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BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Thursday, 14 June 2007 in the Main Hall
Councillors present: Mr. Chris Whatmore (Chairman), Mr R Farrell, Mr P Whitehead, Ms A Barclay-Watt, Ms Emma Austin
Also present: Ritz de Ridder (Parish clerk), 3 Members of the public.
Matters resolved:
1. All payments were approved.
2. CW and CD to form a subgroup to consider the matter of the exception site.
3. The statement of accounts and the annual governance statement for the audit process were approved and signed by the chairman.
4. The new model Code of Conduct was adopted with the addition of paragraph 12.2.
5. An annual tendering process and review of rates for the lengthman’s contract will be resumed before the end of 2007.
Actions arising from the meeting:
1. CW to consult with Lee Turner from the OCC about two further Vehicle Activated Signs.
2. Clerk to liaise with OCC to emphasise the urgency of the Cleve path work and provide them with a copy of the letter from the villager who suffered a minor injury on the path.
3. Clerk to contact absent councillors to trace Oxoncis letter.
4. RF to provide copy of recreation ground risk assessment to Clerk.
5. CW to liaise with MB to discuss the concerns about free legal advice re the sale of the Tennis Court and the signing of the agreement document from the appointed agent.
6. CW to draft a letter to VOWHDC, ORCC and Sovereign Housing Association re exception site concerns.
7. The Clerk to inform the Standards Board of England that the Council adopted the new code of conduct un-amended and with the addition of paragraph 12.2
8. CW to place a short notice in the Blewbury Bulletin re VAT regulations.
9. The Clerk to correspond with Tina Griffin about the venue for the meeting on 10/10/07.
10. Action: CW to discuss with the Blewbury Players trustees the option of a meeting with the chairman of the VWHDC.
11. PW to discuss with the owners of Orchard Dene the option of a meeting with the chairman of the VWHDC.
12. Clerk to email information re new community funding advice service to CW for a notice in the Bulletin..
13. CW to follow up with BVS re cemetery development fund.
14. RF to request an update for the Council’s July meeting re the Management committee structure.
15. Clerk to request a quote to include spraying weed killer on the paths through and around the cemetery from White Horse Horticulture.
16. RF to check the details to clarify the obligation of developers towards the upkeep and improvement of part of Bridus Way
17. Clerk to notify OCC of damaged road sign of Bridus Way.
18. The clerk to mention the problem with the Curtoys Lane bridge for urgent attention when corresponding with the OCC about the Cleve path repair work
19. The Clerk to correspond with the OCC about the footpath leading from Ladycroft Park to the stables and the footpath behind Savages for urgent attention
20. PW to scope the area around the chalk pit for dumped items and liaise with lengthman for removal
21. The Clerk to write to Mr Jim Blackie to request a copy of the deeds in order to get a legal opinion whether it sheds any light on the ownership of the cob wall.
22. PW and AB-W to organise a meeting with the Cob Wall Fund to discuss future options.
23. PW to discuss cutting back of lavender bushes with owner of Corrydon House
Actions carried forward from prior meetings:
1. The Clerk to organise the installation of the litter bins
1. Apologies for absence: Mr Martin Brassell, Mrs Christina Duckett, Mr Alan Cooper, Mr C Lamont (County Councillor)
2. Declarations of interest – None
3. Minutes of the annual parish council meeting held on Wednesday 9 May 2007 was accepted and signed as a true record after an amendment to the entry under the District Councillor’s report.
4. Police liaison. No police member present. Email received from Mike Clayden who has been appointed as the new Police community support officer for Blewbury, Upton and Chilton.
5. Co-option. Two of three statements from candidates are still outstanding. As soon as all the statements have been received, it will be circulated and the Council will vote to co-opt a councillor.
6. County Councillor’s report. County councillor unable to attend.
7. Matters arising.
7.1. 04/09/05 Speeding of vehicles through the village. VAS update: The pole for the VAS has been erected. A number of residents have expressed interest to make contributions or assist in fundraising for two more VASs. CW mentions that the County Council will need to approve any further such devices after an assessment of potential risk. Action: CW to consult with Lee Turner from the OCC about additional VASs.
7.2. 13/12/06 Tree work required. The Clerk reports that Oakleaf Services has started the process by applying for planning.
