Meetings Archives - Page 45 of 52 - wheatleyparishcouncil.gov.uk

Planning Committee 10th October 2012

Wheatley Parish Council

MINUTES OF THE MEETING OF THE PLANNING COMMITTEE OF

THE COUNCIL HELD ON WEDNESDAY 10^th OCTOBER 2012

PRESENT: Cllrs J Coveley(in the Chair), Willmott, Dalton, Stephens, Reilly, Knapp (from 7.45pm) & Stacey (from 8.40pm)

OFFICER: The clerk

ALSO PRESENT: District Cllr R Bell and 1 member of the public

49. APOLOGIES FOR ABSENCE had been received from Cllr Lamont

50. DECLARATIONS OF INTEREST – None

51. MINUTES OF THE PREVIOUS MEETING HELD 12^th SEPTEMBER 2012 which had been circulated with the Agenda were signed as a correct and accurate record after Cllr Stephens had been deleted from those present

52. UPDATE ON MEETING HELD ON 12^TH SEPTEMBER 2012

i) Minute 27(iv) – Horspath reservoir

The clerk reported that nothing further had been received from Thames Water/Optimise or SODC, except the information that the earliest the application could be heard by the SODC Planning Committee would be at its December meeting.

Sir Beville Stanier had replied to the clerk’s letter confirming that an approach had been made to Shotover Estate by Thames Water for access across their land.

53. AMENDMENTS TO PREVIOUS APPLICATIONS – None

54. NEW PLANNING APPLICATIONS

7.45pm Cllr Knapp joined the meeting

i) 12/S2017/HH (Householder) (Other) 6 Acremead Road. Demolition of existing garage. Proposed replacement garage and rear extension. A letter of objection from a neighbour was read out. Agreed to Recommend Refusal on the grounds of loss of amenity to 5 Acremead Road in terms of loss of light, due to the height of the garage and overlooking from the windows in the gable end. It was felt that if these features could be made more sympathetic then the Committee then the committee might recommend approval.

ii) P12/S2197/FUL (Full Application)(Minor) 15 Leyshon Road Rear extension to existing dwelling, side extension to existing dwelling to provide 2no apartments and erection of 2no semi detached dwellings. The applicant, who was present, was invited to address the meeting. Two responses from residents were read out, one in support and one objecting. It was noted that OCC Highways had no grounds for objection. Agree No Strong Views

iii) P12/S2042/FUL (Full Application)( Major) Oxford Brookes University Wheatley Campus Application for the removal of condition 6 and variation of condition 12 of planning permission P11/W1227. Recommend Approval

iv) P12/S2184/HH(Householder)(Other) 23 Windmill Lane. Part two storey part first floor front extension, erection of front porch, raising of roof to include new rear dormers and construction of conservatory. (Re-submission of P11/W2408) Recommend Approval

v) P12/S2253/LDP 17 Park Hill Certificate of Lawful development for proposed rear and side single storey extensions – NOTED

vi) P12/S2156/FUL (Full Application) (Minor) Asda Stores Ltd London Road. The proposed works to provide a new footway link to and from the store from London Road has been requested by the Town Council and includes: – New footway construction within the existing verge. – New kerbing – New dropped crossings including tactile paving. – New carriageway construction to maintain the access to the sub-station. Agreed that the clerk write to Asda thanking them Recommend Approval

8.40pm Cllr Stacey joined the meeting

55. TO CONSIDER A PARISH COUNCIL RESPONSE ON THE DISTRIBUTION OF HOUSING TO THE LARGER VILLAGES.

i) To receive a report on the briefing session held on 21^st September attended by Cllrs Reilly and Lamont

Cllr Reilly gave a verbal report on the meeting that he and Cllr Lamont had attended.

ii) The Committee Agreed to recommend to the full council, the following responses to SODC’s ‘Housing distribution methodology’

Question 1 The base date for calculating the proportional allocation should be 2011/12

RESPONSE; Agree

Question 2 – Windfall completions since 2010/11 should not be deducted from the allocation to the larger villages

RESPONSE: No recommendation – the committee was split.

Question 3 – There should not be an assumption that the allocations to Cholsey and Chinnor can be reduced to reflect the growth they received through the Local Plan allocations. If it is proposed then the merits of doing so should be assessed as part of the distribution methodology.

RESPONSE: Agree

Question 4 – The size of each Larger Village should be measured using the 2001 Census output areas, adjusted where necessary, with completions added to date.

RESPONSE: Agree

Question 4a – You have been provided with the 2001 Census output areas that have been provisionally used to count the number of homes in your village as at 2001. Do you think the output areas included need to be adjusted in any way i.e. do any areas need to be made bigger or smaller to include or exclude any homes?

RESPONSE: Needs adjusting. There should be a push to get Holton included together with Wheatley because virtually all the services enjoyed by Holton are provided by Wheatley, except the secondary school and the sports centre.

Question 5 – The sustainability credentials of a settlement should be based on our Settlement Assessment Background Paper. A formal process of weighting the settlement criteria should not be applied.

RESPONSE: Disagree – Some of the smaller villages may be able to accept a higher level of development

Question 5a – Our Settlement Assessment Table was last updated in 2011. Does this need updating for your village?

RESPONSE: No. the table is correct

Question 6 What can we do at Wheatley with no localised Green Belt review?

focus on the redevelopment of existing employment sites
- focus on the delivery of rural exception sites
  - focus on exploring the potential of the Community Right to Build approach with Wheatley Parish Council.

RESPONSE: Focus on exception sites and employment areas but further investigation of community right to build(neighbourhood plan) to be investigated

56. PLANNING DECISIONS AND NOTIFICATIONS – NOTED

i) P12/S1415/D (Demolitions Notification) (Other) 64 London Road

This application seeks to demolish multiple buildings situated at 64 London Road, Wheatley, to make way for recently approved planning

application (ref P11/S0077). Recommend Approval – GRANTED 10.09.12

ii) P12/S1610/HH (Householder) 21 London Road Proposed single storey rear kitchen extension (flat roof ) to tie into existing.- Recommend Approval – GRANTED 19.09.12

iii) P12/S1557/HH (Householder)The Paddocks, Ladder Hill Demolish 3 sheds and a barn and re-build in new configuration. – No Strong Views – GRANTED 26.09.12

57. CORRESPONDENCE

i) Town and Parish Forum – Wednesday 21^st November 2012 5.15pm -9.15 pm. Cllr Lamont had agreed to attend

58. DATE OF NEXT MEETING – Wednesday 14^TH November 2012 – Noted

Meeting closed at 8.55pm

December 14, 2012/by Assistant Clerk

Finance and General Purposes Committee 15th October 2012

Finance, Minutes

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 15^th October 2012 IN THE PARISH OFFICE AT 7.30PM

PRESENT: Councillors: J Reilly (in the Chair), S Coleridge, E Bailey, E Stacey, R Old & R Bell

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

47. APOLOGIES FOR ABSENCE had been received from Cllrs J Carr, J Anderson & G Birks

48. DECLARATIONS OF INTEREST – Cllr Bailey declared an interest in agenda Item 10(iii) (Minute 56(iii)) as the applicant was a neighbour.

49. MINUTES OF THE PREVIOUS MEETING HELD 17^th SEPTEMBER 2012 which had been circulated previously were signed as a correct and accurate record with the following correction

Minute 48 Date of Next Meeting – Change ‘17^th September” to “15 September”

50. UPDATE ON ITEMS FROM THE MINUTES 17^TH SEPTEMBER 2012

(i) Minute 37(iii) – gully clearing. Cllr Bell had carried out a survey of Ladder Hill and 9 of the 18 gullies were blocked. London Road, Holloway Road and Park Hill, High Street, Crown Road and Roman Road would also be surveyed and the results given to the clerk so they could be forwarded to the County Council. The Parish Council could volunteer to pay for these gullies to be cleared if the County refused to come out

(ii) Minute 37(vi) – Footway around the Roundhouse – Cheque for £7,000 had been sent off. No start date for the work had been given. NOTED

(iii) Minute 37(v) – Request from Village Archives to use Parish Council wi-fi. The clerk had asked a computer consultant to give the Parish computer a health check and at the same time advise on the wi-fi provision. His advice was that a new, modern dual router be purchased so that the Archives could use one of the ‘channels’ whilst the Parish Council would the other. This would add to security. The consultant would furnish the clerk with a price.

