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BLEWBURY PARISH COUNCIL
Minutes
Of the monthly meeting of Blewbury Parish Council
held on Wednesday 13th December 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 , Mrs C Duckett, Mr G Tuff and Mr R Bird.
Also present: Mrs L Ewers (Parish Clerk), Mr C Lamont (County Councillor) Two Police Community Support Officers, Mr B Gibson (BVS representative) Mrs S Austin (Ladycroft Residents Association) and two members of the public.
Matters resolved:
· Tennis court site land to be sold with detailed planning through a tender process.
· All due payments were approved.
· To donate £50.00 to Blewbury W I for sound system to benefit all residents.
Actions arising from the meeting:
· MB to draft a response to Paul Staines re Ladycroft Park.
· LE to confirm Parish Council interest in the new VAS’s to Steve Wood at OCC
· LE to send approval to NGS for use of TFF for parking.
· LE to write to Ashbrook House concerning parking at Westbrook St during NGS
· LE to arrange for sign at Skate Park to be cleaned or new sign erected.
· MB to ensure the architects obtain comments received from planning application ASAP after 21 days.
· LE/CD to obtain a copy of the code of practice for single stage selective tendering.
· LE to seek guidance/documentation from NALC re the tendering process for sale of tennis court site.
· CW to examine plans for houses by the garage and check that porch overhangs comply with them.
· CW to pass on details of the landowner of the second exception site.
· LE to request cost of Locksmith from RGMC.
· LE to write to two charities advising we are unable to help as already donate to more local branches.
· LE to write to WI confirming grant on the basis it is available for use by the whole village and used as seed funding to help them secure further monies.
· LE to request anticipated costs for next years elections from VWHDC – if possible, prior to finance meeting.
· LE to confirm 2 spaces at the Thames Water reservoir private meeting due in March
· CW to include mobile library update in the bulletin.
· CW to provide LE with a copy of the letter concerning trees on the cleeve.
· LE to write to Mrs Smith with current situation regarding trees at The Cleeve.
· MB to circulate cemetery fees for other parishes with new proposed fees prior to the next meeting.
· LE to write requesting removal of steps at TFF.
Actions carried forward from prior meetings:
· RB to draft a letter on Coffin Way cycle track for the clerk to send.
· RF to compile a list of dates for actions in the run up to next years elections.
· LE to chase funeral directors regarding the state of the Broomfield grave.
· CW to trim back branches at the Pound that are reducing pedestrian visibility.
· CW to speak to Lee Turner concerning ownership of trees in the village and the Triangle.
7.00 – 7.30 Open Meeting to discuss the latest situation on Ladycroft Park – The Residents Association updated the meeting on current issues, the main one being the installation of new drainage. Solicitors have now become involved on the Resident’s Association side to seek to resolve the dispute over the new system’s fitness for purpose: no proper specification has been provided for the works, which appear to be incorrectly designed and badly installed, with no facility to link up to existing pitches. The situation has been complicated by indications that a Vale Building Inspector has confirmed that the approach was satisfactory; at present it is unclear whether the Vale has any jurisdiction over this aspect of Ladycroft Park. The deadline for completion of the drainage works is the end of December, however if this matter were to be referred back to the courts RF believes it is likely that they will extend the deadline. There are still problems with the existing sewage system, which have been investigated by an engineer from the water authority
While there is less noise disturbance currently on site, police are present at Ladycroft Park on an almost daily basis. The two PCSO’s present at the meeting confirmed that Ladycroft Park is a priority for them at present; they regularly patrol the site to provide general reassurances and gather intelligence and have had a positive response from residents.