7.3. 14/02/07 Cleve Path repair work: The Clerk received feedback from the OCC technician that they are waiting for the contractors to go ahead with the making safe and resurfacing of the path. There is a back log of work. A letter was received from a villager who suffered a minor injury walking on the path. Action: Clerk to liaise with Mandy Bell from the OCC to emphasise the urgency of the work and provide them with a copy of the letter from the villager
7.4. 14/03/07 Mobile Telephone Mast – nothing to report. Item closed
7.5. 14/02/07 Applications for funding (Oxoncis, Open Spaces Society,Victim Support). The council’s opinion is that the Open Spaces Society and the Victim Support applications are of a general nature sent to numerous recipients. Our limited budget does not allow us to contribute to these causes albeit worthy causes. The circulated letter re the Oxoncis request has not been returned to the Clerk. The councillors present at the meeting do not have the letter. Action: Clerk to contact absent councillors to trace Oxoncis letter.
8. Open Forum.
Ø A member of the public mentioned that she noticed that spot checks were done at the top road entrance to the village.
Ø A member of the public mentioned the low attendance of villagers at the meeting re the proposed Steventon reservoir development. RF reports that there has been a change in procedure which means it has been moved back by about two years. It appears as if the water will be needed by 2020.
9. Risk Management.
9.1. 03/05/07 Recreation ground risk assessment. RF reports that this risk assessment is due to be completed within the next week. Action: RF to provide copy of recreation ground risk assessment to Clerk.
10. Planning & Housing.
10.1. 12/07/05 Sale of land and development at London Road tennis courts. An agent has been appointed (Adkin). The agreement document was received from the agent for signature. It was suggested that the Parish Council should be cautious when accepting free legal advice in case this may have an effect on whether absolute rights are retained in case of a legal dispute. Action: CW to liaise with MB to discuss the concerns about free legal advice and the signing of the agreement document from the appointed agent.
10.2. 02/02/06 Planning Committee Report: CW provided a print out of the planning committee comments since Jan 2006 for filing by the clerk.
10.3. 02/02/06 Exception Site: There has been no further progress in official action by Housing Association and ORCC in this matter. Councillors expressed concerns about the site next to Savages. There needs to be careful consideration and investigation of the potential planning implications on future development if permission is granted for this development next to Savages. It was mentioned that one other sites (Woodway Road) is still under consideration. Sovereign Housing is the main drive force behind discussions about these sites. (RF declares that as he is a board member of Sovereign Housing Group he will have to make a declaration of interest if there are any detailed discussions of this issue.) It was suggested that a letter to express the council’s concerns will be written to the VOWHDC, ORCC and Sovereign Housing. RF mentions that the Council’s objection to an exception site development will not automatically stop such a development any more (after a change in procedures) but its opinion will still be very influential. It was suggested that a subgroup should be formed to look into this matter. CD has expressed interest to be on such a subgroup and CW is happy to serve on it as he is aware of the issues. Action: CW to draft a letter to VOWHDC, ORCC and Sovereign Housing Association re exception site concerns.
11. Finance & Administration
11.1. Payments for approval to be made under ancillary powers and within budgeted amounts: All payments were approved. Proposed by EA, seconded by PW
11.2. New Model Code of conduct: The documentation re the new model code of conduct has been circulated. Paragraph 12.2 refers to the fact that a councillor who has declared a prejudicial interest in a matter may be able to attend discussion on this matter as a member of the public in a meeting where there is opportunity for the public to speak. The councillors agreed that it is a good idea to adopt the new code of conduct (incl. paragraph 12.2) as long as the declaration of interest was publicly known. The Blewbury Parish Council adopts the new model code of conduct (with addition of paragraph 12.2) un-amended. Proposer: RF, Seconded: EA, all councillors in favour. Action: The Clerk to inform the Standards Board of England that the Council adopted the new code of conduct un-amended and with the addition of paragraph 12.2. Item closed
11.3. VAT Guidelines: The Parish Council is not in a position any more to reclaim VAT on goods bought on behalf of other groups/organizations even if the goods will be for general use in a Parish Council facility (e.g. in the village hall). There are guidelines available from the NALC which the clerk has a copy of. It appears as if all appropriate village organizations are aware of this. Action. CW to place a short notice in the Blewbury Bulletin re VAT guidelines.
11.4. Meeting dates: The Clerk has booked the dates for forthcoming council meetings as before on every second Wednesday of the month. There will be one date when the Vale room is not available (i.e. 10/10/07). The Council will be happy to use the surgery waiting area or the school for the meeting on that date. Action: The Clerk to correspond with Tina Griffin about the venue for the meeting on 10/10/07.
11.5. Audit
11.5.1. Statement of accounts and
11.5.2. Statement of assurance: Statement of accounts and statement of assurance (annual governance statement) were accepted and signed by the chairman. Proposer: CW, seconded PW.