51. TO RECEIVE AN UPDATE ON PROGRESS ON THE PARISH COUNCIL’S PROJECT TO PROVIDE TWO EVENINGS YOUTH PROVISION AT THE YOUTH CENTRE

The Advisory Group had met and decided that the two evenings would be Sunday and Wednesdays. The memorandum of Understanding had been signed and returned.

The likely start date would be 14^th November.

The clerk had discussed with Fusion how equipment etc could be purchased and the VAT claimed back.

There were still issues such as key holders and risk assessment by the Centre of activities to be sorted out.

A ‘Big Society’ evaluation form had been received from the County Council showing the progress so far on the project.

52. TO CONSIDER A REVISED BUDGET FOR 2012-13 AND THE BUDGET 2013-2014

See enclosed paper from Cllr Bell

i) To receive a report on the briefing meeting held at SODC offices and the changes to the way Council Tax benefit is funded. The clerk reported that the Government had changed the Legislation so there would now be no effect on Parish Councils’ precepts.

ii) To consider revised budget for 2012-13 and 2013-2014 budget

The budget proposals suggested by Cllr Bell were discussed.

Gully clearing – in the first instance the County Council to be asked to pay
Use of toilet land – £1,000 had been allocated for fees a High Street scheme
Grass cutting of recreation grounds – put out to tender – increase in cost + £1,000?
New entrance into Church Road Recreation Ground – £7,000?
Cullum Road Recreation Ground – vire the £5,000 earmarked for the Youth Shelter
New pavilion in Holton – allocate a further £10,000 to the project?
Tree work within the village – increase from £3,000 to £4,000
Review of Parish Council website – unknown
Production of Neighbourhood Plan – unknown

The Clerk reminded the Committee that next financial year the cost of funding the two nights at the Family Centre would be around £12,000

53. TO CONSIDER THE RECENT FLOODING IN THE VILLAGE AND THE MAINTENANCE OF THE AMBROSE RISE/CROWN ROAD DITCH

Agreed that the maintenance to the trees at the southern end of the footpath be undertaken.

The clerk to ask Dave Baldwin of Monson Ltd for two boxes of ‘Aquasacs’ and advice on ‘dredging’ the ditch.

54. TO BEGIN PLANNING FOR THE REPLACEMENT OF THE SAND PIT IN CULLUM ROAD RECREATION GROUND

Residents to be invited, in the next newsletter, to help themselves to the sand from the sandpit and then to offer it on ‘Freecycle’

It was Agreed that Cllrs Bailey and Bell plus Anderson (if willing) would look at possible use for the land freed up. .

55. TO AGREE THE NEXT STAGE IN CREATING THE NEW PEDESTRIAN ACCESS INTO CHURCH ROAD RECREATION GROUND

Agreed that the Clerk would contact Mr Simon Shew, who had devised a draft design earlier in the year

56. CLERK UPDATE

i) Gate across Muddy Lane – The clerk had received correspondence from the Land Registry via a resident that that nobody was Registered as owner of the track. The clerk to check with the OCC Countryside team to see if it could be made into a public footpath.

ii) To consider providing a Christmas tree for the village. Cost approx £163 – Agreed

iii) OCC Consultation on providing a Disabled Persons Parking Place (DPPP) outside 3 Bell Lane

Agreed – no objection

iv) Reply from Chief Fire Officer – Noted

v) Request from Wheatley Park School for tasks for years’ 12/13 Community Day – 25^th October

It was suggested that the War Memorial could be cleaned in time for Remembrance Sunday

57. GRANTS, LICENCES AND SUBSCRIPTIONS

i) Ordnance Survey licence £65.70 – Agreed

ii) Royal British Legion – wreath (£40 last year) – £40 Agreed

58. TO RESPOND TO A RESIDENT’S REQUEST TO CONSIDER PURSUING ULTRA FAST BROADBAND IN THE VILLAGE – Deferred to next meeting

59. FINANCIAL MANAGEMENT

a) The budget to end of September 2012 had been circulated with the Agenda & the completed copy of the reconciled bank statement was signed by the Chairman & RFO

b) Balances

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

15^th October 2012 would be as follows: Community £3,102.49

Tracker £130,417.19

Treasury £60,410.64

60. SCHEDULE OF PAYMENTS AUTHORISED

Cheque no.	Payee	Payment details	Amount
	Cheques paid
105575-80	GM/SW/JO/OCC/HMR&C	Sept sal/wages/pen/PAYE/NICs	3,306.35
d/d	Barclays bank	Bank charges 13.8 to 12.9	33.10
105572	WPSFMC	Additional payment for 2012-13	2,092.86
105573	OCC Highways	Footway round the Roundhouse	7,000.00
105574	Thames Water	Memorial Gardens	6.14
d/d	Orange	Internet connection	18.37
		Total	£12,456.82
	Cheques to Pay
105582	WPSFMC	2nd Quarterly payment	2,000.00
105583	D Lamont	Mileage to SODC – 20/9	17.02
105584	Parchments	Oct/Nov newsletter	1,484.90
105585	K Watts	Allotment clearance	720.00
105586	Lyreco Ltd	Photocopier paper	51.48
105587	Ordnance Survey	Map copying licence	65.70
105588	Berinsfield Community Business	Verges & recs grass cutting Sept	863.64
105589	Southern Electric	Electricity -6.7.12-4.10.12	65.00
105590	Royal British Legion	Wreath for Remembrance Day	40.00
105591	Acanthus Clews	Holton Sports pavilion	3,600.00
	GM/SW/JF/OCC/HMR&C	Oct sal/wages/pen/PAYE/NICs	3,600.00
		Total	£12,507.74

INCOME RECEIVED SINCE LAST MEETING

Income details	Amount
SODC precept 2^nd instalment	52,304.50
OCC recharge – for verges	3,463.44
Newsletter Advertising	2,215.00
Allotments	30.00
Interest – Treasury Deposit	24.62
Interest – Tracker	13.11
Photocopying	3.60
Total	£58,054.27

61. PUBLICATIONS & CORRESPONDENCE RECEIVED – Noted

i. The Haseleys – Newsletter October 2012*
ii. Little Milton Newsletter October 2012*
iii. Great Milton Bulletin October 2012*
iv. Holton, Waterperry & Waterstock News – October 2012*
v. Tiddington with Albury & Milton Common – October/November newsletter*
vi. URC Newsletter October 2012*
vii. Tree News – Autumn/Winter 2012*
viii. TVP Wheatley Neighbourhood Team newsletter October 2012*
ix. Oxfordshire playing Fields Association – ‘The Playing Field’ Autumn 2012

* On display in Parish Office

62. DATE OF NEXT MEETING – 19^th November 2012 – Noted

Then I found out about Accutane Online on “https://abyskincare.com“, and I was able to control herpes. At least, I was able to protect myself from unpleasant surprises when I took it in advance of the big event.

The meeting closed at 10.00pm

November 20, 2012/by Assistant Clerk

Planning Committee 12th September 2012

Minutes, Planning

Wheatley Parish Council

MINUTES OF THE MEETING OF THE PLANNING COMMITTEE OF

THE COUNCIL HELD ON WEDNESDAY 12^th September 2012

PRESENT: Cllrs: Willmott (in the Chair), Lamont, Dalton, Stephens, Reilly, Knapp & Stacey

OFFICER: The clerk

ALSO PRESENT: 4 members of the public

In the absence of Cllr Coveley, Cllr Willmott was elected Chairman for the meeting

40. APOLOGIES FOR ABSENCE had been received Cllrs Coveley & Stephens

41. DECLARATIONS OF INTEREST – Cllr Reilly declared an interest in Agenda Item 6(ii)

42. MINUTES OF THE PREVIOUS MEETING HELD 15^th August 2012 which had been circulated previously were signed as a correct and accurate record

43. UPDATE ON MEETING HELD ON 15^th August 2012

i) Minute 27(iv) – Horspath reservoir

No reply from John Howell MP

No new Traffic Management Plan submitted

I’ve been taking Propecia for three years and four months. During all this time, I’ve been ordering the drug on https://healthylombard.com/buy-propeciafinasteride-online/. My health insurance doesn’t cover treatment for male pattern hair loss, you know, so I buy Propecia online to get it at a low price. Domain.com often sets a discount price for it, so I order the pills at a bargain price.

