WHEATLEY PARISH COUNCIL
MINUTES OF THE ANNUAL GENERAL MEETING OF THE COUNCIL
HELD ON MONDAY 14th May 2012 IN THE MERRY BELLS AT 7.30PM
PRESENT: Councillors: E.M. Stacey (Chairman), J Reilly, J. M. Carr, C .M. Dalton (to 9.55pm), R. T .Bell, P Willmott, E J Coveley, S Coleridge, R Old, D Lamont, G Stephens, A Knapp & E Bailey (from item 5)
OFFICER: Gareth Morris Clerk to the Parish Council
ALSO PRESENT: County Councillor Anne Purse and 5 members of the public
1 ELECTION of Chairman for 2012 – 13 and Acceptance of Office
Cllr E Stacey was proposed by Cllr Dalton and Seconded by Cllr Reilly
There being no other nominations, Cllr Stacey was duly declared Chairman. She then signed the Acceptance of Office and took the Chair.
2 APOLOGIES FOR ABSENCE had been received from Cllrs Anderson and Birks
3 ELECTION of Vice-chairman
Cllr Reilly was proposed by Cllr Bell and seconded by Cllr Carr
There being no other nominations, Cllr Reilly was declared Vice-Chairman
4 FORMAL ADOPTION OF STANDING ORDERS (INCLUDING CODE OF CONDUCT)
Proposed by Cllr Reilly and Seconded by Cllr Lamont – Agreed nem con
5. TO CO-OPT A PARISH COUNCILLOR TO REPLACE CLLR FYFFE
Three members of the public present had declared their willingness to be co-opted on to the council
Each person was asked to say a little about themselves and why they wished to serve on the council. Councillors were then able to ask questions of the candidates and a ballot of councillors then took place.
The voting was as follows:
Elizabeth Bailey 7 votes; Nick Gibb 5 votes; Ian Roberts 0 votes
Elizabeth Bailey was therefore invited to join the council as a co-opted member. She then signed the Declaration of Acceptance
6. APPOINTMENT of Committees;
i) Standing Committees
a) Finance & General Purposes Committee
Cllrs: Anderson, Bell, Birks, Carr, Coleridge, Bailey and Old
b) Planning Committee:
Cllrs Coveley, Dalton, Lamont, Stephens, Knapp and Willmott
The chairman and vice-chairman are ex-officio members of each committee
ii) Advisory Committees and Working Groups
a) Traffic and Roads Advisory Committee (TRAC):
Anderson, Bell, Birks, Carr, Coveley, Dalton, Stacey & Reilly
b) Recreation Areas Working Group – the meeting agreed not to appoint to this group at the present time.
7. CONFIRMATION of representatives to outside bodies:
i Merry Bells Management Committee; Cllr Janet Carr
ii Oxfordshire Association of Local Councils; Janet Carr. Ellie Stacey
iii Wheatley Sports Field Management Committee; Messrs Peter Bayliss, Steve Kemp and Paul Edson, and Cllrs J Anderson, D Lamont & Paul Willmott
It was agreed that the clerk write to Mr Edson to see if he wished to remain on the committee
iv Howe Trust; Cllrs Caroline Dalton and Janet Carr and Mrs M Fyffe
v Park Sports Centre Advisory Committee; Cllr D Lamont
vi Wheatley Charities; Cllr Bailey (to replace Mr Targett – until 2013 in the first instance and Mr Graham Colverson (until 2015)
vii Public Transport Representative: Vacant – request to be made in the next Newsletter
viii Wheatley Windmill Preservation Society; Cllr Caroline Dalton
ix. Wheatley Nursery School: Cllr Coleridge
FIRST STATUTORY MEETING OF WHEATLEY PARISH COUNCIL
for council year 2012 – 13
8. APOLOGIES FOR ABSENCE had been received from Cllrs Anderson and Birks
9. DECLARATIONS OF INTEREST – None
10. MINUTES of the meeting of the Parish Council of Monday 7th March 2011 which had been circulated previously were signed as a correct and accurate record
11. UPDATE from the meeting held on Monday 5th March 2011
i) Minute 105 – Proposed Youth Centre – see Minute 5 F&GP Committee 19.03.12 below – Noted
ii) Minute 107 – site for Affordable Housing within the village – see 11 of the F&GP Committee 16.04.12 below – Noted
iii) Minute – Open Forum – County Councillor Anne Purse’s report. Response to Oxford City Council’s ‘Barton Action Plan’ – see Minute 100 Planning Committee 14.03.12 – Noted
12. THE MINUTES of the meetings of the Planning Committee held on the following dates were received;
i) Wednesday 14th March 201 – circulated previously
Minute 100 – Barton Area Action Plan – The Parish Council had been invited to the Pre Hearing meeting & the Examination in Public on 7th June and 17th July 2012. Respectively. It was agreed that a speaker should be sent to the Examination in Public on 17th July.
ii) Wednesday 11th April 2011 – circulated previously
iii) Wednesday 9th May 2011 – tabled
13. THE MINUTES of the meetings of the F&GP Committee held on the following dates were received
i) Monday 19th March 2011 – circulated previously
Minute 5 – Resolution passed at Full Council re provision of Youth Shelter in Church Road Recreation Ground.
[That] the Committee recommends no further action be taken on a shelter pending the outcome of the Parish Council’s initiative to fund the replacement of the youth facilities in the village.
