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BLEWBURY PARISH COUNCIL
Minutes
Of the monthly meeting of Blewbury Parish Council
held on Wednesday 8th November in the Vale Room.
Councillors present: Mr M Brassell (Chair), Mr A Cooper, Mrs E Austin, Mr C Whatmore, Mr W Gore, Mr R Farrell (who joined the meeting at 7.40pm)
Also present: Mrs L Ewers (Parish Clerk), and Mrs S Loy
Matters resolved:
· The Council resolved to renew the grass cutting and weed spraying contract with the White Horse Horticulture.
· All due payments were approved.
· To donate £250.00 to the Blewbury Players for the new storage facility.
· The cost of replacing the seat at the children’s play area to be paid from KAP reserves.
Actions arising from the meeting:
· CW to collate information from the petitions, draft covering letter and forward to LE.
· LE to send petitions and covering letter to OCC.
· WG to move temporary speed signs to London Road.
· MB to re-circulate the amended letter to the Vale concerning Ladycroft Park.
· CW to speak to Lee Turner concerning ownership of trees in the village and the Triangle.
· MB to revise the wording of the TFF policy and re-circulate to all councillors.
· WG to check that parking for NGS on 17th June does not clash with other events and confirm to LE.
· LE to advise Phil Rogers if parking is approved following confirmation from WG.
· LE to advise contractors of grass cutting arrangements for 2007.
· WG to confirm the village festival dates.
· LE to update the Annual Diary of Events.
· EA to arrange for a quote for removal of graffiti and re-spraying of the Skate Ramp.
· MB to write to the Blewbury Players confirming the support of the Council and advising the amount of the donation to be made.
· CW to speak to Anna Kennedy concerning the situation concerning the exception site.
· CW to place another note in the bulletin regarding next year’s elections.
· LE to confirm the reappointments and new appointments to the United Charities of Blewbury.
· MB to speak to Anthony Stiff regarding the additional work undertaken in conjunction with Warner Land Surveys.
· MB to re-circulate the cemetery update for the bulletin to all councillors for comments before 15th November.
· ALL Councillors to advise MB of any amendments to the cemetery update prior to 15th November for inclusion in the Bulletin.
· LE to obtain details of cemetery fees from surrounding villages.
· LE to chase funeral directors regarding the state of the Broomfield grave.
· RF to speak to Upton Parish Council concerning Coffin Way cycle track.
· CW to trim back branches at the Pound that are reducing pedestrian visibility.
Actions carried forward from prior meetings:
· RB to draft a letter on Coffin Way cycle track for the clerk to send.
· LE to arrange the annual inspection of the play area.
· RF to compile a list of dates for actions in the run up to next years elections
· CW to speak to the VHMC regarding overgrown vegetation on the pathway to the Village Hall
Prior to the meeting opening MB requested that the order of the meeting be changed and open forum to be heard prior to the Ladycroft Park item as RF would be arriving late and had attended a meeting regarding Ladycroft park and would have an update to report and Mrs Loy had an item for discussion under open forum. All agreed.
1. Apologies for absence: Received from Mrs C Duckett, Mr G Tuff and Mr R Bird and Mr R Farrell (who would be delayed due to a Vale meeting.)
2. Declarations of interest: EA declared a non-prejudicial interest in Ladycroft Park.
3. Minutes of the last meeting: Held on Wednesday 11th October were accepted and signed as a true record.
4. Police Liaison: No officer present.
5. County Councillors report: No County Councillor present.
6. Matters arising:
Speeding of vehicles through the village (04/09/06): Lots of petition forms have been received, WG reported that the garage would like some more blank forms and will co-ordinate with CW. Deadline for forms is 12 November, CW volunteered to collate the information and will forward to the clerk to send to OCC. Existing temporary signs to be moved to London Road by WG.
RF JOINED THE MEETING
Ladycroft Park (12/04/06): This item was discussed after open forum.
Red Lion Sign (13/09/06): CW attended a meeting with the Red Lion owner, Marianne Suhr and Lee Turner from OCC. To get the sign removed, the homeowners were prepared to erect a traditional pub sign on their land; this would however need planning permission, and it was noted that the planning department may not look favourably on a traditional pub sign in a conservation area. Lee Turner has confirmed that he will look at reducing the number of poles to one, which can also be painted black, he will arrange for the height to be reduced and for the sign to be moved nearer to the highway, there is a slight chance that the sign could be reduced in size however this would be minimal. Once OCC have made these amendments to the sign if still not agreeable it would need to addressed via the planning application for a traditional sign by the homeowner. Following a discussion at the meeting about Highway responsibilities Lee Turner advised CW that he will supply details of which trees in the village are Highway owned. Item Closed.