The Chairman, with the permission of the meeting, allowed those members of the public present to speak.

It was Agreed that the clerk should write to OFWAT, The Health &Safety Executive and Shotover Estate.

44. AMENDMENTS TO PREVIOUS APPLICATIONS – None

45. NEW PLANNING APPLICATIONS

i) P12/S1844/LB (Listed Building Consent)(Other) Home Farm Shotover Estate Demolition of 2No redundant and structurally unsafe chimneys.

No Strong Views.

ii) P12/S1622/HH (Householder) (Other) 49 London Road. Side extension to provide new garage area, new ground floor room and new master bedroom

2 letters of objection, from the SODC planning website were read out.

The Chairman gave permission for the applicant, who was present, to speak.

The meeting noted that the applicant intended to remove the trees that were mentioned in the letter of objection

Agreed – No Strong Views

46. PLANNING DECISIONS AND NOTIFICATIONS – NOTED

i) P12/S1070/FUL (Full Application) (Minor) Wheatley Farm Shop Old London Road Demolition of stables (three blocks), storage buildings, containers, structures and kennels. Erection of multipurpose agricultural storage building and stables with additional soft landscaping – Recommend Approval – GRANTED 21.08.12

ii) P12/S1435/HH (Householder) + P12/S1436/LB(Listed Building)

109 High Street. Two storey rear extension with internal modification. Upgrading and restoration works to existing outbuilding to provide habitable space- Recommend Approval – GRANTED 05.09.12

iii) P12/S1466/FUL (Full Application)( Minor) & P12/S1467/LB (Listed Building) 65 – 67 High Street Change of use of ground floor of no.65 from Retail use (A1) to Education use (D1). Minor alterations including new window to front, new doors to side and rear of no.65. New door to rear of no.67 (Grade II Listed). Break through new opening in boundary wall between sites – Recommend Approval – GRANTED 05.09.12

47. CORRESPONDENCE – NONE

48. DATE OF NEXT MEETING – Wednesday 10^th October 2012 – Noted

Meeting closed at 8.30pm

November 1, 2012/0 Comments/by Assistant Clerk

Finance and General Purposes Committee 17th September 2012

Finance, Minutes

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 17^th SEPTEMBER 2012 IN THE PARISH OFFICE AT 7.30PM

PRESENT: Councillors: J Reilly (in the Chair), S Coleridge, E Bailey, E Stacey, G Birks (up to 8.50Pm), J Anderson & R Bell

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

The Committee had met first of all at Cullum Road Recreation Ground to discuss the replacement of the sandpit. It was suggested that some of the sand might be spread over the grass to improve the quality and that Freecycle might be used to dispose of it. Suggestions for replacement equipment included concrete table tennis tables or ‘adult’ keep fit equipment.

34. APOLOGIES FOR ABSENCE had been received from Cllrs Carr & Old

35. DECLARATIONS OF INTEREST – NONE

36. MINUTES OF THE PREVIOUS MEETING HELD 20^th August 2012 which had been circulated previously were signed as a correct and accurate record

37. UPDATE ON ITEMS FROM THE MINUTES 20^th August 2012

(i) Minute 20(i) – Bollards on north side of Church Road

(ii) Minute 20(ii) – 2011-12 Final Accounts – External Audit by BDO was now complete. No outstanding issues had been identified. The Annual return had been posted on the noticeboard and BDO’s report would be presented to the next Parish Council meeting.

(iii) Minute 22 – reply from OCC Highways re gully clearing – OCC have a programme of work and would ‘only return if they are blocked’

Councillors are asked to check the gullies, note their location and inform the clerk.

(iv) Minute 23 – Footway around the Roundhouse. OCC Highways had requested the £7,000 payment straight away. Agreed to send the payment.

(v) Minute 26 – Request from Village Archives to use Parish Council wi-fi. The clerk had made some enquiries and had found out that the Parish Council was still had wifi though the new computer was hard wired into the phone socket. He would continue to make enquiries into security etc.

38. TO RECEIVE AN UPDATE ON PROGRESS ON THE PARISH COUNCIL’S PROJECT TO PROVIDE TWO EVENINGS YOUTH PROVISION AT THE YOUTH CENTRE

Cllr Stacey said that the first meeting of the Parish Council’s Advisory Group would take place on Tuesday 25^th September.

Invitation to attend Maple Tree Children’s Centre Advisory Group – 9.30am on Friday 5th October.

Cllr Coleridge said she would be able to attend.

39. CONSIDERATION OF DISTRIBUTION OF THE 1,154, UNDER THE SODC’S CORE STRATEGY

Meeting at SODC’s offices on Thursday 20^th September at 6pm – three representatives invited

Cllrs Lamont and Reilly agreed to attend

40. TO BEGIN THE PROCESS OF PREPARING THE 2013-2014 BUDGET.

The Clerk suggested that the committee begin to consider expenditure for next financial year. Are there any specific items of expenditure that should be considered? It was agreed that the grass cutting contracts should be looked at. In the meantime the clerk to ask BCB to pick up the grass cuttings after the next cut of the cut of the recreation grounds etc.

41. CLERK UPDATE

i) The Audit Commission have appointed BDO LLP as External Auditor for 2012-2013 – NOTED

ii) OCC Highways Open Day 15^th September + salt bags – NOTED

42. GRANTS, LICENCES AND SUBSCRIPTIONS – NONE

43. FINANCIAL MANAGEMENT

a) The budget to end of August 2012 was presented & the reconciled bank statement was signed by the Chairman & RFO

b) Balances

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

17^th September 2012 was as follows: Community £2,555.01

Tracker £87,099.55

Treasury £60,386.02

44. SCHEDULE OF PAYMENTS AUTHORISED

Cheque no.	Payee	Payment details	Amount
	Cheques paid
105561-65	GM/SW/JO/OCC/HMR&C	Aug sal/wages/pen/PAYE/NICs	3,300.12
105558	Wheatley Park School	Prize giving	200.00
105559	CPRE	2012/13 subscription	29.00
105560	Society of Local Council Clerks	Clerk’s 2012-2013 subscription	175.00
105567	K Ring	Church Rd pollarding	1,200.00
		Total	£4,904.12
	Cheques to Pay
105568	BDO LLP	External Audit 2011- 2012	660.00
105569	The Merry Bells	Office Rental 25/06/12-24/09/12	1,046.01
105569	The Merry Bells	Hire of Hall May-Sept 2012	150.00
105570	Berinsfield Community Business	Verges &rec cutting Aug 2012	1,007.64
105571	Sam Trinder	Office PAT safety test	80.00
	Oxfordshire County Council	Footway around the Lock-Up	7,000.00
d/d	Public Works Loan Board	Loan repayment	483.47
	GM/SW/JF/OCC/HMR&C	Sept sal/wages/pen/PAYE/NICs	3,600.00
		Total	£14,027.12

INCOME RECEIVED SINCE LAST MEETING

Income details	Amount
Newsletter Advertising	635.00
Total	£635.00

45. PUBLICATIONS & CORRESPONDENCE RECEIVED

i) The Haseleys – Newsletter September 2012*

ii) Little Milton Newsletter September 2012*

iii) Great Milton Bulletin September 2012*

iv) Holton, Waterperry & Waterstock News – August 2012*

v) URC Newsletter September 2012*

vi) Clerks and Councils Direct September 2012*

vii) Oxford Rural Housing Partnership – Affordable Rural Housing Conference

viii) Wednesday 26^th September 2012 – Marcham – 9.30am-12.15pm

ix) E-mail from resident re installation of gate across Muddy Lane.

The clerk to find out the address of the person who has erected the gate and ask them to remove it.

* On display in Parish Office

46. DATE OF NEXT MEETING – 15^th October 2012 – NOTED

The meeting closed at 9.10pm

October 16, 2012/0 Comments/by Assistant Clerk

Finance and General Purposes Committee 20th August 2012

Finance, Minutes

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 20^th AUGUST 2012 IN THE PARISH OFFICE AT 7.30PM

PRESENT: Councillors: J Reilly (in the Chair), S Coleridge, E Bailey, E Stacey, J Carr & R Old

OFFICER THE CLERK: Gareth Morris

ALSO PRESENT: County Councillor Anne Purse

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

17. APOLOGIES FOR ABSENCE had been received from Cllrs Anderson, Bell & Birks

18. DECLARATIONS OF INTEREST – None

19. MINUTES OF THE PREVIOUS MEETING HELD 18^th JUNE 2012 which had been circulated previously were signed as a correct and accurate record.

