Minutes Archives - Page 46 of 49 - wheatleyparishcouncil.gov.uk

Finance and General Purposes Committee 23rd May 2011

Wheatley Parish Council

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

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

OFFICER THE CLERK: Gareth Morris

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

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

1. ELECTION OF CHAIRMAN

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

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

2. ELECTION OF VICE CHAIRMAN

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

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

3. APOLOGIES FOR ABSENCE had been received from Cllr Anderson

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

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

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

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

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

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

ii) Minute 163 – Refurbishment of Cullum Road Recreation Area

The Clerk reported that the new trees had been planted.

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

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

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

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

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

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

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

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

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

(referred from full council)

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

The Clerk also circulated Draft Terms of Reference from 2007.

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

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

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

12. CLERK UPDATE

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

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

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

13. GRANTS, LICENCES AND SUBSCRIPTIONS

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

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

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

15. FINANCIAL MANAGEMENT

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

ii) Balances

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

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

Tracker £87,426.39

Treasury £60,081.45

SCHEDULE OF PAYMENTS AUTHORISED

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

INCOME RECEIVED SINCE LAST MEETING

Income details	Amount
Newsletter Advertising	403.00
Total	403.00

16. TO CONSIDER THE TRAINING COURSES OFFERED BY OALC

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

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

17 PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED

i) The Haseleys – Newsletter May 2011*

ii) Wheatley URC Newsletter March 2011*

iii) Little Milton Newsletter May 2011*

iv) Great Milton Bulletin May 2011*

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

vi) Wheatley URC May 2011*

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

viii) Wheatley Park School April Newsletter*

ix) Oxfordshire Playing Fields Association – Spring newsletter*

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

xi) CPRE – ‘Field Work’ Spring 2011*

*On display in Parish Office

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

19. RESOLUTION TO EXCLUDE THE PUBLIC

Cllrs Birks proposed and Cllr Reilly seconded that:

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

Agreed nem con

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

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

February 2, 2012/0 Comments/by Assistant Clerk

Finance and General Purposes Committee 18th April 2011

Finance

Wheatley Parish Council

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

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

OFFICER THE CLERK: Gareth Morris

MEMBERS HAD BEEN REMINDED BY MEANS OF THE AGENDA THAT IF THEY HAD AN INTEREST TO DECLARE IN ANY AGENDA ITEM, THEY SHOULD DO SO IN ADVANCE OF THE MEETING IN THE BOOK PROVIDED FOR THIS PURPOSE. There were no such declarations

