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BLEWBURY PARISH COUNCIL
Minutes
Of the monthly meeting of Blewbury Parish Council
held on Wednesday 14th February 2007 in the Vale Room.
Councillors present: Mr M Brassell (Chair), Mr A Cooper, Mrs E Austin, Mr R Farrell and Mr R Bird.
Also present: Mrs L Ewers (Parish Clerk), Ritz de Ridder (new prospective Parish Clerk) Mr Colin Lamont (County Councillor) and five members of the public.
Matters resolved:
· To send a letter to prospective agents for the tennis court development.
· All due payments were approved.
· To order 20 tonnes of Coxwell gravel for TFF car park.
Actions arising from the meeting:
· MB to draft a letter to the Vale concerning ongoing issues with Ladycroft.
· MB to advise the bulletin editor of any Parish Council notes.
· LE to re-circulate the response from the Western Villages Alliance
· LE to write to OCC asking when a response will be received to the speeding petition.
· LE to advise the breakdown of work required on trees at the Cleve when received from Oakleaf.
· LE to send forms for declarations of interest to newly co-opted Councillors.
· LE to write to Patrick Clarke to thank him for offering stand as internal auditor for this year.
· MB to draft a letter to send to prospective agents for the tennis court development.
· RF to provide LE with contact details for Simon Mumford
· LE to write to Simon Mumford
· LE to write to Ken Pottle to thank him for additional work carried out in the village.
· LE to confirm permission for use of TFF on the 23rd & 27th June to Jane Gibson
· RF to investigate if TFF is required for the Manor Open Day
· MB to draft a response to the School and circulate to all Councillors.
· LE to order Coxwell Gravel to be delivered to TFF car park for 10th March
· LE to liaise with the lengthman to acquire help in laying the gravel at TFF
· MB to advise the Blewbury Bulletin of the date and venue for gravel laying.
· LE to write to OCC to report the poor state of the footpath and barriers around the Cleve.
· LE to pass Minerals & Waste consultation paper to CD.
· LE to circulate Model Code of Conduct to all Councillors.
Actions carried forward from prior meetings:
· 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.
· LE to advise funeral directors of new cemetery fees
7.00 – 7.30 Open Meeting to discuss the latest situation on Ladycroft Park – EA updated the meeting regarding the latest situation as Sheila Austin was on holiday. EA advised that although they had previously received a letter from the old owner advising the details of the new owner, no correspondence has been received from the new owner. The Residents Association’s solicitor has written to Mr Sines advising that they will be taking him back to court as he has broken the court order. It is believed that the old owner is still liable for outstanding court issues. The VWHDC are still involved and are in correspondence with the new owners. The road is subsiding where lorries have been on site removing pallets of bricks. The new owner has arranged for the fence to be repaired and the electric pole to be made safe. The electrical certification relating to the site is still outstanding. A lot of the renters have now moved off the site. On the original terms of the court order Mr Sines was obliged to offer the site to the village at the same time and on the same terms as anyone else; although the village was notified, the amount requested was well in excess of a market valuation and the issue of what price it eventually sold for is being investigated. It was agreed that the Parish Council need to keep up correspondence with the Vale to ensure that issues are addressed promptly with the new owner. RF understood that there may be a second buyer interested in the site and the village have requested further information under the Freedom of Information Act, this is being looked into by the VWHDC. MB to draft a letter to be sent to the Vale.
1. Apologies for absence: Mrs C Duckett and Mr C Whatmore
RB advised that he would be unable to attend the next two meetings and did not intend to stand for re-election in May; he therefore tendered his resignation as at the end of this meeting. MB extended a vote of thanks to RB for his contributions, especially in respect of footpaths. MB asked for volunteers to take notes for the bulletin in CW’s absence, with no volunteers MB confirmed he would take relevant notes and pass to the editor.