20. UPDATE ON ITEMS FROM THE MINUTES 18^th JUNE 2012

(i) Minute 8 – Bollards on north side of Church Rd – the clerk to arrange a meeting with Arriva

(ii) Minute 6 – 2011-12 Final Accounts – Query from External Auditor re Fidelity Guarantee – there is a need to increase the parish’s fidelity guarantee due to the level of the reserves held at the start of the financial year when half the precept is received. The clerk to advise the council’s insurance company

(iii) Minute 10 – Grass cutting of verges and recreation grounds The clerk has been in contact with the grass cutting company and informed them of the parish’s concerns. There is a problem of cutting Church Road Recreation area during the school holidays as there have been children playing there when the contractors had gone in. In such circumstances the grass is not cut

21. TO RECEIVE AN UPDATE ON PROGRESS ON THE PARISH COUNCIL’S PROJECT TO PROVIDE TWO EVENINGS YOUTH PROVISION AT THE YOUTH CENTRE

A meeting had been held on 17^th July at the Maple Tree Centre to discuss the Youth Club provision. Cllrs Stacey and Carr had attended along with County Councillor Purse, Dan Evanhuis and others (Fusion) and representatives from OCC and users of the centre.- Record of meeting to be circulated.

The F&GP committee emphasised that the provision should be 2 weekday evenings a week, 7pm to 9pm.

Costings for the use of the centre had just been received – £3,163.51per annum.

A Memorandum of Understanding between the Parish Council and the Headteacher and Governors of Great Milton Primary School (who are responsible for the running of the Centre) would go before the next Parish Council meeting.

Cllr Carr made the following points:

The age groups should not be mixed; the Parish Council needs sight of the Qualifications and CRB checks of the youth workers/leaders; volunteers should not be leaders; neighbouring villages should be encouraged to send their young people to the centre and to contribute to the cost,

County Councillor Purse said that in her statement to the cabinet of Oxfordshire County Council in support of the bid she had emphasised the need for strong, qualified youth leaders due to the problems that Wheatley had had youth anti-social behaviour in the past. She said she would encourage other villages to come on board.

22. To consider AND REPORT ACTIONS FOLLOWING THE FLOODING IN THE VILLAGE ON FRIDAY 6^TH JULY INCLUDING asking OCC to arrange a special clearance of all the village gullies before the onset of winter.

It was Agreed to write a letter of thanks to the Oxfordshire Fire Service for all their work on the 6^th July in dealing with the flooding that took place in the village.

It was also Agreed that OCC be requested that the blocked gullies in the village should be cleared –especial attention should be paid to those on Ladder Hill, Station Road, Holloway Road and London Road.

23. TO RECEIVE AND CONSIDER THE REPLY FROM OXFORDSHIRE COUNTY COUNCIL ON THE COST OF PROVIDING A FOOTPATH AROUND THE ROUNDHOUSE AT THE JUNCTION OF HOLLOWAY ROAD AND CHURCH ROAD

Costings had been received from the County Council re providing a footway around the Roundhouse.

It would cost £7,000 to provide a footway from Holloway Road around the Roundhouse stopping at the bus stop and a further £4,000 for the footway to extend to the ‘Keep Clear’ sign on the road by the

Gates. This extra section would have an effect on the on-street parking which the Highways Department

would not be happy with.

Cllr Carr proposed and Cllr Stacey seconded that the F&GP committee recommend to full council that the Parish Council requests the County Council proceeds with providing a footway around the Roundhouse from Holloway Road to the bus stop pole on Church Road for a cost of £7,000. This was AGREED

Unanimously

24. TO CONSIDER THE EFFECT OF THE NEW FUNDING ARRANGEMENTS FOR LOCALISING SUPPORT FOR COUNCIL TAX

As part of the 2010 Spending Review the Government announced its intention to localise support for Council Tax from 2013-14 and to reduce expenditure on this benefit by 10%.

The existing arrangements for council tax benefit are standardised across the country and are paid for out of national taxation. The new arrangements will be implemented by amending the Local Government Finance Act 1992. The new localised schemes will be implemented in the financial year 2013-2014. The Bill is central to delivering the Government’s commitment to reducing expenditure, increased devolution of services through Localism and cutting benefits with the aim of stimulating economic growth. This Government will only be providing a grant to fund 90% of the council tax benefit liability so the localised schemes have to address how to cope with the 10% shortfall in funding. The potential impact on town and parish councils as precepting authorities could be considerable particularly where there is a high proportion of council tax benefit claimants. The Government expects billing and local precepting authorities to work together to manage the potential impact of the Council Tax reductions on the local precepting authority Band D council tax levels

South Oxfordshire and the Vale of White Horse District Councils will be holding four seminars to explain the implications of the new scheme. All town and parish councils are invited to attend a seminar at either venue (maximum of two attendees from each town/parish).

The seminars will take place at:

South Oxfordshire DC – two sessions, between 12.30 and 13.30 lunchtime and between 18.00 to 19.00 in the evening. Both to be held in the council chamber at Crowmarsh on 19 September

Agreed that the clerk and Cllr Reilly attend on behalf of the Parish Council

25 TO CONSIDER A RESPONSE TO THE CONSULTATION ON THE ELECTORAL REVIEW OF SOUTH OXFORDSHIRE BEING CARRIED OUT BY THE LOCAL GOVERNMENT BOUNDARY COMMISSION

This item had been referred to F&GP from Parish Council meeting held on 2^nd July

It was Agreed that it would be sensible for Wheatley and Holton to be in the same ward. The clerk to respond making the case to the Commission.

26. TO CONSIDER A REQUEST FROM THE WHEATLEY ARCHIVES TO USE WHEATLEY PARISH COUNCIL’S WIFI SYSTEM TO ALLOW THE ARCHIVES TO CONNECT TO THE INTERNET.

There was a mixed response to the request. Some Cllrs expressed concerns over security and the ethicacy of a public body allowing its wifi connection to be used by another body. Other councillors felt that provided the wifi was password protected and usage by the Archives did not affect the speed of the parish council’s connection, then there should not be a problem.

The clerk was asked to do some more research.

27. CLERK UPDATE

i) Tree work in the village –The clerk indicated that he would be asking for more work to be done on the trees in the village.

ii) Consultation – Cheque Signatories Legislative Reform Order – Parish Councils were being consulted on the use of electronic means of payment. The Clerk reported that he felt being able to pay wages and salaries by BACS would be more convenient for the employees. It was Agreed that this be the Parish’s response to the consultation.

iii) To consider paying the 2012 Society of Local Council Clerks Subscription for the clerk – £175 – Agreed

iv) FOR INFORMATION ONLY- The County Council had asked for the Parish Council’s views on the 275 Oxford/High Wycombe service using the London Road only through the village ie not coming down Holloway Road and along Church Road. To be on next Parish Council Agenda.

28. TO RECEIVE A REPORT ON THE PARISH COUNCILLORS’ VILLAGE WALKABOUTS HELD IN JULY – Noted

Replacement of sand pit at Cullum Road – a brief discussion took place on what might be installed. Cllr Dalton had written to the committee suggesting a sensory garden might be provided. However over all the committee felt that maybe ‘adult’ fitness equipment might be welcomed.

It was suggested that the committee should start its next meeting at Cullum Road recreation area – Agreed.