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

159. DECLARATIONS OF INTEREST – None

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

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

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

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

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

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

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

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

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

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

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

8.10pm Cllr Fyffe joined the meeting

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

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

166. CLERK UPDATE

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

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

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

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

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

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

167. GRANTS, LICENCES AND SUBSCRIPTIONS

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

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

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

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

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

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

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

169. FINANCIAL MANAGEMENT

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

ii) Balances

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

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

Tracker £103,426.39

Treasury £60,081.45

SCHEDULE OF PAYMENTS AUTHORISED

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

INCOME RECEIVED SINCE LAST MEETING

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

170 PUBLICATIONS & CORRESPONDENCE NOTED

i) The Haseleys – Newsletter April 2011*

ii) Wheatley URC Newsletter March 2011*

iii) Little Milton Newsletter April 2011*

iv) Great Milton Bulletin April 2011*

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

vi) Wheatley URC April 2011*

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

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

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

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

xi) Letter from Resident re traffic speeds on London Road

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

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

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

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

*On display in Parish Office

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

172. RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Birks proposed and Cllr Carr seconded that:

Agreed nem con

The Meeting Closed at 9.04pm

Wheatley Parish Council

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

172. RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Birks proposed and Cllr Carr seconded that:

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

Agreed Nem Con

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

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

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

The Meeting Closed at 9.04pm

February 2, 2012/0 Comments/by Assistant Clerk

Finance and General Purposes Committee 21st March 2011

Finance

Wheatley Parish Council

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

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

& E Stacey

OFFICER THE CLERK: Gareth Morris

142. APOLOGIES FOR ABSENCE – None

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

144. DECLARATIONS OF INTEREST – None

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

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

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

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

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

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

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

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

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

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

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

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

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

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

150. CLERK UPDATE

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

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

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

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

152. GRANTS, LICENCES AND SUBSCRIPTIONS

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

153. FINANCIAL MANAGEMENT

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

ii) Balances

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

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

Tracker £51,110.22

Treasury £60,058.15

SCHEDULE OF PAYMENTS TO BE AUTHORISED

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

INCOME RECEIVED SINCE LAST MEETING

Income details	Amount
Newsletter Advertising	827.00
Total	£468.00

154. PUBLICATIONS & CORRESPONDENCE RECEIVED NOTED

i) The Haseleys – Newsletter March 2011*

ii) Wheatley URC Newsletter March 2011*

iii) Little Milton Newsletter March 2011*

iv) Great Milton Bulletin March 2011*

v) TVP – Wheatley Neighbourhood Team – March newsletter*

vi) SODC Minutes of Standards Committee 10.03.11*

*On display in Parish Office

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

156. RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Devin proposed and Cllr Reilly seconded that:

AGREED Nem con

The Meeting closed at 9.05 following the Confidential business

Wheatley Parish Council

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

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

& E Stacey

OFFICER THE CLERK: Gareth Morris

156. RESOLUTION TO EXCLUDE THE PUBLIC

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

Agreed nem con

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

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

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

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

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

This was AGREED

February 2, 2012/0 Comments/by Assistant Clerk

Finance and General Purposes Committee 21st February 2011

Finance

Wheatley Parish Council

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

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

& E Stacey

OFFICER THE CLERK: Gareth Morris

122. APOLOGIES FOR ABSENCE had been received from Cllr Carr

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

124. DECLARATIONS OF INTEREST – none

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

132 CLERK UPDATE

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

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

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

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

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

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

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

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

Both events given permission

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

Agreed that members would send Cllr Fyffe dates they were available

135. GRANTS, LICENCES AND SUBSCRIPTIONS

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

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

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

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

136. FINANCIAL MANAGEMENT

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

ii) Balances

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

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

Tracker £51,110.22

Treasury £60,058.15

SCHEDULE OF PAYMENTS TO BE AUTHORISED

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

INCOME RECEIVED SINCE LAST MEETING

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

137. PUBLICATIONS & CORRESPONDENCE RECEIVED

i) The Haseleys – Newsletter February 2011*

ii) Wheatley URC Newsletter February 2011*

iii) Little Milton Newsletter February 2011*

iv) Great Milton Bulletin February 2011*

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

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

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

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

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

x) TVP – Wheatley Neighbourhood Team – Winter newsletter*

*On display in Parish Office

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

139. RESOLUTION TO EXCLUDE THE PUBLIC

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

Agreed Nem Con

The meeting closed at 9.17pm following the confidential items

Wheatley Parish Council

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

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

& E Stacey

OFFICER THE CLERK: Gareth Morris

139. RESOLUTION TO EXCLUDE THE PUBLIC

Agreed Nem Con

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

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

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

The meeting closed at 9.17pm following the confidential items

February 2, 2012/0 Comments/by Assistant Clerk

Full Council 7th November 2011

Full Council, Minutes

WHEATLEY PARISH COUNCIL

MINUTES OF THE MEETING OF THE PARISH COUNCIL

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

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

OFFICER: Gareth Morris Clerk to the Parish Council

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

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

71. DECLARATIONS OF INTEREST – None

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

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

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

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

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

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

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

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

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

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

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

Mr Hood was thanked for his attendance.

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

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

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

F&GP Meeting.

8.30pm Cllr Dalton left the meeting

The Chairman declared the meeting Out of Session

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

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

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

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

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

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

9.04pm The Chairman declared the Council back in session

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

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

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

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

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

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

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

i) The restatement of Fixed Assets

ii) Section 1 does not add up by £1

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

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

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

80. TO CONSIDER THE ROLE OF COMMUNICATION BETWEEN COUNCILLORS

81. REPORTS FROM OUTSIDE BODIES

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

b) The Howe Trust – no report.

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

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

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

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

83. CALENDAR OF MEETINGS – NOTED

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

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

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

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

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

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

Meeting closed at 9.56pm

February 2, 2012/0 Comments/by Assistant Clerk

Full Council Extra-Ordinary Meeting 12th October 2011

Full Council, Minutes

WHEATLEY PARISH COUNCIL

MINUTES OF THE EXTRA ORDINARY MEETING OF THE COUNCIL

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

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

OFFICER: Gareth Morris Clerk to the Parish Council

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

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

65. DECLARATIONS OF INTEREST – None

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

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

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

67. CONSIDERATION OF THE FOLLOWING PLANNING APPLICATION:

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

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

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

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

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

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

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

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

9.00pm The Chairman declared the Council back in session

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

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

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

Items for examination are:

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

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

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

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

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

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

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

The meeting closed at 9.24pm

February 2, 2012/0 Comments/by Assistant Clerk

Full Council 5th September 2011

Full Council, Minutes

WHEATLEY PARISH COUNCIL

MINUTES OF THE ORDINARY MEETING OF THE COUNCIL

HELD ON MONDAY 5^th SEPTEMBER 2011 IN THE MERRY BELLS AT 7.30 PM

PRESENT: Councillors: E.M. Stacey (Chairman), J Reilly. R Old, G. Birks (until 9.05pm), G Stephens, J Anderson, R. T .Bell, P Willmott , S Coleridge, A Knapp(until 8.40pm) , J Coveley, D Lamont, C Dalton (until 8.30pm) & G Stephens

OFFICER: Gareth Morris Clerk to the Parish Council

Also present: County Councillor Anne Purse, Mrs Jenny Stoker (Maple Tree Children’s Centre) and Dr J Watson (Editor of the Wheatley Newsletter)

46. APOLOGIES FOR ABSENCE had been received from Cllr Carr

47. DECLARATIONS OF INTEREST – None

48. MINUTES OF THE PARISH COUNCIL MEETING HELD ON 4^th JULY 2011 which had been circulated previously were signed as a correct and accurate record

49. UPDATE ON ITEMS ARISING FROM THE PARISH COUNCIL MEETING HELD ON 4^TH JULY 2011

Open Forum (page 3) – Report from County Councillor Anne Purse – resurfacing of Friday Lane & Holloway Road. The County Council have issued a temporary road closure order for Holloway Road whilst resurfacing works are carried out. The order comes into force on 3^rd October and is expected to be of 3 weeks duration. The Friday Lane resurfacing should take place after the Holloway Road scheme is finished. – NOTED

50. THE MINUTES of the meetings of the Planning Committee held on the following dates were received:

i) Wednesday 13^th July 2011 &

ii) Wednesday 10^th August 2011

51. THE MINUTES of the meeting of the F&GP Committee meeting held on the following date were received:

(i) Monday 18^th July 2011

52. TO RECEIVE A REPORT ON THE PROGRESS OF THE PARISH COUNCIL’S BID TO OCC’S BIG SOCIETY FUND FOR FUNDING FOR YOUTH PROVISION IN THE VILLAGE.