MB discussed the latest response received from the Vale where they have confirmed that they will look at the possibility of a Compulsory Purchase Order and this report will be due in January at the Vale. RF advised that he had spoken to the head of Building Control at the Vale and that they are quite clear that building control does not apply to Ladycroft Park; he suggested that the Residents Association may wish to speak to the head of Building Control. He also advised that the electrical certificate was still with the HSE, and that no progress has been made with considering a policy on the standards of units brought onto the site, if this shows no sign of progressing RF will propose the policy himself. RF advised that the Residents Association still feel that a number of site licence conditions have not been picked up by the Vale, and the Residents Association should write to the Vale confirming their queries. The Residents Association advised that coach full of people from Bristol with their local councillor attended the site, they came down to look at the site and meet councillors as their site had recently been purchased by Mr Sines, both RF and Ed Vaizey were in attendance.
The Council agreed that it is key to keep up written correspondence with the Vale and MB will draft a response to Paul Staines.
It was agreed that these meetings should take place appoximately every three months, but with the current ongoing situation the next meeting will be scheduled for February.
1. Apologies for absence: CD apologised as she was unable to attend the Ladycroft meeting, and RF sent apologies as he needed to leave the meeting at 7.30 to attend a Vale meeting but would return later.
RF left the meeting
2. Declarations of interest: None.
3. Minutes of the last meeting: Held on Wednesday 8th November were accepted and signed as a true record.
4. Police Liaison: Two PCSO’s (Anna Waters and Dave Clark) explained that they were attending to cover the Ladycroft Park item and that the new area beat officer Steve Lynch would try to attend the next meeting. They confirmed the villages that they covered from their base at Milton Park and that Ladycroft Park is taking priority at present. Any non emergency issues should be reported by calling 0845 8505505. They also advised that they have been trained in the use of the mobile speed warning signs and will be using them in the village. They have had reports of underage drinking in the Play Area and confirmed that they have regularly patrolled that area and there have been no further instances. CD advised that there have been door to door salesmen around the village, the PCSO’s advised that identification should be checked and if anyone is in any doubt to call them on the above number. MB thanked the PCSO’s for attending the meeting.
5. County Councillors report: CL stated that at the beginning of November it was advised that 62 million had been allocated to Oxfordshire to improve transport, only a small part of this is due to go to work on the A34 by installing a traffic management system and most would go to the rail and bus network, however it is now apparent that this may not be a grant but permission to borrow! There are separate plans to replace the Wolvercote viaduct at a cost of 30 million, this may go to a public enquiry in summer 2007 and will commence 2008-2010. Partial reconstruction work is however planned on the A34 between West Ilsley and Harwell between Jan and March 2007 with a 1 lane contra flow system.
The Vale has a lower council tax rise due to controlling recruitment and the various reviews have saved £600,000 also the shared service centre will give considerable savings.
New speed warning signs have been introduced to help smaller Councils due to the cost of current systems. Steve Wood at OCC has more details.
Local government white paper proposing unitary councils; OCC’s calculations suggested that if the 5 district councils went for unitary status they could not return a profit within 10 years.
6. Matters arising
Speeding of vehicles through the village (04/09/06): Signs have now been moved to cover London Road; we have not been requested to return these yet by OCC. The speeding petitions have been sent to the OCC and CW will follow this up in the new year with a press release to the local paper. LE will speak to Steve Wood regarding the new style VAS’s to confirm our interest should the petition not prove successful.
Policy for use of Tickers Folly Field (13/09/06): Now completed and published in the Bulletin. Item Closed
National Garden Scheme 2007 Permission to use TFF (05/10/06): It is still unclear if the proposed re-enactment day will take place, so it was confirmed that approval should be given for NGS parking. CD noted that Ashbrook House openings cause congestion problems at Westbrook Street. LE to write to Ashbrook House offering use of the car park. Item Closed
7. Open Forum: Mr Gibson requested clarification on behalf of the BVS whether the Parish Council required copies of all Risk Assessments. It was confirmed that only Risk Assessments for activities using Parish Council land were required, namely any event using the Village Hall Car Park, the Recreation Ground or Tickers Folly Field. Mr Gibson confirmed that the Risk Assessment had been completed for the Boxing Day walk and would forward to the clerk.
