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BLEWBURY PARISH COUNCIL
Minutes
Of the monthly meeting of Blewbury Parish Council
held on Wednesday 13th September in the Vale Room.
Councillors present: Mr A Cooper (Chair) Mrs E Austin, Mr C Whatmore, Mrs C Duckett, Mr R Farrell, Mr W Gore, Mr G Tuff.
Also present: Mrs L Ewers (Parish Clerk), Mr C Lamont (County Councillor), Sue Gunanardena (BVS) and two members of the public.
Matters resolved:
· Register of important council documents is up to date.
· All due payments were approved.
· The audit was approved and accepted by council.
· Letter of thanks to be sent to Internal Auditor.
· The Council to encourage new candidates for the elections next year.
· Notification of any tree work to be passed to the environment group.
Actions arising from the meeting:
· AC to write to Pat Snook, Matt Wood & the BVS thanking them for their involvement in Blewbury winning the large village of the year.
· CW to provide a note to the bulletin confirming support for the petition regarding Vehicle Activated Signs.
· EA to attend the next NAG meeting.
· LE to establish who owns the London Road area that is also being eroded by parked traffic.
· CW to update tree register when current ongoing work complete.
· MB to write to OCC Highways regarding the Red Lion sign.
· CW to advise the owner of Cottrill’s of contact details for the OCC Highways.
· LE to review the accounts of the Malthus Trust.
· AC/MB to write regarding decorated grave plot at the cemetery.
· AC to write letter of thanks to the Internal Auditor.
· LE to display the Notice of Conclusion of audit.
· RF to compile a list of dates for actions in the run up to next years elections.
· LE to pass definitive Rights of Way map to CD for circulation.
· LE to provide the BVS & WI with grant and free courses details.
· LE to arrange for Warner Land Surveys to commence marking out grave plots in the cemetery.
· LE to obtain permission to remove lower branches from tree obscuring traffic along London Road.
· CD/MB to review the policy relating to use of Tickers Folly Field.
· RF to arrange for temporary steps at Tickers Folly Field to be removed.
· RF to advise permission for seat at the Chalk Pits is granted to the family concerned.
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.
· MB to contact the BVS re the memorial application at London Road.
Prior the meeting opening AC discussed the news that Blewbury had won the best large village of the year for the Vale area and suggested that a formal letter of thanks be sent to Pat Snook, Matt Wood and the BVS for their hard work and support, everyone was in favour. AC to send letter.
1. Apologies for absence: Received from Mr M Brassell and Mr R Bird, also from Mrs E Austin who needed to leave the meeting at 9.00pm.
2. Declarations of interest: EA declared a non-prejudicial interest in Ladycroft Park.
3. Minutes of the last meeting: Held on Wednesday 12th July were accepted and signed as a true record.
4. Police Liaison: No officer present. RF advised that he has now attended two of the Neighbourhood Action Groups (NAG's) and advised that the meetings were attended by the police, the Vale crime officer and Vale housing association representatives as well as parish representatives. The group deal with low level problems that tend to annoy villagers such as groups of youths hanging around disturbing residents, this way of policing the situation seems to be productive, RF also stated that sound problems are only dealt with by the police if 3 or more households are affected as this can then be dealt with under the Public Order Act, whereas if only 1 household is affected it is dealt with by environment officers. RF is happy to continue going to meeting but thought is would be beneficial for others to attend. EA volunteered to go along. Item Closed
5. County Councillors report: August is a quiet month in local government so not much to report. There was a full council meeting yesterday where the two main points were residents parking in Oxford and Thrupp Lake. Didcot power station intends to fill Thrupp Lake with ash. CL explained that it is not a natural lake and if the power station did not fill it the ash would be required to be taken away in a fleet of lorries. Thames Water has today made a presentation on the reservoir proposed for Steventon, they have decided that this is the best place and definitely intend to site it there. Public consultation starts tomorrow. Waste disposal companies have been asked to tender for the disposal of waste over the next 20 years in order to decrease landfill.
6. Matters arising:
Speeding of vehicles through the village (04/09/06): OCC have provided temporary speed signs for erection on street furniture, these are on loan for 3 months. CW advised that he has received two complaints from the public regarding speeding traffic; he also explained the reasons why we were turned down for flashing Vehicle Activated Signs (VAS). Villagers are arranging a petition for VAS’s the Council agreed that it would like encourage all efforts to reduce speeding in the village and CW will place a note in the bulletin confirming Council support for this petition.
Grass repair at the Pound (10/05/06) The clerk advised that the OCC highway department are not willing to raise the kerb at the pound as it had not dropped and had always been as it is now, the cost involved to OCC would outweigh the benefits. CD advised that a similar situation is happening on the London Road side of the Pound. LE to establish who owns this area.