The Chairman reported that the Parish Council’s bid had been submitted at the end of August and it was understood that the bid would be discussed at the County Council’s October Cabinet meeting.

She then invited Mrs Jenny Stoker from the Maple Tree Children’s Centre to speak to the meeting. Mrs Stoker said that the youth centre would become a multi youth community building used by a number of organisations; such as Barnardos, The Maple Tree Children’s centre which caters for the under fives and parents to be, and, eventually the youth provision provided by the parish council.

In answer to a question on time scales, Mrs Stoker answered that one could not be given at the moment. But a steering committee for the building would be in place from mid October and a representative from the youth provision would be appointed. The County Council had agreed to go ahead with repairs to the building.

The Chairman reported that a meeting with Paul Lawrence of OAYP, the organisation that can advise about running the youth club and may actually run it, had unfortunately had to be cancelled due to ill health of Mr. Lawrence.

The Chairman thanked Mrs Stoker for attending the meeting

The Clerk read out an anonymous letter from ‘Wheatley Youth Club asking that the Youth Club stay open. – noted.

53. TO CONSIDER THE LETTER OF 8^TH AUGUST TO THE PARISH COUNCIL FROM MR PAUL LARGE, REGISTRAR, OXFORD BROOKES UNIVERSITY ON THE APPLICATION FOR THE PROVISION OF NEW ACCESS ROAD TO SERVE WHEATLEY PARK SCHOOL AND OXFORD BROOKES UNIVERSITY.

The Planning Application is worded:

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

Three zebra crossings were proposed for the Park Hill/London Road/Holloway Road junction. The Parish Council had requested that these be light controlled ‘Toucan’ crossings. There were no proposals for measures at the Round House junction (Holloway Road/Church Road). A number of councillors expressed a concern that the zebra crossings would not be light controlled and therefore posed a road safety issue for Wheatley Park School students crossing on foot at that point.

Cllr Birks volunteered to draft a letter to Brookes University requesting that light controlled crossings be installed and measures for the Roundhouse junction be included.

The Clerk reported that the Parish Council had been given until 22^nd September to respond to SODC and, according to the SODC website, the consultation end date was 29^th September and the target decision date was 24^th November. The clerk was asked to contact SODC to arrange a later response date.

8.30pm Cllr Dalton left the meeting

8.37pm The Chairman declared the Council out of session and invited County Councillor Anne Purse to speak

County Councillor Anne Purse – she suggested that the Parish Council write to Holton parish council explaining their views on the Brookes application.

The County Council’s new ‘ Salt Bin and Grit’ procedure for Parish Councils was causing some upset and concern amongst parish councils. The clerk informed the council that this was to be discussed at the next F&GP Committee meeting.

She was disappointed that having been informed by the County Council that they would resurface Holloway Road in August, it would now not take place until October.

8.40pm – Cllr Knapp left the meeting

District Councillor Roger Bell – it had been very quiet over the summer period and therefore he had nothing new to report.

8.52pm The Chairman declared the council back in session.

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

Items for examination are:

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

AGREED to refer this to F&GP

55 . TO CONSIDER THE RECOMMENDATION FROM HE FINANCE AND GENERAL PURPOSES COMMITTEE OF 18^TH JULY THAT THE PARISH COUNCIL ADOPT THE FOLLOWING GUIDELINES:

1. As publisher of the newsletter the council has legal responsibility for its contents. The final decision as to the content of any article and the decision whether or not to publish rests with the council.

2 The Council reserves the right to decline to publish any article.

3 Any article the editor proposes not to publish or which he proposes to publish but gives rise to doubt, or to a conflict of interest whether actual or perceivable as such, should be identified and discussed with the Chairman of the Council who will make the final editorial decision after consulting if possible with the vice-chairman of the council and such other councillors as can be contacted within a reasonable period of time

Dr Watson, the editor of the newsletter was invited to speak. He said that the guidelines virtually followed the present procedures and he had no objection to them

Cllr Stacey proposed and Cllr Birks seconded that the guidelines be adopted. This was AGREED by 10 votes in favour and 2 against (0 abstentions).

56. TO RECEIVE AND NOTE THE REPORT OF THE INTERNAL AUDITOR, MR PHILLIP HOOD

Cllr Bell proposed and Cllr Birks seconded that the report be received and the recommendations noted. AGREED UNANIMOUSLY

57. TO CONSIDER THE FOLLOWING CONSULTATIONS:

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

The proposal is that Wheatley Library will be a ‘community plus library’ which two thirds paid staff and one third volunteers – AGREED NO RESPONSE

ii) The Local Government Boundary Commission – Electoral Review of Oxfordshire

Full report, including maps available at www.lgbce.org.uk

Consultation closes 10^th October 2011 – The Parish Council’s recommendation the Wheatley ward include Garsington had not been taken up. Tiddington and Waterstock would now be part of the ward. AGREED NO RESPONSE

58. TO CONSIDER A REQUEST FROM FUSION YOUTH AND COMMUNITY TO USE CULLUM ROAD RECREATION AREA FOR A MINI FUNDAY ON THE AFTERNOON OF SATURDAY 15^TH OCTOBER. AGREED
Then everything runs smoothly. I was surprised by many feedbacks, which state that https://www.sandwichmedical.com/links-and-resources/cialis-online causes side effects. The only thing I noticed is an agitated state throughout the day.

