Minutes of the Parish Council Meeting held on Monday 4th January 2016

,

WHEATLEY PARISH COUNCIL

MINUTES OF THE MEETING OF THE PARISH COUNCIL
HELD ON MONDAY 4th JANUARY 2016 IN THE MERRY BELLS HALL AT 7.30PM
PRESENT: Councillors: G Stephens (Chairman), J Carr, R Bell, P Hood, A Walkey,
P Willmott, P Gregory, P Bignell, R Reilly, I Roberts and T Newman

OFFICERS: Gareth Morris, Clerk to the Parish Council
Also present: County Councillor Anne Purse,
103. APOLOGIES FOR ABSENCE had been received from Cllrs Birks, A. Davies, T Davies and Coleridge
104. DECLARATIONS OF INTEREST – The Chairman declared that he was a Trustee of the Playing Field Trust
105. MINUTES of the extra ordinary meeting of the Parish Council meeting held on 9th December 2015 which have been circulated with the Agenda were signed as a correct and accurate record
106. UPDATE from the minutes of the Parish Council meeting held on Monday 2nd November 2015
i) Minute 61(i) Request from VPA to plant a cherry tree in the Church Road Recreation Ground rather than the Memorial Gardens. Following a site visit the Chairman of F&GP and the clerk felt the best location would be at the northern end of the recreation ground, under the cliff, to the west of the youth shelter.
107. UPDATE from the minutes of the extra ordinary meeting of the Parish Council meeting held on Wednesday 9th December 2015
The Clerk reported that he had asked our solicitor to write to OCC that the Parish Council wished to withdraw the application. However first of all a request for an adjournment had to be made and agreed by all the parties. This had been done. Since then nothing more had been heard either about the Application or the Memorandum of Association.
The Chairman said he would write a piece for the newsletter, however having spoken to Mrs Wickens (Community Governor) and with permission of the Parish Council, he intended that a joint statement would be put in the newsletter. He read a preliminary statement. The Parish Council had no objection to its content
108. THE MINUTES of the meetings of the Planning Committee held on the dates below were received:
i) Wednesday 11th November 2105 which had been circulated previously
ii) Wednesday 9th December 2015 which had been circulated previously
109. THE MINUTES of the meetings of the F&GP Committee held on the dates below were received:
i) Monday 16th November 2015 which had been circulated previously
ii) Monday 21st December 2015 which had been tabled
Minute 99(iv) – Cllr Bell raised the possibility of organising a litter pick. To be put on the F&GP Agenda
Minute 89(ii) Vehicle Activated Signs – the officer had now replied that “I have forwarded your email below to him and will be in contact as soon as I have a reply”. Await further correspondence.

110. TO APPROVE A REVISED BUDGET FOR 2015-16 AND THE 2016-17 BUDGET

i) To resolve to approve the Parish Council revised budget for 2015-2016 as recommended by F&GP committee on 21st December 2015. ii) To resolve to approve the Parish Council budget and precept for 2016-2017 as recommended by F&GP committee on 21st December 2015.
ii) The F&GP recommends that the precept is raised by £1,500 to cover the
shortfall in income from the County Council

The last F&GP Committee went through each expenditure item and had added £2,000 for the cost of maintaining the part of the field at Littleworth that the Parish Council would be responsible for.
As far as income was concerned it was felt that the income for cutting the verges from the County Council was likely to be lost. Therefore the precept should be increased by £1,500 in order to cover this. The money lost from SODC on the Council tax reduction scheme should be made up from using SODC’s grant scheme more effectively

Cllr Carr proposed and Cllr Reilly seconded the two resolutions above. These were AGREED unanimously
111. TO REPORT PROGRESS ON HOUSING FOR THE EXCEPTION SITE NORTH OF LONDON ROAD
SODC had informed the Parish of a couple of ‘non material’ amendments requested by Taylor Wimpey which they (SODC) had no objections to. An extension of time to end of January had been requested by Taylor Wimpey in order to complete the Section 106 details and to allow time to submit further information in response to pre-commencement conditions placed on the application

The Parish Council had received correspondence from Webb PR, working for Taylor Wimpey. They “would very much like to issue a press release about the success of this application and as a great example of Taylor Wimpey’s engagement with the local community”, with input from the parish Council. They would also like “to put together a case study about this development, for use on the Taylor Wimpey website and, again, we will be happy to share this with you for approval prior to it being put online”. Finally they mentioned “the possibility of organising a sod cutting ceremony in the new year and when the section 106 agreement has been signed by all parties. This would involve both representatives from Taylor Wimpey and the parish council, along with any other organisations that you may think it appropriate to attend, taking part in a photoshoot on site to make the cutting of the first sod.”

It was felt that the Parish Council would like to see any press release first and then decide whether to give a quote or issue its own release

The Parish Council had also received a communication from SODC suggesting that the development should have two road names and two had been suggested

by Taylor Wimpey (Windsor drive and Merton Close). As the council did not like either of the two names suggested by Taylor Wimpey.
Cllr Bell proposed and Cllr Newman seconded that there should just be one road name. This was AGREED unanimously. It was further AGREED that as this matter should go to the next Planning meeting.
8.24pm The Chairman declared the Council out of session
County Councillor Anne Purse – The County Council had been hit with a further
£20m need for cuts. The Cabinet had written to the Government objecting to this
She felt that a reprieve for the abolition of subsidies for bus services and the closure of the Children’s Centres was unlikely
District Councillor Toby Newman – tabled a report on what was happening at SODC. One extra item was that at the December meeting the council had decided to adopt the Armed Services Covenant.
8.41pm The Chairman declared the Council back in session

112. TO APPROVE THE ADDITIONAL PARAGRAPHS TO THE PARISH COUNCIL’S FINANCIAL REGULATIONS AS RECOMMENDED BY THE F&GP COMMITTEE ON 21ST DECEMBER 2015
The clerk explained that the financial regulations had changed to allow Parish Councils to use electronic/internet banking plus the fact that the Barclays Bank in the village had closed meant it was opportune for the Parish Council to take advantage of internet banking for the transfer of funds, setting up direct debits etc. The Council should be satisfied, however that there were controls in place to counter the possibility of fraud etc.
The F&GP committee recommends that section 6 of the council’s Financial Regulations is change in line with those recommended by the National Association of Local Councils.

Cllr Gregory proposed and Cllr Bell seconded the recommendation made by the Finance and General Purposes Committee. This was AGREED unanimously.

113. TO RECEIVE AN UPDATE FROM CHAIRMAN ON THE NEIGHBOURHOOD PLAN APPLICATION
The Chairman of the Council reported that there had been two meetings of volunteers each attended by 20+ people. 18 people had put themselves forward for the steering group and there was to be a meeting on 19th January at Holton Village Hall in order to elect a Chairman.
SODC would be putting the area contained by the Neighbourhood Plan (the whole of Wheatley and the area of the Brookes University campus in in Holton) up for consultation between 11th January 2016 to 22nd February 2016.
The Clerk asked that the steering group be told that all orders had to come through the Parish Office and all invoices to come to the Parish Office for payment

114. TO CONSIDER THE USE OF THE MAPLE TREE CHILDREN’S CENTRE IN THE EVENT OF ITS CLOSURE
Following a discussion on the matter it was AGREED to keep the item on the Agenda but omit the words “in the event of its closure
115. TO CONSIDER MATTERS RELATING TO THE WHEATLEY PLAYING FIELD TRUST
A report from Cllr Willmott had been tabled and circulated to all councillors via e-mail earlier in the day.
There was a concern over the condition of playing surfaces and the Trust had signed up to a scheme run by Twickenham whereby advice could be obtained.
The lower pavilion had been pressure cleaned inside and out. In regards to the lease from the Parish Council to the Trust the Clerk had contacted a solicitor to act for the Parish Council and would chase him up.
The clerk undertook to circulate to all councillors the information sent to the solicitor on a proposed lease and Joint User Agreement.
116. TO RECEIVE A REPORT FROM CLLR GREGORY ON THE TOWN AND PARISH FORUM HELD ON 4th NOVEMBER 2015
Cllr Gregory’s report had been circulated with the Agenda. He drew the
Council’s attention to the fact that there was money available for items that the
Parish Council may wish to bid for. The first period for grant application would
be 1st February to 1st April
Cllr Newman said that SODC had just completed a review and there was a whole new procedure for applying for grants which simplified the process.
117. TO DISCUSS THE BETTER RECORDING AND SUBSEQUENT FOLLOW-UP OF ACTION ITEMS
The Chairman had requested this item to be put on the Agenda. He suggested a spreadsheet separate from the minutes which recorded the action, the date it was created and the date it should be completed etc. He had designed such a document in ‘Google documents’. Cllr Hood proposed and Cllr Gregory seconded that this ‘Action Tracker’ system be adopted. This was Agreed.
118. REPORTS FROM OUTSIDE BODIES
i) The Merry Bells Management Committee – nothing new to report
ii) The Howe Trust – nothing new to report
iii) Thames Valley Police – An update for December had been tabled
iv) Wheatley Windmill Preservation Society – the first group visit to the mill had taken place on New Year’s Day
v) Flood Group meeting – New pumps for the London Road pumping station had been installed. Negotiations were still continuing with Shotover Estate for a location for a holding pond
vi) Neighbourhood Action Group – No report

9.47pm – Cllr Newman proposed and Cllr Willmott seconded that Standing Orders be suspended for 15 minutes in order to finish the Agenda. This was AGREED

119. CALENDAR OF MEETINGS – NOTED
i) Planning Committee – Wednesday 13th January 2016 – 7.30pm
ii) F&GP Committee – Monday 18th January 2016 – 7.30pm
iii) Planning Committee – Wednesday 10th February 2016 – 7.30pm
iv) F&GP Committee – Monday 15th February 2016
v) Parish Council Meeting – Monday 7th March 2016 – 7.30 pm
120. ITEMS FOR INFORMATION

• The clerk read out a letter from Cllr Birks saying that, having moved from the area, she was resigning from the Parish Council after 20 years’ service. He reported that the Chairman had written to Cllr Birks accepting her resignation, reluctantly, and wish her all the best for the future. The clerk would set the process for the election of a new councillor in motion the following day.