29. GRANTS, LICENCES AND SUBSCRIPTIONS

i) Campaign to Protect Rural England (CPRE) 2012 Subscription – £29 – AGREED

ii) Wheatley Park School prize Giving – request for grant aid – AGREED £200

30. FINANCIAL MANAGEMENT

a) The budget to end of July 2012 had been distributed and discussed &

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

b) Balances

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

20^th August 2012 would be as follows: Community £4252.85

Tracker £99,099.55

Treasury £60,386.02

31. SCHEDULE OF PAYMENTS TO BE AUTHORISED

Cheque no.	Payee	Payment details	Amount
	Cheques paid
105534-38 105543-47	GM/SW/JO/OCC/HMR&C	June&July sal/wages/pen/PAYE/NICs	7,100.04
105531	Oxford Air Ambulance	Grant Aid	100.00
105533	OALC	Planning Training	42.00
105539	WPSFMC	2nd Quarterly payment	2,000.00
105540	Thames Water	Memorial gardens	7.90
105541	Berinsfield Community Business	Verges and rec cutting	1,073.64
105542	Southern electric	Electrity	71.21
105548	Lyreco	Fax/Answering machine	99.59
		Total	£10,494.38
	Cheques to Pay
105549	Parchment printers	Aug/Sept newsletter	1,484.90
105550	J Watson	Aug/Sept newsletter	680.00
105551	Acanthus Clews Architects	New Holton pavillion	3,000.00
105552	K Ring (Buryhook)	Collection & disposal of rubbish	180.00
105553	Swift Digital Services	Photocopies 13/4 – 18/7	123.47
105554	C Dalton	Travel to planning training	8.70
105555	Berinsfield Community Business	Verges+recs – June & July	1,793.28
105556	Clairelogic	Esat computer	67.90
105566	BT	Telephone charges	156.38
	GM/SW/JF/OCC/HMR&C	Aug sal/wages/pen/PAYE/NICs	3,600.00
		Total	£11,094.63

INCOME RECEIVED SINCE LAST MEETING

Income details	Amount
Newsletter Advertising	315.00
Treasury Deposit Interest	42.89
Allotment	10.00
Total	£367.89

32. PUBLICATIONS & CORRESPONDENCE RECEIVED – NOTED

i) The Haseleys – Newsletter June 2012*

ii) Little Milton Newsletter July 2012*

iii) Great Milton Bulletin July 2012*

iv) Holton, Waterperry & Waterstock News – July 2012*

v) Letter from The Howe trustees re allotments – Agreed that the clerk invite them to report to each Parish Council meeting

vi) Wheatley Neighbourhood Police Team –August newsletter*

vii) Oxfordshire playing Fields Association Summer Newsletter*

viii) Letter from Church Road resident re condition of north side pavement –Agreed that the clerk reply to the resident.

ix) The Oxfordshire University Trust Hospitals TORCH magazine*

x) SODC – Modifications of Core Strategy following May & June Examination in Public*

xi) CPRE – ‘Countryside Voice’ – Summer 2012*

xii) Clerks and Councils Direct – July 2012 issue*

* On display in Parish Office

33. DATE OF NEXT MEETING – 17^th September 2012 – noted – it was agreed that the meeting convenes at Cullum Road Recreation Ground

The meeting closed at 9.10pm

September 24, 2012/0 Comments/by Assistant Clerk

Planning Committee 15th August 2012

Minutes, Planning

Wheatley Parish Council

MINUTES OF THE MEETING OF THE PLANNING COMMITTEE OF

THE COUNCIL HELD ON WEDNESDAY 15^th AUGUST 2012

PRESENT: Cllrs Coveley (in the Chair), Willmott, Dalton, Stephens & Reilly

OFFICER: The clerk

31. APOLOGIES FOR ABSENCE had been received from Cllrs Knapp, Lamont and Stacey

32. DECLARATIONS OF INTEREST – None

33. MINUTES OF THE PREVIOUS MEETING HELD 11^th JULY 2012 circulated with the Agenda were signed as a correct and accurate record

34. UPDATE ON MEETING HELD ON 11^th JULY 2012

i) Minute 27(iv) – Horspath reservoir – A brief discussion took place on the information session by Thames Water/Optimise held in the Merry Bells the previous day. Councillor Stephens produced a paper on the various options, as he saw them, of transporting the materials to the site. It was suggested that he expand this paper and bring it to the Council meeting on 3^rd September.

It was also agreed that the Clerk write to John Howell MP, informing him of the issue and the village’s feelings.

ii) Minute 29 Correspondence – Barton Area Action Plan – Examination in Public – Cllr Lamont had represented the village at the EIP in July. The EIP is still ongoing.

35. AMENDMENTS TO PREVIOUS APPLICATIONS – None

36. NEW PLANNING APPLICATIONS

i) P12/S1335/FUL (Minor) 84 Church Road Removal of existing redundant single storey workshop building and out buildings. Construction of two storey one bedroom dwelling – Agreed to Recommend Refusal

Comments – Whilst no objection in principle the change of use the committee believes that off road parking could be provided and the overlooking of the property to the south of the site could be avoided if the dwelling is moved further down the site and the orientation changed.

It is likely that the occupant/s of the new dwelling could have up to 2 cars and forcing them to park on Church Road which is already congested with parked cars and buses is not to be welcomed.

ii) P12/S1466/FUL (Full Application) (Minor) + P12/S1467/LB

65 – 67 High Street Change of use of ground floor of no.65 from Retail use (A1) to Education use (D1). Minor alterations including new window to front, new doors to side and rear of no.65. New door to rear of no.67 (Grade II Listed). Break through new opening in boundary wall

between sites – Agreed to Recommend Approval

iii) P12/S1435/HH (Householder) + P12/S1436/LB(Listed Building) 109 Street. Two storey rear extension with internal modification. upgrading and restoration works to existing outbuilding to provide habitable space – Agreed to Recommend Approval

iv) P12/S1415/D (Demolitions Notification) (Other) 64 London Road

This application seeks to demolish multiple buildings situated at 64 London Road, Wheatley, to make way for recently approved planning application (ref P11/S0077). Agreed to Recommend Approval

The clerk reported on correspondence received from a resident about a swift’s nest being located in the old buildings this year and making a request that the new build should include ‘swift bricks’. It was agreed to put this to SODC and Anderson Orr, the architects.

v) P12/S1557/HH (Householder)The Paddocks, Ladder Hill Demolish 3 sheds and a barn and re-build in new configuration – Agreed No Strong Views

vi) P12/S1610/HH (Householder) 21 London Road Proposed single storey rear kitchen extension (flat roof ) to tie into existing. Agreed to recommend approval. Agreed to Recommend Approval

37. PLANNING DECISIONS AND NOTIFICATIONS – NOTED

i) P12/S1002/FUL (Full Application) (Other) Unit 2 London Road Change of use 14.06.12 from existing use class B1 and B8 to use class B2 – No Strong Views – GRANTED 19.07.12

ii) P12/S0494 (Other) 11 Littleworth Demolition of existing extension and rear elevations. Re-building of single storey side and rear elevations to form new kitchen/dining area. Re-building existing first floor bathroom – Recommend Approval – GRANTED 19.07.12

iii) P12/S0772/LDE (Lawful Development) The Paddocks, Ladder Hill. Lawful development certificate sought to establish existing use of land and outbuildings as residential. – Only ever been used for storage – GRANTED 17.07.12

38. CORRESPONDENCE – None

39. DATE OF NEXT MEETING – Wednesday 12^th September 2012 – NOTED – Cllr Stephens sends his apologies

The meeting closed at 8.30pm

September 13, 2012/0 Comments/by Assistant Clerk

Parish Council 2nd July 2012

Full Council, Minutes

WHEATLEY PARISH COUNCIL

MINUTES OF THE EXTRA ORDINARY MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 2^ND JULY 2012 IN THE MERRY BELLS AT 8.00 PM

PRESENT: Councillors: E.M. Stacey (Chairman), J Reilly. R Old, J. Anderson,

A Knapp, R Bell, C Dalton. E Bailey from 7.45pm), S Coleridge & J Coveley

OFFICER: Gareth Morris, Clerk to the Parish Council

Also present: County Councillor Anne Purse and 12 members of the public

29. APOLOGIES FOR ABSENCE had been received from Cllrs Birks and Willmott

30. DECLARATIONS OF INTEREST – None

31. MINUTES of the meeting of the Extra Ordinary Parish Council of Monday 18^th June 2012 circulated with this Agenda were signed as a correct and accurate record after the following amendments had been made.

i) Page 1 – Present: change “G Anderson” to “J Anderson”

ii) Page 1 – Minute 25 – Add “ These had been recommended by F&GP”

iii) Page 2 – Minute 27(iii) – Last sentence of the penultimate paragraph – replace ”it was felt” with “indicated”

iv) Page 3 – Minute 27 – change (ii) in the top line to (iii)

v) Page 3 – Minute 27(iii) – 2^nd paragraph, 3^rd line – change ”11 & 17” to “10 & 19”

