Return to Blewbury Home Page Return to List of Minutes
BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Wednesday, 10 October 2007 in the Blewbury School Hall
Councillors present: Mr. Chris Whatmore (Chairman), Mr Alan Cooper, Dr Paul Whitehead, Ms Jane Gibson, Mr R Farrell, Ms Abi Barclay-Watt, Mrs E Austin, Mr M Brassell
Also present: Elaine Smit (Parish Clerk), Mr C Lamont (County Councillor), 1 Member of the public, who attended the last half an hour of the meeting.
Matters resolved:
1. The Council resolved to approve, subject to contract, the highest bid for the sale of the tennis court.
2. All payments were approved, apart from the payment to the Blewbury School who should provide the council with a VAT invoice.
Actions arising from the meeting:
1. CW to follow up with Mr Turner re the outcome of the speed test
2. CW to look at environment group suggestions re the Cleve path
3. Clerk to contact the Chairman’s PA, Eileen Rennie, to invite her to the BBC review for the Friday the 30th of November.
4. JG to pass on the internal auditor’s concerns regarding Bonfire Night risk assessment to the BVS
5. Clerk to pass on a copy of the BVS insurance to the internal auditor.
6. Clerk to follow up with the lengthman if the Skate ramp has been painted, and to get it done before the inspection
7. Clerk to follow up with John Bedford –Clarke re the annual inspection of the play areas.
8. RF to draft investment policy for the Council.
9. Clerk to contact the estate agent to confirm that the Council has resolved to accept the highest bid for the former tennis court and to start the sales process.
10. Clerk to contact OALC to take advice on which basis the land at Church Moor should be valued.
11. MB to ask Philip Pocock for a valuation of Church Moor.
12. MB to contact Simon Barrett re any due diligence points in the sale of the tennis court
13. PW to contact WREN to make an initial inquiry about possible funding of the Pavilion
14. CW to write to Tim Sadler re Ladycroft Park
15. Clerk to display the conclusion of the external audit notice.
16. Clerk to thank the internal auditor
17. Registers of interest should be completed by all councillors and returned to the clerk.
18. Clerk to follow up with Anthony Stiff about the cedar of Lebanon for the cemetery
19. Clerk to confirm when installation of litter bin at Dibleys will go ahead
20. RF & MB to draft questions about the issues needing addressing for the creation of the successor to the Recreation Ground Management Committee.
21. Clerk to contact Mark Sumner/Matt Ball for a progress report on Bridus Way.
22. AC to include the new concerns when contacting Mark Sumner.
23. AC to draft contract to confirm the Lengthman’s employment
24. CW to inform respondents to the Council’s enquiry regarding re-opening Rumseys Lane that the idea will be pursued no further.
25. CW to raise the issue of cleaning the Village Hall with the VHMC.
26. AB-W to source the BVS Environment management plan for the Cleve.
27. CW to follow up with Mr Dela at the Vale re the water courses
Actions carried forward from prior meetings:
1. The Clerk to follow up work to the footpaths & Cleve railings
2. Clerk to follow up Mark Sumner re Path behind Savages and path from Ladycroft to stables
3. CW to follow up on the tree register with Judith Osborn
4. CD to draft questions to be given pass on to the clerk to send to Simon Barrett about a clear brief the re design of the pavilion
1. Apologies for absence: Ms C Duckett
2. Declarations of interest – EA declared an interest in the Ladycroft Park, RF declared an interest in the Dibleys Elderly project and AC declared an interest in Bridus Way as a resident of Whites Orchard.
3. Minutes of the parish council meeting held on Wednesday 12 September 2007 were accepted and signed as a true record.
4. Police liaison. No police officers present.
5. County Councillor’s report. Mr Lamont has provided a copy of the draft document of the sustainable community strategy for circulation. He reported that the Oxfordshire Partnership has met for the first time but they are not yet active. Mr Lamont will lead a scrutiny review on flooding and as a result a questionnaire will be circulated to parish councils. He is also responsible for environment and economy and welcomes any other ideas for scrutiny reviews.
6. Matters arising.
6.1. 04/09/05 Speeding of vehicles through the village. CW followed up but there has been no further response after the speed surveys were done in July. Action: CW to follow up with Mr Turner
6.2. 14/02/07 Cleve & Curtoys Path repair work: The Curtoys path has been fixed Action: Clerk to follow up on the Cleve railings.
6.3. 14/06/07 Meeting with Chairman of the Vale: The Chairman is available in the evenings and weekends. The upcoming BBC review might be of interest. Action: Clerk to contact the Chairman’s PA, Eileen Rennie, to invite her to the BBC review on Friday the 30th of November
6.4. 14/06/07 Path behind Savages and path from Ladycroft to stables. AC & Clerk both did a follow up but with no response. Action: Clerk to follow up.
