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BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Wednesday, 11 July 2007 in the Vale Room
Councillors present: Mr. Chris Whatmore (Chairman), Mr R Farrell, Ms A Barclay-Watt, Mrs Emma Austin, Ms C Duckett, Mr Alan Cooper, Mr Martin Brassell, Jane Gibson
Also present: Elaine Smit (Parish clerk), Mr C Lamont (County Councillor), PCSO Mike Clayden,
1 Member of the public.
Matters resolved:
1. All payments were approved.
2. Co-option of new councillor
3. Vacancies on committees and sub-committees filled
Actions arising from the meeting:
1. Clerk to thank OCC for the Vehicle Activated Signs.
2. The Clerk to contact George Reid from the VWHDC to enquire if a planning application has been made for tree work required.
3. Clerk to contact Eileen Rennie, the Chairman of the Vale’s PA urgently to enquire if the invitation has been received to attend the play and if the Chairman will be attending.
4. Clerk to contact lengthman about the Eastfields path.
5. Clerk to contact Village Hall Management committee re the loose paving.
6. Clerk to contact the garage about the overgrown hedge
7. Clerk to locate paperwork relating to the ownership of the Tennis Courts to have ready when the solicitors need it.
8. Clerk to draft a letter to Barrett and Co to obtain a written contract, to clarify what they will be doing and to thank them for doing the work pro bono. The draft should be sent to MB & CW in the first instance.
9. Clerk to contact NALC re the investment of the capital resulting from the sale of the tennis courts. Clerk to investigate what our investment options are.
10. Clerk to follow up the exception site with Sovereign Housing, as no reply received.
11. Clerk to check with NALC if all official correspondence should go to the Clerk and if all planning applications could be sent to a member of the planning committee directly.
12. Clerk to write to W Farrar at VWHDC that the name “The Pleasance” is preferred for the new development in Bessels Way.
13. RF to contact Thames Water re covering of drain in Ladycroft Park if it happens.
14. Clerk to draft letter to alert County Council of a possible highways issue arises due to the new entrance to Ladycroft Park.
15. MB to draft note re a joint meeting with Mr Best (owner of Ladycroft park) and Mr Stock, and circulate
16. The Clerk to confirm that the school has been booked for the meeting on 10/10/07.
17. Clerk to invoice Oxford County Council for grass verge maintenance grant
18. Clerk to send letter re change of address to Alliance and Leicester.
19. Small grants committee to obtain and study guidelines re the allocation of small grants from Richard Bird.
20. Small grants committee to draft a reply to Oxfordshire Association for the Blind re their request.
21. JG to follow up with BVS if they discussed the request that the cemetery development fund benefit from the proceeds from the Blewbury Festival
22. Clerk to contact waste team to enquire who has been assigned to the litter bin installation in Blewbury.
23. CD to draft questions to pass on to the clerk to send to Simon Barrett about a clear brief the re design of the pavilion.
24. MB to draft risk assessment and pass on to recreation management committee
25. Cemetery committee to inform clerk if paths in cemetery need spraying again
26. Footpaths committee to arrange volunteers to contact CW to arrange a suitable time with lengthman to remove abandoned motorcycle from the Chalk Pit
27. CW to check decision notice re Whites Orchard development and draft letter to VWHDC re making good the section of Bridus Way bridle path between Bessels Way and the approach to Chailey House
28. CW to look at deeds Mr Blackie supplied to see if there is mention of the cob walls, and return them to the clerk.
29. Clerk to draft letter to new owner of Great Tree re the obstruction of Chapel Lane.
30. CW to reply to the correspondence about Gypsies
31. Clerk to respond to the correspondence re migrant worker.
32. RF to reply to the Environment group with suggestions re the proposal to buy the green space
Actions carried forward from prior meetings:
1. The Clerk to organise the installation of the litter bins
1. Apologies for absence: Dr Paul Whitehead
2. Declarations of interest – EA declared a non prejudicial interest in Ladycroft Park discussions.
3. Minutes of the parish council meeting held on Thursday 14 June 2007 was accepted and signed as a true record.
4. Police liaison. PCSO Mike Clayden who is the new Police community support officer for Blewbury, Upton and Chilton attended. His current priorities are anti-social behaviour and speeding, and he is also aware of the existing issues in the Ladycroft Park. He mentioned that a Speed Indication Device “SID” can be effective in controlling speeding and could be made available to participating villages that contribute about £300, but will confirm the amount in due course. He is usually based at Milton Park and if he is needed he advises that the public should call the Thames Valley 0845 number and tell the operator that he can be reached in Milton Park.
