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BLEWBURY PARISH COUNCIL
Minutes
Of the monthly Parish Council meeting of Blewbury Parish Council.
Held on Wednesday 09th May 2007 in the Vale Room.
Councillors present: Mr. Chris Whatmore, Mr A Cooper, Mr R Farrell, Mr P Whitehead, Ms A Barclay-Watt, Mrs Christina Duckett, Ms Emma Austin
Also present: Ritz de Ridder (Parish clerk), Mrs June Smith.
Matters resolved:
1. Mr Chris Whatmore will serve as Chairman
2. Mr Alan Cooper will serve as vice-chairman
3. Ms Abi Barclay-Watt, Mr Paul Whitehead and Mr Alan Cooper will serve on the footpath committee
4. All payments were approved.
5. Mr Chris Whatmore will act as transport representative.
Actions arising from the meeting:
1. The clerk to clarify whether the councillors need to complete forms for election expenses
2. CW to place formal notice in bulletin re the co-option.
3. The clerk to ask Oak Leaf services to go ahead with tree work (Tree 4 and Tree 2 on quote)
4. The Clerk to contact the technician at OCC to clarify progress re the Cleve Path repair work
5. CW to correspond with OCC re tree register.
6. The clerk to inform councillors of the percentage of increase in the insurance premium.
7. The clerk to contact White Horse Horticulture to clarify areas of weed treatment.
8. The clerk to circulate the Model Code of Conduct.
9. The clerk to circulate the document re the request for a donation from The Open Spaces Society.
10. The clerk to provide the people requesting the use of TFF with the relevant policy and to check that the date does not clash with any other event.
11. The clerk to circulate the document re the request for a donation by victim support.
12. The clerk to clarify the procedure for placing the bin and the policy of emptying the bin.
13. The clerk to correspond with resident who made second recommendation for bin placement.
14. RF to seek confirmation re clubs consulted for the recreation ground development proposal.
15. CW to post contact details of pest controllers in the Blewbury Bulletin
16. The clerk to email Mr Mark Sumner at the OCC to confirm the visit on the 18th of May re the maintenance of Bridus Way.
17. PW to make an informal approach to residents of Grahame Close to request access to the deeds to gain clarification re the ownership of the cob walls.
18. CW to make an informal approach to a solicitor re the possible cost if procedures are necessary in case of a dispute in ownership of the cob walls.
19. CW to discuss the shed in the Village Hall car park with Derek Buck to get his opinion on the removal of the shed
20. The clerk to correspond with Hillary Savage re the use of the shed in the village hall car park.
21. A note to be placed in Bulletin to remind relevant residents of their obligation to help to maintain water flow through the water courses in the village.
22. CD to draft a letter regarding the car parking problems during open days
23. RF to have an informal discussion with residents involved about the bench at the chalk pits.
24. MB to draft a letter to explain the Council’s position and seek clarification of the bench donor’s future intentions if appropriate.
25. The clerk to inform Mr Pottle to go ahead with woodwork and painting of bench dedicated to the 1904 coronation.
26. The clerk to write to the OCC to request attention to the damaged Bohams Rd sign.
27. The Clerk to circulate Mr Pottle’s letter for further consideration.
Actions carried forward from prior meetings: None
All councillors present signed the Acceptance of Office document as witnessed by the clerk.
Councillors were given the Register of Interests form to complete and return to the clerk within 2 weeks.
1. Apologies for absence: Mr C Lamont (County Councillor), Mr Martin Brassell (to join meeting as early as possible)
2. Election of chairman and vice chairman: RF proposed Mr Chris Whatmore as Chairman, seconded by EA and RF proposed Mr Alan Cooper as Vice-Chairman, seconded by EA. CW (Chairman) congratulated Mr Richard Farrell on his re-election as District Councillor. Action: The clerk to clarify whether the councillors need to complete forms for election expenses
3. Membership of sub-committees: CW suggests that the vacancies on the footpath committee (of which all the members have left the Council) needs filling. A B-W, PW and AC were proposed by CW and seconded by CD as members of this committee. CW suggests that any further changes to committee memberships will be considered once a full complement of councillors is reached.
4. Co-option: The co-option of Mr Paul Whitehead was proposed by CW and seconded by RF. Interest have been expressed by 3 other people. Action: CW to place formal notice in bulletin re the co-option.
5. Declarations of interest: RF declared a prejudicial interest in discussion about the Mobile Phone Mast on the Church Tower.
6. Minutes of the meeting held on Wednesday 14th April 2007 was accepted and signed as a true record after one amendment. AC mentioned that “Bessels Lea Bridle Path” should be changed to “Bridus Way Bridle Path”. It was suggested that comments in future minutes should focus more on the topics under discussion, and the conclusions drawn, than on individual speaker contributions.
7. Police liaison: No police member present.
8. County Councillor's report: The County Councillor sent his apology- unable to attend.
9. Matters arising.
9.1.04/09/05 Speeding of vehicles through the village. VAS update: CW reports that one VAS will be installed in the next few months. The problem of supplying power has been solved awaiting action from the electricity company and the resident whose land will be used for the installation has kindly given permission for the work to go ahead.