9.05pm Cllr Birks left the meeting

59. TO RECEIVE A REPORT FROM COUNCILLORS JIM REILLY & ROGER BELL ON THE RECENT PARISH COUNCIL WALKS AROUND THE VILLAGE AND TO RECOMMEND THAT THE F&GP COMMITTEE LOOK AT ANY ACTIONS REQUIRED AND THE COSTS INVOLVED. It was Agreed to refer this to F&GP.

60. REPORTS FROM OUTSIDE BODIES

a) Neighbourhood Action Group – No Report

b) The Howe Trust – Cllr Fyffe reported that more hedging for the Howe had been discussed and there also had been discussion on access on to the Howe from the house on Ladder Hill

c) Merry Bells Management Committee – New heaters had been installed in the main hall and the coffee room

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

i) To appoint a new Parish Council representative in place of Cllr Bell

Cllr Anderson was proposed by Cllr Bell and seconded by Cllr Reilly. It was AGREED that Cllr Anderson be the Parish Council’s representative on the SFMC

The Chairman thanked Cllr Bell on behalf of the Parish Council for his service on the Management Committee

ii) To receive the accounts for the financial year ending 31/3/2011. The balance due from the Parish Council is £10,330.95. This means that after the 4 quarterly payments of £2,000 that have been made, the Parish Council owes £2,330.95. – AGREED

iii) Cllr Willmott reported on the last meeting where the design briefs from the five architects that had been asked to submit, were opened. One did not submit and one referred to the previous design brief. Therefore at the next meeting it would be decided which of the remaining three architects should be invited to explain their designs to the committee.

62. TO CONSIDER THE ENTERTAINMENT LICENCE RENEWAL APPLICATION FROM OXFORD BROOKES UNIVERSITY – NOTED

63. CALENDAR OF MEETINGS. – NOTED

a) Planning Committee – Wednesday 14^th September 2011 – 7.30pm

b) F&GP Committee – Monday 19^th September – 7.30pm

c) Planning Committee – Wednesday 12^th October 2011 – 7.30pm

d) F&GP Committee – Monday 17^th October 2011– 7.30pm

e) Parish Council – Monday 7^th November 2011 – 7.30pm

The meeting closed at 9.35pm

February 2, 2012/0 Comments/by Assistant Clerk

Full Council 4th July 2011

Full Council, Minutes

WHEATLEY PARISH COUNCIL

MINUTES OF THE ORDINARY MEETING OF THE COUNCIL

HELD ON MONDAY 4^th JULY 2011 IN THE MERRY BELLS AT 7.30 PM

PRESENT: Councillors: E.M. Stacey (Chairman), J Reilly. J. M. Carr, G. Birks, R. T .Bell, P Willmott , S Coleridge, A Knapp, J Coveley, D Lamont & G Stephens

OFFICER: Gareth Morris Clerk to the Parish Council

Also present: County Councillor Anne Purse, Police Sergeant S Hookham, Mr Toby Warren SODC and one member of the public

28. APOLOGIES FOR ABSENCE had been received from Cllrs Anderson, Dalton, Fyffe and Old

29. DECLARATIONS OF INTEREST – None

30. MINUTES OF THE PARISH COUNCIL MEETING HELD ON 16^TH MAY 2011 which had been previously circulated were signed as a correct and accurate record with the following amendment:

Minute 6(iv) replace Gwendolen Birks with Maggie Fyffe

31. MINUTES OF THE EXTRA-ORDINARY PARISH COUNCIL MEETING HELD ON 27^TH JUNE 2011

which had been circulated with the Agenda were signed as a correct and accurate record

32. MATTERS ARISING FROM THE MINUTES OF THE PARISH COUNCIL MEETING HELD ON 16^th

MAY 2011

i) Minute 13(iia) Section 106 Funding for Pedestrian Safety Measures

A site meeting had been held between Parish Councillors and Mr Yoward (OCC Highways) where the councils proposals were outlined and also their reaction to those proposals put forward by Oxford Brookes. Members present felt they had had a sympathetic hearing. Mr Yoward had taken a number of photographs of the Park Hill/Holloway junction and also the Roundhouse junction.

ii) Minute 16 – Parish Council reply to Wheatley Society Leaflet

The letter referred to in the minute had been sent and a meeting had been held between Parish Councillors and members of the Wheatley Society Committee and Jim Watson as the Village Plan Co-ordinator. This meeting had discussed ways in which the Parish Council and the Wheatley Society could work together to the benefit of the village.

33. MATTERS ARISING FROM THE MINUTES OF THE EXTRA-ORDINARY PARISH COUNCIL MEETING HELD ON 27^TH JUNE 2011

Minute 26 – 2010-2011 Final Accounts. The clerk circulated the Internal Auditors report which had been received on the previous Friday. This would be discussed at the next F&GP meeting and accepted formally at the next full council meeting in September.