It was agreed that a letter be sent to Mrs Birks on behalf of the Parish Council thanking her for all her hard work for the council over a long period.

The meeting closed at 9.53pm

/by

Draft Minutes of the Planning Committee 13th January 2016

,

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 13th JANUARY 2016

PRESENT: Cllrs R Bell (Chairman), P Bignell, S Coleridge (Vice-Chairman), J Carr, G Stephens, A Walkey
OFFICER: The Assistant Clerk
84. APOLOGIES FOR ABSENCE – Cllr I Roberts

85. DECLARATIONS OF INTEREST – NONE

86. MINUTES OF THE PREVIOUS MEETING HELD ON 9th DECEMBER 2015 which had been circulated previously were signed as a correct and accurate record.

87. UPDATE ON MEETING HELD ON 9th DECEMBER 2015 – NONE

88. NAME FOR THE NEW ROAD CREATED BY THE LONDON ROAD DEVELOPMENT

The full Parish Council meeting on 4th January 2016 delegated the road naming to the Planning Committee. A list of possible road names had been drawn up from suggestions from councillors. After initial discussion, the members decided that the new road should be a ‘Drive’ and that the name shouldn’t be connected to the Civil War as this was already well represented in the village.

After further discussion, names were narrowed down to:
• Breame Oak Drive – named after the oak tree in Holton Park which is mentioned in the Doomsday book
• Ochre Drive – in the past ochre was quarried in the village
The votes cast were equal between the two names. Cllr Bell, as Chairman, used his casting vote for Breame Oak Drive.

89. AMENDMENTS TO PREVIOUS APPLICATIONS – NONE

90. NEW PLANNING APPLICATIONS
i) P15/S4016/HH 2 Littleworth Oxford OX33 1TR. Proposed first floor extension over existing side extension to form a bedroom. Recommended Approval.
ii) P15/S4116/HH 41 Crown Road Wheatley OX33 1UJ. Proposed single storey extension to form new kitchen, utility and cloak room. Recommended Approval.
iii) P15/S4323/HH 124 Church Road Wheatley Oxford OX33 1LU. Demolition of existing garage and garden room. Proposed part two storey/ part single storey rear extension, two storey side extension and single storey front porch element. Associated internal works. Recommended Approval.
91. PLANNING DECISIONS AND NOTIFICATIONS – NOTED
i) P15/S3499/HH and P15/S3500/LB The Old Parsonage 25 High Street Wheatley OX33 1XX. Proposed first floor extension above existing rear single storey with internal and externals alterations. Insertion of conservation roof light to existing rear projecting gable, conversion and alteration of garage outbuilding into ancillary office/studio accommodation. Recommend Approval GRANTED 14.12.15

ii) P15/S3355/FUL Former McKenna Plant Hire Site London Road Wheatley OX33 1LH Use of site/building(s) as a Builders’ Merchants including external materials/goods storage and parking (as amended by plans and Highways information received 26 November 2015 relocating parking area) Recommend Approval GRANTED 16.10.15

iii) P15/S3452/HH 10 Leyshon Road Wheatley OX33 1XF. Part two storey/ part single storey rear extension. Two proposed roof lights to front elevation and associated internal alterations. Recommend Approval GRANTED 16.12.15

iv) P15/S3352/FUL 40 Church Road Wheatley OX33 1NB. Change of use – addition of a flat and reduction in size of commercial unit (As amended by plan 201C received 2015_11_24 to take the proposed ventilation pipes up through the roof as opposed to out of the western elevation). Recommend Approval GRANTED 17.12.15

v) P15/S3999/HH 99 Old Road Wheatley OX33 1NX. Erection of a two storey extension to the rear of the property, replacement of existing roof structure over the current house adjoining the new extension and redevelopment of internal spaces. WITHDRAWN 24.12.15
92. CORRESPONDENCE – NONE

93. DATE OF NEXT MEETING – WEDNESDAY 10TH FEBRUARY 2016 – NOTED

94. ITEMS FOR INFORMATION – NONE
The Meeting closed at 8.30pm

/by

Minutes of Finance and General Purposes Meeting held on 21st December 2015

,

Wheatley Parish Council

 

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 21st DECEMBER 2015 IN THE MERRY BELLS COFFEE ROOM AT 7.30PM

 

 

PRESENT: Councillors: G Stephens (Chairman), J Carr, P Hood, R J Reilly, P Willmott, R Reilly and T Newman

 

OFFICER: THE CLERK: Gareth Morris

 

 

 

  1. APOLOGIES FOR ABSENCE had been received from Cllr Birks, A Davies and T Davies

 

 

  1. DECLARATIONS OF INTEREST – None

  

 

  1. MINUTES OF THE PREVIOUS MEETING HELD 16th November 2015 which had been circulated previously were signed as a correct and accurate record when the following amendments had been made:
  2. i) Minute 73 (iii) Minute 57(i) – Last line change ‘be will’ to ‘will be’
  3. i) Minute 73(iii) Minute 59 – add ‘agenda’ to the end of the 2nd sentence
  4. ii) Minute 76 Delete ‘he’ and add ‘the Parish Clerk’ after ‘This’ in the final sentence

 

 

  1. UPDATE ON ITEMS FROM THE MINUTES 16th November 2015
  2. i) Minute 73(i) – VPA Cherry tree in the Church Road Recreation Ground. The Chairman of the Committee and the clerk had visited the recreation ground and felt that a location to the left of the youth shelter would be suitable.
  3. ii) Minute 73(ii) – Vehicle Activated signs – Reply received from OCC on 3rd December “I have spoken to my group manager about this scheme today, you will need a Section 50 licence (NRSWA) for the installation of the VAS’s but there will also need to be a legal agreement for the ongoing liability issues (e.g. if the sign falls over or is struck by a vehicle etc), as soon as I am informed how we are able to proceed I will contact you.”

          The clerk had made a follow-up e-mail only to be told that the officer was on leave until 4th January

   iii) Minute 73(iii) – Double decker buses for school transport. The clerk had reported the parish Council’s concerns to the OCC officer responsible for school transport to Wheatley Park School in November. No reply had been received

  1. iv) Minute 73(iv) – Littleworth Allotments – a further letter had been sent to allotment holders explaining that a meeting between them and the Parish Council would take place with the aim of clarifying the boundaries between the allotment holders property and the Parish Council’s. The signs for both ends were now ready and would be installed in the new year
  2. v) Minute 79 – Loan of hand tools for hedge trimming – These had been purchased   and the Chairman of the Council would explain the thinking behind the purchase in the Newsletter. A signing in and out book had been organised.

 

    

  1. TO RECOMMEND TO FULL COUNCIL ON 4TH JANUARY 2016
  2. i) Revised budget for 205-2016
  3. ii) Budget for 2016-17 & Precept for 2016-17

 

The clerk took the committee through the figures for the revised budget 2015-2015   and the 2016-2016 budget.

It was agreed that £2,000 be added for the maintenance of the field at Littleworth.

There was a debate on whether or not the precept should be raised and, if raised, by how much. The decision was to raise the precept by £1,500 to cover the loss of funding from the County Council for grass verge cutting.

 

Cllr Reilly proposed and Cllr Carr seconded that the revised budget 2015-2016 and the 2016-2017 budget, as amended, be recommended to full council on 4th January and that the precept be increased by £1,500

This was AGREED unanimously

 

 

  1. TO CONSIDER SUPPORT FOR THE MAPLE TREE CHILDREN’S CENTRE

     Agreed to defer any decision for the moment

 

 

  1. TO RECOMMEND TO FULL COUNCIL CHANGES TO THE PARISH COUNCIL’S FINANCIAL REGULATIONS

Given the recent relaxation in the rules allowing Parish Councils to use internet banking etc. and with the closure of the Barclays’ branch in Wheatley, the Parish Council’s Financial Regulations need to be brought up to date.

The clerk explained why he felt the Financial Regulations should be changed.

       Cllr Carr proposed and Cllr Reilly seconded that Section 6 of the Parish Council’s

       Financial Regulations as per the Clerk’s paper be recommended to full council.