2. Declarations of interest: None
3. Minutes of the last meeting: Held on Wednesday 10th January were accepted and signed as a true record.
4. Police Liaison: No police officer present.
5. County Councillors report: Mr Lamont advised that there was a full council meeting on the 13th February where it was agreed that the Council Tax increase will be 4% As this is a good deal less than the increased cost of the services provided, it is clearly being funded through cuts in some areas. Oxford City Council has put in a formal proposal to go unitary and Oxfordshire County Council has put in a formal response against this. OCC believes that to be viable it would need to involve all 4 Oxfordshire councils. MB asked about the timetable for decision making with regard to the proposed 3000 new houses for 2016-2026. CL advised that an agreement had been made between the Vale and SODC; RF confirmed that they had agreed to split the allocation. With regard to building on greenbelt land in Oxford it was noted that it is standard policy to review this policy every 20 years, however the housing situation may lead to an earlier review. MB noted the response from the Western Villages Alliance in response to the current housing proposals. MB requested that the clerk re-circulate to all councillors. LE to circulate.
6. Matters arising
Speeding of vehicles through the village (04/09/06): CW who has been dealing with the speeding issues was not present however RB confirmed that CW had done a photo shoot and article for the Didcot Herald which is due to be published shortly. It was noted that we are still on the list to receive portable speed monitoring equipment when this becomes available. We will shortly need to return the speed notices to OCC. Although we have received confirmation that the speeding petition was received we have had no further information regarding this. LE to write to OCC asking when we can expect a response.
Tree work required – budget and priorities: Oakleaf tree services have investigated the trees at the Cleeve however the quote for works was not split down into urgent and non urgent work. The clerk has requested this split from Oakleaf in order that we can prioritise the work required within the budget, as the total cost is around three times the funds available. LE to advise the breakdown of work required when received from Oakleaf.
7. Open Forum: No comments.
8. Co-opting of Councillors:
Circulation of volunteer responses: MB advised that we have received submissions from six interested members of the public. These statements were circulated prior to the meeting. While Councillors who had not had a chance to read these looked at the statements MB advised that whoever was co-opted for the next two meetings would still be required to submit nominations for May’s elections as will all existing Councillors. An article will be placed in the next bulletin advising what is involved in the election process. It was noted that it is very encouraging that six people have come forward. Item Closed
Opportunity for volunteers to address the meeting and ask questions: Maureen Bale discussed her previous role as Parish Clerk near Yeovil, the problems that arose and dealings that she encountered during her 10 year post as clerk. Maureen has experience in fundraising and the raising of grants. Abi Barclay-Watt advised that having recently moved to the village she was keen to put her experience of working for the National Trust and as a trained surveyor into use to help the village. She has been involved in addressing Councils previously and has an interest in planning. Item Closed
Secret Ballot of Councillors: MB advised that as RB was standing down we could now co-opt three councillors. Ballot papers were handed to the Councillors. All votes were counted by the Clerk including the votes received by the clerk from CW and CD prior to the meeting. The results being that Abi Barclay-Watt, Helen Magnay and Paul Whitehead were voted onto the Council. MB advised that declaration of interest and a declaration of acceptance would need to be completed prior to the next meeting. MB thanked Maureen Bale on behalf of the Council for attending the meeting and hoped that she and the other volunteers would still be prepared to stand at the May election. LE to forward forms for completion to successful candidates. Item Closed
9. Risk Management:
NALC financial regulations to be reviewed: The clerk advised that the financial regulations have been read and no amendments are required. Item Closed
Budget & Precept to be agreed: The precept application has been received by the VWHDC; precepts for Parish Councils will be agreed when the Vale budget has been agreed. MB confirmed that he had written to Tony Salter as BVS Treasurer regarding the fundraising required for the ongoing KAP maintenance. MB had subsequently spoken to Mr Salter whose understanding on the position was in line with the Council’s. MB believes that we should be hearing from the BVS shortly. Item Closed, new item on KAP fundraising to be added to next meeting Agenda if letter received.