32. UPDATE from the meeting held on Monday 14^th May 2012

i) Minute 13(iib) page 4 Offer of affordable housing land

The clerk reported that he had received a telephone call from a resident living near on the London Road near Asda saying that they were extremely unhappy that the Parish Council had passed a resolution on the issue which was not on the Agenda. Also the resident reported that at the start of June following torrential rain that part of the village suffered a 16 hour power outage which affected the pumps at the sewage works. This emphasises the vulnerability of the area to flooding and further housing development in that area is likely to exacerbate the problem. NOTED

33. UPDATE from the Extra Ordinary Meeting held on Monday 18th June 2012

i) Minute 26 – Code of Conduct – please find enclosed with this Agenda ‘A guide to the standards regime effective from 1^st July 2012’

The clerk had received the ‘Register of Interests’ form and circulated to the Councillors present.

ii) Minute 27(i),(ii) & (iii) – Provision 2 nights per week at the Youth Centre

A meeting between the Parish Council, Fusion, the Maple Tree Centre OCC and other interested parties was to be held on 17^th July. Cllrs Stacey and Carr to attend.

7.45pm Cllr Bailey joined the meeting

34. THE MINUTES of the meeting of the Planning Committee held on:

Wednesday 13^th June 2012 which had been circulated with the agenda were received:

i) Minute 15(ii) – A report on the site meeting on Windmill Lane was given. SODC’s Enforcement Officer would welcome any information about the unlawful use of the site. He also expressed concerns about the bunds that owner seemed to be making along the boundary with the public footpath.

35. THE MINUTES of the meeting of the F&GP Committee meetings held on

Monday 18^th June 2012 which had been circulated with the Agenda were received

a) Minute 8 – Bollards along Church – site meeting with Arriva Bus Company – still to be arranged

b) Minute 9 – Footway around the Roundhouse – No information as yet from the County Council

36. REPRESENTATIVES TO OUTSIDE BODIES

i) Wheatley Sportsfield Management Committee – the clerk reported that he had written to Mr Edson asking if he wished to remain on the committee but no reply had been received. It was agreed that a replacement be chosen at the next meeting.

ii) Wheatley Charities – the clerk reported that he had misunderstood Mr Targett’s intention. Mr Targett intends to resign next year (2013) when his term comes to and end. The clerk apologised to Cllr Bailey for the mistake.

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

The Parish Council Agreed to receive the report and note the points made.

38. TO CONSIDER A RESPONSE TO THE CONSULTATION ON THE ELECTORAL REVIEW OF SOUTH OXFORDSHIRE BEING CARRIED OUT BY THE LOCAL GOVERNMENT BOUNDARY COMMISSION

The proposal is to reduce the number of SODC Councillors to 36, twelve fewer than at present. They are asking for evidence about the local area to help decide the pattern of wards for the whole district.

After a short discussion it was Agreed to refer the issue to the next F&GP Committee

8.30pm The Chairman declared the Council out of session

County Councillor Anne Purse – As the planning application for the extension of the Horspath is her ward of Forest Hill she had ‘called in’ the application. It would now appear before the SODC Planning Committee.

There were a number of speakers on the application for the extension of the Horspath reservoir at the top of Old Road all of whom were raising queries or objections for example:

Problems of dust, noise and fumes
Old Road could not cope with the amount of traffic forecast
Issues of pedestrian safety – especially school children
- Congestion caused along the route, especially at the Sun corner and Littleworth Rd
- Damage to roads and property along the route – especially the listed buildings
- What about the weight limit through the village
  - Will the village receive recompense – Section 278 money for tha footway around the Roundhouse
  - What will be the effect on traders?
  - Have alternative routes been thoroughly investigated?
  - Have alternative sites been investigated.

9.15 The Chairman declared the Council back in session

39. TO CONSIDER THE APPLICATION FOR THE EXTENSION OF HORSPATH RESERVOIR ON OLD ROAD P12/S1147/FUL Land Adjacent to Horspath Reservoir Old Road Wheatley (in the parish of Forest Hill) Construction of new reservoir ‘cell’ on land adjacent to existing Horspath reservoir. Erection of sampling kiosk and ICA kiosk, new fencing, CCTV security camera, and pole and provision of associated landscaping, access and associated works.

the Parish Council had not received official notification of the application but according to the SODC website the end of consultation date is stated as the 18^th June and the decision date is stated as 13^th August

Following the comments made during the Open Forum and in the discussion in full council, Cllr Dalton proposed and Cllr Coveley seconded that the Parish Council should recommend to SODC that the application be refused. This was Agreed by 12 votes in favour with 0 against and 1 abstention.

40. TO CONSIDER A REQUEST FROM FUSION YOUTH AND COMMUNITY TO USE CHURCH ROAD RECREATION GROUND ON 31ST JULY (7PM -9PM), 1^ST AUGUST, (7PM -9PM) AND 2^ND AUGUST (3PM -9PM) AND CULLUM ROAD RECREATION GROUND 31^ST JULY (1PM-4PM) AND 1^ST AUGUST (1PM-4PM)

This was Agreed

41. REPORTS FROM OUTSIDE BODIES

i) The Merry Bells Management Committee – No meeting

ii) The Howe Trust – a wetland area had been successfully provided

iii) The Park Sports Centre Joint User Group – No meeting

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

Cllr Willmott gave a verbal report

43. FINANCIAL MANAGEMENT

a) 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 2^nd July will be as follows:

: Community £3,731.25

Tracker £106,085.25

Treasury £60,345.68

44.

SCHEDULE OF PAYMENTS AUTHORISED

	Payee	Payment details	Amount
	Cheques paid
105531	Thames Valley Air Ambulance	Grant Aid	100.00
105533	OALC	Planning Training	42.00
d/d	Orange	Internet June	18.37
		Total	£160.37
	Cheques to Pay
d/d	Barclays Bank Ltd	Charges 14/05-12/06	23.35
105539	WPSFMC	2^nd Quarterly Payment	2,000.00
105540	Thames Water	Memorial Gardens -07.03-18.06	7.90
105541	Berinsfield Community Business	Verges and recs May2012	1,073.64
105534-538	GM/SW/JF/OCC/HMR&C	June sal/wages/pen/PAYE/NICs	3,600.00
		Total	£6,704.89

INCOME RECEIVED SINCE LAST MEETING

Income details	Amount
Newsletter advertising	167.00

Total	£167.00

45. CORRESPONDENCE – RECEIVED AND NOTED

(i) Shotover Preservation Society – Summer Newsletter 2012

(ii) Wheatley URC Newsletter – July August 2012*

46. CALENDAR OF MEETINGS. – NOTED

i) Planning Committee – Wednesday 11^th July 2012 – 7.30pm

ii) Planning Committee – Wednesday 15^th August 2012 – 7.30pm

iii) F&GP Committee – Monday 20^th August 2012 – 7.30pm

iv) Parish Council Meeting – Monday 3^rd September 2011– 7.30 pm

v) Date for a Councillor ‘walkabout’

Tuesday 10^th July – 6.30pm – meet outside Merry Bells

Tuesday 24^th July – 6.30pm

Meeting Closed 9.50pm

September 7, 2012/0 Comments/by Assistant Clerk

Finance and General Purposes Committee 18th June 2012

Finance, Minutes

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 18^th JUNE 2012 IN THE PARISH OFFICE AT 7.30PM

PRESENT: Councillors: J Reilly (in the Chair), R Bell, S Coleridge, J Anderson, E Bailey, E Stacey & R Old

OFFICER THE CLERK: Gareth Morris

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

1. ELECTION OF CHAIRMAN

Cllr Reilly – proposed by Cllr Bell and seconded by Cllr Coleridge

As there were no further nominations Cllr Reilly was declared Chairman of the Committee

2. ELECTION OF VICE CHAIRMAN

Cllr Bell – proposed by Cllr Reilly and seconded by Cllr Coleridge

As there no further nominations Cllr Bell was declared Vice–Chairman of the Committee

3. APOLOGIES FOR ABSENCE had been received from Cllr Birks

4. DECLARATIONS OF INTEREST – None

5. MINUTES OF THE PREVIOUS MEETING HELD 16^th April 2012 which had been circulated previously were signed as a correct and accurate record.