 

 

  1. TO CONSIDER THE CONDITION OF THE TREES WITHIN THE VILLAGE AND WHAT ACTIONS ARE NECESSARY

       Tree work along Farm Close Road footpath and on Littleworth Green had been completed. The work on the Horse Chestnut in St Mary’s Close to be undertaken in January.

       Trees/areas giving cause for concern:

  • Eastern side of Holloway Road, below the surgery entrance – repeat request for it to be cut back.
  • 1 Crown Road – still not cut back the whole way
  • Parish Council land on the corner of St Mary’s Close/London Road
  • Dangerous tree on Littleworth Green
  • Tree at eastern end of the Farm Close Road footpath was causing concern
  • Trees at western end of the allotments would need to be cut back – cost £600
  • Trees along footpath to Farm Close Road – the clerk had written to Shortlift Ltd. On the other side of the path some of the trees may well be the responsibility of the County Council

 

 

  1. Consideration of the funding of bell bollard/s at Friday Lane. The Clerk would request that the wooden bollard be replaced

 

 

  1. GRANTS, LICENCES AND SUBSCRIPTION

  i) Sage cover for 2016 – £168 – Agreed

ii) Open Spaces Society – 2016 subscription – £45.00 – Agreed

 

 

  1. TO CONSIDER THE REPORTS ON THE PARISH COUNCILLORS’ WALKS AROUND THE VILLAGE

The issue of the allotments raised on the walks was being deal with.

 

  1. TO REPORT ON PROGRESS IN ORDERING NEW NOTICEBOARDS

       The Clerk had to apologise to the committee when he was about to submit the application for grant aid to SODC he had been informed that the application was out of time.

However the next period for grant aid would open in February 2016 and it was possible that 100% funding could be obtained.

 

 

  1. TO CONSIDER THE REQUEST FROM THE NEIGHBOURHOOD ACTION GROUP FOR A JOINT PARISH COUNCIL/THAMES VALLEY POLICE ACTION DAY

       As Cllr A. Davies (the councillor who had raised the suggestion at full council) was absent the matter was deferred

 

 

9. CLERK UPDATE    

i)  Grade II Listed Building Status for Wheatley’s War Memorial – The clerk reported that Historic England had awarded Grade II listed building status to the war memorial .

ii) 2 x Dog waste bins for Windmill Road (£179 each) – one paid for by The Howe Trust – Agreed

iii) HM Lord-Lieutenant of Oxfordshire, HM the Queen’s 90th Birthday. Celebrations in June 2016. Villages were being encouraged to organise street parties for the weekend of 11th/12th June. Full Council to deceide

iv) Village Christmas tree – the clerk reported that the lights on the tree had been switched on the previous Wednesday. A number of primary school pupils had been present plus 3 parish councillors. He had arranged for a couple of players from the City of Oxford Silver Band to play for the carols.

It was suggested that a ‘Village’ Carol concert around the tree be organised in the future.

 

 

10. FINANCIAL MANAGEMENT)

Budget to the end of November 2015 had been circulated

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

b) Balances

After the cheques below have been paid the balances on the council’s   accounts as at 21st September 2015 will be as follows:

Community     £2,609.15

Tracker         £120,443.90

Treasury           £60,850.78

 

 

 

11. SCHEDULE OF PAYMENTS AUTHORISED

 

Cheque no. Payee Payment details Amount
Cheques paid
106371-376 GM/SW/JF/OCC/AR/HMR&C Nov sals/wages/pen/PAYE/NIC 3,995.54
106369 SODC Uncontested election costs 95.00
106370 Sue Ryder Hospice Nettlebed Grant Aid 50.00
106377 Mark Aitken Work in Memorial Gardens 99.00
106388 WPSFMC Amount needed to clear the overdraft 2,488.32
d/d Barclays Bank Bank charges 13/10 to 12/11 44.73
Total £6,772.59
Cheques to Pay
106378 Arrow Accounting Visit of Internal Auditor 122.50
106380 The Merry Bells Hire of hall and coffee room April – December 196.50
106380 The Merry Bells Rental increase 18/10-24/12 5.91
106381 Annette Richards Dec/Jan newsletter 680.00
106382 Parchment of Oxford Dec/Jan newsletter 1,592.63
106383 Briants of Risborough Hand tools for loan 51.16
106384 Mainstream Digital Phone book entries, line rental 10/6-9/9,call charges 10/6-29/6 76.60
106384 Mainstream Digital Call charges 2/07 – 28/07 3.85
106384 Mainstream Digital Call charges 01/05 – 29/05 3.83
106384 Mainstream Digital Call charges 05/11-27/11 1.14
106385 The Tree Barn Christmas tree 204.00
106386 Lyreco Paper and labels 59.82
106387 Trinder and Son PAT Test 80.00
106389 P Gregory Mileage to Didcot 04.11.15 21.13
106390 M Aitken Clearance of planter and beds 79.00
106391 Trinder and Son Christmas tree electrics 35.00
106392 SODC May election costs 2,867.04
106393 Berinsfield Community Business Nov payment for verges 608.33
106394 Kingdom Signs Ltd Signs for allotment
S/O Wheatley Playing Field Trust Monthly standing order 833.33
GM/SW/JF/AR/OCC//HMR&C Sept Dec/wages/pen/PAYE/NICs 4,300.00
Total              £11,821.77

 

 

INCOME RECEIVED SINCE LAST MEETING

 

Income details Amount
Treasury Bill Interest 37.60
Newsletter Advertising 1,675.00
VAT Repayment 715.93
WPFT Oct,Nov,Dec repayments of loan 1,500.00
Total £3,928.53

 

 

 

12. PUBLICATIONS & CORRESPONDENCE RECEIVED and NOTED

i) The Haseleys December 2015*

ii) Little Milton Newsletter –December 2015*

iii) Great Milton Bulletin – December 2015*

iv) URC Newsletter – December 2015*

v) Tiddington with Albury and Milton Common Newsletter December 2015/January 2016*

vi) Holton, Waterperry & Waterstock News – December 2015*

vii) CPRE ‘Countryside Voice’ & ‘Field Work’ – Winter 2015

viii) Open Spaces Society – “Open Space” Autumn 2015

ix) Sue Ryder Nettlebed Hospice – Thank you for grant aid

x) South and Vale Carers – Thank-you for grant aid.

xi) OALC – November 2015 Update

 

* On display in Parish Office

 

13 . DATE OF NEXT MEETING – 18th January 2016 – Noted

 

 

14.  ITEMS FOR INFORMATION

 

  • Bench in Memorial gardens – The Diocese would be considering it a meeting on 11th It would still probably need a ‘Faculty.
  • Cllr Newman – complaints of dog mess at the western end of High Street. He had reported a blue car abandoned by Church Road. Also there was a planning application in for a new travellers site on the A40 at Testworth.

 

 

 

The meeting closed at 9.28pm

 

 

/by

Minutes of the Extra Ordinary Parish Council Meeting held on 9th December 2015

,

WHEATLEY PARISH COUNCIL

MINUTES OF THE EXTRA ORDINARY MEETING OF THE PARISH COUNCIL
HELD ON WEDNESDAY 9TH DECEMBER 2015 IN THE MERRY BELLS HALL AT 7.30PM
PRESENT: Councillors: G Stephens, R Bell, P Hood, A Walkey, S Coleridge,
P Willmott, P Gregory, P Bignell, G Birks, R Reilly and I Roberts

OFFICERS: Gareth Morris, Clerk to the Parish Council
97. APOLOGIES FOR ABSENCE had been received from Cllrs Carr, Newman
A Davies and T Davies
98. DECLARATIONS OF INTEREST – None
99. MINUTES OF THE ORDINARY MEETING HELD ON 2nd NOVEMBER 2015 which had been circulated with the Agenda were signed as a correct and accurate record
100. RESOLUTION TO EXCLUDE THE PUBLIC
Cllr Hood proposed and ad Cllr Reilly seconded that under Section 100A(4) of the Local Government Act 1972, the public be excluded on the grounds that it involves the likely disclosure of exempt information as defined in paragraph X of Part 1 of Schedule 12A to the Act, namely private contractual and employment matters.
This was AGREED
101. TO CONSIDER MATTERS RELATING TO THE VILLAGE GREEN
APPLICATION

i) To consider the acceptance of the ‘Memorandum of Understanding’ (MoU) as drawn up by the Oxford Diocesan Schools Trust.
ii) To decide on the Parish Council’s position on the Enquiry into the Parish Council’s Village Green Application

Councillors had before them the Memorandum of Understanding as drawn up by the Oxford Diocesan Trust, the response of the Diocese to the queries raised by the Memorandum and advice from the Parish Council’s solicitor on the Memorandum; also a copy of a draft letter from the County Council saying it supports the landlord’s consent to grant a sub-lease to Parish Council by ODST would be considered favourably provided the conditions of the Memorandum of Understanding

Cllr Birks took the council through the process that had led to the MoU being drawn up and the queries raised and the responses.

Following the legal advice the Parish Council had received she felt that the Application should be withdrawn and the Parish Council should sign up to the Memorandum of Understanding and request the following amendments:
Clause 2.3 – a request for the two month period to be changed to 6 months

Clause 2.4 – that Oxfordshire County Council also sign the MoU

Clause 2.6 – the first sentence be reworded to commit the Trust to apply for a new underlease if requested.

