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BLEWBURY PARISH COUNCIL
Minutes
Of the monthly meeting of Blewbury Parish Council
held on Wednesday 12th July in the Vale Room.
Councillors present: Mr M Brassell (Chairman) Mrs E Austin, Mr R Bird, Mr A Cooper, Mrs C Duckett, Mr R Farrell, Mr W Gore, Mr G Tuff.
Also present: Mrs L Ewers (Parish Clerk), Mr C Lamont (County Councillor) Mrs A Rendel
Matters resolved:
· Diary of annual events to be reviewed in November.
· NALC regulations are up to date.
· Planning application for tennis court site to be submitted by the tennis court sub committee.
· All due payments were approved.
· Mrs J Gardner reappointed as trustee for the Malthus Trust.
Actions arising from the meeting:
· LE to contact Geoff Barrell at OCC to obtain temporary speed signs.
· LE to contact OCC Highways to look at raising the kerb by the Pound on South Street.
· MB to draft a response to Vale officers with regard to their response to ongoing Ladycroft issues.
· MB to write to Mrs Rendel in respect of the cemetery plan.
· CW to update tree register after tree work completed and forward to the clerk.
· LE to contact the History Group to obtain details of any documents held.
· LE to contact BVS to request risk assessments for all village events.
· LE to arrange payment of invoices separately approved under financial regulations.
· LE to advise Malthus Trust of reappointment of trustee.
· LE to compile a diary of Risk Management reviews and dates they are due.
· Tennis court sub committee to pass on relevant Open Day comments to architects and ask them to apply for detailed planning permission once these have been taken into account.
· LE to submit audit to external auditors prior to 28th July.
· LE to invoice OCC for grass verge maintenance grant, due September/October.
· GT to review the Oxfordshire Minerals and Waste response form and respond if necessary.
· MB to contact the BVS re the memorial application at London Road.
· LE to contact OCC Highways to replace missing 30mph speed limit sign.
· RF to arrange a second auditor for the recreation ground accounts.
· RF to draft written memorial for Denis Lay on behalf of the Council for the Bulletin.
· RF to check policy for parking at TFF and advise resident.
Actions carried forward from prior meetings:
· RB to draft a letter on Coffin Way cycle track for the clerk to send.
· RB to examine barriers at Watery Lane/Westbrook Street and advise content of any letter to OCC.
· RF to look into registration of parish land.
· RF to establish latest position with regard to Affordable Housing with the landowner
· CW to read the Community Rights of Way grant application.
1. Apologies for absence: Received from Mr C Whatmore. Apologies from Mrs C Duckett who needed to leave the meeting early. GT agreed to take notes for the Bulletin in view of Mr Whatmore’s absence.
In view of Mrs Duckett’s early departure, the Chairman advised a change in sequence of items 9, 8 & 12, to be discussed after County Councillors report.
2. Declarations of interest: EA declared a non-prejudicial interest in Ladycroft Park.
3. Minutes of the last meeting: Held on Wednesday 14th June were accepted and signed as a true record.
4. Police Liaison: No officer present.
5. County Councillors report: CL thanked RF for keeping him involved in letters between RF and the Vale with regard to boundary encroachments at Bridus Way. RF advised the meeting of the contents of the letters and response received from the Vale. The Vale have been sent extracts from the Land Registry and photos constituting substantial evidence of encroachment. RF to keep CL informed of any communication received.
CL advised that he has been leading a scrutiny review into water supplies as it is not accepted that the proposed reservoir is a foregone conclusion. Thames Water has been asked to look at other opportunities. Planning will go through a compulsory works order which does not include the normal consultation process for planning applications. The paper can be viewed on the OCC website.
CL is also part of another scrutiny review looking into car boot sales; this has been instigated due to a number of local thefts from gardens. Car boot sales are being used to sell on stolen, pirated and substandard goods. This is particularly relevant due to the problem of garden theft in Blewbury.
The Oxfordshire Community Partnership is due a shake up with a proposed change of name the The Oxfordshire Partnership. This is part of the local white paper now due in October regarding unitary Councils.
