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BLEWBURY PARISH COUNCIL
Minutes
Of the monthly meeting of Blewbury Parish Council
held on Wednesday 10th January 2007 in the Vale Room.
Councillors present: Mr M Brassell (Chair), Mr A Cooper, Mrs E Austin, Mr C Whatmore, Mr R Farrell, Mrs C Duckett, Mr G Tuff and Mr R Bird.
Also present: Mrs L Ewers (Parish Clerk), and two members of the public.
Matters resolved:
· Funds to be earmarked in reserves for village upkeep to cover emergencies.
· To request a precept of £23000.00 from the Vale.
· All due payments were approved.
· To adopt a new schedule of cemetery fees.
· Recreation Ground audit now complete and in order.
· RB to take over as Parish Transport Representative.
Actions arising from the meeting:
· LE & CW to agree how to progress tree work if required at the Cleeve.
· LE to review the NALC financial regulations.
· LE to send the precept request to the Vale.
· LE to advise Vale planning officers of new houses at the garage not adhering to plans.
· LE to advise the WI that a microphone for use by all groups is already available in the hall.
· CW to draft article on how to stand for election and election dates for the bulletin.
· RF to advise CW of procedure for filling Council vacancies.
· CW to place note in the bulletin for Council vacancies.
· CW & CD to speak to interested parties regarding Council vacancies.
· LE to confirm two representatives for the OCC Chairman’s reception in February.
· MB & possibly CW to attend Chairman’s reception in February.
· LE to amend cemetery fees.
· LE to advise funeral directors of new cemetery fees
· LE to update Parish Council financial diary to include an annual review of fees in November.
· LE to investigate why regulations do not allow funerals at the weekend.
· LE to seek advice on suitable gravels required for TFF car park and internal footpaths.
· LE & MB to agree gravel requirements and arrange delivery prior to 10th March.
· CW to place a note in the bulletin for gravel laying on 10th March.
· CD to confirm to LE if temporary steps have been removed from TFF.
· LE to arrange annual rabbit cull and advise nearby interested parties.
· CW to draft letter for clerk to send to Waldon telecom re the proposed mast on the Church.
· LE to send letter to Waldon regarding the proposed mast.
· RF to provide contact details to the clerk for planning inspectorate re SEERA letter
· LE to send a copy of the original letter to SEERA to planning inspectorate.
· MB & CD to interview for clerk’s position.
· MB to draft a letter to the Vale concerning ongoing issues with Ladycroft.
Actions carried forward from prior meetings:
· RB to draft a letter on Coffin Way cycle track for the clerk to send.
· 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.
1. Apologies for absence: Mr C Lamont (County Councillor), MB noted that apologies had been received from Bill Gore who had also sadly resigned from the Council due to ill health. The correspondence relating to this was circulated amongst councillors.
2. Declarations of interest: EA declared a non prejudicial interest in Ladycroft Park and RF declared a prejudicial interest in the proposal to erect a mast on the church tower.
3. Minutes of the last meeting: Held on Wednesday 13th December were accepted and signed as a true record.
4. Police Liaison: No police officer present.
5. County Councillors report: No County Councillor present.
6. Matters arising
Speeding of vehicles through the village (04/09/06): CW advised that following contact with parties involved in the recent newspaper articles it appears that the TVSRP have denied an interest in erecting speed cameras in Blewbury. The clerk confirmed that the petition had been received by OCC and we are still waiting a response.
Tree work required – budget and priorities: CW confirmed that no urgent tree work is required to trees around the village, as there is still £250.00 in this years budget it was decided to investigate the trees at the Cleeve to see if work is required as it has been reported that some trees in this area are likely to cause damage to residential properties. LE to liaise with CW to find the original report and decide how this can be taken forward. MB suggested that in the next financial year funds are earmarked in reserves to cover any emergencies that may arise for village upkeep; this was proposed by RF, seconded by RB, all were in favour. GT reported that the environment group have concerns over the how tree work is managed in general around the village, and it was noted by RF that we do not have any control over the work of contractors, it was agreed by all that when employing contractors the Parish Council should emphasise the level of public interest in this work.
7. Open Forum: It was reported that there will be no BVS representative present at next month’s meeting.
8. Risk Management:
NALC financial regulations to be reviewed: The clerk advised that the financial regulations are due for review. LE will review and report at the next meeting.
