Finance and General Purposes Committee 21st November 2011

Wheatley Parish Council

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

PRESENT: Councillors: E Stacey (Chairman), J Reilly, R Bell, J Anderson, S Coleridge & G Birks

OFFICER THE CLERK: Gareth Morris

Also Present: Mr P Lawrence (Oxfordshire Association for Young People (for Agenda Item 8 – see minute 102)

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

In the absence of the Chairman, Cllr E Stacey, chaired the meeting.

98.  APOLOGIES FOR ABSENCE had been received from Cllrs Fyffe, Carr and Old

99.   DECLARATIONS OF INTEREST – None

100.  MINUTES OF THE PREVIOUS MEETING HELD 17^TH OCTOBER 2011 which had been circulated previously were signed as a correct and accurate record.

It was noted that Cllrs Coleridge and Stacey had given their apologies but they had not been reported.

101.  UPDATE ON ITEMS FROM THE MINUTES 17^TH OCTOBER 2011

i) Minute 84 (viii) Resurfacing of Holloway Road and Friday Lane – this had now been completed

With the permission of the meeting Agenda item 8 was now taken

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

Mr Paul Lawrence, County Director of Oxfordshire Association for Young People (OAYP), had agreed to attend the meeting to explain how his organisation might help the Parish Council. Mr Lawrence explained that the OAYP provided support to some 56 youth clubs within the County but did not, at the moment, employ people to ‘run’ youth centres. If this was what the Parish Council was wanting then his was not the organisation it wanted. It can give advice on management and structure at a cost of £25 per hour. OAYP could also provide advice on Big Society funding. He suggested that Oxford City Council might be contacted. Mr Lawrence was thanked for his attendance and his advice.

It was Agreed that the Clerk contact the person suggested by Mr Lawrence.

103.  TO CONSIDER A REVISED BUDGET FOR 2011-2012 AND THE 2012-2013 BUDGET

(i) Revised 2011-2012 budget – A revised budget had been circulated. This was AGREED

(ii) To consider the 2012-2013 budget – A draft budget had been circulated. It was Agreed to recommend to full council to maintain that the precept be maintained at its 2011-12 level of £104,619, by using some of the Parish Council’s reserves.

It was proposed by Cllr Reilly and seconded by Cllr Bell that £10,000 be earmarked from next year’s budget to begin to provide the Parish Council’s contribution to the redevelopment of the sports pavilion on the playing fields at Holton.. This was Agreed unanimously.

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

i) Cllr Reilly conducted a survey of students at Wheatley Park School – results would be brought to the next meeting.

ii) Letters had been sent to residents adjacent to the recreation area informing them of the Parish Council’s intention to install a Youth Shelter. No responses had been received

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

(i) To consider the removal of the sandpit – no action to be taken at the moment.

(ii) To consider maintenance of the ground – It was Agreed to go ahead with the tree planting as proposed by Cllr Dalton. Also Berinsfield Business Community to be asked to take on the maintenance of the flower beds as they do with Farm Close patio.

106.   TO START PLANNING FOR THE FINANCING OF THE NEW PAVILION DEVELOPMENT ON THE PARISH COUNCIL’S LAND

See Minute 103

107.  TO CONSIDER A REQUEST FOR A ‘RESIDENTS ONLY’ PARKING SCHEME IN THE HIGH STREET AND ELSEWHERE.

i)  the Clerk reported on e-mail correspondence between a resident of the High Street, Thames Valley Police and the County Council on the enforcement of the current parking restrictions and the possibility of a Resident’s Only parking Scheme being introduced. The County Council had said there was no money in their budget for such a Traffic Order but it seemed that the residents would be pressing their demands for one. – NOTED

ii) An e-mail from a resident of Church Road objecting to the new parking limits in the SODC car park and wanting the old limits or residents to use the car park, permanently, without charge and for free residential parking permits along Church Road.- Noted