Policy for use of Tickers Folly Field (13/09/06): The Policy was amended by MB and circulated prior to the meeting where councillors have requested some adjustments. MB to revise the wording to incorporate the required amendments and re-circulate. RF confirmed that the temporary steps will be removed shortly.
National Garden Scheme 2007 Permission to use TFF (05/10/06): Following a letter from the village society and a conversation with Jane Gibson it was believed that use of TFF on the 17th June will not cause any conflict with existing festival arrangements. WG thinks there may be an issue and will double check and advise LE.LE to advise outcome to Phil Rogers.
7. Risk Management:
Inspection of Play Area: LE in the process of arranging with Tony Loy.
Invite quotes for grass cutting next year: LE requested quotes from three companies, one declined to quote, from the other two quotes received it was agreed by all to continue with the existing supplier (White Horse Horticulture). Item Closed
Village Hall insurance due for renewal: LE has received a copy of the Village Hall insurance document. MB passed LE copies of insurance documentation relating to fireworks and bonfire from the BVS. Item Closed
Diary of Annual Events due for review in November: Annual diary of events reviewed, WG to advise LE of the exact dates for the Village festival in 2007. LE to update. It was noted that the Skate Board ramp would need to be re-sprayed for the Village Festival. EA volunteered to get a quote.
8. Open Forum
Mrs S Loy addressed the Council on behalf of the Blewbury Players. With new owners at Orchard Dene, Blewbury Players will no longer be able to use the barn for storage of props, lighting, and staging and do require a new facility. The new owners will allow the facility to be erected elsewhere on their land. Blewbury Players do have a small amount of funding but will require approximately £30,000; they are actively seeking funding and would like the support of the Parish Council in order to pursue grant applications. The funding would also be used to replace the staging used in the village hall which was originally paid for by the Blewbury Players back in 1978. Blewbury Players will arrange covenants for the use of the owners’ land. It was agreed by all that the Blewbury Players make an invaluable contribution to the Village. The Council agreed unanimously to fully the project and all were in favour of making a donation. It was resolved to make an exception to the normal small grants amount. The Council resolved that, in pursuance of the powers conferred by s.137 of the Local Government act and in the opinion that the expenditure satisfies the requirements; the Council approves expenditure in the sum of £250.00 in respect of this donation, subject to confirmation from the Clerk that adequate funds are available within the small grants fund. MB will write to the Blewbury Players confirming the Council’s full support and advising the amount of the donation it is able to make.
MATTERS ARISING - CONTINUED
Ladycroft Park (12/04/06):
A meeting was held on 7th November between Vale officers and the residents association and residents association lawyers This covered various aspects of ongoing negotiations regarding Ladycroft Park. There was a review of the enforcement activity of the Vale where various site licence conditions were discussed, the Vale have not yet finalised any action. Discussions were held on the drainage layout. EA advised that the site owner had been out to the site following complaints from residents of damage to property by contractors working on the drainage. Another meeting with the contractors, residents association and site owner has been scheduled for Monday 13th November. RF reported that the electrical certificate had now been received, it was noted by EA that the sub-station has not yet been weatherproofed. The electrical certificate has been forwarded to the HSE. The letter drawn up by MB will be rephrased and re-circulated, it was agreed that this would need to emphasise the effect on the village as whole.
9. Planning & Housing:
Sale of land and development of London Road tennis courts (12/07/05): The architects have now received the cheque for the planning application and we are now awaiting the final design statement from the architects which should be received within the next week. The drawings have been redone to include environmental issues. MB apologised for the delay in and it is envisaged that that planning applications will be submitted well before the next Parish Council meeting.
Planning committee report: Nothing to report.
Exception Site (02/02/06): No further updates have been received from the planning department, CW to speak to Anna Kennedy to establish the current situation.
10. Finance & Administration
The planning fees for the Tennis Court site were confirmed at £265.00, this cheque was raised on approval from the previous meeting.
All payments were approved, proposed by AC and seconded by WG. Payment for the replacement seat at the children’s play area to be made from KAP reserves.
Preparation for next year’s election: RF confirmed that following the Government’s white paper it is likely that elections will take place in May next year. A note was placed in the bulletin however no response has been received from villagers. CW to place another item in the bulletin concerning next year’s elections.