5. Co-option. CW proposed Jane Gibson, seconded by MB and unanimously agreed. JG signed the declaration of acceptance of office and was given a copy of the new Code of Conduct.
6. County Councillor’s report. Mr Lamont reported and answered questions on issues which will be discussed at Tuesday’s county council cabinet meeting, including that the Cabinet will be asked to approve the full-time funding for all reception age children from January 2009 (4-year olds); a report on developer contributions which states that 86 planning obligations were completed in 2006. The figure for cluster 12 (which includes Blewbury) shows a closing balance of over £4million, all of which is tied to specific projects rather than being available as a ‘pool’ for local infrastructure improvement. . In response to a question, Mr Lamont confirmed that a scrutiny review into the recovery of S106 contributions from developers has just been completed.
7. Committees and Sub-Committees. The following vacancies were filled:
Ø Finance committee Martin Brassell, Richard Farrell
Ø Recreation ground management committee: Jane Gibson
Ø Small grants committee: Jane Gibson, Alan Cooper
Ø BVS environment group liaison: Abi Barclay-Watt
Ø Cob wall fund: Abi Barclay-Watt, Paul Whitehead
8. Matters arising.
8.1. 04/09/05 Speeding of vehicles through the village. VAS up and running. Action: Clerk to thank Lee Turner from the OCC.
8.2. 13/12/06 Tree work required. CW reports that planning application has not been received. Action: The Clerk to contact George Reid from the VWHDC to enquire if a planning application has been made
8.3. 14/02/07 Cleve & Curtoys Path repair work: The Cleve path was patched. The Clerk received feedback from the OCC that the repair works to the railings at both the Cleve and Curtoys path have been added to a program of works expected to be carried out during the school holiday.
8.4. 14/06/07 Meeting with Chairman of the Vale: The Chairman was invited to attend The Winter’s Tale at the Garden Theatre on the 21st of July, but no reply has been received. Action: Clerk to contact the Chairman’s PA, Eileen Rennie, urgently.
9. Open Forum.
A member of the public brought the following to the Council’s attention:
Ø The path leading from Bessels Lea Rd to the London Rd (behind Eastfields) is overgrown.
Ø The hedge on the corner of the garage is also overgrown which makes it difficult to walk there
Ø An address in Eastfields was mentioned where the hedge and garden has become overgrown and motorcycles appeared to have been dumped there. The speaker wanted to know if the council can do anything about this.
Ø There is a loose piece of paving at the entrance of the Vale Room which caused an elderly member of the public to trip.
Action: Clerk to contact lengthman about the path. Action: clerk to contact Village Hall Management committee re the loose paving. Action: Clerk to contact the garage about the overgrown hedge.
10. Risk Management.
10.1. 03/05/07 Recreation ground risk assessment. Risk assessment received. Item closed.
10.2. 11/07/07 Tree register: CW will meet the chief arboreal officer, Judith Osborn on the 20th of July and he hopes that this will result in a definitive map of trees belonging to the Parish Council.
