon Road. No strong views GRANTED 02.05.15
xiii) P15/S0624/HH 58 High Street Two new Dormer Windows to rear of house and three rooflights to front of house Recommend Refusal GRANTED 05.05.15

9. CORRESPONDENCE – none

10. DATE OF NEXT MEETING – WEDNESDAY 10TH JUNE 2015 – NOTED
The Meeting closed at 8.10pm

/by

Parish Council Meeting 2nd March 2015

,

WHEATLEY PARISH COUNCIL

 

MINUTES OF THE MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 2nd MARCH 2015 IN THE MERRY BELLS HALL AT 7.30PM


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

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

 OFFICERS: Gareth Morris, Clerk to the Parish Council

Also present: Cty Cllr Anne Purse, Mr M Fenton (Taylor Wimpey), Mr S. Brown (Woolf Bond) and 20 members of the public

 

95. APOLOGIES FOR ABSENCE had been received from Cllrs Bailey and Davies

 

96. DECLARATIONS OF INTEREST – Cllr Coleridge as a Governor of the John Watson School declared an interest in item 20 on the confidential agenda.

 

97. MINUTES of the meeting of the Meeting of the Parish Council meeting held on Monday 5th January 2015 circulated previously with the removal of ‘R Old’ from those present and added to ‘Apologies’ and in Public Forum (page 3 ) in    Mr Bettess’ report, second line, ‘Road’ be added after ‘London’.

 

98. UPDATE from the meeting held on Monday 5th January 2014

i) Minute 90 – the clerk had yet to contact Cllr Davies.

 

 99 THE MINUTES of the meetings of the Planning Committee held on:

Wednesday 14th January 2015 which had been circulated previously were received

 

100. THE MINUTES of the meetings of the F&GP Committee held on Monday 19th January 2015 which had been circulated previously and on Monday 16th February 2015 which had been circulated with the Agenda were received

 

101. THE MINUTES of the meetings of the TRAC Committee held on 7th January 2015 which had been circulated previously and the meeting on 18th February 2015 which had been circulated with the Agenda were received

 

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

        Mr M Fenton from Taylor Wimpey and Mr S Brown from Woolf Bond gave a presentation on the 2 options for site north of London Road. There would be 50 units, 38 affordable and 12 private.

A public exhibition would be held in the Merry Bells on Friday 27th March and Saturday 28th March

 

8.52pm The Chairman declared the Council out of session and asked for questions from the public


Resident 1 – Would the gap in the wall made by Taylor Wimpey’s surveyors be repaired?. – A; Yes

Resident 2 –Will there be measurement of sound from A40 taken before and after the development is completed?. A; This could be a condition of planning permission

Resident 3 – Is London Road to be widened? A – No

Will local stone be used? – A – The exhibition will give examples of materials to be used.

Resident 4 – What will be the parking facilities? – A – At least 2 per dwelling.

Cllr Bell – said that the number of 3 & 4 bedroom units was excessive. Wheatley needed more 1 and 2 bed units.

 

8.18pm The Chairman declared the Council back in session

 The Chairman thanked Mr Brown and Mr Fenton for their attendance and presentation and looked forward to the exhibition at the end of the month.

 

 

103. TO NOTE AND RESPOND TO SODC’S INVITATION TO CONTRIBUTE TO A    STUDY OF THE GREEN BELT AROUND WHEATLEY

        SODC had invited the Parish Council to send representatives to a ‘Green Belt    Community Assessment Event’ held on 11th February. Cllrs Stephens and Bell attended. As a result the Parish Council was invited to contribute to a study of the Green Belt around Wheatley. Due to time constraints, deadline 26th March, a start had been made on the study, volunteers had been sought but more were needed.

The results will be measured against the criteria that green belt land has to fulfil which are given in the National Planning Policy Framework (March 2012)(NPPF).

           The explaining the reason behind going ahead with the study. A number of councillors expressed their concerns about participating in the study. They felt that the time scale was far too short and due process had not been followed.

Cllr Carr proposed and Cllr Birks seconded that “The Parish Council does not participate in this study”.

The motion was Agreed by 9 votes in favour to 2 against with 2 abstentions.

    

 104. TO NOTE THAT SODC, THE Vale District Council and OCC have decided not to actively pursue the implementation of civil parking enforcement

            The clerk read out a letter from SODC stating that SODC, the Vale and County Councils have decided not to actively pursue the implementation of civil parking enforcement. This was Noted

 

9.46pm – The Chairman declared the Council out of session and asked for contributions from the floor.

 

Cty Cllr Purse Green Belt – whilst it might be possible for authorities to ‘swap’ Green Belt areas it was not possible in Oxfordshire due to the Berks and Bucks boundaries.

                          OCC’s decision to make the Chief Executive redundant was to be rescinded and a new vote taken.

OCC would be discussing the possibility of new unitary authorities.

The independent review in to the child-sex scandal in Oxfordshire would be published the following day

John Reay – would it be possible for the District and County Councillors reports to be  items on the Agenda?

District Councillor Bell – reported that SODC had agreed a reduction in the Council tax; however the opposition group had proposed that the Council Tax remained the same but had been outvoted by the main group.