Clause 2.8 – Agree to leave as in MoU

SCHEDULE – Clause 4 – Principle Heads of Terms

2nd bullet point – Clarification to be sought on the significance of the reference to
‘planning permission’. The Parish Council is anxious to ensure that recreational
use will be acceptable

In the discussion that followed the feeling of the meeting was that given the legal
advice the Parish Council had received on the difficulty of success of the village
green application and the fact the Council seemed to have a good working
relationship with the Diocese the compromise solution of the Memorandum of
Understanding and the use of an underlease was a satisfactory one.

The Parish Council’s decision should be communicated to the village via the newsletter.

At the end of the debate Cllr Birks proposed and Cllr Coleridge seconded that “The Parish Council agrees to withdraw its application for the registration of a Village Green at the earliest opportunity on the basis that the Parish Council will sign the proposed Memorandum of Understanding and asks the Diocese to consider the Parish Council’s suggested amendments as discussed above.”
This was AGREED unanimously

102. DATE OF NEXT MEETING – MONDAY 4th JANUARY 2016 – Noted

/by

Minutes of the Planning Committee 9th December 2015

,

Wheatley Parish Council

MINUTES OF THE MEETING OF THE PLANNING COMMITTEE OF THE COUNCIL HELD IN THE PARISH OFFICE ON WEDNESDAY 9th DECEMBER 2015

PRESENT: Cllrs R Bell (Chairman), P Bignell, S Coleridge (Vice-Chairman), I Roberts, G Stephens, A Walkey
OFFICER: The Assistant Clerk
ALSO PRESENT: 3 members of the public (applicant M Jones from 35 Crown Rd, R Chadbone and P Ellis from 33 Crown Rd).

74. APOLOGIES FOR ABSENCE – Cllr J Carr

75. DECLARATIONS OF INTEREST – NONE

76. MINUTES OF THE PREVIOUS MEETING HELD ON 11th NOVEMBER 2015 which had been circulated previously were signed as a correct and accurate record.

77. UPDATE ON MEETING HELD ON 11th NOVEMBER 2015

1 Kellys Road – Cllr Bell has made additional comments to SODC but has not had a response as yet.

The London Road development – Cllr Bell attended the SODC Planning Committee on 18th November. Taylor-Wimpey have asked SODC to consider a further change relating to the flats overlooking Fairfax Gate; they would like to set this part of the building down into the ground which would reduce the overall height. Both Cllr Bell & District Councillor Newman thought this was an acceptable amendment.

78. AMENDMENTS TO PREVIOUS APPLICATIONS

i) P15/S3352/FUL 40 Church Road Wheatley OX33 1NB Amendment: No. 1 Change of use – addition of a flat and reduction in size of commercial unit (As amended by plan 201C received 2015_11_24 to take the proposed ventilation pipes up through the roof as opposed to out of the western elevation). The members noted the report on the SODC website from Sleep Pro International the Health and Housing Officer. Recommend Approval

ii) P15/S3355/FUL Former McKenna Plant Hire Site London Road Wheatley OX33 1LH
Amendment: No. 1 Use of site/building(s) as a Builders’ Merchants including external materials/ goods storage and parking (as amended by plans and Highways information received 26 November 2015 relocating parking area). Recommend Approval

79. NEW PLANNING APPLICATIONS
i) P15/S3872/FUL 5 Leyshon Road Wheatley OX33 1XF. Proposed two storey side and rear extensions and single storey rear extension. Conversion of dwelling house to form 1 additional dwelling. The members noted the comments submitted to the SODC website by a neighbour. Recommend Approval

ii) P15/S3698/HH 28 Ladder Hill Wheatley OX33 1SX. Erection of single storey extension to provide enlarged living space, including kitchen and dining room. Recommend Approval

iii) P15/S4012/LB & P15/S3761/A 90 High Street Wheatley OX33 1XP Proposed Hanging sign. The members felt the sign was out of keeping in the Conservation Area. Recommend Refusal

iv) P15/S3887/HH 35 Crown Road Wheatley OX33 1UJ. Two storey rear extension to form kitchen/family room on the ground floor and bedroom with en-suite to the first floor. The applicant explained he had withdrawn his original application and sought advice from SODC regarding the size of the extension and the potential reduction in light to his neighbours at No.33. The neighbours are still concerned about the potential loss of light to their back bedroom windows and to the second velux window of their one storey extension. They will be submitting comments about this new application to SODC regarding their concerns. The members considered the new plans and noted the reduction in size. After discussion, it was felt that there weren’t enough grounds to recommend refusal. No Strong Views

80. PLANNING DECISIONS AND NOTIFICATIONS – NOTED

i) P15/S2742/FUL Wheatley Farm Shop Old London Road Wheatley OX33 1YW
Proposed new dwelling (Log cabin style) to replace existing dwelling. Recommend Approval GRANTED 30.10.15
ii) P15/S3193/HH 60 Crown Road Wheatley OX33 1UL. Single storey side extension. Recommend Approval GRANTED 18.11.15

81. CORRESPONDENCE
Copy of a letter to SODC from a neighbour of The Old Parsonage 25 High Street (regarding application P15/S3499/HH considered at the November planning committee). Noted

Letters from SODC re Certificate of Lawful Development for:

i) P15/S3697/LDP 1 Keydale Road Wheatley OX33 1NS Demolition of existing garage and partial rear / side extension. Erection of 3m deep rear single storey extension in accordance with Class A of GPDO 2015. Construction of box dormer to rear roof slope in accordance with Class B of GPDO 2015. Noted

ii) P15/S3739/LDP 2 Elm Close Wheatley OX33 1UW Garden Building Noted

82. DATE OF NEXT MEETING – WEDNESDAY 13TH JANUARY 2016 – NOTED

83. ITEMS FOR INFORMATION – NONE
The Meeting closed 7.55pm

/by

Minutes of the Finance & General Purposes Committee 16th November 2015

,

Wheatley Parish Council

DRAFT – Subject to confirmation
MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 16TH NOVEMBER 2015 IN THE MERRY BELLS COFFEE ROOM AT 7.30PM
PRESENT: Councillors J Carr (Chairman), A Davies, P Hood, R J Reilly, P Willmott, G Stephens and T Newman

OFFICER: THE CLERK: Gareth Morris

Also present: Cllr R Bell and one member of the public
In the absence of the Chairman and Vice-Chairman of the Committee it was agreed that Cllr J Carr should chair the meeting

70. APOLOGIES FOR ABSENCE had been received from Cllrs Gregory, G Birks and T Davies

71. DECLARATIONS OF INTEREST – None

72. MINUTES OF THE PREVIOUS MEETING HELD 19th OCTOBER 2015 which had been circulated previously were signed as a correct and accurate record.

73. UPDATE ON ITEMS FROM THE MINUTES 19TH OCTOBER 2015
i) Minute 27(iv) – Village Produce Association Cherry tree in the Memorial Gardens – the VPA had changed its request to planting a tree in Church Road Recreation Ground. The committee has no objection to this. The clerk to facilitate
ii) Minute 57(i) – Vehicle Activated signs – MDMessagemaker had sent a quotation of £15,120, including installation. The clerk had informed OCC of the Parish Council’s intentions and had received this reply: “The original signs were to be placed on lamp columns so the locations will be different for those originally agreed, new positions will therefore need to be agreed. The design of the proposed signage will need to comply with the Department for Transport guidelines as the proposed signs are to be located on the public highway, details of this can be found at http://tsrgd.co.uk/pdf/tal/2003/tal-1-03.pdf. The installation procedure will require Oxfordshire County Council agreement.”
The clerk be will contacting MD Messagemaker and OCC further.
iii) Minute 59 – Double decker buses for school transport. The clerk was yet to contact OCC. Cllr Newman had contacted Wheatley Park School and they would be putting the matter on their next Transport Plan meeting
iv) Minute 61 – Littleworth Allotments A letter had been sent out to all allotment holders saying that the parish Council was a little worried about the untidy state of some of the allotments, asking for their future intentions and if they had any views for the future. Two replies had been received and two allotment holders had been in to the office. A common view expressed was the desire to purchase their allotment. It was also clear that there is confusion over boundaries between the householders land and the allotment land. Site visits would be held.

74. TO CONTINUE THE BUDGET PROCESS FOR THE FINANCIAL YEAR 2016-2017
The budgets were presented in landscape form as requested with a comments column.
2015-2016 budget – at the moment it looks as if there would be a draw down from reserves of £33,000. This had been planned for in last year’s budget process. £1,000 had been added to expenditure for expenditure on the Neighbourhood Plan.
2016-2017 budget – SODC would be withdrawing the Council Tax Support Grant from Parishes. For 2015-16 this amounted to £3,500 for Wheatley. This would mean a reduction in income for 2016-17. £18,500 expenditure on the Neighbourhood Plan had been allowed for, offset by an expected £18,500 of grant income.
It was also felt that the Parish should assume no money from the County Council to help with grass verge cutting. An income loss of around £1,000.
The tax base figures for 2016-2017 had just been received which showed an extremely small increase for Wheatley. Every £1,000 increase in the precept would add 58p per year to a band ‘D’ property.
Cllr Newman informed the committee that the development on London Road could result in the Parish Council receiving a share in the Section 106 payments of around £200,000. This could go towards the sports pavilions and pitches, open spaces and play equipment and other infrastructure. This payment was not yet confirmed.
It was agreed that an amount should be earmarked for the refurbishment of Farm Close Recreation Ground.
All councillors are requested to consider items for next year’s budget.

