Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 18^th FEBRUARY 2013 IN THE PARISH OFFICE AT 7.30PM

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

102.   APOLOGIES FOR ABSENCE had been received from Birks and Carr

103.   DECLARATIONS OF INTEREST – none

104.  MINUTES OF THE PREVIOUS MEETING HELD 21^st JANUARY 2013 which had been circulated with the agenda were signed as a correct and accurate record after the following amendment:

Minute 93, 3^rd line – change ‘Little’ to ‘Great’

105.  UPDATE ON ITEMS FROM THE MINUTES 21^st JANUARY 2013

(i)  Minute 66(ii) Footway around the Roundhouse – the Highways Authority had now said that they could not now build the footway in this financial year and the Parish Council would not, at the moment, get the authority to employ their own contractors. The £7,000 Parish council payment would be refunded. However the replacement bollards along the High Street pavement  would be funded by OCC.

(ii) Minute 66((v) – Cullum Road Sandpit. The questionnaire had been included in the newsletters delivered to the roads adjacent to the recreation area. Cllr Bailey had delivered to Elton Crescent, Hilary Way and Ambrose Rise. The questionnaire had also been put on the Parish Council’s website. So far there had been about 18 responses

(iii) Minute 94 – Recreation Areas grass cutting tender – the clerk had circulated with the agenda a draft tender. This was discussed alterations suggested. The closing date would be 11^th March, to be awarded at the meeting of 18^th March.

(iv) Minute 98 – Maintenance of Ambrose Rise stream – ­the dredging had now been completed. A good job had been done. The clerk to request what the extra cost would be to remove the mud next time.

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

Cllr Stacey reported that following the meeting with Great Milton School Governors there would be an immediate change of name.

The Advisory Group was to meet on February 28^th to which Jenny Stoker of the Children’s centre had been invited.

Cllr Anderson that he had received positive feedback from those who had attended the youth club.

107.   TO CONSIDER A RECOMMENDATION TO FULL COUNCIL THAT THE COUNCIL  CONTACTS THE DISTRICT COUNCIL RE ACCESSING THE FUND FOR THE IMPROVEMENT TO HE CENTRES OF TOWNS AND LARGE VILLAGES. – This item had been requested by Cllr Bell. In his absence discussion was deferred to the next full council meeting.

108.   CLERK UPDATE

i) Gate across Muddy Lane – a pack on requesting a ‘Modification Order’ was to be sent from OCC

ii) Request to attend OALC Training Course on VAT and LOCAL COUNCILS – 30^th April £35 +VAT – Agreed

iv) The clerk reported that following a telephone call from a resident about her concerns for one of the willow trees in Farm Close, he had requested Kavan Ring to undertake emergency work to the canopy

v) Meeting with representatives of Arriva re Church Road – Arriva had indicated that they could meet on 12, 13, 19, or 20 March

109.  GRANTS, LICENCES AND SUBSCRIPTIONS

i) Citizens Advice Bureau – Wheatley Outreach (2011-2012 £1,000) – AGREED – £1,000

110.  FINANCIAL MANAGEMENT

a) Scrutiny of budget to end of January 2013 & signing of completed copy of reconciled bank   statement by Chairman  & RFO was undertaken

b) Balances

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

18^th February will be as follows:                                               Community       £2,455.30

Tracker             £102,432.33

Treasury           £60,435.98

110.                            SCHEDULE OF PAYMENTS TO BE AUTHORISED – Noted

Cheque no.	Payee	Payment details	Amount
	Cheques paid
105636-40	GM/SW/JO/OCC/HMR&C	Jan sal/wages/pen/PAYE/NICs	3,213.80
105641	Fusion Youth and Community	Quarterly payment	2,285.00
105642	Fusion Youth and Community	Equipment, games TV Licence	506.28
d/d	Barclays Bank	Bank charges Dec-Jan	17.15
d/d	Orange	Internet – Jan	18.37
		Total	£6,040.67
	Cheques to Pay
105643	Berinsfield Community Business	Grass cutting verges	581.88
105644	Parchments Oxford	Feb/March newsletter	1,484.90
105645	Lyreco	Stationary/flies	37.48
105648	BT	Phone charges	166.64
105649	Buryhok Country Side M’ment	Ditch dredging+tree in FCRec	1044.00
	GM/SW/JF/OCC/HMR&C	Feb sal/wages/pen/PAYE/NICs	3,600.00
		Total	£6,914.90