6. TO RECEIVE THE FINAL ACCOUNTS FOR THE FINANCIAL YEAR 2011-2012 6.

The papers for the final accounts (Detailed Balance Sheet, Income and Expenditure Account, Budget Statement, Bank Reconciliation and Notes to the Accounts) had been distributed previously. As had Sections 1 and 2 of the Annual Return 2011-2012 and the papers titled ‘Review of Parish Council Funds’ and ‘Internal Control and Management of Risk’ (Review of Internal Audit).

The clerk went through the various papers explaining the figures and answering questions. The surplus of income over expenditure for the year was £31,000 and this put the balances at the end of the year up to £151,000. The Internal Auditor was not happy last year with the amount in the general fund so this year the earmarked reserves would be increased to £73,000. Additional ear marked reserves, for items agreed by the council were: Youth Centre, £8,000, tree care, £5,000, Holton Pavilion, £10,000 and Playground equipment, £5,000.

The clerk reported that the Internal Auditor had paid his annual visit that afternoon to carry out his internal audit of the Parish Council. He had been furnished with all the figures beforehand and he had signed off the accounts and completed his section of the Annual Return.

Cllr Bell proposed and Cllr Stacey seconded that the Accounts, the Annual Return, the Review of Internal Audit and the Review of Parish Council’s Funds be received and recommended for approval by the Parish Council.

This was Agreed unanimously

8.00pm – The Finance and general Purposes Committee was suspended whilst the Extra-Ordinary meeting of the Parish Council was held

9.20pm – The Finance and General Purposes Committee resumed

7. UPDATE ON ITEMS FROM THE MINUTES 16^th April 2012

(i) Minute 8 – Bollards on north side of High St – Arriva representative can meet after 24^th June – Noted

(ii) Minute 9 – Footway around the Roundhouse – no reply from Highways – Noted

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

The Extra Ordinary Parish Council meeting held at 8.00pm had agreed to sign Big Society Funding Agreement with he County Council. It had further agreed to ask under paragraph 9.2 that it be given permission by the County Council to subcontract the project to Fusion Youth and Community UK

It also agreed to sign the Service Agreement and Schedules with Fusion

9. TO RESPOND TO THE CONSULTATION ON THE APPOINTMENT OF BDO LLP AS THE PARISH COUNCIL’S EXTERNAL AUDITOR ROM 2012-2013

Agreed that the Parish Council has no objection to the appointment of BDO LLP as the Parish Council’s External Auditor. No further action necessary.

10. TO REVIEW THE GRASS CUTTING CONTRACT WITH BERINSFIELD COMMUNITY BUSINESS

Cllr Bell had requested this item to be placed on the Agenda as a result of complaints to him about the grass cutting, especially in Church Road recreation ground before mayday and the Jubilee celebrations.

The Clerk explained that the cutting of the verges had been taken over from the County Council in 2005/6 and there were approximately 70 stretches of grass to cut, some should be done twice a month and some once a month.

The recreation grounds used to be cut by another organisation up until about 3 years ago when that firm ceased operations. Berinsfield Community Business was then engaged to cut the recreation grounds as well as the verges.

It was agreed that the clerk set up a meeting with BCB to discuss the contract.

11. CLERK UPDATE

i) Arrangements for cover of the clerk’s leave of absence. – noted

ii) To re-allocate the Grant to the Diamond Jubilee Committee as a Section 145 award not Section 137

Agreed

iii) Tree work within the village – the Clerk reported that the lime trees in Church Road Recreation Ground would be pollarded on 3^rd July

A small tree on the boundary of the Council’s allotments at Littleworth Road had fallen in to a neighbouring resident’s garden. The clerk had had the tree removed. No damage had been done to the resident’s garden or property.

iv) Wheatley Primary School – task for year 6 – Councillors to bring ideas to full council on 2^nd July

12. GRANTS, LICENCES AND SUBSCRIPTIONS

i) Berks/Oxon/Bucks Air Ambulance Agreed £100 – (under Section 137 Local Government Act 1972)

13. FINANCIAL MANAGEMENT

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

b) Balances – Noted

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

18^th June 2012 will be as follows: Community £1,371.62

Tracker £111,085.25

Treasury £60,345.68

14. SCHEDULE OF PAYMENTS AUTHORISED

Cheque no.	Payee	Payment details	Amount
	Cheques paid
105520,1&23-26	GM/SW/JF/OCC/HMR&C	May sal/wages/pen/PAYE/NICs	3,281.24
105516	BT	April-June	151.32
105517	Merry Bells Management Cttee	Office rental 26/3 – 24/6	1,046.01
105518	Berinsfield Community Business	Verges and recs	926.70
105519	AON	Insurance 2012-2013	3,455.06
d/d	Orange	Internet charge May	18.37
d/d	Barclays Bank	Bank charges 13.04 -13.05	43.44
		Total	£8,922.14
	Cheques to Pay
105527	Parchments of Oxford	Newsletter June/July 2012	1,484.90
105528	SODC	Dog waste bin contract	85.39
105529	J Watson	Newsletter June/July 2012	680.00
105530	K Ring (Buryhook0	Allotment tree removal	50.00
	GM/SW/JF/OCC/HMR&C	Mar sal/wages/pen/PAYE/NICs	3,600.00
		Total	£5,900.29

INCOME RECEIVED SINCE LAST MEETING

Income details	Amount
Newsletter Advertising	315.00
Treasury Deposit Interest	42.89
Allotment	10.00
Total	£367.89

15. PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED

i) The Haseleys – Newsletter June 2012*

ii) Little Milton Newsletter June 2012*

iii) Great Milton Bulletin May 2012*

iv) Wheatley URC Newsletter – June 2012*

v) Holton, Waterperry & Waterstock News – June 2012*

vi) Oxfordshire Playing Fields Association Magazine Spring 2012

vii) International Tree Foundation Supporter Event – 23^rd June 2012 10am -3pm

viii) CPRE Oxfordshire Branch AGM June 30^th 2012 3.00pm

ix) Tiddington with Albury and Milton Common – June/July Newsletter 2012*

x) Local Council Review – Summer 2012*

xi) South Oxfordshire Sustainability – ‘Water, Water Everywhere’, Public meeting to discuss water issues in South Oxfordshire. 22^nd June 7.30-9.00pm, River and Rowing Museum, Henley on Thames

* On display in Parish Office

16. DATE OF NEXT MEETING – 20^th August – Noted – Cllrs bell and Anderson gave their apologies

The meeting closed at 9 .50pm

August 29, 2012/0 Comments/by Assistant Clerk

Extra Ordinary Meeting of the Parish Council Monday 18th June 2012

Full Council, Minutes

WHEATLEY PARISH COUNCIL

MINUTES OF THE EXTRA ORDINARY MEETING OF THE PARISH COUNCIL

HELD ON MONDAY 18^TH JUNE 2012 IN THE MERRY BELLS AT 8.00 PM

PRESENT: Councillors: E.M. Stacey (Chairman), J Reilly. R Old,

G. Anderson, A Knapp, R Bell, C Dalton. E Bailey, S Coleridge & J Coveley

OFFICER: Gareth Morris, Clerk to the Parish Council

Also present: County Councillor Anne Purse

22. APOLOGIES FOR ABSENCE had been received from P Willmott and G Birks

23. DECLARATIONS OF INTEREST – None

24. MINUTES OF THE AGM AND ORDINARY MEETING HELD 0N 14^TH MAY2012 were signed as a correct and accurate after Cllr Anderson’s initial had been changed from ‘G’ to ‘J’ in Minute

25. TO RECEIVE THE FINAL ACOUNTS FOR THE FINANCIAL YEAR 2011-2012

i) To approve and sign the final accounts for the financial year 2011-2012

ii) To receive and approve SECTIONS 1 (Statement of Accounts) and SECTION 2 (Annual Governance Statement) OF THE ANNUAL RETURN FOR THE FINANCIAL YEAR 2011 -2012

The clerk went through the various papers explaining the figures and answering questions. A revised section 1 of the Annual Return was distributed which also showed that the Internal Auditor, who had paid his annual visit that afternoon had ‘signed off’ Section 2 of the Annual Return.