75. TO CONSIDER SUPPORT FOR THE MAPLE TREE CHILDREN’S CENTRE
This item had been referred to F&GP by the full Parish Council meeting.
The Centres had been told that if they could raise between £30,000 and £40,000 each, then the centre could stay open.
Councillors felt that the centre should be supported but that the parish couldn’t afford that kind of sum for what would be an ongoing commitment especially given the other pressures on the budget following withdrawal of other county and district financial support.
The committee asked Ms Job, who had attended on behalf of the centre to try and give the Parish Council the number of people from Wheatley who had used the centre. Once in possession of those numbers the committee would be in a position to agree the amount of support they were prepared to give either as a one off amount or ongoing. This was AGREED

76. TO CONSIDER THE CONDITION OF THE TREES WITHIN THE VILLAGE AND WHAT ACTIONS ARE NECESSARY
The trees along the footpath from Farm Close Road to Farm Close Lane (north
side) – Shortlift Ltd (the owners of the land) had asked for the name of local contractors to carry out the work, which was a positive step but now required a further letter from the Parish council requesting the work be carried out. This he would do.

77. GRANTS, LICENCES AND SUBSCRIPTIONS
i) Sue Ryder Nettlebed Hospice – £50 in 2014/15 – AGREED £50.00
78. TO CONSIDER THE REPORTS ON THE PARISH COUNCILLORS’ WALKS
AROUND THE VILLAGE
Footpath along the rear of Barlow’s Close – it was Agreed that the adoption of
this footpath should be brought to the next full council meeting but in the
meantime advice should be sought as to the process.
It was also AGREED that the Council should pursue its claim to ownership of
the strip of land from Coopers Close to the concrete apron in front of the
industrial units.

79. TO CONSIDER THE LOAN OF HAND TOOLS FOR HEDGE TRIMMING
Cllr Stephens felt that perhaps the reason for overhanging hedges was that
home owners did not have the right tools to do the job. He proposed that the Parish
Council buy some hand tools to loan out to residents so they could undertake
the job. This was AGREED. Cllr Stephens would advertise this service in the Newsletter in the Spring.

80. CLERK UPDATE
i) VPA Request to plant a cherry tree in Church Road Recreation Ground. See
minute 73(i)
ii) Gardener for the Memorial Gardens – The clerk had employed gardener from
Wheatley to tidy up the Memorial Gardens prior to Remembrance Sunday. He would also tend to the planter outside Costcutter and continue to look after the Memorial Gardens.
iii) Historic England were considering giving listed status to the Wheatley War Memorial

81. FINANCIAL MANAGEMENT
a) The Budget to the end of October 2015 had been circulated
The Signing of completed copy of the reconciled bank statement was undertaken by the Chairman & RFO

b) Balances
After the cheques below have been paid the balances on the council’s accounts as at 21st September 2015 will be as follows:
Community £2,532.48
Tracker £132,443.90
Treasury £60,774.98
82. SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
106289-95,98 GM/SW/JF/OCC/AR/HMR&C Oct sals/wages/pen/PAYE/NIC 4,423.10
102844 South and Vale Carers Grant Aid 200.00
106285 Royal British Legion Wreath 40.00
106286 Oxon Playing Fields Association 2015 -02016 Subscription 50.00
106287 Oxfordshire Assoc. for the Blind Grant Aid 250.00
106290 Wheatley Primary School Hire of Hall 63.75
106296 Post Office Stamps 243.00
106297 Lynx dpm Ltd Neighbourhood Plan Flyer 325.00
Total £5,594.85
Cheques to Pay
106299 Taylor Landscapes Removal of damaged bollard 42.00
106300 SODC Dog bin emptying 1/4/15-30/9/15 200.93
106301 Irwin Mitchell Solicitors Fees Village Green Application 1,015.20
106302 Swift Digital Services Photocopying 21/07/15-20/10/15 22.42
106303 Green Scythe Ltd Rec cutting Sept x 2 466.34
106303 Green Scythe Ltd Recs Oct + Ambrose Rise ditch 1,283.17
106304 Lyreco Desk Calendar 10.67
106305 Mainstream Digital Ltd Phone calls Oct 2015 0.67
106306 A Walkey Travel to Witney –Training 18.19
106307 Grzegorz Zasuwa Office window cleaning 5.00
106308 Berinsfield Community Business Verges Oct payment 608.33
GM/SW/JF/AR/OCC//HMR&C Sept sal/wages/pen/PAYE/NICs 4,300.00
Total £7,972.92

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Treasury Bill Interest 38.20
Newsletter Advertising 4,722.00
Newsletter Payments 12.50
Total £4,772.70

83. PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED
i) The Haseleys – November 2015*
ii) Little Milton Newsletters –November 2015*
iii) Great Milton Bulletin – October 2015*
iv) URC Newsletter – November 2015*
v) Local Council Review (LCR) Summer 2015*
vi) Tiddington with Albury and Milton Common Newsletter October/November 2015
vii) CPRE ‘Countryside Voice’ & ‘Field Work’ – Summer 2015
viii) Oxfordshire Association of the Blind – Thank You for Grant Aid
ix) TVP Neighbourhood Policing – November 2015 newsletter*
* On display in Parish Office

84. DATE OF NEXT MEETING – 21st DECEMBER 2015 – NOTED
Cllr A Davies sends her apologies

85. ITEMS FOR INFORMATION

• The Clerk apologised that he hadn’t put the suggestion from the Neighbourhood Action to hold a joint TVP/Parish Council Action Day on the Agenda
• Cllr Newman requested a ‘No Dogs Allowed’ sign be put on the new gate in to Church Road Recreation ground.
• The new owner of “Miss Tomb’s Field” as registered with the Land Registry is a Swiss Company.
• Cllr Willmott said that the final accounts of the now defunct Wheatley Park Sportsfield Management Committee were about to be audited, it showed that the Parish Council was liable to pay around £2,500
• Cllr Carr would like the purchase of the new noticeboards to be put on the agenda

/by

Minutes of Parish Council Meeting 2nd November 2015

,

WHEATLEY PARISH COUNCIL

MINUTES OF THE MEETING OF THE PARISH COUNCIL
HELD ON MONDAY 2nd NOVEMBER 2015 IN THE MERRY BELLS HALL AT 7.30PM
PRESENT: Councillors: J Carr (Chairman), R Bell, P Hood, A Davies, T Davies,
A Walkey, S Coleridge, P Willmott, P Gregory, P Bignell,
G Birks, R Reilly, I Roberts and T Newman

OFFICERS: Gareth Morris, Clerk to the Parish Council
Also present: County Councillor Anne Purse, Mr P Hood (Internal Auditor to Wheatley Parish Council) and 7 members of the public
In the absence of the Chairman, Cllr G Stephens, the Vice-Chairman, Cllr J Carr, chaired the meeting.

78. APOLOGIES FOR ABSENCE had been received from Cllr Stephens

79. DECLARATIONS OF INTEREST – Cllr Carr declared an interest in Item 8 on the Agenda (the development of 51 houses on London Road)

80. MINUTES of the meeting of the Parish Council meeting held on 7th September 2015 which have been circulated previously were signed as a correct and accurate record

81. UPDATE from the minutes of the Parish Council meeting held on Monday 7th September 2015
i) Minute 61(i) Request from the Village Produce Association to plant a cherry tree in the Church Road Recreation Ground rather than the Memorial Gardens. The Parish Council AGREED to this. The F&GP Committee to decide the details.

82. TO AGREE TO APPOINT MR PHILLIP HOOD AS THE INTERNAL AUDITOR AND SIGN HIS LETTER OF ENGAGEMENT.
The Chairman welcomed Mr Hood to the meeting.
Mr Hood referred Councillors to two publications, “The Governance and Accountability for Local Councils – March 2014”. [There is a copy on the Parish Office] and the “Good Councillors Guide”. [Each Councillor has been given a copy]
These publications lay down the responsibilities that all councillors should cover and address. The audit that he carries out is a robust testing and enquiries procedure to see that the council is carrying out its responsibilities. There are two ‘Musts’ laid down in the Guidance. The first is number of meetings, 3 plus annual meeting, and the second is that a Risk Assessment must be formulated within the financial year. The External Auditor will issue a ‘qualification’ if the Risk Assessment is not undertaken and/or if the accounts are not approved by the end of June. A council must approve an ‘independent’ Internal Auditor and corporate governance within the council must be sound.
Common errors made by councils were:
• Not recording accurately the value of new assets
• Not recording the council tax support grant separately
• Not accurately recording payments made to the Public Works Loan Board
• The Annual Return does not add up correctly
• The Internal Auditor is not independent
• The Risk Assessment is not approved and completed within the financial year.
• The External Audit Report is not discussed and minuted when received
• Incorrect use of Section 137 or other powers for expenditure.