11. Planning & Housing.
11.1. 12/07/05 Sale of land and development at London Road tennis courts. Council discussed concerns about accepting free legal advice in case this may have an effect on a possible legal dispute later on. CW proposed and Council agreed to appoint Barrett and Co as solicitors for the sale. Action: Clerk to locate paperwork relating to the ownership of the Tennis Courts to have ready when the solicitors need it. Action: Clerk to draft a letter to Barrett and Co to obtain a written contract, to clarify what they will be doing and to thank them for doing the work pro bono. The draft should be sent to MB & CW in the first instance. Questions were asked as to whether there had been any change in the regulations regarding the investment of the capital once the sale is completed. Action: Clerk to contact NALC re the investment of capital and to confirm what our options are. It was agreed that further development and budget details should be sought with regard to the two projects (a new pavilion and green space) currently earmarked for funding with proceeds of the tennis court sale.
11.2. 02/02/06 Planning Committee Report: refer to monthly planning report.
11.3. 02/02/06 Exception Site: No reply received. Action: Clerk to follow up with Sovereign Housing.
11.4. Change of the addressee of Vale planning notices to a member of the Planning Committee. MB stated that it might be a legal requirement for the clerk to receive all official council correspondence. Action: Clerk to check with NALC
11.5. Naming of new development at The Pleasance.The developers are proposing “Pleasance Court” as the name for the new development. Although there is no real objection, the council prefers “The Pleasance”. Action: Clerk to write to W Farrar at VWHDC that “The Pleasance” is preferred.
12. Ladycroft Park: Council discussed the new entrance to the Park. The proposed site for a 46ft home, which necessitates the new entrance and will result in covering the main Thames Water drain was also discussed. Action: RF to contact Thames Water re covering of drain if it happens. Concerns were raised re access for deliveries of new units and heavy traffic. RF also pointed out that planners did have a look at the new entrance and the owner did not need planning for moving the entrance, as it is permitted development. RF suggested that if heavy traffic starts to use Bridus Way, the County Council may bring in measures to help solve the problem. A letter should be drafted and kept ready in case we need to alert the County Council of a possible highways issue. Action: Clerk to draft letter. There is new tarmac on the roads but the drains have not been fixed so residents anticipate flooding when it rains. Ladycroft residents spoke to a council officer about their concerns and they felt their concerns were not dealt with anonymously which puts further strain on the relationship between the residents and the site owner. RF mentioned that it has been made clear to the council officer that residents should not be named. RF has arranged that a monthly formal review takes place with Paul Staines and Mary Devere (portfolio holder for housing). MB suggested a joint meeting with Mr Best (owner), residents and the Chief Executive of the Vale of White Horse District Council, Mr Terry Stock and other concerned parties to discuss the long-term vision for Ladycroft. Action: MB to draft a note about a joint meeting and circulate.
13. Finance & Administration
13.1. Payments for approval to be made under ancillary powers and within budgeted amounts: All payments were approved, including a late invoice from West Garden Machinery for fixing the mower for the amount of £71.30, as not to delay payment until the next meeting, which will only be in September. Proposed by CW, seconded by EA, all agreed.
13.2. Meeting dates: Tina Griffin advised that the surgery waiting room will not be suitable for the 10/10/07 meeting as it will be too noisy. Action: The Clerk to confirm that the school has been booked for the meeting on 10/10/07.
13.3. Grass verge maintenance grant (to be split between WGRA and WIWRA). Correspondence was received that a grant of £111 for grass verge maintenance is payable to Blewbury Parish Council. Action: clerk to invoice Oxford County Council
13.4. Circulation of documents: the circulation of documents was discussed. Documents can be emailed but the clerk should try to reduce the resolution of scans.
13.5. Alliance & Leicester change of address: change of address was approved so that mail should go to the new clerk. No new signatories are needed. Action: Clerk to send letter re change of address.
14. Correspondence.
14.1. Items requesting a reply
14.1.1. Oxfordshire Association for the Blind: request for a donation. Action: Small grants committee to obtain and study guidelines re the allocation of small grants from Richard Bird. Action: Small grants committee to draft a reply to OAB re their request.
14.1.2. Didcot Community Forum: document circulated by email and no one can attend. No further action required.
14.2. Items for information: nothing to report
15. Cemetery Development Plan
CW contacted the BVS to enquire if the Cemetery Development Fund may be a candidate to benefit from proceeds from the Festival. Action: JG to follow up with BVS if they discussed this request. MB mentioned that he wants to store the cemetery development paperwork in the scout hut.