District Councillor Carr – As a result of the fire the Council would be renting offices in Milton Park from May. It could be 3 or 4 years before they could return to their Crowmarsh Offices

 

105  TO NOTE THE FOLLOWING CONSULTATIONS BY SODC

i) South Oxfordshire Local Plan 2031 Refined Options closing date 2nd April

     Larger Village Allocations – Wheatley – “Wheatley is one of our largest villages, it is inset in the Green Belt and has very limited opportunities for expansion. We asked our core Strategy Inspector if we could alter the Green Belt boundary at Wheatley, making an exceptional circumstances case to allow for some more homes to be built, but he rejected this request. We have therefore pursued an exception site approach in Wheatley to achieve some desperately needed affordable housing. We have identified a site to the north of the London Road and a scheme for 50 homes is being prepared. We do not need to allocate this site in the Local Plan.”

http://www.southoxon.gov.uk/services-and-advice/planning-and-building/planning-policy/local-plan-2031/local-plan-2031-refined-op

       http://www.southoxon.gov.uk/services-and-advice/planning-and-building/planning-policy/evidence-studies/larger-villages-allocatio

The consultation was noted

ii) “Proposal to change the way some services are delivered in South Oxfordshire and the Vale of White Horse” Closing date 9th March           https://consult.southandvale.gov.uk/portal/southandvale/cs/consultation_corporate/corporate_services_contract

The consultation was noted.  

 

106. TO AGREE TO RECEIVE AGENDAS ELECTRONICALLY

          The Clerk explained that due to a Legislative Reform Order in January 2015

Parish Councils, can if they agree, receive agendas electronically. This could save Wheatley Parish Council up to £500 per annum in postage as well as savings in paper and printing costs. Paper copies would still be available from the Parish Office and posted on village notice boards. Cllr Stephens proposed that the Parish Council agrees to receive agendas electronically. This was Agreed

 

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

   i) To agree the Trust Members – Following advice from a solicitor, Cllr Willmott reported that the number of Parish Councillors (4 out of 7) would be unacceptable to the Charity Commissioners. It was Agreed, therefore, to appoint 3 Parish Councillors, (Cllrs Willmott, Lamont and Stephens); Mr Richard Cosier, from the Rugby Club: one from Wheatley Park School (to be informed) two from the Community (Mrs M Blake and A N Other)

ii) To agree a sum for legal fees – It was Agreed to spend a maximum of £2,000 on legal fees

iii) Other matters concerning the Sportsfield Management Committee – none


108  TO CONSIDER THE RISK ASSESSMENT PLAN 2015-16

          The clerk reported that he had completed the Risk Assessment Plan for 2015- 2016. It was available for inspection in the Parish Office. It was Agreed that the Plan be accepted and the Action Plan, which had been circulated to all              councillors be signed by the chairman.

 

109.  REPORTS FROM OUTSIDE BODIES

i) The Merry Bells Management Committee – No report

ii) The Howe Trust had started to look more at its charitable functions; perhaps funding staff at the primary school for extra curriculum activities, especially sport.

iii) Thames Valley Police – In January TVP received 58 calls from the Wheatley Area- 49 Miscellaneous, non-urgent calls: 3 theft; 3 shoplifting and 3 ASB

iv) Flooding Committee Thames Water are renew the pumps at the sewage works on London Road.

 

 110. CALENDAR OF MEETINGS – NOTED

i) Oxford Brookes University – Residents’ Association Meeting – 3rd March 6.45pm

ii) Planning Committee – Wednesday 11th March 2015 – 7.30pm

iii) F&GP Committee – Monday 23rd March 2015 – 7.30pm

iv) Annual Parish Meeting – Tuesday 7th April 2015

v) Planning Committee – Wednesday 8th April 2015 – 7.30pm

vi) Thame CPRE AGM – Tuesday 14th April 2015 – Great Hasley Village Hall – 8.00pm

vii) TRAC Committee –– Wednesday 15th April 2015 – 7.30pm

viii) F&GP Committee – Monday 20th April 2015– 7.30pm

ix) Parish Council Meeting – Monday 18th May 2015 – 7.30 pm

 

111,   RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Reilly proposed and Cllr Birks seconded “ that under Section 100A(4) of the Local Government Act 1972, the public be excluded on the grounds that it involves the likely disclosure of exempt information as

defined in paragraph X of Part 1 of Schedule 12A to the Act, namely private contractual and employment matters”

This was Agreed unanimously

 

112. MINUTES OF THE CONFIDENTIAL SESSION OF THE PARISH COUNCIL HELD ON 5TH JANUARY 2015 which had been circulated previously were signed as a correct and accurate record

 

113. THE MINUTES OF THE CONFIDENTIAL SESSIONS OF THE F&GP COMMITTEE HELD ON: 19th JANUARY 2015 which had been circulated previously and the 16th FEBRUARY 2015 which had been circulated with the agenda were received.


114. TO REPORT ON PROGRESS OF THE PARISH COUNCIL’S APPLICATION APPLYING FOR VILLAGE GREEN STATUS FOR THE PLAYING FIELDS AT LITTLEWORTH ROAD.

The Parish Council had now received the County Council’s objections to the Parish Council’s Village Green application and following a cordial and positive meeting with the Diocese the Parish Council would now write to our solicitors for further advice. A modest fee was agreed.

 

115. TO CONSIDER LAND THAT MAY BE SUITABLE FOR A NEW VILLAGE BURIAL GROUND

            A resident had contacted Cllr Carr suggesting a number of sites within the village that might be suitable. One, it turned out, would not be available and another one was probably unsuitable for drainage reasons. However Cllr Carr agreed to follow up a third site.

 

       The meeting closed at 10.01pm

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