INCOME RECEIVED SINCE LAST MEETING

Income details	Amount
Newsletter Advertising	4,600.00
Newsletter Subscription	6.00
Photocopying	2.90
Interest – Treasury Deposit	10.74
Total	£4,619.64

111.  PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED

i)        The Haseleys – February 2013*

ii)        Little Milton Newsletter February 2013*

iii)        Great Milton Bulletin January 2103*

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

v)        Tiddington with Albury & Milton Common – February/March 2013newsletter*

vi)        URC Newsletter February 2013*

vii)        SODC Core Strategy December 2012*

* On display in Parish Office

112.  DATE OF NEXT MEETING – 18^th March 2013 – NOTED

113.  RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Stacey proposed and Cllr Coleridge seconded “that under Section 100A(4) of the Local  Government Act 1972, the  public be excluded on the grounds that it involves the likely disclosure of exempt information as defined in paragraph X of Part 1 of Schedule 12A to the Act, namely

private contractual and employment matters – AGREED unanimously

The meeting closed at 8.50pm at the conclusion of the Confidential Session

Wheatley Parish Council

MINUTES OF THE CONFIDENTIAL SESSION OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 18^th FEBRUARY 2013 IN THE PARISH OFFICE AT 7.30PM

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

OFFICER THE CLERK: Gareth Morris

113.   RESOLUTION TO EXCLUDE THE PUBLIC

Cllr Stacey proposed and Cllr Coleridge seconded “that under Section 100A(4) of the Local  Government Act 1972, the  public be excluded on the grounds that it involves the likely disclosure of exempt information as defined in paragraph X of Part 1 of Schedule 12A to the Act, namely

private contractual and employment matters – AGREED unanimously

114    TO CONSIDER WAGES AND SALARIES OF PARISH STAFF

a) Part time hourly paid outdoor workers

The hourly paid workers presently receive £6.90 per hour. The last pay award was in April 2009.

Since October 2012 the National Minimum Wage has been £6.19 per hour.

The clerk recommended that the pay should rise to £7.45 per Hour (the living wage’ wage rate outside London). This would add around £1,000 to the wage bill

Cllr Stacey proposed and Cllr Old seconded that the part time hourly rate for the outdoor workers be raised to £7.45 from 1^st April 2013. This was Agreed unanimously

b) Clerk to the Parish Council

The Parish Clerk is presently on Scale LC1 point 25 (top of the scale) and has been since April 2009, which is £21,519 pa. Last pay award was October 2009, backdated to April 2009

Cllr Stacey proposed and Cllr Reilly seconded that the Clerk moves to point 26 on the LC2 scale  (£22,221) from 1.4.2013 and then progresses up this scale following an annual performance review

and that The Parish Council will honour OALC pay review recommendations for all staff for the next 5 years.  This was Agreed unanimously

It was further Agreed to employ another clerk for approximately 6 hours a week and to redecorate and refurbish the Parish Office (new carpet, extra storage, new office chair etc)

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 21^st JANUARY 2013 IN THE PARISH OFFICE AT 7.30PM

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

89.   APOLOGIES FOR ABSENCE had been received from Cllrs Carr, Birks, & Old

90.   DECLARATIONS OF INTEREST

91.  MINUTES OF THE PREVIOUS MEETING HELD 17^th DECEMBER 2012 – circulated previously

92.  UPDATE ON ITEMS FROM THE MINUTES 17^TH DECEMBER 2012

(i) Minute 78(ii) Footway around the Roundhouse – work was expected to start shortly. Full council had approved Mr Shew’s quote for the design

(ii) Minute 78((v) – Cullum Road Sandpit – Cllr Bailey explained he survey question. An insert would be

put into the next Newsletter and be delivered to the roads adjacent to the recreation ground. Other streets nearby would have them delivered by councillors. Other residents could either fill in on-line or collect a copy from the Parish Office.

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

Cllr Stacey reported on a meeting she and Cllr Lamont had attended with the Governors of Great Milton School. This had been a challenging meeting where the Parish Councillors had been presented with a written list of concerns. Cllr Stacey would be formulating a response

94.  TO CONSIDER THE TENDER INFORMATION FOR THE CUTTING OF THE GRASS IN THE RECREATION AREAS AND LITTLEWORTH GREEN

.     It was AGREED that a tender be drawn an sent to 3 or 4 contractors for the cutting f the grass on the   three recreation grounds, Littleworth Green, Coopers Close public open space and the borders in Cullum Road Recreation Ground.