34. THE MINUTES of the meetings of the Planning Committee held on the following dates were received:

i) Wednesday 25^TH May 2011, circulated previously

ii) Wednesday 8^th June 2011 circulated previously

35. THE MINUTES of the meetings of the F&GP Committee meetings held on the following dates were received

(i) Monday 23^rd May 2011 circulated previously

(ii) Monday 27^th June 2011, tabled

36. TO CONSIDER THE RECOMMENDATION FROM THE F&GP MEETING OF 27^TH JUNE THAT “IN THE LIGHT OF INFORMATION RECEIVED AND ITS RESERVES, THE PARISH COUNCIL IS PREPARED TO CONTRIBUTE £5,000 ANNUALLY TO YOUTH SERVICE PROVISION IN Wheatley”.

The Chairman outlined the proposal which was 2 evenings per week for 2 different age groups; 10 to 13 and 13 to 19 for 48 weeks of the year. The County would be paying refurbishment costs. A private provider would be engaged to run the operation on behalf of the Parish Council. The Parish Council would be responsible for other costs, including staffing costs, which are estimated to be in the region of £14,000 per annum.

The Parish Council is going to submit a bid for funding from the Big Society ‘pot’, which, if successful, will cover the first year’s costs. Other sources of funding would be available eg OCC’s “Chill Out” fund, other parish Councils could be asked wherther their young people used the centre. It might be possible to get Brookes University on board.

Mr Toby Warren of SODC addressed the meeting. He said that whilst SODC hadn’t any funds to help with staffing there was the Community Investment Fund which could help with funding for capital items e.g. IT infrastructure.

Cllr Birks proposed and Cllr Carr seconded that the F&GP’s recommendation be adopted. This was AGREED unanimously.

37. TO CONSIDER APPOINTING A PARISH COUNCIL REPRESENTATIVE TO THE ‘SHOTOVER USER’S GROUP’

Cllr Birks was proposed by Cllr Carr and seconded by Cllr Lamont to be the Parish Council’s representative on the Shotover Users Group. This was AGREED

38. REPORTS FROM OUTSIDE BODIES

a) Neighbourhood Action Group – Sgt Stephen Hookham addressed the meeting. He confirmed that the NAG had now disappeared and would be replaced by liaison with the Parish Councils and the regular ‘Have your Say’ meetings with the public to establish priorities. He would hope a TVP representative would attend most Parish Council meetings.

The priorities in the Wheatley areas are:

Operation Maginot – targeting known criminals via automatic number plate recognition equipment entering the area.

Operation Mangrove – theft of fuel from lorries

Restorative justice project – the young people who had sprayed graffiti in Cullum Road Recreation Area had apologised to the Parish Council and would be removing it shortly.

Parking issues (especially along Waterperry Road) working with Brookes on both short and long term solutions.

The Council thanked Sgt Hookham for his attendance

8.35pm The Chairman declared the Council out of session and asked the members of the public present if they wished to speak

County Councillor Anne Purse – OCC Library Consultation – whilst the Wheatley Library would be better off than some, it was still a blow to local facilities especially after the funding for the youth centre had been withdrawn. She felt that a Parish Council response would be helpful.

Youth Centre – she understood that the Fire Service might be interested in having an input. She was lobbying other Parish Councils for funding, if not in this financial year, the next one.

Roads – Friday Lane and Holloway Road are expected to be repaired in August/September.

A40 – whilst the surface noise has been reduced where it has been resurfaced, Holton and Shotover still suffer the full extent of the noise. She felt, as resurfacing of the entire stretch was unlikely in the short term, a 50 mph limit should be pushed for

Mr John Reay – he supported the Holloway Road/Friday Lane repairs but felt that if a 50 mph limit was implemented some form of Speed Indication Device should be installed as well.

He sought clarification as to exactly what the Parish Council’s intentions were for the Youth centre. The Chairman reiterated the points made earlier in the meeting.

He also asked were the results of the Wheatley Society Survey to be published in the newsletter or not. The Chairman replied that she would give a summary of the results as part of her Chairman’s report in the newsletter, when the data had been received from the Wheatley Society.

District Councillor Bell – reported that the District Council’s Community Investment Fund had £1/2 million pounds to distribute but had received twice that amount in bids. The Council was placing an emphasis on evidence of consultation. Also the Council was again consulting on the change to the times of parking in their car park on Church Road.

Core-Strategy – the Inspector, in his pre-Hearing report, said that ‘windfalls’ would not be allowed to be set against the District’s targets. This meant some adjustment to the distribution of new housing.

Finally he announced that Janet Carr had been elected Vice-Chairman of the Council which meant that it was likely that she would be Chairman the following year.

District Councillor Carr – said she had been surprised but delighted to be offered the Vice-Chairmanship of the District Council. She then outlined some examples of her duties.

9.05pm – The Chairman declared the Council back in session

39. TO CONSIDER STATEMENTS TO BE SUBMITTED ON BEHALF OF THE PARISH COUNCIL TO THE ‘EXAMINATION IN PUBLIC’ (EIP) OF SODC’S CORE STRATEGY RELATING TO THE MATTERS AND QUESTIONS RAISED BY THE INSPECTOR

The Clerk explained that if the parish Council wished to speak at the Examination in Public from 19^th-22 July a submission had to be made answering the Inspectors’ questions on the different chapters of the Core Strategy. The Parish Council had until 6^th July to get their submission in to the Inspector.