8. Risk Management:
Insurance for donated mowers: LE confirmed that the donated mowers had been added to the insurance and the asset register and that a letter of thanks had been sent to Mrs White. Item Closed
Inspection of Play Area: Now completed and details sent to insurers. CD confirmed that she did originally have a replacement sign if one was required for the skate park. Item Closed
Review diary of Annual events: LE confirmed this is now updated. Item Closed.
Annual review of Risk Assessments due March: Noted. Item Closed
Budget & Precept: Due to be agreed in January, finance meeting confirmed for 7.30 on Monday 18th December in the main hall.
BVS Risk Assessments: Covered in open forum. Item Closed.
9. Planning & Housing:
Sale of land and development of London Road tennis courts (12/07/05): The planning application was submitted on 20th November, CD advised that it is key that we know what comments are made as soon as the 21 day period is up, MB confirmed that the architects are due to do this and he will ensure they are aware that this is imperative. We should have a decision mid to late January and we need to ensure that any responses are dealt with immediately to ensure no problems arise.
Tennis Court tender process: MB confirmed that regulations clearly state that we must go through a tender process to sell the land with detailed planning. It was agreed by all that this would be the way forward as the costs to be incurred by building prior to selling would be excessive and not likely to result in best value for money in the long run. There was discussion on the form of the tender and the need to ensure all negotiations were conducted on an “arm’s length” basis. In view of the need for the Council to have professional guidance, CD advised using an agent (Chartered Surveyor) to carry out the tender process, and that this selection process should itself be subject to tender. All agreed. CD/LE to obtain a copy of the code of practice for single stage selective tendering and LE to seek advice from NALC. MB confirmed that once this information has been received the tennis court sub committee will need to document a formal plan detailing how we intend to proceed.
Planning committee report: The Pleasance have submitted a new application changing the larger house to three smaller terraced houses.
CD advised that on the houses built on land next to the garage the canopies over the front door appear to be at low pitch. CW to check the plans and confirm with the Vale if these are in accordance with the plans.
Exception Site (02/02/06): The second site suggested for affordable housing is believed to be owned by Kevin Barlow. CW to pass on these details to the responsible body.
10. Finance & Administration
MB explained various payments and the Clerk confirmed that the architect fees are exactly as originally quoted. BG advised that the cost of the locksmith to replace the broken lock at the recreation ground garage had been approved to be paid by the RGMC, it was agreed that as the cheque had been raised we would pay the locksmith and request the funds from the RGMC.
All payments were approved, proposed by RB and seconded by AC, all in favour.
RF rejoined the meeting
Small Grants requests: Several requests have been received and reviewed by the Small Grants subcommittee.. As the council already contribute to local CAB and carers the request from Abingdon CAB and Oxfordshire Carers could not be accommodated; the Clerk to advise the charities concerned. The Council agreed a payment of £50.00 to Blewbury WI to enhance the sound system in the Vale Room on the basis that this would help further funding and must be available for use by the whole village. Proposed CW seconded by BG all in favour.
Preparation for next year’s election: Councillors have only been approached by 1 person showing an interest. The likely date for elections will be the first Thursday in May 2007. More detailed explanation of what is involved will be published in the Bulletin from February next year; this item will be discussed more fully at the January meeting. The costs involved are likely to increase significantly as we have been advised by VWHDC that polling stations will be open longer, forms will be watermarked and bar-coded, and there are additional costs as all postal votes will be cross checked and due to the number of changes all staff attending will need to be trained. These extra costs will need to be factored into the budget at next week’s finance meeting – the Clerk will attempt to obtain an estimate in advance of this.
Parish Cleansing Grants: LE confirmed that the application had been submitted for next years cleansing grant.