11.5.3. Section 19, Freedom of information Act, 2000: Section 19 of the Freedom of Information Act 2000 was adopted and a scheme to comply will be maintained so that publishing is made in accordance with the scheme. The scheme will be reviewed from time to time. Proposer: CW, seconded PW.
12. Correspondence.
12.1. Items requesting a reply
12.1.1. Meeting with chairman of Vale. The chairman of the VWHDC has written a letter suggesting a meeting with councillors and other residents. It was suggested that an artistic event with a preceding informal meeting would be a good opportunity. An ideal such event would be the play at Orchard Dene. Action: CW to discuss with the Blewbury Players the option of a meeting with the chairman of the VWHDC. Action: PW the same with Orchard Dene owners.
12.2. Items for information:
12.2.1. Community funding advice service The clerk received notification of a new community funding advice service to replace the GrantNet database of funders. Action: Clerk to email information to CW for a notice in the Bulletin.
13. Cemetery Development Plan
The Council would like to propose to the BVS that the Cemetery Development Fund may be a candidate to benefit from proceeds from the Festival. Action: CW to follow up with BVS
14. Parish Plan
14.1. 02/02/06 Blewbury Surgery. CW reports that the plans have now been finalised and costed for the redevelopment. There is still no guarantee that the doctors will continue indefinitely. The cost will be around £10,000 which will be financially feasible due to sufficient reserves and a grant. If the final sign off from the doctors is received, we hope it will be up and running by the autumn.
14.2. 25/01/07 Litter Bin installation. The clerk is in correspondence with Jen McMaster, Technical Officer - Waste Management, VWHDC, re the installation of the litter bin at Eastfields. She was due to visit the site and will hopefully give feedback in the next week.
15. Recreation Ground.
15.1. 28/11/06 Management Committee Structure RF reports that work is progressing. There is likely to be feedback to the Council at our July meeting. All the sports clubs and other potential users were invited and most took part in the consultation process. It is clear that a number of fine details (for instance the relationship of the Band and the Scouts with the new body and whether the Council will continue to assist with the grass cutting costs) need to be considered. Action: RF to request an update for the Council’s July meeting.
16. Allotments.
Nothing to report
17. Footways, Footpaths and rights of way.
17.1. 02/09/05 Village upkeep review. After a meeting with the lengthman, Ken Pottle, the following issues were raised:
17.1.1. The council should add the spraying of weed killer on the paths through and around the cemetery to White Horse Horticulture’s schedule of works. Action: Clerk to request a quote to include spraying weed killer on the paths through and around the cemetery from White Horse Horticulture.
17.1.2. The council should report damaged street sign on Bridus Way to the OCC. The OCC have indicated an interest in upgrading the section of Bridus Way bridle path adjacent to Ladycroft Park, but seemed reluctant to extend this to the section leading from the B4016 to Chailey House. There is a suggestion that the White’s Orchard developers would be responsible for the upkeep and improvement of this part. RF suggests that under Section 106 obligation this should be the case. Action: RF to check the details to clarify the obligation of developers towards the upkeep and improvement of part of Bridus Way. Action: Clerk to notify OCC of damaged road sign of Bridus Way.
17.1.3. The bridge at the Playclose end of Curtoys Lane is in need of repair. The missing section of the railing has been thrown into the water a little way upstream and one post is completely missing. This problem was also highlighted in the letter from the concerned villager mentioned in point 7.3 above. This obviously poses a serious health and safety risk. Action: The clerk to mention this problem for urgent attention when corresponding with the OCC about the Cleve path repair work.
17.1.4. Parts of the footpath leading from Ladycroft Park to the stables are subsiding and slope towards barbed wire which poses a health and safety risk.
17.1.5. The OCC made a promise to add the maintenance of the footpath behind Savages to the winter maintenance schedule. This clearly failed to happen. Action: The Clerk to correspond with the OCC about items 17.1.4 and 17.1.5 for urgent attention
17.1.6. A motorcycle and other large objects have been dumped at the chalk pit. Action: PW to scope the area around the chalk pit for dumped items and liaise with lengthman for removal.
17.1.7. The lengthman agreed to note performance of the overflow pipe connecting the outflow of the Cleve to the ditch in Church Road and advise on any possible improvements before CW’s meeting with the owner of Carramores on June 24th.
17.1.8. It was agreed that the ditch opposite the Red Lion will be cleared to help with flooding problems
17.1.9. It was noticed that the former practice of renewing the lengthman’s contract seems to have lapsed and the rates being charged are still at the level agreed upon in 2000. It was suggested that the Council should reinstate a tender process for the lengthman’s contract on a yearly basis and the rates should be revisited. CW suggests that this should happen towards the end of the year to be completed before Spring 2008.