There would be a minimum of 1 cut a month from April to October inclusive with a 2^nd cut in April and June. The first cut in April to be a ‘cut and collect’ and whenever the grass had grown substantially due to weather conditions.

95.   CLERK UPDATE

i) Highways work within the village – non replacement of missing bollards – Agreed that the Parish Council would be prepared to offer to pay for them. Despite a request no costing had been given by the Highways Department.

ii) To consider Fusion’s request for the use of Church Road Recreation Ground for the ST George’s   Funday on Saturday 20^th April 2013 – Agreed

96.  TO CONSIDER PRODUCING A COMMUNITY EMERGENCY PLAN

This item had been deferred from last meeting.

It was AGREED that the Parish Council did not wish for a formal Emergency Plan and would inform the County Council as such.

97.  GRANTS, LICENCES AND SUBSCRIPTIONS

i) Sage Accounts Cover and helpline £180 – Agreed

98. TO CONSIDER A CONTRACT FOR THE REGULAR CLEARING OF THE AMBROSE RISE STREAM

The Clerk had arranged vis Kavan Ring for the stream to be ‘dredged’

99.  FINANCIAL MANAGEMENT

a) The budget to end of December 2012 was scrutinised & of completed copy of reconciled bank statement was signed by the Chairman & RFO

b) Balances

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

21^st January 2013 will be as follows:                                        Community       £5,358.60

Tracker             £102,432.33

Treasury           £60,410.64

99.                            SCHEDULE OF PAYMENTS TO BE AUTHORISED

Cheque no.	Payee	Payment details	Amount
	Cheques paid
105624-28	GM/SW/JO/OCC/HMR&C	Dec sal/wages/pen/PAYE/NICs	3,155.15
d/d	Barclays	Bank charges	29.28
d/d	Seimens	Photocopier lease	367.84
d/d	Orange	internet	18.37
		Total	£3,570.64
	Cheques to Pay
105629	D Lamont	Mileage to SODC Parish Forum	15.26
105630	Berinsfield Community Business	Verges +Cullum rd rec	653.88
105631	Southern Electric	Oct-Jan electricity	59.95
105632	Thames Water	Memorial Gardens	7.83
105633	Sage UK	Accounts Cover/helpline	180.00
105634	WPSFMC	Quarterly Payment	2,000.00
105635	Swift Digital Srvices	Photocopier usage
	GM/SW/JF/OCC/HMR&C	Jan sal/wages/pen/PAYE/NICs	3,600.00
		Total	£6,516.92

INCOME RECEIVED SINCE LAST MEETING

Income details	Amount
Newsletter Advertising	50.00
Interest – Tracker	15.17
Total	£65.17

100.  PUBLICATIONS & CORRESPONDENCE RECEIVED & Noted

i)        The Haseleys – January 2013*

ii)        Little Milton Newsletter January 2013*

iii)        Great Milton Bulletin January  2013*

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

v)        URC Newsletter January 2013*

vi)        Clerks and Councils Direct – January 2013*

vii)        Oxford Brookes & residents’ Associations meeting – 21^st February 6.30pm

* On display in Parish

101.  DATE OF NEXT MEETING – 18^th February 2013 – Noted

Wheatley Parish Council

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

PRESENT: Councillors: J Reilly (in the Chair), E Bailey, 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

75.   APOLOGIES FOR ABSENCE had been received from Cllrs Stacey, Carr, Birks, Old & Coleridge

76.   DECLARATIONS OF INTEREST – None

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

78.  UPDATE ON ITEMS FROM THE MINUTES 19^th NOVEMBER 2012

(i) Minute 66(i) gully clearing – London Road gullies had now been cleared

(ii) Minute 66(ii) Footway around the Roundhouse – Keith Stenning had e-mailed saying that the work was scheduled for late January/early February. It was agreed that the quote from Mr Simon Shew (design of new access in to Church Road recreation Ground be taken at full council)

(iii) Minute 66(iv) – a quantity of ‘Floodsacs’ had been received and distribute, with a reserve stock in the Parish Office. It was Agreed that the clerk contact Mr Baldwin of Monson Engineering re the possibility of building up the wall at the entrance to the culvert at Ambrose Rise

(iv) Minute 66((v) – Cullum Road Sandpit. Cllr Bailey spoke to her tabled report by Nicole O’Donnell (Oxfordshire Playing Fields Association)on the meetings of the subgroup set up to look into the replacement of the Cullum Road sandpit

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

The committee noted that the Youth Café was now up and running.