Cllr Birks, as the Councillor who had written the Parish Council’s initial response to the Core Strategy

in 2009, explained what she thought should be the Parish Council’s submission for Chapters 13 and 14, Rural Communities and The Environment respectively.

After some discussion Cllr Carr proposed and Cllr Reilly seconded that Cllr Birks should write the submission along the lines she had proposed. This was AGREED by 9 vote for and 2 against.

(Copy of submission in minute book)

40. REPORTS FROM OUTSIDE BODIES (Contd)

b) The Howe Trust – no report

c) Merry Bells Management Committee – it was hoped that the new heaters for the hall and coffee room would be installed in August.

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

Cllr Bell had stood down as Chairman of the committee and Cllr Willmott had taken his place. There had been meetings with the Planning Consultant and a business plan and time line had been drawn up. Architects would now be asked for proposals and one would be appointed in the hope that an application could be submitted to SODC by the end of October/ beginning of November. The Parish Council would, shortly, have to start paying for the planning costs. The total cost of the build could be around £3/4 m

Cllr Bell requested that finance for the project be placed on the next F&GP Agenda and also announced his wish to stand down as a Parish Council representative on the Committee. It was felt by the meeting that Cllr Bells place should be taken by a Parish Councillor.

42. CALENDAR OF MEETINGS. – NOTED

a) Planning Committee – Wednesday 13^th July 2011 – 7.30pm

b) F&GP Committee – Monday 18^th July – 7.30pm

c) Planning Committee – Wednesday 10^th August 2011 – 7.30pm

d) Parish Council Meeting – Monday 5^th September 2011– 7.30pm

43. RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Birks proposed and Cllr Carr seconded that:

Agreed nem con

44. THE MINUTES OF THE CONFIDENTIAL SESSION HELD DURING THE MEETING OF THE F&GP COMMITTEE ON 23^rd MAY 2011 were received

45. THE MINUTES OF THE CONFIDENTIAL SESSION HELD DURING THE MEETING OF THE F&GP COMMITTEE ON 27^TH JUNE 2011 were received

The meeting closed at 9.50 pm

February 2, 2012/0 Comments/by Assistant Clerk

Full Council Extra Ordinary Meeting 27th June 2011

Full Council, Minutes

WHEATLEY PARISH COUNCIL

MINUTES OF THE EXTRA-ORDINARY MEETING OF THE COUNCIL

HELD ON MONDAY 27^TH JUNE 2011 IN THE MERRY BELLS AT 8.00PM

PRESENT: Councillors: E.M. Stacey (Chairman), J Reilly. J. M. Carr, G. Birks, R. T .Bell, P Willmott , M Fyffe , S Coleridge, R Old, D Lamont & G Stephens

OFFICER: Gareth Morris Clerk to the Parish Council

24. APOLOGIES FOR ABSENCE had been received from Councillors Anderson, Dalton and Coveley

25. DECLARATIONS OF INTEREST – none

26. TO RECEIVE THE FINAL ACCOUNTS FOR THE FINANCIAL YEAR 2010-2011

i) To approve and sign the final accounts for the financial year 2010-2011

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

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

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

It was AGREED that the accounts be received and approved, as recommended unanimously by the Finance and General Purposes Committee, and signed by the Chairman.

ii) To receive, approve and sign SECTION 1 (Statement of Accounts) and SECTION 2 (Annual Governance Statement) OF THE ANNUAL RETURN FOR THE FINANCIAL YEAR 2010 -2011

It was AGREED to receive, approve and sign Section 1 of the Annual Return and to answer ‘Yes’ to all the questions in Section 2.

27. DATE OF NEXT MEETING – MONDAY 4^th July 2011 – Noted

The meeting closed at 8.30pm

February 2, 2012/0 Comments/by Assistant Clerk

Full Council AGM 16th May 2011

Full Council, Minutes

WHEATLEY PARISH COUNCIL

MINUTES OF THE ANNUAL GENERAL MEETING OF THE COUNCIL

HELD ON MONDAY 16^th MAY 2011 IN THE MERRY BELLS AT 7.30PM

PRESENT: Councillors: E.M. Stacey (Chairman), J Reilly (Retiring Chairman), J. M. Carr, C .M. Dalton, G. Birks, R. T .Bell, P Willmott , M Fyffe , E J Coveley, S Coleridge, R Old, J Anderson, D Lamont, G Stephens & A Knapp (from 8.00pm)

OFFICER: Gareth Morris Clerk to the Parish Council

ALSO PRESENT: County Councillor Anne Purse

The Retiring Chairman welcomed all to the meeting especially the new Councillors. He then asked all councillors to introduce themselves to the new councillors. He also thanked all the Councillors for their support he had received from them during his year in office.

WELCOME & HEALTH & SAFETY ANNOUNCEMENTS

1 ELECTION of Chairman for 2011 – 12 and Signing of the Acceptance of Office

Cllr E Stacey was proposed by Cllr Reilly and Seconded by Cllr Carr

There being no other nominations, Cllr Stacey was duly elected Chairman. She then signed the Acceptance of Office and took the Chair.