6. Matters arising:
Speeding of vehicles through the village (04/09/06): RF has been in contact with Geoff Barrell , the Vale officer responsible for safety. We are able to obtain signs if we are a member of Speedwatch. It is believed that Blewbury is part of Speedwatch; however if not, it was agreed that we would join. LE to contact OCC to arrange.
Grass repair at the Pound (10/05/06) RB has visited the site and it was unanimously agreed that the best solution is to look at getting the kerb raised. LE to investigate.
Ladycroft Park (12/04/06): MB advised that a response has been received today from the Vale following the Parish Council’s request for an update on the points raised at the Parish Meeting. It is not the response that the Council were hoping for as no positive actions have taken place following the meeting. MB to draft a reply and circulate to all councillors. RF advised that despite Terry Stock’s statement that all new units must be 100% compliant it appears from the letter that this is not the case. RF to respond in writing and take up outstanding issues directly with the Vale.
EA advised that new units are in a bad state of repair, two units have been sited recently, one having no electric or gas. Problems associated with anti-social behaviour are escalating and residents are receiving complaints from neighbouring houses. EA to contact Neighbourhood Watch, where problems fall outside the scope of police action.
7. Risk Management:
Register of large trees: It was noted that the register is in the process of being reviewed and as such two trees are having dead wood pruned back. Once work is complete CW to update the register and forward to LE. Item closed.
Register of important Council Documents: LE has compiled a register of documents held in storage and will approach the History Group to establish any parish documents they are holding. The register to be updated and reviewed annually. Item Closed.
Diary of Annual Events: To be reviewed annually in November, separately from the Risk Management Plan. Item Closed
Requirements of Insurance Policies: MB confirmed that he had read and was satisfied that the policies in force were currently adequate for the needs of the Council. Item Closed.
VHMC Risk Assessments: LE confirmed that an up to date Village Hall risk assessment had been completed and will diarise to obtain a copy form the VHMC annually. Item Closed.
BVS Risk Assessments: LE confirmed that Risk Assessments for village activities have been received from the BVS, the risk assessment for last years Bonfire night had been completed and Tony Salter of the BVS is trying to obtain a copy for the Parish Council files. LE to contact the BVS to ensure all future risk assessments are sent to the Parish Council. Item Closed.
NALC Financial Regulations: LE confirmed that the regulations are up to date and being adhered to. Item Closed.
LE to compile a diary of reviews required.
8. Open Forum
Mrs Rendel thanked the Council for organising the Open Day and giving villagers a chance to view the cemetery development plans. She explained her close relationship with the initial development and highlighted a number of problems associated with a lack of proper maintenance. Mrs Rendel stressed the need for greater privacy, shelter and intimacy and asked a number of questions relating to funding and communications.
Responding, MB thanked Mrs Rendel for her observations and confirmed that the Council is seeking to address the question of maintenance as part of the development project. MB to write to Mrs Rendel formally expressing thanks and to cover her points in more detail.
Further issues regarding the cemetery development plan are covered under section 12.
9. Planning & Housing:
Sale of land and development of London Road tennis courts (12/07/05): The Open day was very successful with 56 villagers attending; all views were collated and circulated to all councillors prior to this meeting. There was no runaway favourite in the design however the more distinctive plans received a more positive response. Several people had asked about approaching BT relating to the neighbouring exchange: RF confirmed that the Council had already done this and established that the owners (a property management company) are not interested in discussions. It was confirmed that the land is in a conservation area. It was agreed that, regardless of the commercial development route to be chosen, the next step was to obtain detailed planning permission. The subcommittee will review plans with the architects in relation to the points raised at the Open Day and ask them to submit the planning application. All councillors to be notified when the application has been sent. Proposed BG, seconded RF; all voted in favour.
Planning committee report: Listed building consent application for internal rooms at Cottrells had been received.
Mavalden (demolition and erection of a 4 bed house) had been agreed.
The Pleasance (erection of 3 dwellings with access and parking) has been agreed with a large number of conditions, in particular boundaries and landscaping, and the removal of rights to carry out work without further planning permissions.
Affordable Housing (02/02/06): RF to speak to the landowner. This item to be renamed on future agenda’s as “exception site”.
10. Finance & Administration
Approval of all payments was proposed by RF, seconded by BG.