108.  CLERK UPDATE

i) Allotments – only two allotment holders had not paid the rent for 2011-12

ii) Racist words on Asda bus shelter – these were still appearing from time to time. The clerk had attended a site meeting with the Police and SODC. It was felt there was not a lot of action that could be taken to prevent a reoccurrence. The Parish Council would continue to clean the words off as soon as possible after their reappearance

iii) Christmas tree – the clerk had ordered a tree similar to last year and it would arrive on Saturday 26^th November, ready for the Advent Pageant on 1^st December. It was Agreed that the owner of the property next to was willing the Parish Council would pay for an external power point so that lights could be plugged in.

109.  GRANTS, LICENCES AND SUBSCRIPTIONS

i) Request from The Merry Bells Management Committee (MBMC) for a grant of £3,000 towards the refurbishment of the coffee room.

It was Agreed that the MBMC be asked for the costs of the refurbishment so that the committee can award an appropriate amount.

110.  FINANCIAL MANAGEMENT

a)The budget to October 2011,which had been circulated with the Agenda, was scrutinised  and a 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 November 2011 was as follows:                        Community     £2,667.98

Tracker           £104,756.40

Treasury          £60,172.34

SCHEDULE OF PAYMENTS AUTHORISED

Cheque no.	Payee	Payment details	Amount
	Cheques paid
105404-408	GM/SW/JF/OCC/HMR&C	Oct  sal/wages/pen/PAYE/NICs	3,565.85
105402	Royal British Legion	Parish Council wreath	40.00
105403	South and Vale Carers	Grant Aid	150.00
d/d	Barclays Bank	Bank charges 13.9 to 12.10	29.57
d/d	BNP Paribas	Photocopier lease 27.10- 26.01	435.94
d/d	Orange	Internet charge Oct	18.37
		Total	£4,239.73
	Cheques to Pay
105409	Swift Digital Services	Annual Network Support fee	119.70
105410	SODC	Dog Hygiene bin emptying	93.29
105411	The Merry Bells	Office Rental – Sept- Dec 2011	992.42
105412	Berinsfield Business Community	Oct Grass cutting-verges & recs	904.08
105413	Lyreco Ltd	Paper and stationery	82.61
105414	G Birks	Mileage and sundry expenses	50.74
105415	Safe and Sound Playgrounds	Swing and chain bridge repairs	162.00
105416	BT	Telephone charges – Aug to Nov	149.88
105417	Kantara Ltd	Domain name & e-mail address	90.00
105418	AB + JD Ingram	Christmas tree	177.00
105419	HM Rev & Customs	VAT repayment – Aug-Oct	231.13
	GM/SW/JF/OCC/HMR&C	Nov sal/wages/pen/PAYE/NICs	3,600.00
		Total	£6,652.85

Cheques 105416 to 105419 were for invoices received after the Agenda was sent out

INCOME RECEIVED SINCE LAST MEETING

Income details	Amount
Newsletter Advertising	5,985.00
Newsletter Subscription	30.00
Photocopying	5.00
Allotment Rental	32.00
Total	£6,052.00

111.  PUBLICATIONS & CORRESPONDENCE RECEIVED – NOTED

i)        The Haseleys – Newsletter November 2011*

ii)        Little Milton Newsletter November 2011*

iii)        Great Milton Bulletin November 2011*

iv)        Wheatley URC Newsletter – November 2011*

v)        TVP – Wheatley Area Neighbourhood Team October 2011 Newsletter*

vi)        Holton, Waterperry & Waterstock News November 2011*

vii)        Clerks and Councils Direct – September 2011 issue

viii)        Thank-you letter from South and Vale Carers

ix)        Wheatley Park Newsletter – October 2011*

x)        Oxford Brookes University – ‘Observe‘ Magazine – Autumn 2011*

xi)        CPRE ‘Countryside Voice’ – Winter 2011*

* On display in Parish Office

112.  DATE OF NEXT MEETING – 12^th December 2011 – NOTED