9.2.13/12/06 Tree work required – budget and priorities: CD reports that there does not appear to be a pressing need to do any of the tree work quoted for by Oak Leaf Tree services and thus the relevant resident’s opinion should be considered in the decision. The resident did not express any preference. The highest priority is the Acer tree leaning towards the garage and then the Acer tree on the bank side (tree 4 and tree 2 on the quote). Action: The clerk to ask Oak Leaf services to go ahead with tree work (Tree 4 and Tree 2 on quote)
9.3.14/02/07 Cleve Path repair work: The clerk reports that an e-mail has been received from OCC explaining that the matter has been passed on to the relevant technician. Action: The Clerk to contact the technician at OCC to clarify progress re the Cleve Path repair work.
9.4.01/02/07 Seera consultation: CD reports that there was nothing of importance to feed back in this report. Item Closed
9.5.14/03/07 Mobile Telephone Mast: There have been no further developments to report to the Council.
9.6.14/02/07 Application for funding (Oxoncis): The circulation of this document to continue.
10. Open Forum: No matters discussed under open forum.
11. Risk Management.
11.1. 03/05/07 Insurance cover: Assets and liability reviewed: The clerk reports that assets and liability have been reviewed. Item Closed
11.2. 03/05/07 Register of Physical assets reviewed: The clerk reports that this review has been done. Item Closed
11.3. 03/05/07 Requirements of Insurance Policies be met: The clerk reports that the requirements have been met. Item closed
11.4. 03/05/07 Tree register due for review in July: CW suggests that he will correspond with the OCC to complete the tree register. Action: CW to correspond with the OCC re tree register.
11.5. 03/05/07 Council document Register up to date: The clerk reports that the document register has been brought up to date. Item Closed
11.6. 03/05/07 Recreation ground risk assessment due: RF reports that a meeting will be convened before the next Parish Council meeting in order to bring this risk assessment up to date as soon as possible.
12. Planning & Housing.
12.1. 12/07/05 Sale of land and development at London Road tennis courts: One more agent (of the three agents on the shortlist) is to be consulted shortly. The clerk has informed agents who were not short listed.
12.2. 02/02/06 Planning Committee Report: No important matters to report.
12.3. 02/02/06 Exception Site: Nothing to report
13. Finance & Administration
13.1. Payments for approval to be made under ancillary powers and within budgeted amounts: All payments were approved. Proposed by AC, seconded by RF. RF requested that the clerk should confirm to the council that the increase in the insurance premium is not excessive. There was also a request that the clerk should request clarification from White Horse Horticulture about which specific areas have been treated for weeds. Action: The clerk to inform councillors of the percentage of increase in the insurance premium. Action: The clerk to contact White Horse Horticulture to clarify areas of weed treatment.
13.2. New Model Code of conduct: CW reports that the council need to consider adopting the new model code of conduct by October 2007. The recommendation has been that Parish Councils need to consider paragraph 12(2) before adopting this code. Action: The clerk to circulate the Model Code of Conduct.
14. Correspondence.
14.1. Items requesting a reply
14.1.1. Open Spaces Society- request for donation: Action: The clerk to circulate the document.
14.1.2. Request for use of TFF and car park: The clerk has received a request for the use of TFF and car park on the 14th of July for a fund raising event. The council has no objection to this subject to full compliance with the TFF policy. Action: The clerk to provide the people requesting the use of TFF with the relevant policy and to check that the date does not clash with any other event.
14.1.3. Victim support: request for donation: Action: The clerk to circulate this document.
14.2. Items for information:
14.2.1. Oxfordshire Minerals and Waste local developmental framework: CW agreed to study this document and provide feedback if necessary.
15. Cemetery Development Plan: No new developments to report.
16. Parish Plan
16.1. 02/02/06 Blewbury Surgery: Nothing to report.
16.2. 25/01/07 Litter Bin site: There was an inaccuracy in the notice in the Blewbury bulletin. The first recommendation for the litter bin site was made by Miss Karenza Begley. There has been a further recommendation for a site in South Street near the junction to Dibleys. The Council decided that the first recommendation will be used for the bin allocated already and the second recommendation for the bin that should be allocated in the New Year. Action: the clerk to clarify the procedure for placing the bin and the policy of emptying the bin. Action: The clerk to correspond with resident who made second recommendation.
17. Recreation Ground.
17.1. 28/11/06 Management Committee Structure: Clarification is needed about which clubs were consulted in the development proposal. RF suggests that a very extensive agreement should be reached on how the pavilion will operate (specific reference to revenue). The day-to-day operating structures will be vital to avoid clashes between different users. Action: RF to seek confirmation re clubs consulted.