Budget & Precept to be agreed: At the finance meeting in December AC was elected Chairman. AC reported how the precept was worked out. There are 3 main items that require additional funds next year, the sale of the tennis courts, the cemetery development and costs for the May elections. The Village Hall loan has now been repaid in full. It was agreed that current reserves will allow for KAP maintenance next year and it was agreed at the finance meeting that MB will contact the BVS to advise the current situation regarding KAP funds. Extra items were added under income for cemetery grants and donations as it is likely that funds will be received in the next financial year. All outgoings were reviewed and a 10% increase was budgeted for above inflation rises in insurance premiums. A 5% increase was allowed for the clerk’s salary. £1200.00 was included for election costs on the guidance from the Vale; it was decided to increase funds available for the lengthman in view of the excellent standards achieved this year. Projected funds at year end are £17,000.00. It was agreed to earmark in reserves £2376 for KAP upkeep, £2000.00 for cemetery development and £2000.00 for the costs involved in selling the tennis court site.
The finance committee expected income next year to be £27599.00 with a spend of £28702.00 leaving a small deficit of £1103.00 and suggested that the precept for next year be reduced from £24000.00 to £23000.00. It was noted that regulations allow for direct costs for the sale of the tennis court to be funded from the proceeds of the sale. RF asked if the precept could be reduced further and after discussion it was agreed by all that a small decrease each year would be more prudent as we are already running with a deficit and it would be unwise to allow reserves to drop below £10,000.00 as these may be needed for emergencies and it would also then be hard to increase precepts. It was resolved that a precept request of £23000.00 be sent to the Vale, proposed by RF, seconded by GT, all in favour. LE to send precept request to the Vale.
9. Planning & Housing:
Sale of land and development of London Road tennis courts (12/07/05): MB advised that there is a meeting at the Vale tomorrow where we expect planning to be approved with minor amendments. RF noted that at the Vale meeting if the Chairman is not happy with the plans it cannot be refused but will go to another planning committee.
We have received copies of letters sent to the Vale from residents of Pilgrims Way giving support for the application. MB reported that the residents had requested confirmation that the Parish Council would make good any damage to Pilgrims Way caused by construction works. There was some discussion on whether access to the site would involve the use of Pilgrims Way. All agreed on the desirability of minimising any damage should this access route prove necessary.
Tennis Court tender process: Work will need to commence as soon a decision is received, MB confirmed that a letter has been sent to Simon Barrett. It was noted that 1 or 2 councillors would need to take an active role as part of the RGMC; this will be covered further under item 14.
Planning committee report: The Council have objected to the latest request for 1 unit at The Pleasance to be converted into a terrace of 3 houses and has reiterated its original concerns. CW reported that the pitch of the door canopies on the new houses by the garage is clearly different to the approved plans. LE to advise enforcement officers at the Vale.
Exception Site (02/02/06): No further development.
10. Finance & Administration
All payments were approved, proposed by AC and seconded by CD, all in favour.
Budget & Precept: Agreed see item 8
Small Grants requests: The request for a donation by FWAG was declined. The clerk advised that the WI had confirmed that all groups will have access to the new microphone system, the WI have requested that funds are not made available until they are definite they can secure additional funding. The clerk has made them aware that these funds must be used from this year’s budget. Item Closed
Preparation for next year’s election: RF confirmed the following dates. Notice of elections is due 27th March, the final date for submission of nomination papers is 4th April, and the election date will be 3rd May. Election packs should be available mid February. The appeal for nomination papers needs to be in the March bulletin. CW will put together common reasons why people don’t feel they can stand and a second item on “how to get on board”. It will be reiterated that the Council will benefit from people from all areas of the community. CW to circulate item to all councillors. It was noted that this would be Grant Tuff’s last meeting as he is due to leave the village later this month. An extra special note of thanks was put forward by MB for the contributions made by Grant, especially his work with budgets, managing footpaths and as Parish Transport representative. All members expressed their thanks to Grant. As we have now lost two councillors and it was proposed by MB that we co-opt further representatives prior to the elections, as it would be a good way of prospective candidates getting a feel for the role before elections are due. All were in favour of this. CW & CD are aware of individuals who have previously expressed an interest. RF will check the procedure with the Vale and advise CW. CW to place an item in the bulletin.
A formal note of thanks was expressed to both Grant and Bill.
11. Correspondence
Item requesting a reply:
19/12/06 – OCC Chairman’s reception: MB to attend, CW had also volunteered to attend if possible, LE to confirm to the OCC. Item Closed
Items for Information:
19/12/06 – Oxfordshire Minerals & Waste statement of community involvement: Noted. Item Closed
20/12/06 – Local development framework, statement of community involvement: Noted. Item Closed
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12. Cemetery Development Plan
Cemetery Fees (13/09/06): New proposed fees were circulated to all councillors following the last meeting. It was resolved to adopt a new schedule of fees with the intentions that proceeds go towards the cemetery development. It was also agreed that this will be reviewed annually in November prior to budgets being agreed and this will be added to the Parish Council financial calendar. Proposed CD, seconded CW, all in favour. LE to amend current fees and notify funeral directors. It was queried why in our regulations we do not allow funeral at weekends, it was suggested that this may be due to increased leisure activity taking place around the area at the weekends. LE to check if there are any regulations preventing this and report at the next meeting.