Appointment of Auditor: LE confirmed that Patrick Clarke had confirmed his willingness to audit this year's Parish Council accounts. LE to write to thank Mr Clarke. Item Closed
10. Planning & Housing:
Sale of land and development of London Road tennis courts (12/07/05): MB advised that planning had been granted for the tennis court site with a number of conditions. The tennis court sub committee have drafted a paper regarding the tendering for developers which had been circulated prior to the meeting. Having checked the regulations MB confirmed that we do not need to go through a formal tender process to appoint an agent to do the tendering for the developer. We do however need to find an agent that will obtain maximum value for the site as well as being able to work closely with the Council. The two obvious options for development being to sell to a developer and acquire the capital up front to reinvest in projects, or to contract a developer and wait until the houses are sold. The first option will cause problems as we would relinquish control of what it built and we may face long disagreements which would be time consuming and costly. The second option will cause an unnecessary delay in acquiring the fund. Discussions with agents would therefore seek to explore a middle option, to acquire an up front payment from the developer then the balance on the proceeds of the sale. RF confirmed that the first option would mean that the council would lose control over what is built on the land unless we enter into complicated and costly up front legal restraints. AC advised that we should try to maintain as much control over the development as possible. MB confirmed that the first stage is to appoint an agent and suggested that the next step is for the sub committee to draft a letter to agents inviting any interest, by approaching agents we may also get a clearer idea of the current value of the site. The letter to agents will point them to the Vale planning website where they will be able to look at the planning proposals. Proposed RF, seconded AC, all in favour. MB to draft a letter. The letter will be sent to local agents, if anyone has any details please pass to the tennis court sub committee. RF added that we will shortly need to appoint a solicitor and that we should approach Simon Mumford who although now moved away from the area was instrumental in the initial investigations for the sale of the tennis courts and may still hold the deeds. RF to advise the clerk of contact details. LE to write to see if Simon Mumford would like to be considered for any future legal work required and if he holds the deeds.
Planning committee report: CW not present however very quiet, mostly applications for tree work. Planning application received for building at Sheencroft barns.
Exception Site (02/02/06): Carried forward to the March meeting.
11. Finance & Administration
MB discussed items for payment. It was noted that the lengthman’s duties dropped off during the winter but that Ken Pottle has been doing a lot of work helping with tree clearance around the village, a lot of work carried out by the lengthman is above and beyond what is required and it was agreed to write to Mr Pottle to thank him on behalf of the Council for his efforts around the village. LE to write to Mr Pottle to thank him. The village Cob Wall committee are investigating the ownership of the Cob Wall at Curtoys Lane.
All payments were approved, proposed by EA and seconded by RF, all in favour.
Preparation for elections: Election details including key dates have been received from the Vale and circulated to all councillors prior to the meeting.
Reminder for the Thames Water meeting on the 1st March: The clerk had previously confirmed that we would have two Councillors attending this meeting. RF and AC will attend. Details passed to AC. Item Closed
12. Correspondence
Item requesting a reply:
25/01/07 Village Society dates for use of TFF: MB advised that formal notification of dates agreed for use of TFF should be minuted and while dates had previously been discussed no formal confirmation had been sent. LE advised that confirmation had been given for the use by the NGS on the 17th June. However confirmation was required for use by the village society on the 23rd June and 27th June. All agreed these dates were acceptable. LE to advise Jane Gibson that use is approved. RF noted that the Manor may be open the week after the 17th June and will try to establish if this is the case, and if TFF would be required.
14/02/07 Letter from the school regarding support for building a new room: This was discussed in length as to how much use another meeting room would get in the school, and while no one is opposed to the suggestion there are many issues relating to the amount of support the Parish Council should actually give as there is a fine dividing line as to who should provide these resources. It was noted that any financial support we may be able to provide would be very limited. RF noted that the Malthus Trust which supports education and training passes a lot of its revenue to the school. MB to draft a letter in response and circulate to all Councillors.
Items for Information:
12/01/07 OCC School Travel Survey: Noted. Item Closed
13. Cemetery Development Plan
Cemetery Fees (13/09/06): The new fees have been introduced, the clerk has not yet written to funeral directors as will also need to write advising them of the new clerk’s details. LE will advise now a new clerk has been appointed. Item Closed
Cemetery Plot Layout (26/01107): MB advised that Warner Land Surveys have now marked out the grave plots and while we knew that the existing graves plots were out of line it is evident that the new plan will need to be tweaked to account for existing graves. The clerk had spoken to Anthony Stiff who has advised removing a section of planned cremation plots and moving the site of one of the planned benches. The cemetery committee have been to view the site and suggest that we work with removing the small section of planned plots. This may need to be revisited in the future however the marking of grave plots will not need to be addressed in the near future. MB highlighted the fact that if more work is required we would need to pay Anthony Stiff for his time. Item Closed
14. Parish Plan:
Blewbury Surgery (02/09/05): No representative present.