Ladycroft Park (12/04/06): EA advised that are now 26 residents and 26 renters on the site. There has been a recent car accident where a car drove into a wall; this car was removed by the police as it was stolen. The unit destroyed by fire is being treated as arson. The site owner has not been seen on site however work has commenced on the drains. The VWHDC have declined to inspect this work as building regulations do not apply in this circumstance however the site licence implies that the council should be satisfied which suggests that the VWHDC may have an obligation to inspect, RF is speaking to the VWHDC with regard to this. RF also reported that footpaths would be required if the owner introduced a one way system on site. RF is in regular contact with the VWHDC on numerous issues regarding the site, the height of the fence is still being looked into, A response has been received from the environment department explaining that some encroachment issues cannot be proven beyond reasonable doubt, and in some areas they feel there has been no encroachment.
7. Risk Management:
Register of large trees: The register is still being updated to incorporate trees felled by the OCC; work has been approved and is due to be carried out shortly on the Bohams Road tree. CW will update when work complete.
Register of important Council Documents: LE has now completed the register of documents. The register will be updated as required and reviewed annually. Item Closed
8. Open Forum
One of the owners of Cottrill’s has expressed concerns on the Red Lion sign that has appeared on the verge outside Cottrill’s, and would like it moved where it would be less obtrusive. There have been numerous other complaints from villagers concerning this sign, and while no one objects to the Red Lion having a sign, the size and supporting posts are not in keeping with the area, it is also partially blocked as you approach from the recreation ground side of the village and cannot be seen until you are actually at the turning. CW explained that although the council suggested alternatives to the OCC Highway department these were turned down, the OCC do not have to gain permission to erect the sign and it was placed under statutory powers. It was agreed that re-siting may be a more viable option rather than a different sign. AC to liaise with MB with a view to requesting a meeting with OCC Highways to discuss alternatives. The Red Lion will be notified of the Council’s intentions. It was suggested that the homeowner also take this issue up with the OCC Highways department. CW to provide contact details to the homeowner.
A complaint was received with regard to the decoration of a grave plot at the cemetery; the chairman has also received a complaint regarding this plot. AC to liaise with MB and draft a letter to the person responsible. It was noted that all grave plots must adhere to the cemetery regulations and while it is obvious that this has been lovingly erected with the utmost care and attention the council does have a responsibility to apply the regulation fairly.
It was asked if any funds from the sale of the Tennis Courts would be donated to the Malthus Trust. It was advised that no decisions have been made regarding spending, however two projects were nominated and unless an exceptional case no further projects were being considered. It was noted that regulations state that funds from the sale can only be spent on capital projects and cannot be used for donations. The Malthus Trust does have its own assets and it is believed that a lot of this income goes to the school. Although the Council is unable to use funds from the Tennis Court sale to donate to the trust this does not stop the council making a separate donation if applicable. LE to review current Malthus Trust funds and report at the next meeting.
9. Planning & Housing:
Sale of land and development of London Road tennis courts (12/07/05): Various amendments have been made and the architects are currently in the process of providing a set of drawings. The architects will be asked to check that the planners and conservation officers are happy with the proposals before the plans are submitted. The area is in a conservation are and access will be from the front.
Planning committee report: Great Tree Orchard (application for demolition of existing building and a new rebuild) the Council responded with no objections however have queried the need to remove the Yew tree, the proportions of the dormer window and the adequate provision of access to the site for construction vehicles.
4 Berry Lane – The Council had no objections to the planning application but are aware that a nearby resident has submitted an objection.
Exception Site (02/02/06): RF has spoken to the landowner who is not interested in selling land; the affordable housing officer has been advised. CW advised that Suzanne Willers has now left the council.
10. Finance & Administration
Approval of all payments was proposed by CD, seconded by RF.
End of Year accounts and audit: Audit is now complete and was approved and accepted by Council. AC to send a formal letter of thanks to the internal auditor. The notification of conclusion of audit is to be displayed in accordance with audit regulations, the requisite information to be made available by appointment with the clerk. Item Closed
Preparation for next year’s election: CW suggested that next years elections be highlighted, it was discussed that new candidates need to be encouraged and anyone interested would be encouraged to have an informal chat with current councillors. It is believed that many obstacles that may be holding people back could be overcome. Perhaps a babysitting allowance in order for people to be able to attend meetings. Notices will be placed in the bulletin in the coming months to encourage prospective candidates to come forward. RF to advise dates for actions required for the election campaign.
11. Correspondence
Item requesting a reply:
Registering Parish Council Land (12/04/06): RF has investigated this and discussed the process; it was decided not to proceed. Item Closed
Application for memorial at London Road: MB to discuss further with the BVS by telephone.
District Community Forum invitation (30/08/06): N/A Item Closed.
VWHDC Chairs Charity Dinner (04/09/06): Tickets are available for councillors to purchase, any councillor wishing to attend to contact LE by 1st October. Item Closed.