16. Parish Plan
16.1. 02/02/06 Blewbury Surgery. nothing to report
16.2. 25/01/07 Litter Bin installation. Jen McMaster, Technical Officer - Waste Management, VWHDC, is now on maternity leave. No new person has been assigned. Action: clerk to contact waste team to enquire who has been assigned.
17. Recreation Ground.
17.1. 28/11/06 Management Committee Structure RF reports that a lot of thought has gone into the design of the new pavilion. There is concern however that it is not yet clear what the relationship between the different clubs will be, what their responsibilities will be, how the finances will work and how revenue will be shared. The future of the Band and the Scouts also need to be clarified. It was agreed that a written brief is needed for the design of the pavilion, as the design of the building can impact on possible funding for clubs. It was also agreed that the Parish Council has a duty of care to make sure that the money is spent in accordance to the Parish Plan, and that the correct procedures are in place for tendering and handling the proceeds for the development. Action: CD to draft questions to pass on to the clerk to send to Simon Barrett re a clear brief. MB to liaise with CD and to draft risk assessment and pass on to recreation management committee.
18. Allotments.
Nothing to report
19. Footways, Footpaths and rights of way.
19.1. 02/09/05 Village upkeep review. After a meeting with the lengthman, Ken Pottle, the following issues were raised:
19.1.1. Spraying of weed killer on the cemetery paths. Clerk reports that White Horse Horticulture already includes this in their schedule of works, but that some weeds are particularly resistant. Action: Cemetery committee to inform clerk if paths need spraying again.
19.1.2. A motorcycle and other large objects dumped at the chalk pit. The lengthman can help remove the motorcycle and will dispose of it, but needs 3 volunteers to help get the motorcycle. Action: Footpaths committee to arrange volunteers to contact CW to arrange a suitable time with lengthman. Bench: it was decided to review the situation again at the next meeting.
19.2. 03/03/07 Bridus Way path: It is reported that the OCC will resurface a part of this road. Action: CW to check decision notice and draft letter to VWHDC re the 2nd part of the road between Bessels Way and the approach to Chailey House.
19.3. 02/04/07 Cob Walls: The Cob Wall fund has been revived with the help of 2 councillors. The deeds for 31 Grahame Close were obtained from Mr Blackie. Action: CW to look at deeds and return them to the clerk.
19.4. AB-W mentioned that the idea of a cycle path to Upton will be discussed at a meeting with Upton Parish Councillors on Friday.
20. Roads, Road safety and public transport:
20.1. Obstruction of Chapel Lane by construction vehicles. The clerk has spoken to the agent, who has advised her to contact the new owner directly to get the name of the project manager. Action: Clerk to draft letter to new owner.
20.2. Parish Transport Representatives' meeting 23rd July: CW hopes to attend to raise the issue of access to buses by the elderly and infirm.
21. Village Hall management committee report: will meet next week
22. Environment
22.1. 04/05/07 Maintenance of water courses: CW is in correspondence with the owners of Carramores to ensure a constant flow of water through the pipe located on their property.
23. District Councillors report. RF mentioned Abingdon traffic, redevelopment of Abingdon old jail, phone mast in West Challow, schools in Grove and the local development framework
24. Any Other Business:
24.1. Correspondence received re sites for Gypsies. Action: CW to reply.
24.2. Correspondences received re Migrant workers. Not applicable to Blewbury. Action: Clerk to reply
24.3. Mike Edmunds of the Environment group contacted RF re the green space who suggested that the council should write to the owner to offer to buy it. RF suggested that the Council needs to be informed first of all what the project would entail, as well as the cost. Action: RF to reply with these suggestions. CD suggested that a time scale should be put in place when council sits again in autumn. CW suggested that the council will need a proper proposal.
25. Details of the next meeting. The next Parish Council Meeting will be on the12th of September in the Vale Room at 19:30.
The meeting closed at 21.48