The Council went through Section 2 of the Annual Return, Annual Governance Statement and answered ‘Yes’ to all the questions.

Cllr Reilly proposed and Cllr Coveley seconded that the final accounts for the financial year 2011-2012 be approved and signed and that Sections 1 & 2 of the Annual Return be received, approved and signed. This was Agreed unanimously

The clerk that he had received the Internal Auditors report just before the meeting started. There were no major recommendations made. The report would be circulated to all councillors and discussed at the council meeting on 2^nd July.

26. TO ADOPT A CODE OF CONDUCT FOR THE PARISH COUNCIL by passing the following resolution:

“That

the code of conduct adopted by the South Oxfordshire District Council be adopted as the code for members and co-opted members of the [Name of parish/town council] Parish/Town [delete as necessary] Council with effect from 1 July 2012, or such other date as may be specified in regulations, to replace the current code of conduct; and
the clerk be requested to notify the monitoring officer of the South Oxfordshire District Council of the passing of the above resolution”

The resolution was proposed by Cllr Bell and seconded by Cllr Dalton and Agreed unanimously

27. TO AGREE TO;

i) SIGN THE AMENDED FUNDING AGREEMENT WITH OXFORDSHIRE COUNTY COUNCIL RELATING TO THE BIG SOCIETY FUND (previously circulated)

Cllr Bell reported on the meeting held between Parish Councillors, clerk and officers of the County Council to look at the agreement between the two councils in the light of the fact the Parish Council wished to sub-contract the project to Fusion Youth and Community.

As a result the County Council had issued a new Agreement which was now before the meeting. Cllr Bell outlined the differences with original agreement. It was felt that there were no major differences between the two documents.

Cllr Bell proposed and Cllr Coveley seconded that the document be signed by the Chairman and Vice Chairman. This was Agreed unanimously.

The clerk would now contact the County Council to say the Parish Council were ready to sign the agreement so that the County could send out a non draft copy to be signed.

Also permission was to be asked of the County Council, under paragraph 9.2 of the Agreement, to sub contract the project to Fusion Youth and Community UK.

ii) SIGN THE SERVICE AGREEMENT BETWEEN THE PARISH COUNCIL AND FUSION YOUTH AND COMMUNITY

As a result of the meeting held with County Council officers and the new draft Agreement, Cllr Bell had redrafted The Service Agreement and Schedules to reflect what had been said and drawn up.

A meeting had been held between representatives of Fusion, and Cllrs Stacey, Reilly and Bell to discuss the changes. The representatives of Fusion had taken the document away but it was felt that they would have no objections to the changes made.

Cllr Dalton proposed and Cllr Coveley seconded the Service Agreement and Schedules be signed by the Parish Council. This was Agreed unanimously

ii) TO CONSIDER SETTING UP AN ADVISORY COMMITTEE AS PER CLLR BELL’S RESOLUTION DEFERRED FROM LAST MEETING

Under Section 3 of Schedule 3 of the Service Agreement a monitoring committee, set up as an Advisory Committee, would be set up.

Cllr Bell had proposed the following resolution which had been deferred from the last meeting, so that the position of the County Council could be clarified.

“To set up an Advisory Committee under Standing Order 56(a) of the Parish Council’s Standing Orders to monitor, investigate and promote facilities for young people of the village between the ages of 11 & 17.The committee to consist of three parish councillors, two representatives from Fusion Youth & Community(Fusion) and one member of the public with teenage children and experience of youth work. To be known as ‘The Youth Facilities Advisory Committee’.

Terms of reference:

To act as the monitoring committee for the Youth Club activities now to be carried out by Fusion in accordance with the agreement signed with them.
To carry out detailed research into the needs and aspirations of young residents of the village and to investigate possible areas of land where these activities might take place.
To do this by organising a house to house survey throughout the village of all residents.
The committee to form a Steering Group of interested villagers, including the young people concerned, to undertake this work
To report back to the Parish Council on the results and recommendations for action within the next twelve months.”

The resolution was Agreed unanimously

28. DATE OF NEXT MEETING – MONDAY 2nd July 2011 – Noted

9.00pm The Chairman declared the Council out of session.

County Councillor Anne Purse – she said that she was having a meeting with Mr Keith Stenning, Area Steward OCC Highways, in the village next Wednesday and she suggested that they come to the office for a brief meeting on issues such as the footway around the Round House

9.20pm The Chairman declared the Council back in session and the meeting closed

The meeting closed at 9.20pm

August 29, 2012/0 Comments/by Assistant Clerk

Planning Committee 11th July 2012

Minutes, Planning

Wheatley Parish Council

MINUTES OF THE MEETING OF THE PLANNING COMMITTEE OF

THE COUNCIL HELD ON WEDNESDAY 11^th JULY 2012

PRESENT: Cllrs Knapp (in the Chair), Stacey, Lamont & Reilly

OFFICER: The clerk

In the absence of the Chairman, Cllr Knapp was elected Chairman for the meeting

22. APOLOGIES FOR ABSENCE had been received from Cllrs Willmott, Coveley and Dalton

23. DECLARATIONS OF INTEREST – None

24. MINUTES OF THE PREVIOUS MEETING HELD 13^TH JUNE 2012 which had been circulated previously were signed as a correct and accurate

25. UPDATE ON MEETING HELD ON 13^TH JUNE 2012

i) Minute 4(i) Letter to Asda’s Chief Executive – No reply

ii) Minute 4(ii) SODC – Enforcement Order on land off Windmill Lane – No further developments

26. AMENDMENTS TO PREVIOUS APPLICATIONS – None

27. NEW PLANNING APPLICATIONS

i) P12/S1002/FUL (Full Application) (Other) Unit 2 London Road Change of use from existing use class B1 and B8 to use class B2

No Strong Views

ii) P12/S1070/FUL (Full Application) (Minor) Wheatley Farm Shop Old London Road Demolition of stables (three blocks), storage buildings, containers, structures and kennels. Erection of multipurpose agricultural storage building and stables with additional soft

landscaping Recommend Approval

iii) P12/S116/Ful (Full Application)(Minor) Plot 1 20 Westfield Road. Erection of dwelling house (already commenced) – Recommend Approval

iv) P12/S1147/Ful (Full Application) (Minor) Land adjacent to Horspath reservoir, Old Road, Wheatley (in the Parish of Forest Hill) Construction of new reservoir ‘cell’ on land adjacent to Horspath Reservoir. Erection of sampling kiosk and ICA kiosk, CCTV security camera and pole and provision for associated landscaping, access and associated works – Full Council on 2^nd July 2012 Recommended Refusal

A new Traffic Management paper is expected to be published shortly

Noted

28. PLANNING DECISIONS AND NOTIFICATIONS – NOTED

i) P11/W0185 (Minor) Land at 7 Littleworth Business Centre Littleworth Road. Demolition of three derelict sheds and erection of three modern prefabricated sheds in existing industrial yard.- Recommend Approval – REFUSED 27.05.011 – GOING TO APPEAL – APPEAL DISMISSED 29.05.12

ii) P12/S0497 (Other) 10 Blenheim Lane The addition of 4 no 6ft pitched roof dormers to approved loft conversion with cat slide dormer to the rear Recommend Refusal GRANTED 11.06.12

iii) P11/S0148 (Minor) 132 London Road. Erection of a Marquee to be used in with the existing Public House for use from April until October this year and existing.(sic) years. To include retention of the ‘roll-a-long’ toilet unit. No Strong Views –WITHDRAWN 21.06.12

29. CORRESPONDENCE

Barton Area Action Plan – Cllr Dalton is unable to attend on 17^th July. Cllr Lamont said he would try and attend in Cllr Dalton’s place.

30. DATE OF NEXT MEETING – Wednesday 15^th August 2012 – NOTED

August 16, 2012/0 Comments/by Assistant Clerk

Planning Committee 10th October 2012

Finance and General Purposes Committee 15th October 2012

Planning Committee 12th September 2012

Finance and General Purposes Committee 17th September 2012

Finance and General Purposes Committee 20th August 2012

Planning Committee 15th August 2012

Parish Council 2nd July 2012

Finance and General Purposes Committee 18th June 2012

Extra Ordinary Meeting of the Parish Council Monday 18th June 2012

Planning Committee 11th July 2012

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