13. Parish Plan:
Blewbury Surgery (02/09/05): Nothing to report, next VHMC meeting due 21st February.
14. Recreation Ground:
Management Committee Structure (28/11/06): The structure of the committee still needs to be agreed and we are awaiting the report from Simon Barrett. This will be discussed more fully at the next meeting. AC confirmed that the Recreation Ground audit had been completed and everything was in order. Formal confirmation was passed to the clerk.
15. Allotments: Nothing to report.
16 Footways, Footpaths and rights of way:
Village upkeep review (02/09/05): GT advised that there are still funds available for resurfacing of TFF and for gravel for footpaths. It is important that the correct sort of gravel is used in both areas and the clerk will seek advice from Anthony Stiff. The recycled chippings used previously did cause some complaints however despite initial problems these have worked well. Saturday 10th March was earmarked for laying gravel. CW to place a note in the bulletin. LE & MB to agree gravel to be used and obtain prior to 10th March.
Coffin Way cycle track (01/02/06): Upton Parish Council is arranging a meeting with landowners at Upton. RF has offered to attend on behalf of Blewbury, awaiting confirmation.
Steps constructed to access TFF: We have received confirmation that the steps will have been removed prior to this meeting, CD to check and confirm to the clerk.
Annual rabbit cull due: LE to arrange for the annual cull to take place in February and advise the local residents when this is due to take place. On confirmation that this has taken place a note will be put in the Blewbury Bulletin.
17. Roads, Road Safety and public transport:
03/01/07 – Parish Transport Representative. A new parish representative is required to replace GT. RB acknowledged his willingness to take over this role, proposed MB, seconded CD, all in favour. GT to pass the details and paperwork to RB. Item Closed
18. Village Hall Management Committee: Nothing to report.
19. Environment:
Mobile phone mast on St Michaels Church: It was noted that health concerns are not taken into account by the planning dept as long as the application complies with the ICNIRP guidelines.
RF having declared a prejudicial interest as a member of the Parochial Church Council left the meeting.
A letter has been received from Waldon Telecommunications requesting comments on this proposal. We have received two letters from the public concerning possible health issues arising from such a mast, especially relating to children. However while health is imperative, current government guidance does not allow it to be used as a reason for refusing planning consent. As well as health issues we need to look at the size and colour of the mast, the impact this will have visually to the village. It would be wise to gain assurances that if this were to go ahead when it is no longer required will it be removed? Will the receiving dishes extend above the parapet? What implications this will have on the structure of the tower and to bell ringing? It also poses the question of why they cannot use the existing mast on the downs and what will happen when other companies want to erect a 3G mast in the Village. It was agreed to contact Waldon requesting further background information and justifications of why they want to site this mast where they propose, rather than to express any concerns at this stage. CW to draft a letter for the clerk to send.
RF rejoined the meeting
20. District Councillors Report: The Vale has issued a planning and marketing brief for the old Gaol in Abingdon. Last Friday the Vale executive committee passed an expression to the County Council on the breakdown of houses coming to Didcot. On the 16th January the County is due to decide. A public examination is likely to ask how many houses can be accommodated in the Vale as the SODC has applied for growth point process. The Vale feels it could accommodate 750 houses. It is inevitable that housing allocation will be increased. GT advised that the environment committee are happy to support the Parish Council. Correspondence received by the clerk in regard to the report was passed to the Chairman. It was agreed that the clerk would send a copy of the letter sent to SEERA to planning inspectorate. RF to provide details.
The time approaching 9.30pm MB suggested further items be discussed briefly and the meeting to end at 9.45pm. All in favour.
21. Parish Council Clerkship: Originally two people showed an interest in the clerk’s position; this has now reduced to one interested party. MB proposed an interview to confirm suitability for the post. CD and MB to interview.
22. Any Other Business: EA reported that written confirmation had been received by residents advising that Mrs Sines is selling Ladycroft to JDR Park Homes. The Resident’s Association solicitors are still pursuing the outstanding issues. EA also noted that an electricity pole on site was unsafe; this has been reported to the current owner and Vale officers who have reported this to the HSE. MB confirmed that he would now redraft the letter due to go to the Vale stating that the Parish Council still require the outstanding issues to be addressed despite the change in ownership RF advised that while the Vale cannot withhold transferring the site licence, they can re-issue it incorporating outstanding work.
23. Details of the next meeting
Next Parish Council meeting to be held on Wednesday 14th February at 7.00pm in the Vale Room.
Meeting closed at 9.51pm.