Cllr Willmott proposed and Cllr Hood seconded that the letter of engagement for Mr Hood to be the parish Council’s Auditor for 2015-2016 be signed. This was AGREED

The Chairman thanked Mr Hood for his attendance and wished him a safe journey home in the fog.

83. THE MINUTES of the meetings of the Planning Committee held on:
i) Wednesday 9th September 2105 which had been circulated previously and
ii) Wednesday 14th October 2015 which had been circulated with this Agenda
were received

84. THE MINUTES of the meetings of the F&GP Committee held on:
i) Monday 21st September 2015 which had been circulated previously and
ii) Monday 19th October 2015 which had been circulated with the Agenda
were received

85. TO REPORT PROGRESS ON HOUSING FOR THE EXCEPTION SITE NORTH OF LONDON ROAD
P15/S2121/FUL Erection of 51 dwellings, with access from London Road, together with associated landscaping and open space provision. (Rural exception site) (As amended by Drawings accompanying agent’s letter of 13 October 2015)
The Parish Council was asked to either to recommend approval, recommend acceptance or give no strong views

The clerk read out two letters that had been received in the Parish Office objecting to
the amendments and aspects of the development.

The clerk also read out letters from Mr Johnson and Mr Edson both of St Mary’s Close which he had downloaded from the SODC planning website.

Cllr Newman said that the changes had been made as a result of consultation, noise assessment and the urban design people and the OCC Highways. The lack of amenity space has been accepted and a payment should be made to the Parish to be spent on recreation. The wall and the trees should not be affected. He understood that SODC would take the application to the November planning meeting (18th November)
8.30pm The Chairman declared the Council out of session and asked for contributions from the floor

Mr Pratley, 26 London Rd – Had sent his comments on the original plans. His key objection was that with the western entrance to the site. Cars exiting would mean headlights shining into his house. He felt that the exit should be moved.
County Councillor Anne Purse
Possible new road from Abingdon to M40 was mentioned only as an aspiration. But with the debate on the duelling of the A40 to Witney could mean the A40 from Headington might be moved and/or upgraded.
The Bus Consultation was due to be considered by the Cabinet as well as the budget cuts especially to the Children’s Centres. A suggestion had been made that if each centre could get £35,000 pledged for each year then a centre could be saved.
She suggested that the Parish Council could show a commitment to the centre in Wheatley

Vicky Job – parent at the Maple Tree Centre. She said she had depended on the Centre after the birth of her son. They were trying to think of ways of raising support for the centre eg “Friends of Maple Tree” and she would be contacting other parish councils whose residents used the centre.
In answer to a question from Cllr T Davies on whether savings could be made in using other premises Cty Cllr Purse explained that the Centre had been had been designed specifically to meet the needs of mothers and babies/toddlers.

Mr Doug Lamont, London Road – Site WHE 9, mentioned in the letter from Mr Edson, had never been offered to the Parish Council as a possible development site by SODC.
The objections brought up by the St Mary’s Group were things that SODC would have to consider anyway.
He was pleased that the Parish Council was considering to undertake a Neighbourhood Plan and urged the Council to make sure the whole village knew about the proposed meeting.

Mr Roger Bettess – Wheatley Flood and Drainage Group. The Group had been dealing with the problem at the Wheatley Sewage Treatment Works. Thames Water had been tankering away the effluent and the tankers had not always used the approved route. A meeting with Thames Water had been held where concerns on the environmental impact. He had been assured that the tankering would finish by the end of November.
8.55pm The Chairman declared the Council back in session

85. (Continued) London Road Development
Cllr Bell proposed ‘No Strong Views’ (SODC to decide) and give a list of the objections made by residents adjacent to the site. The motion was not seconded.

Cllr T Davies proposed and Cllr Hood seconded that the Parish Council recommend approval of the application as amended.
This was AGREED by 12 votes For, 0 votes Against and 1 Abstention. The Chairman did not vote.
The Parish Council would write to SODC asking them to consider all the objections

86. TO RECEIVE A REPORT FROM THE NEIGHBOURHOOD PLAN STEERING GROUP
A report had been circulated to all members. A leaflet would be printed and posted through each door in the village advertising the meeting to be held on the 19th November. Village organisations were being contacted by members of the group and the idea of a Neighbourhood Plan was being explained to them.

87. TO CONSIDER THE USE OF THE MAPLE TREE CHILDREN’S CENTRE IN THE EVENT OF ITS CLOSURE
Cllr A. Davies proposed and Cllr Roberts seconded that ‘It is too early to consider the use of the Centre in the event of its closure.’ This was Agreed
It was further agreed that the item be put on the F&GP Agenda.
Cllr Newman proposed and Cllr Reilly seconded the motion that ’Wheatley Parish Council supports the Maple Tree Centre and will try and sustain its future within the village’. This was Agreed
The Clerk reminded members that as the Parish Council did not have a ‘power’ to spend money on a Children’s Centre any funding would have to come out of the parish’s Section 137 fund which was a limited pot.

88. TO CONSIDER MATTERS RELATING TO THE WHEATLEY PLAYING FIELD TRUST
A report from Cllr Willmott had been circulated to members before the meeting.
The bulk of the report was on the condition of the sports field and the buildings.
Legionnaire’s disease had been found and therefore the plumbing etc. would have to be tested each year at the cost of £2,000
An agreement had been reached with Wheatley Park School on their use of the sports field.
Once the Trust has the lease it would be able to apply for grants whereas the Sportsfield management Committee never could.
Cllr T Davies was concerned about who would be liable, the Parish Council or the Trust, for example, repairs to the boiler. The lease should make this clear.

89. TO ALLOCATE CLLR ROBERTS TO A STANDING COMMITTEE
Cllr Roberts was appointed to the Planning Committee

90. TO RECEIVE A REPORT FROM CLLR BELL ON THE COUNTY COUNCIL’S MEETING WITH TOWNS AND PARISHES TO “LOOK AT WAYS TO DELIVER PUBLIC SERVICES DIFFERENTLY”
A report by the County Council on this meeting had been circulated.
Cllr Bell summed the meeting up as the County Council saying they had no money and they would like towns and parishes to take over some work whilst they, the County Council still retained control.

91. REPORTS FROM OUTSIDE BODIES
i) The Merry Bells Management Committee – Cllr Gregory reported that there would be a rolling programme of displays in the Coffee Room. A car parking survey had been undertaken and the results would be discussed at the next committee meeting.
ii) The Howe Trust – Cllr Gregory reported that the https://www.cruiseshipdrugs.com finances were healthy and the Trust would welcome suitable funding requests. The Parish Council would be asked for a dog waste bin to be located outside one of the gates. Noticeboards are being positioned around Howe Trust land and a’ walkabout’ is scheduled.
iii) Thames Valley Police – October – 1 incident of anti-social behaviour, a traffic operation on London Road resulted in 22 speeding offences, 5 seat belt non-compliance and 1 mobile phone offence. A traffic operation in Old London Road resulted in 1 seat belt non-compliance and 2 mobile phone offences.
There was 1 non dwelling (garage) burglary.
iv) Wheatley Windmill Preservation Society – No report
v) Flood Group meeting – Cllr T Davies reported that one of he problems at the sewage treatment works was that the filters that had been installed were not doing their job properly and the treated sewage was not up to standard and that was why the tankers had been brought in. There was also concern about the state of the ditch up from Asda. Roger Bettess had brought this to the attention of Thames Water
vi) Neighbourhood Action Group – the police inspector asks if parish councils would join in a Crime Prevention Day. Cllr Davies would seek further information and report to F&GP.

92. CALENDAR OF MEETINGS – NOTED
i) Planning Committee – Wednesday 11th November 2015 – 7.30pm
ii) F&GP Committee – Monday 16th November 2015 – 7.30pm
iii) Planning Committee – Wednesday 9th December 2015 – 7.30pm
iv) F&GP Committee – Monday 21st December 2015
v) Parish Council Meeting – Monday 4th January 2016 – 7.30 pm
93. ITEMS FOR INFORMATION
• The Chairman reminded councillors that the coming Sunday (8th November) was Remembrance Sunday. The service was in St Mary’s at 3pm. All Parish Councillors are invited. The Chairman would be laying a wreath on behalf of the Parish Council.

94. RESOLUTION TO EXCLUDE THE PUBLIC
Cllr Reilly proposed and Cllr Hood 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

9.55pm – Cllr Reilly proposed and Cllr T Davies seconded that Standing Orders be suspended for 15 minutes in order to finish the Agenda

95. STATEMENT FROM THE VICE-CHAIRMAN (Chair of the Meeting)

The Chairman of the meeting reminded councillors that should be careful when using their title ‘Councillor’. When it is used, in a letter for example, the recipient can be confused as to whether the councillor is speaking as an individual or for the Parish Council as a whole.
96. TO REPORT ON PROGRESS OF THE PARISH COUNCIL’S APPLICATION APPLYING FOR VILLAGE GREEN STATUS FOR THE PLAYING FIELDS AT LITTLEWORTH ROAD AND DECIDE ON A STRATEGY FOR THE PROPOSED ENQUIRY

Cllr Birks brought the Council up to date on the meeting that had been held between the Diocese, the school, the County Council and the Parish Council.
A further meeting was to be held where a paper from the Diocese would be discussed.