The advisory group would be meeting at the beginning of January and be presenting a report to Full Council on 7^th January

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

The revised 2012-13 budget and the draft budget for 2013-2014 had been circulated with the agenda.

It was AGREED to recommend the Revised and Draft Budgets to Full Council on 7^th January, with and increase to £15,000 in the wages provision for the outdoor workers and that the precept remains at £104,609 (the same as for 2012-2013)

81.   CLERK UPDATE

i) Gate across Muddy Lane – Countryside team still to be contacted

ii) Request from a resident for a defibrillator in the village – the clerk to check with the Doctors surgery,  Park Sports Centre and Asda.

iii) Request from Siblings Nursery via OCC for bollards on London Road – the committee supports the

installation of barriers along that stretch of London Road

iv) Request to fell 4 trees at the western end of the allotments. – Granted

v) Meeting with representatives of Arriva re Church Road – Arriva had indicated a representative could attend a meeting in January. Agreed to arrange a meeting for Tuesday 15^th January 2013 at either 3 or 4pm

82.  TO CONSIDER PRODUCING A COMMUNITY EMERGENCY PLAN

This item was deferred to a later meeting.

83.  GRANTS, LICENCES AND SUBSCRIPTIONS

i) Sue Ryder Care – Nettlebed Hospice (£25 in February 2011) – no information received as to the  number of Wheatley residents receiving care. No grant made

84. TO CONSIDER OCC’S MID TERM CONSULTATION ON BUS SERVICES 103 & 104

The committee believes that this service provides a valuable means of transport especially for those at the western end of the village

85.  FINANCIAL MANAGEMENT

a) Scrutiny of budget to end of November 2012 was undertaken & a completed copy of the reconciled bank statement by Chairman & RFO

b) Balances

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

17^th December 2012  was follows:                                          Community       £2,009.16

Tracker             £118,417.19

Treasury           £60,410.64

86.                            SCHEDULE OF PAYMENTS TO BE AUTHORISED

Cheque no.	Payee	Payment details	Amount
	Cheques paid
105610-14	GM/SW/JO/OCC/HMR&C	Nov sal/wages/pen/PAYE/NICs	3,418.73
105608	Fusion Youth & Community	Quarterly payment for youth cafe	2,285.00
105609	South and Vale Carers	Grant Aid	200.00
d/d	Barclays Bank	Bank Charges – Nov	24.40
d/d	Orange	Internet Nov	18.37
		Total	£5,946.50
	Cheques to Pay
105615	J Watson	Oct/Nov & Dec/Jan newsletters	1,360.00
105616	AB Ingram (The Tree Barn)	Christmas Tree	183.00
105617	Parchment printers	Dec/Jan newsletter	1,484.90
105618	The Merry Bells	Rental 25/9 to 24/12	1,046.01
105618	The Merry Bells	Increase in rental for 18/10-24/12	25.01
105618	The Merry Bells	Hire of hall Nov & June	54.00
105619	Berinsfield Community Business	Verges and recs – cut & collect	1,153.38
105620	Buryhook Countryside M’ment	Trees and hedges	900.00
105621	Lyreco	Ring binders for Youth Centre	51.60
105622	SODC	Dog bins – 1/4 to 30/9	195.19
105623	The Post Office	Stamps	192.00
	GM/SW/JF/OCC/HMR&C	Dec sal/wages/pen/PAYE/NICs	3,600.00
		Total	£10,245.09

INCOME RECEIVED SINCE LAST MEETING

Income details	Amount
Newsletter Advertising	1030.00
VAT Refund	210.93
Allotments	20.00
Interest – Treasury Deposit	14.60
Interest – Tracker	13.11
Total	£1,288.64

87.  PUBLICATIONS & CORRESPONDENCE RECEIVED and NOTED

i)        The Haseleys – December 2012*

ii)        Little Milton Newsletter October 2012*

iii)        Great Milton Bulletin October  2012*

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

v)        Tiddington with Albury & Milton Common – December 2012/January 2012 newsletter*

vi)        URC Newsletter December 2012*

vii)        Shotover Preservation Society – Winter newsletter 2012*

viii)        TVP – Wheatley/Chalgrove Neighbourhood team December newsletter*

* On display in Parish Office

88.  DATE OF NEXT MEETING – 21^st January 2013 – noted

The meeting closed at 9.50pm