MB advised that since the agenda was posted 3 additional items for payment have been submitted, as there is no meeting until September these would be paid under financial regulation powers and incorporated on the September agenda.
End of Year accounts and audit: Audit details were circulated to all councillors prior to this meeting. LE to submit audit to external auditors 22nd July. Item Closed.
Grass verge maintenance grant: LE has received confirmation from OCC of the maintenance grant due for the 2006 cutting season. This is due September/October to be split between WGRA and WIWRA once received. LE to invoice OCC. Item Closed
Re-election of trustee to the Malthus Trust: Mrs Gardner’s tern of office has come to end. RF proposed that Mrs Gardner is re-elected for a further term of three years, seconded RB. All in favour. LE to advise Mrs Gardner and the Malthus Trust. Item Closed.
11. Correspondence
Item requesting a reply:
Registering Parish Council Land (12/04/06): RF is obtaining further documentation and will advise at the next meeting.
Oxfordshire Minerals & Waste Response form: GT to review and respond if necessary. Any response to be emailed to all councillors. Item Closed.
Application for memorial at London Road: LE circulated previous minutes regarding this application dating from 1998 to 2001, there were several concerns over the use of materials as natural thatch would soon disintegrate, and concerns over the aesthetic design. MB to discuss further with the BVS by telephone.
Items for Information:
Scrutiny Annual Report 2005/2006: Available from LE. Item Closed.
Local Transport Plan Information Strategy: Available form LE. Item Closed.
12. Cemetery Development Plan
New Development Plan (16/04/06 ): Feedback received from the Open day was collated and circulated to all councillors prior to the meeting. This was was generally very positive, though it is apparent that the Council will need to address maintenance as a main concern and as such will need to develop a plan soon as it is imperative that trees, shrubs and borders are properly maintained. Funds for the maintenance and development will now need to be estimated. It was suggested that a review of burial fees will be required as well as a village fundraising initiative.
13. Parish Plan:
Blewbury Surgery (02/09/05): No updates to report.
Litter Bin (27/06/06): As part of the Parish Plan it was agreed to look at another site for placing a litter bin. all councillors to assess various sites.
14. Recreation Ground
Appointment of Auditor: RF advised that auditors need to be appointed for the recreation ground accounts. One Parish Councillor and one member of the public. AC volunteered to act as auditor for the Council; RF to approach members of the public .Item Closed.
The time approaching 9.30 MB asked if any urgent discussions were required from the remaining agenda items. It was agreed these would be carried forward to September. With the exception of AOB where discussion was required.
15. Allotments: Nothing to report.
16 Footways, Footpaths and rights of way:
Village upkeep review (02/09/05): Carried forward to September.
Coffin Way cycle track (01/02/06): Carried forward to September.
Footpath Barriers (23/03/06): Carried forward to September.
Bridus Way bridle path (27/03/06): Carried forward to September.
Dead branches overhanging Bohams Road (28/03/06): Contractors to arrange for dead wood to be removed. Carried forward to September.
Path on the east side of the Church (05/04/06): Carried forward to September.
Tree work to be carried out by OCC. (08/06/06) Carried forward to September.
17. Roads, Road Safety and public transport
18. Village Hall Management Committee
19. Environment
20. District Councillors Report
22. Any Other Business
CD advised that the 30mph speed limit sign has disappeared from the top of Westbrook Street. LE to advise OCC highways and request a replacement.
RF to draft a public notice for the Bulletin on behalf of the Council in memory of the late Denis Lay.
It has been suggested that a seat by the bus stop outside the Load of Mischief would benefit people waiting for buses. To be discussed at a later date, possibly in conjunction with a memorial to Denis Lay, however since other village societies may be proposing other memorials, this would need to be looked at in more depth.
A request has been received to use the Tickers Folly Field for car parking for a wedding. MB advised a policy had been drawn up in relation to use of the field in respect of Risk Management and H & S responsibilities. LE to forward policy to RF. As long as this complies with the policy there were no objections. RF to check and advise outcome to resident.
23. Details of the next meeting
Next meeting to be held on 13th September at 7.30 in the Vale Room.
Meeting closed at 9.52pm.
No meeting in August.