The Chairman thanked Cllr Birks for the work she had put in to this issue.
The meeting closed at 9.58pm

/by

Minutes of the Planning Committee 11th November 2015

,

Wheatley Parish Council
MINUTES OF THE MEETING OF THE PLANNING COMMITTEE OF THE COUNCIL HELD IN THE PARISH OFFICE ON WEDNESDAY 11th NOVEMBER 2015

PRESENT: Cllrs R Bell (Chairman), P Bignell, J Carr, S Coleridge (Vice-Chairman), I Roberts, G Stephens, A Walkey
OFFICER: The Assistant Clerk
ALSO PRESENT: Cllr P Hood as the applicant for 10 Leyshon Rd only

62. APOLOGIES FOR ABSENCE – NONE

63. DECLARATIONS OF INTEREST – NONE

64. MINUTES OF THE PREVIOUS MEETING HELD ON 14th OCTOBER 2015 which had been circulated previously were signed as a correct and accurate record.

65. UPDATE ON MEETING HELD ON 14th OCTOBER 2015
1 Coopers Close – Cllr Newman will be writing to the Planning Officer with an update.

66. AMENDMENTS TO PREVIOUS APPLICATIONS – NONE

67. NEW PLANNING APPLICATIONS

i) P15/S3352/FUL 40 Church Road Wheatley OX33 1NB Change of use – addition of a flat and reduction in size of commercial unit. The members noted comments from neighbours at 36 and 42 Church Road. Recommend Refusal. Reasons: There is concern about the location of two boiler flues directly into the garden belonging to 36 Church Road, in terms of poor design and loss of amenity use of the garden due to the noise and fumes emitted by the two fan driven flues.

ii) P15/S3355/FUL Former McKenna Plant Hire Site London Road Wheatley OX33 1LH
Use of site/building(s) as a Builders’ Merchants including external materials/goods storage and parking. The members noted comments made on the SODC website from the Highways Agency and that there has been no response from Asda. No Strong Views.

iii) P15/S3452/HH 10 Leyshon Road Wheatley OX33 1XF Part two storey/ part single storey rear extension. Two proposed roof lights to front elevation and associated internal alterations. Recommend Approval.

iv) P15/S3499/HH and P15/S3500/LB The Old Parsonage 25 High Street Wheatley OX33 1XX Proposed first floor extension above existing rear single storey with internal and externals alterations. Insertion of conservation roof light to existing rear projecting gable, conversion and alteration of garage outbuilding into ancillary office/studio accommodation. Recommend Approval.

68. PLANNING APPEAL

i) APP/Q3115/W/15/3131685 (P15/S0887/FUL) 1 Kellys Road Wheatley OX33 1NT
Demolition of existing single storey dwelling and garage. Erection of a terrace of three dwellings. Comments must be submitted to the Planning Inspectorate by 27th November.
Cllr Bell will write on behalf of the Planning Committee. The Assistant Clerk will write to the close neighbours who previously made comments on the SODC website to remind them that if they wish to submit further comments to do so by the 27th.

69. REPORT ON THE PLANNING TRAINING 3RD NOVEMBER
Cllrs Carr and Walkey reported that the training had been very informative. Copies of the presentation handout were distributed to the other members for reference.

70. PLANNING DECISIONS AND NOTIFICATIONS – NOTED

i) P15/S2877/HH 19 Old Road Wheatley OX33 1NU. Demolition of the existing Sun room with a new extension to the Kitchen and Living Room. Replacement of the dormer windows with a full width Dormer in Brick. Recommend Approval GRANTED 15.10.15

ii) P15/S2765/FUL 120 London Road Wheatley OX33 1YH. Extension of dwelling house and conversion into 3 flats; provision of bin and bike storage; realigned access and four parking spaces. No Strong Views GRANTED 12.10.15

iii) P15/S3104/HH 35 Crown Road Wheatley OX33 1UJ. Two storey rear extension to form kitchen/family room on the ground floor and bedroom with en-suite to the first floor. No strong views WITHDRAWN 22.10.15

iv) 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. (As amended by amended plan No.15.969/01B received on 11 August 2015) Recommend Refusal WITHDRAWN 27.10.15

v) P15/S3048/HH 95 High Street Wheatley OX33 1XP. Erection of bike store and mezzanine to provide shed storage. Recommend Approval GRANTED 29.10.15

71. CORRESPONDENCE
Planning committee notification letter received from SODC Planning re land north of London Road. The committee will consider the application on 18th November.

72. DATE OF NEXT MEETING – WEDNESDAY 9TH DECEMBER 2015 – NOTED

73. ITEMS FOR INFORMATION
P15/S2121/FUL Amendment No.1 Development of Land North of London Road. The Parish Council recommended approval on 2nd November 2015. Cllr Bell will attend on the 18th November on behalf of the Parish Council.
The Meeting closed 8.45 pm

/by

Minutes of the Finance & General Purposes Committee 19th October 2015

,

Wheatley Parish Council

DRAFT – SUBJECT TO CONFIRMATION

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 19th OCTOBER 2015 IN THE MERRY BELLS COFFEE ROOM AT 7.30PM
PRESENT: Councillors P Gregory (Chairman), J Carr, A Davies, T Davies, P Hood, R J Reilly, P Willmott, G Stephens and T Newman (until 8.20pm)

OFFICER: THE CLERK: Gareth Morris

Also present: Cllr A Walkey and one member of the public

54. APOLOGIES FOR ABSENCE had been received from Cllr Birks

55. DECLARATIONS OF INTEREST – none

56. MINUTES OF THE PREVIOUS MEETING HELD 21st SEPTEMBER 2015 which had been circulated previously were signed as a correct and accurate record

57. UPDATE ON ITEMS FROM THE MINUTES 21st SEPTEMBER 2015
i) Minute 38 – Vehicle Activated Signs – Cllr Gregory and the Clerk had met with a representative of MDMessagemaker who would inspect the sites and give a quote for the 4 signs and installation costs. The clerk would contact OCC Highways to find out their requirements.
ii) Minute 45 – Safety Inspection of Playgrounds. – work was continuing on implementing the recommendations from the Playground Inspector. The Clerk and Cllrs Gregory and Hood and visited Church Road recreation ground and were all perplexed as to what the Inspector was concerned about entrapment at the gates. One of the gates had been in use for decades and the Clerk knew of no incidents. The clerk would go back to the Inspector and ask for clarification.
iii) Minute 53 – Tender for tree work within the village – the work should start in November
iv) Minute 46(v) – Land Registry details – some addresses for the Parish Council were incorrect and would have to be changed. Also some of parcels of land were not registered at the Land Registry. This would have to done.

58. TO BEGIN THE BUDGET PROCESS FOR THE FINANCIAL YEAR 2016-2017
A Draft (1) Revised Budget 2015-2016 & Draft (1) Budget 2016-2017 had been circulated with the Agenda
The clerk explained that the Parish Council agrees its budget and precept at the January council meeting ready for submission to SODC
The clerk explained that he had added £1,000 for this year for expenditure on the Neighbourhood Plan. Councillors could suggest areas for expenditure (e.g. for the development of Farm Close Road recreation ground).or changes in the amounts proposed. It was pointed out that running down reserves each year was not desirable. Cllrs Newman and T Davies offered their assistance. The clerk agreed to allow for a ‘comments’ column on the budget papers and to circulate the budget summary that was agreed at the January 2014 meeting.
As far as expenditure/income for the neighbourhood plan, it was felt that this would have a neutral effect on the overall budget i.e. the same amount for income and for expenditure.

59. TO CONSIDER THE USE OF DOUBLE DECKER BUSES FOR SCHOOL TRANSPORT THROUGH THE VILLAGE – Cllr Gregory’s paper that expressed his concern that Walters Coaches had used double-decker buses going through the village for their school transport .had been circulated with the Agenda. These buses were not suited to the roads (Ladder Hill/Station Road/High Street/the Sun corner) and the speed through the village was also a cause for concern.
Agreed – Cllr Newman would take the concerns back to Wheatley Park School and the clerk to write to the OCC Schools Transport section and ask for a risk assessment on the use of double-deckers through Wheatley
8.20pm Cllr Newman left the meeting

60. TO CONSIDER THE CONDITION OF THE TREES WITHIN THE VILLAGE AND WHAT ACTIONS ARE NECESSARY
The Clerk had written to OCC Highways re overhangs at Howe Close/Ladder Hill junction, Crown Road to Orchard Close, Holloway Road and Crown Square

Trees along the footpath from Farm Close Road to Farm Close Lane. The clerk had received a reply from Shortlift Ltd who owns the land to the north who asked for local contractors who could deal with the trees. The householder to the south had admitted to ownership of those trees. But said he could not afford to deal with them.
It was suggested that the local contractor who dealt with trees on the north might be able to do something to those on the south

61. TO CONSIDER MATTERS RELATING TO THE LITTLEWORTH ALLOTMENTS
Cllr Gregory’s report on his inspection on the condition of the allotments had been circulated with the Agenda
Agreed to carry out Cllr Gregory’s recommendations and that the land by signed as Parish Council owned land. This should be considered for all the Council’s land.