She thanked the meeting for electing her Chairman and paid tribute to the work that the Retiring Chairman had done during his period of office.

2 APOLOGIES FOR ABSENCE – None

3 ELECTION of Vice-chairman

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

There being no other nominations, Cllr Reilly was declared Vice-Chairman

4 FORMAL ADOPTION OF STANDING ORDERS (INCLUDING CODE OF CONDUCT)

Proposed by Cllr Dalton and Seconded by Cllr Stephens – Agreed nem con

5 APPOINTMENT of Committees;

i.) Standing Committees

a) Finance & General Purposes

Cllrs Anderson, Bell, Birks, Carr, Coleridge, Fyffe and Old

b) Planning Committee

Cllrs Coveley, Dalton, Lamont, Stephens and Willmott

The chairman and vice-chairman are ex-officio members of each committee.

b) Advisory Committees and Working Groups

i) Traffic and Roads Advisory Committee (TRAC)

Anderson, Bell, Birks, Carr, Coveley, Dalton, Fyffe, Stacey & Reilly

ii) Recreation Areas Working Group

Deferred until item 15

6 CONFIRMATION of representatives to outside bodies: current appointees, 2010 to 2011, are as indicated below and will normally be confirmed unless they wish to resign.

i Merry Bells Management Committee; Cllr Janet Carr

ii Oxfordshire Association of Local Councils; Janet Carr. Ellie Stacey

iii Wheatley Sports Field Management Committee; Messrs Peter Bayliss, Steve Kemp, and Paul Edson, and Cllrs Roger Bell, Douglas Lamont & Paul Willmott

iv Howe Trust; Cllrs Caroline Dalton and Gwendolen Birks and Maggie Fyffe

v Park Sports Centre Advisory Committee; Cllr Douglas Lamont

vi Wheatley Charities; Mr Peter Targett, (until 2013) and Mr Graham Colverson (until 2015)

vii Public Transport Representative; Mr James Dalton – A letter of thanks to be sent to Mr Dalton expressing the gratitude for all the hard work he puts into this role.

viii Wheatley Windmill Preservation Society; Cllr Caroline Dalton

FIRST STATUTORY MEETING OF WHEATLEY PARISH COUNCIL

for council year 2011 – 12

7 APOLOGIES FOR ABSENCE – None

8. DECLARATIONS OF INTEREST – None

9. CO-OPTION OF NEW PARISH COUNCILLOR

Mrs Angela Knapp was proposed by Cllr Bell and seconded by Cllr Reilly. Mrs Knapp was duly co-opted on to the council.

10. MINUTES of the meeting of the Parish Council of Monday 7th March 2011 which had been circulated previously were signed as a correct and accurate record with the addition of Cllrs Old and Carr and the deletion of Cllr Coleridge to those present.

11. MATTERS ARISING from the meeting held on Monday 7^th March 2011 – None

12. THE MINUTES of the meetings of the Planning Committee held on the following dates were received:

i.) Wednesday 9^th March 2011 – circulated with the Agenda

ii.) Wednesday 13^th April 2011 – circulated with the Agenda

13. THE MINUTES of the meetings of the F&GP Committee meetings held on the following dates were received:

i) Monday 21^st March 2011 which had been circulated previously

ii) Monday 18^th April 2011 – circulated with the Agenda

a) Minute 161(i) Section 106 Funding for Pedestrian Safety Measures (Brookes University) – To agree a formal response to Brookes’ Proposals. Unfortunately due to circumstances beyond the control of the councillors’ control a draft letter was not available. It was agreed to take this to F&GP and ask Brookes for a week’s grace in sending the response.

Cllr Birks reported that she had attended Holton Parish Council

b) Minute 161(ii) – ‘Big Society’ Funding and Youth Provision in Wheatley. No information was yet forthcoming about the amount of money that might be needed from the Parish Council.

14. THE MINUTES OF THE TRANSPORT AND ROADS ADVISORY COMMITTEE HELD 31^ST MARCH 2011 which had been circulated with this Agenda were received and adopted.

Minute

The Clerk reported that he had received a telephone call from Mr Francis of OCC Highways who said that he would be taking another look at the proposals for Church Road and would get back to the parish council

15. TO CONSIDER WHETHER TO RE-INTRODUCE THE OPEN SPACES COMMITTEE AS ONE OF THE COUNCIL’S STANDING COMMITTEES.

Cllr Bell spoke to his paper which had been circulated with the Agenda (copy in Minute Book). One way of meeting his concerns could be to ‘beef up’ the Recreation Areas Working Group, if councillors were not happy with establishing a further committee and this would obviate the necessity of changing Standing Orders.

The general feeling was that there was no need for a further committee but councillors should be asked at the end of meetings for items of concern on the understanding that these could not be debated or resolutions proposed etc. These would be noted.

The remit of the Recreation Areas Working Group to be be discussed at the next F&GP meeting.

Recreation Areas Working Group – Appointment of members – deferred from the AGM

Cllrs: Fyffe, Dalton and Reilly

8.35pm The Chairman declared the Council out of session and invited the County and District Councillors to give their reports

County Cllr Anne Purse – she encouraged the Parish Council to liaise with Holton Parish Council over the proposed new entrance to Brookes University. She further reported that she would be putting in a bid to the County Council to fund some form of Youth service within the village. There was to be a meeting of interested parties in the next ten days

The Chairman then congratulated Cllrs Carr and Bell on their re-election and election to the District Council respectively.