17.1.10. A regular meeting with KP will be set up by the footpath committee.
17.2. 02/01/07 Annual rabbit cull. The clerk reports that this work was done on the 7th of June. The invoice from Active Environmental Services is still outstanding. Item closed.
17.3. 03/03/07 Bessels
LeaBridus Way Bridle
path: After a meeting with Mark Sumner (OCC) it appears as if the OCC will
look into the matter of resurfacing the part from Ladycroft Park to Chailey
house but the section from Chailey House to Bessels Way is likely to be the
responsibility of White’s Orchard developers. (See nr 17.1.2) This will take a
few months to progress.
17.4. 02/04/07 Cob Walls: After discussion with a solicitor (Simon Mumford) it appears that a formal search to establish ownership will cost around £300 which will not be within the Council’s budget for this year. Other options discussed included whether the Cob Wall Fund group can pay for such a search or that expenses can be minimized by a less detailed search and legal opinion by requesting a copy of the deeds from Mr Blackie and presenting that to Simon Mumford for an opinion. It was further suggested that other interested individuals may be willing to take over the role of the Cob Wall Fund group. Action: The Clerk to write to Mr Jim Blackie to request a copy of the deeds in order to get a legal opinion on this. Action: PW and AB-W to organise a meeting with the Cob Wall Fund to discuss future options.
17.5. A problem with overhanging plants (lavender bushes) in London Road which leads to difficulties to use the side path was mentioned. Action. PW to discuss cutting back of lavender bushes with owner of Corrydon House. Item Closed
17.6. Football players using the Playclose have enquired whether it can be cut more regularly in order to provide a more suitable playing surface. The grass on the Playclose is cut on a monthly basis by contractors. Given that this is an informal recreation space, not specifically designed for organised sports, the Council feel that this should be sufficient. Item Closed
18. Roads, Road safety and public transport: Nothing to report.
19. Village Hall management committee report: The development of the doctor’s surgery was already discussed under 14.1. There has not been much progress on the issue of the storage container in the Village Hall car park. The Youth Club owns the contents but it has proven difficult to track down any one that would take responsibility for this. The key to the container has been missing for a long time. If it is removed there will be a part of the car park that needs to be resurfaced. The lengthman may have details of someone who can remove the shed if necessary.
20. Environment
20.1. 04/05/07 Maintenance of water courses: Discussed under 17.1.7. CW is due to have a meeting with the owners of Carramores on 24/06/07.
21. District Councillors report. Residents of Ladycroft Park have expressed their view that the District Council has not been putting the same amount of pressure on the new owner as they did on the previous one. RF has already requested an equally aggressive approach as before from the District Council and in particular to put emphasis on a time scale to complete work. RF talked about the Local Development Framework which has been put together since July 06 and will go through its various stages of consultation and development until 2011. The panel of inspection for the South East will meet this Autumn and this part of the process will be completed and adopted by 2008. There will probably be a significant increase in the number of new houses. April-May 2009 will be the crucial time of site allocations. There has been a change in government guidance about development in and around villages saying that development should go ahead where it will contribute to the vitality of a village (This may include infilling in villages i.e. the expansion of built up areas.) This may imply that more development may be around or in Villages. He encourages the Parish Council to be mindful of this development and to encourage interest as far as possible.
22. Any Other Business:
22.1. Ladycroft Park: EA reports that Ladycroft Park has appeared in the news again after one of the houses was accidentally damaged while the new owner was moving homes. The horrendous state of the site has continued with a lot of rubbish around and units being destroyed and left in disrepair and often in a very dangerous state. Sewers have even been left exposed which were acted on by the District Council and electric wiring have also been left exposed. The only good news was that the Park had become considerably quieter following a police raid on one of the units in connection with drugs offences. EA will inform villagers when a date for a public meeting has been agreed.
22.2. Bench at chalk pit: PW will remove any litter when he visits the site as discussed under 17.1.6.
22.3. RF raises the question whether the same financial rules and discipline which the Council is governed by will govern the new body for the pavilion. CW states that such an assurance will need to be in place before the Parish Council hands over the money.
22.4. Clerkship: CW reports that he has corresponded with candidates for the clerkship. He will meet with the candidates shortly and invites any councillors who may be interested to join these interviews. The plan is to handover the clerkship duties by the beginning of July after which there will be a training period for the new clerk.
23. Details of the next meeting. The next Parish Council Meeting will be on the11th of July in the Vale Room at 19:30.
The meeting closed at 21.35