Items for Information:
Correspondence re speeding traffic (04/09/06): Already covered in matters arising. Item Closed.
OCC Local Transport Plan (04/09/06) Details now available to download from the OCC website. Item Closed.
Map & Statement of Public Rights of Way (04/09/06): Held by LE to be passed to CD for circulation. Item Closed.
VWHDC Community Grant Scheme (04/09/06) Details to be passed to WI & BVS Item Closed.
Free courses for community groups (04/09/06): Details to be passed to WI & BVS Item Closed.
12. Cemetery Development Plan
Reserves (15/08/06): LE confirmed that original reserves set aside for the development plan have now mainly been used. The marking of grave spaces is an urgent requirement and needs to be actioned as soon as possible. RF proposed that although spending will exceed original budget this needs to go ahead, seconded by CD, all in favour. LE to approach Warner Land surveys to commence work. Current cemetery fees to be looked at, this will be added to the next agenda for consideration. It was proposed that the council ring fence the £250 funds received from winning the large village of the year and the £250 received as an incentive for filing the tax return on-line with a view to using these for the cemetery development. CD advised that she has a contact name and telephone number for the local SANDS representative and will investigate further when the cemetery schedule is further realised. Anthony Stiff Associates have provided an initial phased costing for the work required which was circulated at the meeting. This will be discussed at the next meeting however fundraising will be required for work to commence.
Warner Land Surveys (15/08/06): As above LE to arrange for work to commence.
13. Parish Plan:
Blewbury Surgery (02/09/05): No updates to report.
Litter Bin (27/06/06): A couple of sites have been put forward, the first being Robinson Close although it was noted that there is already a litter bin in close proximity. One villager has requested the need for a dog bin in Bridus Mead as dog fouling is an issue in this area. A final decision will be made in February, councillors still to assess various sites. To be carried forward to the February meeting. Item Closed
14. Recreation Ground: RF reported that informal discussions took place with regard to the possible re-sighting of the pavilion, proposed site would be along the churn side of the recreation ground.
15. Allotments: There have been a spate of minor thefts from allotments, Mike Edmunds advised that at the present time there is a waiting list of 5 for new allotments; most members continue to maintain tidy plots which has been quite a challenge during the dry spell. Some plots although paid for remain uncultivated and the BVGA are currently clarifying the owner’s intentions..
16 Footways, Footpaths and rights of way:
Village upkeep review (02/09/05): The edge of FP24 needs attention. It was noted that visibility along London Road is obscured by low hanging branches, these can be easily removed, and LE to arrange for permission to carry out work as it is in a conservation area. Councillors to be aware of any areas where vegetation is obstructing footpaths and speak to homeowners if deemed necessary.
Coffin Way cycle track (01/02/06): No updates to report
Footpath Barriers (23/03/06): No updates to report
Bridus Way bridle path (27/03/06): No updates to report
Dead branches overhanging Bohams Road (28/03/06): Contractors have been asked to remove dead wood. Item Closed.
Path on the east side of the Church (05/04/06): No updates to report
Tree work to be carried out by OCC. (08/06/06) GT requested that any tree work notified to the council is reported to the environment group. Item Closed.
Steps constructed to access Tickers Folly Field (04/09/06): It was noted that steps have been erected to access TFF, RF to ask person responsible to remove them. CD and MB to review the policy regarding use of TFF and reword, with a view to charging for non village related use. Any proceeds to go towards the cemetery development plan. The revised policy will be added to matters arising on the next agenda. Item Closed.
17. Roads, Road Safety and public transport: Covered in matters arising, nothing further to report.
18. Village Hall Management Committee: Nothing to report.
19. Environment
Community Inspired Regeneration Award (22/08/06): This award is for urban regeneration, and therefore not applicable. Item Closed.
20. District Councillors Report: Ladycroft is taking much of RF time at the moment as he pursues ongoing issues. The Didcot Great Western development plan got approval for outline permission from the VWHDC & SODC but there must be a solid plan for schools, roads etc. A detailed application will be submitted in due course.
The initial consultation for the reservoir will go on for 8 weeks, the application is due to be submitted mid 2008. By 2020 this area will have water issues. The reservoir will take 8 years to build and 2 years to fill. A compulsory works order will bypass the normal planning route.
22. Any Other Business
A request has been received for a memorial seat to be placed at the chalk pits, there were no objections however the council would like this to be in keeping with the one already there. RF to advise the family involved.
AC reported that the Blewbury sign on the entrance to village at Bessels Way has disappeared; LE has contacted OCC highways who have scheduled it to be replaced.
CD advised her apologies as she will be unable to attend the next two meetings.
23. Details of the next meeting
Next meeting to be held on 11th October at 7.30 in the Vale Room.
Meeting closed at 9.32pm.