18. Allotments. Nothing to report
19. Footways, Footpaths and rights of way.
19.1. 02/09/05 Village upkeep review – the laying of gravel; also internal footpaths. There is a significant problem with cars racing at the TFF car park. CD reports that the amount of gravel delivered for TFF was 20 tons. It would appear that this amount was an under-estimate. This should be kept in mind for the future. AB-W can assist in the future with such estimation. There is no pressing reason to consider relaying the internal pathways. When this will need consideration the council would prefer to see samples of the proposed material to consider the visual and environmental impact.
19.2. 01/02/06 Coffin Way Cycle Track: Nothing to report. Item closed.
19.3. 02/01/07 Annual rabbit cull: Active Environmental Services will go ahead with the cull when the soil condition is suitable. Their contact details as well as other pest controllers who provided quotes will be placed in the Blewbury Bulletin for the information of residents. Action: CW to post contact details of pest controllers in the Blewbury Bulletin
19.4. 03/03/07 Bridus Way bridle path: The Clerk reports that a representative of the OCC will be able to visit the site with councillors and other interested parties and has given a few dates during May. AC is happy to attend on the Friday the 18th of May and will inform the resident who expressed interest to be involved in this visit. Action: The clerk to email Mr Mark Sumner at the OCC to confirm the visit on the 18th of May.
19.5. 02/04/07 Cob Walls: It was suggested that the deeds of the Graham Close development may cast light on the ownership of the cob walls. Action: PW to make an informal approach to residents of Grahame Close to request access to the deeds. Action: CW to make an informal approach to a solicitor re the possible cost if procedures are necessary in case of a dispute in ownership.
20. Roads, Road safety and public transport.
20.1. 27/02/07 Parish Transport Representative: CW agrees to act as Parish Transport Representative. RF is aware of a complaint re difficulty to gain access to the bus used in Blewbury. A letter has been sent to the County Councillor.
21. Village Hall management committee report: CW reports that the speaker system has been installed. Concerns were raised re the shed in the car park which appears to be dangerous and an eye sore. It would be preferable if it can be demolished and removed. Action: CW to discuss this issue with Derek Buck to get his opinion. Action: The clerk to correspond with Hillary Savage re the use of the shed.
22. Environment
22.1. 04/05/07 Maintenance of water courses: A letter has been sent to one of the residents to request action to encourage water flow. The water flow has now improved but there has been considerable damage to the banks of the Cleve. Private owners have an obligation to ensure water flow but enforcement is difficult. The VWHDC has undertaken to inspect the Culvert four times a year and councillors were also advised to keep an eye open for any obvious problems. RF confirmed that it is the duty of the district council to maintain this. Action: A note to be placed in Bulletin to remind residents of their obligation to help to maintain the water flow. Action: RF will discuss this matter with the appropriate district council officials,
23. District Councillors report: RF reports that the new council will be meeting for the first time in the following week. The turn out in the Blewbury and Upton area for the election was over 60% which is very high. Richard Farrell mentioned that during the recent election campaign mention had been made to a £1,000 rise in the council tax over the last ten years. He commented that this had no meaningful relationship with the Vale's element of the overall council tax bill. The most that was payable for the Vale was just over £200 for a band H property.
24. Any Other Business:
Ø Ladycroft Park: EA reported re recent developments at Ladycroft Park which has been sold again in a very short space of time. The new owner (Mr A Best) met with the committee and the initial indications are that he is committed to make the necessary changes to the site. He has sent out a schedule of work to be done and some of the work have already started (e.g. work on drains). He plans to put 2 new show homes on site. Residents have asked their solicitors to look into the details of the sale and are reserving judgement on the new owner pending the delivery of promised actions. There will be a semi-public meeting with Mr. Best in the near future. CW requests to be informed of the date for this meeting.
Ø Car parking on open days: Concerns were expressed re parking problems during Garden open days. The use of TFF car park should be promoted with clear signs and marshalling on the day. Action: CD to draft a letter in this regard.
Ø Bench at chalk pits: The Council gave permission for this bench on the basis that it is used as a public amenity. It appears as if it has become a very personal space, making it uncomfortable for other members of the public to use. Action: RF to discuss the matter informally with residents involved. Action: MB to draft a letter to explain the Council’s position and seek clarification of the bench donor’s future intentions if appropriate. Action: Clerk to clarify how long this bench has been there.
Ø Letter from Lengthman: Various points concerning village upkeep were raised in a letter received from Mr Pottle. The council agreed that he can go ahead with painting and woodwork of the seat dedicated to the 1904 coronation. Action: the clerk to inform Mr Pottle to go ahead with woodwork and painting. The council agreed that the clerk should request the OCC to address the repair of the damaged Bohams Rd sign. Action: The clerk to write to the OCC to request attention to the damaged Bohams Rd sign. A decision re the painting of the skateboard Ramp will be considered at the next meeting. Action: The Clerk to circulate Mr Pottle’s letter for further consideration.
25. Details of the next meeting: The date of the next meeting needed to be changed due to unavailability of the clerk. The only alternative option is Thursday 14th June 2007, at 19:30.
Meeting ends at 21:50