11. Correspondence
Item requesting a reply:
VWHDC reservoir meeting: Private meeting for councillors to be held on Thursday 1st March in the Guildhall, Abingdon. LE to write confirming that one member will be attending in his capacity of District Councillor and that one other councillor may attend. To be added to February agenda as a reminder. Item Closed
MB advised that a letter had been received from Mrs Smith asking when work would be carried out on large trees on the Cleeve; CW will refer to letter and pass details to the clerk. LE to write confirming current situation. Item Closed
Items for Information:
Mobile Library Review: Timings of the mobile library have changed, passed to CW for inclusion in the bulletin. Item Closed
Local Plan 2011: Passed to CW. Item Closed
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12. Cemetery Development Plan
Cemetery Fees (13/09/06): No feedback has been received following the article in the bulletin; further discussions were deferred to the January meeting after the Finance meeting next week where budgets will be discussed.
The clerk had previously obtained current fees being charged by other parishes in respect of cemetery fees. There was brief discussion on the comparative positions. A schedule of the fees will be circulated by MB for feedback and approval at the next meeting.
13. Parish Plan:
Blewbury Surgery (02/09/05): No updates to report.
14. Recreation Ground:
Management Committee Structure: MB circulated a document to all Councillors prior to the meeting regarding the future of the RGMC, which was now discussed. It is apparent that a new pavilion will mainly be funded from the sale of the tennis court site and as such the Council have an obligation to ensure the money goes to good use. MB explained that the Council needs to have oversight of the process, suggesting that (in the interests of efficiency) a committee should be formed to handle liaison with the clubs. However due to voting rules a separate advisory body constituted from club members may prove to be the most effective way to ensure proper and equal representation of all parties interested in the proposals. RF and BG both confirmed that the respective clubs are already pulling together and that at the last meeting Simon Barrett agreed to draft a document detailing proposals for a suitable body to build and manage the new facility. It was agreed that we should wait to see what emerges from this and that all Councillors would discuss more fully at the next meeting. In response to a question from RB, MB confirmed that the meeting’s focus on the recreation ground pavilion did not indicate any change of position in respect of the purchase of a green space in the centre of the village; it was still anticipated that Tennis Court funds would be divided between the two projects.
The time approaching 9.30 MB requested that the last few items should be able to be dealt with quickly and all remaining items should be discussed, all in favour.
15. Allotments: CD advised that the gate is looking worn and she will speak to the appropriate people.
16 Footways, Footpaths and rights of way:
Village upkeep review (02/09/05): Nothing to report.
Coffin Way cycle track (01/02/06): RF spoke to Upton PC they are awaiting a response from RB, RB has attempted to liaise with Upton PC and will continue to do so.
Steps constructed to access TFF: The steps are still in place despite RF contacting the person who erected them. All agreed that LE should write advising that if they are not removed by a specific date, we will remove and pass on costs for the work.
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:
Mobile phone mast on St Michaels Church: It is believed that planning would be required to erect this mast however it was noted that if not erected on the church it will need to be erected elsewhere in the village. Item Closed
20. District Councillors Report: RF advised that at its meeting tonight, the Vale considered revisions to enforcement policies and he made an objection to the policy relating to the caravans, it was noted that timescales for enforcement would depend on the severity of the breaches however when considering safety breaches these should be zero and that this needs further consideration from the Vale.
21. Parish Council Clerkship: Following the resignation received from the Clerk MB and all Councillors thanked the clerk for her work, especially in improving the administrative workings of the Council.
22. Any Other Business: RF stated that while looking at the overall responsibilities of the Recreation Ground we should also consider who in future should take on the responsibility of TFF.
LE advised that OCC had reviewed the state of the path at the war memorial and would like to investigate who erected the slabs that are currently in place. They have confirmed that this whole area is Highways owned and they will be speaking to the British Legion before any work is carried out.
23. Details of the next meeting
The finance meeting to be held Monday 18th December in the Main Hall at 7.30
Next Parish Council meeting to be held on 10th January at 7.30 in the Vale Room.
Meeting closed at 9.50 pm.