Cllr Carr reported that the District Council’s AGM would take place on the 19^th May. A pay freeze had been agreed with the staff, that monies would be taken from the reserves rather than cut services and that the sharing services with the Vale District Council had produced savings.

8.43pm The Chairman declared the Council back in session.

16. TO CONSIDER A PARISH COUNCIL REPLY TO THE Wheatley SOCIETY’S LEAFLET DISTRIBUTED TO HOUSEHOLDS IN MARCH 2011 (See Minute 168 F&GP Minutes 18.04.11)

Cllrs Reilly, Carr, Birks, Dalton and Fyffe had been requested by the Finance and General Purposes Committee to draft a reply, on behalf of the Parish Council, to the above leaflet.

The draft reply (copy in Minute Book) had been tabled.

After discussion Cllr Reilly proposed and Cllr Dalton seconded that “the letter be adopted in its entirety and sent to the Wheatley Society”.

This Agreed by 11 votes in favour to 2 votes against and 2 abstensions.

17. TO CONSIDER A REQUEST FROM NICOLE MEROLA, OCC, CHILDREN’S CENTRE OUTREACH WORKER TO USE CHURCH ROAD RECREATION AREA FOR A STAY AND PLAY EVENT (WHERE CHILDREN AND PARENTS CAN PLAY TOGETHER) ON JUNE 1^ST

AGREED – The clerk to seek clarification as to whether or not the organisation has Public Liability Insurance

18. REPORTS FROM OUTSIDE BODIES

i) The Merry Bells Management Committee – Cllr Carr reported that Thames Valley Police had at last signed the new lease for the police office in the stable block. New heating for the hall and the refurbishment of the steps would be discussed by the committee

ii) The Howe Trust – Cllr Dalton reported that David Mancey had been helping the trustees establish a wildflower meadow but that his efforts had been hampered by lack of rain, so that germination of seeds had been delayed.

iii) The Park Sports Centre Joint User Group (Minutes of meeting held 29^th March have been received*) The refurbishment of the centre was now complete. There was some concern at the Centre about the loss of parking and subsequent loss of business when the parking in front of the centre is lost when the new Brookes entrance is built.

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

i) Cllr Bell reported that there had not been a meeting since the last Parish Council.

At the next committee meeting answers to the questions put to it by the Sportsfield Planning Consultant would formulated.

The Clerk read out Mr Cosier’s letter of resignation as a Parish Council representative to the committee was read out. It was Agreed to write a letter to Mr Cosier thanking him for his many years of service as a Council representative and that he would be solely missed.

20. CORRESPONDENCE

i) SODC – Examination of the South Oxfordshire Core Strategy

Exploratory meeting + Pre Hearing meeting Tuesday 17^th May 10.00am

Hearing to start on July 12^th with Review of the Green Belt timetabled for 28^th July

Cllr Birks reported that she had been in contact with Martin Harris (Horspath Parish Council) and had advised that a representative from the Parish Council attend on 17^th May and if allowed and it was appropriate give a statement on behalf of the Parish Council. (Copy in Minute book) Cllr Birks said that Cllr Carr was prepared to attend and give the statement. She (Cllr Birks) then read out the statement. She said that nothing in the statement went against current Parish Council policy but that it would be putting down a pointer to the Inspector of the Parish Council’s position.

Cllr Reilly proposed and Cllr Coveley seconded that “Cllr Carr attends the pre-hearing on behalf of the Parish Council and if allowed and it is appropriate she reads the statement as outlined”. This was Agreed by 11 votes in favour with non-against and 4 abstentions.

21. CALENDAR OF MEETINGS – NOTED

i) Planning Committee – Wednesday 25^th May 2011 – 7.30pm

ii) F&GP Committee – 23^rd May 2011 – 7.30pm

iii) Planning Committee – Wednesday 8^th June 2011 – 7.30pm

iv) F&GP Committee – Monday 20^th June 2011 – 7.30pm

v) Parish Council Meeting – Monday 4^th July 2011– 7.30 pm

22. RESOLUTION TO EXCLUDE THE PUBLIC

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

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Agreed Nem Con

23. THE MINUTES OF THE CONFIDENTIAL SESSIONS OF THE FINANCE AND GENERAL PURPOSES MEETING OF 15^th MARCH & 19th APRIL 2011 were received

The meeting closed at 9 37pm at the conclusion of the Confidential session

Items raised by Councillors

The amount of graffiti that has appeared around the village
An Enforcement Notice had been served on the land below the windmill. However the owner had made an appeal against the order and it was now with the Planning Inspectors. There had been some tidying up of the land subsequent to the order.
The sandpit at Cullum Road recreation area being used as a ‘cat litter tray’

February 2, 2012/0 Comments/by Assistant Clerk

Finance and General Purposes Committee 23rd May 2011

Finance and General Purposes Committee 18th April 2011

Finance and General Purposes Committee 21st March 2011

Finance and General Purposes Committee 21st February 2011

Full Council 7th November 2011

Full Council Extra-Ordinary Meeting 12th October 2011

Full Council 5th September 2011

Full Council 4th July 2011

Full Council Extra Ordinary Meeting 27th June 2011

Full Council AGM 16th May 2011

ii Oxfordshire Association of Local Councils; Janet Carr. Ellie Stacey

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