62. TO CONSIDER THE REPORTS ON THE PARISH COUNCILLORS’ WALKS AROUND THE VILLAGE
Ambrose ditch – the clerk had asked Green Scythe to cut down and remove the cuttings. It would cost £875. It was Agreed that the clerk ask Green Scythe to do regular maintenance to that path and bank.
Cllr T Davies reported that the Flood group was thinking of calling a meeting of those residents who had been affected by flooding in the past to point out what the Parish Council had done in the past to try and alleviate the problem and that volunteers could be called on to clear the ditch etc.

Cherry tree replacement on Crown Road/Roman Rd junction. The clerk had received the OCC conditions that had to be adhered to for planting. The clerk was asked to find out. If these conditions applied to replacement planting.

63. CLERK UPDATE
i) Closure of Wheatley Branch, Barclays – the clerk reported that as the Post Office would not accept work from business that bank with Barclays it means that all monies that the council needs to pay in would have to be taken to Barclays branches in Thame/Cowley/Headington. Councillors suggested that they could help with this.

64. GRANTS, LICENCES AND SUBSCRIPTIONS
i) South and Vale Carers – 2014-216 5 carers and their families supported £200 in £2014-15. £200 AGREED
ii) Sue Ryder Nettlebed Hospice – £50 in 2014/15 – deferred until more information received
iii) Royal British Legion – wreath – £40 – AGREED
iv) Oxfordshire playing Fields Association (OPFA) 2015 Subscription – £50.00 AGREED
v) Oxfordshire Association for the Blind- £250 in 2014/15 -19 Wheatley residents helped £250 AGREED

65 FINANCIAL MANAGEMENT
a) Budget to the end of September 2015 was noted
A completed copy of reconciled bank statement was signed by Chairman & RFO

b) Balances
After the cheques below have been paid the balances on the council’s accounts as at 19th October 2015 will be as follows:
Community £1,307.17
Tracker £138,428.32
Treasury £60,774.98

66. SCHEDULE OF PAYMENTS TO BE AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
106265-106270 GM/SW/JF/OCC/AR/HMR&C Sept sal/wages/NIC/Pension/exps 4333.58
Total £4,333.58
Cheques to Pay
106271 Sage UK Ltd Invoices/credit notes 102.96
106272 The Merry Bells Office rental 25.09.15-24.12.15 1,133.02
106273 Lyreco Envelopes & box files 50.58
106274 Mainstream Digital Calls,phone book entry, line rental 75.66
106275 Parchments Oct/Nov Newsletter 1,871.30
106276 Annette Richards Oct/Nov Newsletter 680.00
106277 Arbor Tree Specialists Trim hedge in Memorial Gardens 150.00
106278 Grzegorz Zasuwa Office window cleaning 5.00
105279 Green Scythe Recs cutting August 233.17
106281 Merry Bells Gas recharge April-Sept 35.15
106282 Southern Electric Electricity July – October 76.11
106280 Berinsfield Community Business Verges – Sept cut 608.33
106283 Ordnance survey Map Copying Licence 54.75
GM/SW/JF/AR/OCC/HMR&C Oct sal/wages/NIC/Pension/exps 4,500.00
Total £9,621.03
INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Treasury Bill Interest 38.20
Tracker Account Interest 15.58
Photocopying 13.20
Newsletter Advertising 230.00
Newsletter subscription 37.50
Allotments 60.00
Wheatley Plying Field Trust – repayment 500.00

Total £894.48

67. PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED
i) The Haseleys – October 2015*
ii) Little Milton Newsletters –October 2015*
iii) Great Milton Bulletin – August 2015*
iv) URC Newsletter – October 2015*
v) Tiddington with Albury and Milton Common Newsletter Oct/Nov 2015
vi) TVP Neighbourhood Team October newsletter
vii) Oxford Brookes – Lectures, Exhibitions, Debates – What’s on at Brookes 2015/16
viii) International Tree Foundation –‘trees’ – Journal of ITF –Oct 2015*
ix) Local Council Review – Autumn 2015*
x) Holton, Waterperry & Waterstock News- October 2105

* On display in Parish Office

68. DATE OF NEXT MEETING – 16th November 2015 – NOTED

69. ITEMS FOR INFORMATION

• Cllr Davies – as Green Belt review included the primary school playing fields he felt that it would seem unlikely that the County Council would want to grant Village Green Status

Meeting closed at 8.58pm

/by

Draft Minutes of the Planning Committee 14th October 2015

,

Wheatley Parish Council

DRAFT – SUBJECT TO CONFIRMATION
MINUTES OF THE MEETING OF THE PLANNING COMMITTEE OF THE COUNCIL HELD IN THE PARISH OFFICE ON WEDNESDAY 14th OCTOBER 2015

PRESENT: Cllrs R Bell (Chairman), J Carr, S Coleridge (Vice-Chairman), G Stephens, A Walkey
OFFICER: The Assistant Clerk
ALSO PRESENT: District Cllr T Newman (reporting about 1 Coopers Close only), 3 members of the public (applicant M Jones from 35 Crown Rd, R Chadbone and P Ellis from 33 Crown Rd).

52. APOLOGIES FOR ABSENCE – Cllr P Bignell (holiday).

53. DECLARATIONS OF INTEREST – NONE

54. MINUTES OF THE PREVIOUS MEETING HELD ON 9th SEPTEMBER 2015 which had been circulated previously were signed as a correct and accurate record.

55. UPDATE ON MEETING HELD ON 9th SEPTEMBER 2015

P15/S1546/FUL 1 Coopers Close:
Cllr Newman reported that there has been clearance of the ground using excavators which the SODC Planning Officer had been unaware of. The Planning Officer was concerned that this may be classed as ‘Engineering Works’ which requires planning permission. There is also concern about the impact of the clearance on the insect food source for bats in the area. The Planning Officer will carry out a site visit.
Highways England Historical Railway Estate have contacted SODC Planning with concerns about access to the bridge and are investigating the matter further.
The application will be going to the SODC Planning Committee on 21st October. Cllr Bell will attend. (Notified next day that it has been withdrawn from SODC on 21st October).

56. AMENDMENTS TO PREVIOUS APPLICATIONS
i) P15/S2877/HH 19 Old Road Wheatley OX33 1NU. Amendment No.1 – Demolition of the existing Sun room with a new extension to the Kitchen and Living Room. Replacement of the dormer windows with a full width Dormer in Brick. (As amended by drawings 012-(PL) 005 Rev 01, 012-(PL) 006 Rev 01, 012-(PL) 007 Rev 02 altering the material for the walls of the extension). Recommend Approval.

57. NEW PLANNING APPLICATIONS
i) P15/S3048/HH 95 High Street Wheatley OX33 1XP. Erection of bike store and mezzanine to provide shed storage. Recommend Approval.

ii) P15/S3104/HH 35 Crown Road Wheatley OX33 1UJ. Two storey rear extension to form kitchen/family room on the ground floor and bedroom with en-suite to the first floor.
The members noted the concerns expressed by the residents of 33 Crown Road, regarding their belief that there will be a reduction in natural light to the velux windows in their garden room, however, after discussion the members decided that there were not enough grounds to recommend refusal. No Strong views.

iii) P15/S3193/HH 60 Crown Road Wheatley OX33 1UL. Single storey side extension. Recommend Approval.

58. PLANNING DECISIONS AND NOTIFICATIONS – NOTED

i) 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 GRANTED 09.09.15

ii) P15/S2387/HH 65 Littleworth Road Wheatley OX33 1NW. Demolition of porch and erection of conservatory. Recommend Approval GRANTED 17.09.15

iii) 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 GRANTED 26.08.15

iv) P15/S1384/FUL Part of Castle Hill Farm Wheatley OXON OX33 1JQ General purpose farm building Recommend Approval WITHDRAWN 17.09.15

v) 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 GRANTED 21.09.15

vi) 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 GRANTED 21.09.15

vii) P15/S2732/HH 61 Kelham Hall Drive Wheatley OX33 1SL Erect single storey rear extension in place of existing conservatory. Recommend Approval GRANTED 29.09.15

viii) P15/S2686/FUL 7 Leyshon Road Wheatley OX33 1XF. Conversion of retained dwelling house into 2No. Studio flats (In addition to those approved under application P14/S1284/FUL). No Strong Views GRANTED 29.09.15

ix) P15/S2757/HH Fairview 50 Littleworth Littleworth OX33 1TR. Single storey rear extension. Recommend Approval GRANTED 01.10.15

59. CORRESPONDENCE
1 Coopers Close – email and letter from Christine Telford acting on behalf of Highways England Historical Railway Estate regarding concerns about access (dealt with under minute 55).

60. DATE OF NEXT MEETING – WEDNESDAY 11TH NOVEMBER 2015 – NOTED

61. ITEMS FOR INFORMATION
London Road Development – copies of the letter from the developer listing proposed amendments given to members.

The Meeting closed 8.30pm

/by