11. Correspondence
Item requesting a reply:
Re-appointment of trustees for the United Charities of Blewbury: It was unanimously agreed to reappoint Mrs D Elliott, Mrs A Long, and Mr J Snook and appoint Mr M Cheales as trustee and Mr N Thomson as life member and new Chairman, all having confirmed their willingness to stand. LE to advise the United Charities of Blewbury. Item Closed
Items for Information:
Statement of community involvement: Noted. Item Closed
MB also confirmed that the chair of the Vale has written advising that a reception is planned for 17th February and would like nominations from Councillors of any local people that have made a significant difference to the local community. Councillors who would like to make nominations should contact the clerk.
12. Cemetery Development Plan
Warner Land Surveys (15/08/06): Following the meeting with Warner Land Surveys and Anthony Stiff, Warner Land Surveys have advised that in order to survey and mark the whole of the first area the amount of pegs will be increase to 150, from 50. The original quote for 50 pegs would have cost £545.00 plus VAT possibly rising to £790.00 plus VAT if two visits were required. Warner Land Surveys have confirmed that they will increase the pegs and survey the area for £790.00. It was agreed by all that it would be more cost effective to plot this area in one go and permission can be given to Warner Land Surveys to commence work. LE to advise Warner Land Surveys. It was apparent from the visit that more work was required by Anthony Stiff Associates to ensure the plots were consistent with the survey work required to be carried out and in line with cemetery grave size regulations. Anthony Stiff Associates have completed the work and written to the council requesting payment if agreed by the Council. It was noted that current budgets do not allow for this expenditure and that In future works should be approved in advance. MB to discuss arrangements for deferring payment with Anthony Stiff. AC advised that he was aware of a cemetery that had installed concrete trenches below ground level in order to keep the rows of headstones straight and upright. Item Closed
Following the last meeting MB has written an update for the bulletin, this needs to be reviewed prior to Wednesday 15th November for inclusion in the Bulletin. MB to re-circulate and all councillors to review and advise MB of changes prior to 15th November.
Cemetery Fees (13/09/06): MB has reviewed the cemetery fees and discussed the proposed increases; it was felt that further investigation on local charging structures would help prior to agreeing the final increase. LE to obtain details of fees charged by surrounding villages.
EA has tidied the grave of Mr & Mrs Broomfield, however the site needs attention. LE to chase the funeral directors to see if the gravediggers and address the issue.
13. Parish Plan:
Blewbury Surgery (02/09/05): No updates to report.
14. Recreation Ground: There have been no meetings and are therefore no updates to report.
15. Allotments: Nothing to report.
16 Footways, Footpaths and rights of way:
Village upkeep review (02/09/05): Nothing to report.
Coffin Way cycle track (01/02/06): RF will attend the Upton Parish Council meeting to establish where they are with this.
Trimming of branches on the Pound (30/10/06): Permission has been received from VWHDC to trim branches obscuring the visibility of pedestrians at the Pound. The work can be carried out any time from 6th November to 24th September 2008. CW volunteered to trim back these branches. 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: AC noted that at the award ceremony for Calor Oxfordshire villages of the year competition where Blewbury won the environment category, other parishes were interested to learn how Blewbury had gained the award.
20. District Councillors Report: RF has recently attended a North Wessex Downs AONB where it was mentioned by Southern Electricity that they have awarded money to Avebury for burying over ground cables. All the money has not been spent and they are interested in projects involving low voltage supply. It was noted that both East Hendred and Blewbury approached the Vale for burying of cables. It was advised by the Chief Executive that Blewbury would be a candidate for this work and he will investigate to see if this is a viable option.
Exhibitions are currently being held regarding the additional 3000 houses in Didcot. RF discussed the various potential sites around Didcot and why they were not deemed suitable, mainly due to flood plains or noise. There is a study being conducted presently to evaluate how serious these flood and noise issues are. The Vale will be stating its preference in January and a final decision is due February.
22. Any Other Business: LE advised that following a letter to Murphy contractors regarding damage to signs and speeding through the village, Murphy have responded requesting dates, times and registration numbers/fleet numbers of vehicles. We are unable to pursue these complaints without actual instances being reported. It was noted that the damaged signs have been replaced.
The Vale has advised that any parish drawing up a parish plan can apply for a grant. Although not applicable to Blewbury it was noted that they have used Blewbury Parish Plan as an example.
MB confirmed any items outstanding from the previous minutes and items that can be removed from the agenda.
RF has been approached by resident concerning the state of the Triangle where vehicles have churned up the soil. CW to speak to Lee Turner at OCC Highways to check who is responsible for this land.
23. Details of the next meeting
Next meeting to be held on 13th December at 7.00 in the Vale Room. The first half an hour being an open meeting to discuss Ladycroft.
Meeting closed at 9.41 pm.