Litter bin site (25/01/07): There are funds in next year’s budget for a new bin; a note will be placed in the bulletin for suggestions.
15. Recreation Ground:
Management Committee Structure (28/11/06): Nothing further to report. RF to call a meeting in the next couple of weeks.
16. Allotments: Nothing to report.
17 Footways, Footpaths and rights of way:
Village upkeep review - Gravel laying (02/09/05): MB confirmed that the suppliers of Coxwell Gravel for TFF have visited the site and estimated that 20 tonnes of gravel will be required. Although this will take us slightly over budget it was noted that next year’s budget would not be required and therefore proposed that 20 tonnes be ordered. Proposed RB, seconded AC all in favour. LE to order gravel. It was noted that the issue of gravel to lay on internal paths would need further discussion; it is believed that the scalpings although unpopular have bedded down well but are not a popular choice; the conventional gravel is unsuitable as you cannot push wheelchairs, and prams etc through it and it will also hinder maintenance. It was suggested that this be carried forward for further discussion and the date of the 10th March advertised for laying the Coxwell gravel at TFF. LE has advised that Ken Pottle is happy to speak to Kevin Barlow for help with laying this. LE to arrange in conjunction with Ken Pottle. MB to advise bulletin of date and venue.
Coffin Way cycle track (01/02/06): Nothing further to report.
Steps constructed to access TFF: These steps have now been removed Item Closed.
Annual rabbit cull due: LE has arranged for the annual rabbit cull to take place mid to end of February, interested homeowners have been advised.
Vegetation obstructing footways: MB to place a note in the bulletin asking that homeowners keep vegetation trimmed back over the coming months. Item Closed
Memorials on Parish Land: It has been noted that we should look more closely at where memorial benches are placed, it may be necessary in the future to devise a list of suitable areas and may only allow memorial benches where they are most appropriate.
RF highlighted that concern has been raised about the state of the path around the Cleve. LE to write to OCC asking when this is likely to be repaired.
The time approaching 9.20 MB asked if all wanted to continue with the following items to complete the agenda. All in favour.
18. Roads, Road Safety and public transport: Nothing to report.
19. Village Hall Management Committee: Nothing to report.
20. Environment: Mobile phone mast on St Michaels Church: A letter has been sent to Waldon Telecommunications who have confirmed receipt and passed the concerns on to T Mobile. Awaiting a response.
21. District Councillors Report: RF has spent a lot of time dealing with Ladycroft issues and reported that the VWHDC are now finalising their budget which should be completed prior to the next Parish Council meeting.
22. Parish Council Clerkship: MB confirmed that Ritz de Ridder will be taking over as clerk from 1st March 2007. Ritz is however away for the April meeting and MB confirmed that LE has agreed to cover the April Parish Council meeting, regulations state that LE will not be able to act as the proper officer or Responsible Financial Officer, but can post the agenda and take the minutes. Any financial payments not already raised will need to be attended to at the May meeting. LE confirmed her willingness to cover this meeting. MB thanked LE on behalf of the Council for her help over the last year and her support in bringing the Council’s administration to such a high standard.
23. Any Other Business: LE advised that the audit commission have confirmed BDO Stoy Hayward would remain as external auditors for 2007. LE advised that a consultation document had been received for the Oxfordshire Minerals & Waste development framework. MB asked if LE could pass to CD as this may be something CD could review. LE to pass to CD. LE advised that a consultation on amendments to the Model Code of Conduct for local authority members had been received. RF advised that this should be circulated to all members. LE to circulate.
24. Details of the next meeting:
Next Parish Council meeting to be held on Wednesday 14th March at 7.30pm in the Vale Room.
Meeting closed at 9.42pm.