This recommendation was accepted
ii) Monday 16th April 2011 – circulated with this Agenda
a) Minute 8 – Bollards along Church – site meeting – The clerk had written to the County Council Highways’ Dept and Arriva bus company to arrange a site meeting on Church Road.
b) Minute 9 – Footway around the Roundhouse
The clerk reported that he has sent the committee’s request that extending the footpath to the existing entrance and a crossing across Church Road be added to the County Council’s design feasibility study.
The friends of Church Road Recreation Ground would like to lodge a formal interest in the project with the parish Council. Noted
8.33pm the Chairman declared the Council out of session
County Councillor Purse said she was concerned that the process of reporting potholes and the claiming of compensation for damage caused to vehicles was working satisfactorily. It was suggested that information is asked for in her newsletter article
District Councillor Bell reported that the District Council was introducing a new ‘loan scheme’ that the parish councils might avail themselves of was being introduced by the District Council
Mr John Dykes spoke to his request for Parish Council support in his making an application for development of his land to the west of the Asda Petrol Station to include a number of affordable housing units for local residents.
9.12pm the Chairman declared the Council back in session
b) Minute 11 – Offer of affordable housing in a development on London Road
A discussion on Mr Dykes presentation took place Cllr Carr proposed and Cllr Lamont seconded the motion that:
“This council supports in principal and without prejudice Mr Dykes applying for outline planning permission on land adjacent to the Asda petrol station, providing affordable housing for local community needs.”
This was Agreed by 12 votes in favour with 1 vote against and 0 abstentions
14. TO CONSIDER THE AGREEMENT AND SCHEDULES BETWEEN THE PARISH COUNCIL AND FUSION YOUTH AND COMMUNITY UK TO PROVIDE YOUTH PROVISION AT THE YOUTH CENTRE UNDER THE ‘BIG SOCIETY’
Cllrs Stacey and Bell and the Clerk had met with representatives of Fusion and had met and agreed a Draft Agreement with Schedules which was now before the Council and the Fusion Trustees.
However Oxfordshire County Council, who had agreed to provide funding from the ‘Big Society’ Fund had expressed doubts as to whether this funding could be given to Fusion undercurrent County Council policies.
A meeting was to be arranged between representatives of both councils. Noted
15. TO CONSIDER THE FOLLOWING RESOLUTION SUBMITTED BY CLLR BELL
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.
It was Agreed that this resolution be deferred until the outcome meeting referred to in Minute 14 (above) had been held.
16. TO REVIEW THE GRASS CUTTING CONTRACT WITH BERINSFIELD BUSINESS COMMUNITY
Referred to the next F&GP meeting
17. TO CONSIDER A REQUEST FROM SODC FOR ROAD CLOSURES (AS REQUESTED BY THE DIAMOND JUBILEE COMMITTEE) ON SUNDAY 3RD JUNE
Crown Square – 11.00am to 12.00 midday
High Street 12.00midday to 12.45pm
Church Road – from Templars Close to Holloway Road -11.00am to 12.00 midnight
18. FINANCIAL MANAGEMENT
a) The Chairman & RFO signed a copy of the reconciled bank statement
After the cheques below had been paid the balances on the council’s accounts as at 16th April 2012 would be as follows:
: Community £2,346.49
SCHEDULE OF PAYMENTS AUTHORISED
|105505||Southern Electric||Electricity Jan-Mar 2012||57.23|
|105506+7||The Post Office||Stamps||691.00|
|d/d||Orange||Internet charge April||18.37|
|Cheques to Pay|
|105513||Sage(UK)Ltd||Accounting stationary -invoices||66.53|
|105515||Swift Digital Services||Photocopier usage||54.65|
INCOME RECEIVED SINCE LAST MEETING
|SODC 1st half of precept||52,304.50|
19. REPORTS FROM OUTSIDE BODIES
i) The Merry Bells Management Committee
Cllr Carr reported that new radiators had been installed in the main hall and new furniture installed in the coffee room. Wheatley park School student art work would be exhibited in the coffee room. In response to a question from Cllr Bell she replied that the committee had agreed to hang the WI tapestry over the piano in the main hall.
ii) The Howe Trust – Cllr Dalton reported that the newly planted trees were doing well and the working parties had started their tasks again.
9.55 pm Cllr Dalton left the meeting
iii) The Park Sports Centre Joint User Group – Cllr Lamont reported that the centre continued to make positive progress under MR Busby the new manager. Customer advisory hours had increased, a number of new classes had started and membership was up by 1,000
20. TO CONSIDER MATTERS RELATING TO WHEATLEY PARK SPORTSFIELD MANAGEMENT COMMITTEE
i) Cllr Willmott reported on progress being made on the new pavilion planning.
21. CORRESPONDENCE – Noted
i) The Hasleys newsletter May 2012
ii) Wheatley URC Newsletter – May 2012
iii) Little Milton Newsletter – May 2012
iv) Letter of thanks from Fusion UK for grant aid
v) Letter of thanks from Oxfordshire Business Education Alliance for grant aid
vi) Notice from Thames Water that they intend to submit an application for planning permission to build a new reservoir next to the existing one at the top of Old Road. This could involve a substantial number of lorry movements through the village and up Old Road. They have been invited to the next Planning Committee – Noted.
Representatives of Thames Water would attend the next Planning Committee
22. CALENDAR OF MEETINGS.- Noted
i) Planning Committee – Wednesday June 13th 2012 – 7.30pm
ii) F&GP Committee – Monday 18th June 2012 – 7.30pm
iii) Parish Council Meeting – Monday 4th July 2011– 7.30 pm
The meeting closed at 10.05pm