6.5. 12/09/07 Church Moor. A B-W reports that the BVS Environment Group would like to do a presentation to the Council at the next meeting
6.6. 12/09/07 Elderly project. CW met with a resident of Dibleys re the proposal for a meeting place for the elderly and subsequently contacted WREN on their behalf. There are some issues about Dibleys Heritage who owns the land and they should sign up to the idea. The Vale Housing Association might be interested.
6.7. 12/09/07 Post Office. RF drafted a letter which was published in the Blewbury Bulletin as well as one to the Post Office to raise the concerns of the Council about the potential closures.
7. Open Forum. No matters discussed under open forum.
8. Risk Management.
8.1. 11/07/07 Tree register: CW followed up with Judith Osborn to get definitive map of trees belonging to the Parish Council. No response yet. Action: CW to follow up on the information that Judith Osborn was going to supply.
8.2. 12/09/07 BVS Bonfire Night Risk Assessment. The internal auditor raised several concerns about the risk assessment and that the Council might also be held liable. The BVS will supply a copy of the relevant insurance policies to the Council. Action: JG to pass on the auditor’s concerns to the BVS. Action: Clerk to pass on a copy of the insurance policies to the internal auditor.
8.3. 10/10/07 Music Quiz Risk Assessment. Risk assessment was done and received by the clerk. Item closed.
8.4. 10/10/07 KAP & skate ramp inspection due. The broken seat has been replaced by a better model free of charge by HAGS play. The Clerk reports that John Bedford-Clarke has been contacted re the annual inspection. Action: Clerk to follow up with the lengthman if the Skate ramp has been painted, and to get it done before the inspection. Action: Clerk to follow up with John Bedford –Clarke.
8.5. 10/10/07 Annual review of risks facing the Council & diary of annual events. The diary has been reviewed and will be reviewed regularly to keep it up to date. Item closed.
9. Planning & Housing.
9.1. 12/07/05 Sale of land and development at London Road tennis courts. This item was discussed in confidence owing to the special nature of the discussion which involved unconfirmed sale prices. Considering the importance to the village of possible project funding that would be made available by this sale, Councillors judged it against the public interest to publish any specific monetary amount before the sale had actually been completed. The council received 6 bids. The highest bidder is known to the estate agent and comes recommended. MB reports that he went to have a look at other developments done by the highest bidder and it seemed reasonable. CD also does not know of any reason not to use them. MB reports that the contract has a number of caveats which will address any concerns the Council might have. RF points out that the Council needs an investment policy, as well as a long-term strategy. Care should be taken that the desirability of any capital project will drive up the price and the council can only pay the market rate, and this should be determined by the use it will be put to. RF also points out that the proceeds of the capital investment can be used for upkeep but not the capital itself. PW suggested that the Council contact WREN for funding. Action: RF to draft investment policy. Action: Clerk to contact OALC to take advice on which basis Church Moor should be valued. Action: MB to ask Philip Pocock (Adkin) for a valuation. Action: PW to contact WREN to make an initial inquiry. Action: MB to contact Simon Barrett re any due diligence points in the sale of the tennis court
9.2. 06/10/07 Acceptance of development offer, subject to contract. A motion was put forward to approve, subject to contract, the highest bid for the tennis court. Proposer MB. Seconded PW. All agreed. Action: Clerk to contact the estate agent to confirm that the highest bid has been accepted by the Council and they can start the process.
9.3. 02/02/06 Planning Committee Report: Refer to monthly planning report There was a minor amendment to the Cricklewood development, as well as an objection to a proposed development on Pilgrims Way. No other objections to current applications.
9.4. 02/02/06 Exception Site: Nothing to report.
10. Ladycroft Park: EA reports that quite a lot of work has been done prior to the meeting with representatives of the Vale but almost none since. The park now has a manager and a site office. No deadlines for work have been agreed and the owner reported that he will be concentrating on the 1st row at the moment, Concerns were raised about the 3rd row which is very untidy and people are experiencing problems with speeding. AC reports that he felt that the owner should be given benefit of the doubt, but that progress should continue to be closely monitored. RF mentioned that he has monthly meetings with Paul Staines. RF has written to Paul Staines who will remind the owner that he has the responsibility to maintain the park, as well as the electricity and gas certificates which should be displayed. Action: CW to write to Tim Sadler to suggest quarterly on-site meetings to monitor and encourage further progress.
11. Finance & Administration
11.1. Payments for approval to be made under ancillary powers and within budgeted amounts: All payments were approved, apart from the payment to the Blewbury School who should provide the council with a VAT invoice. Proposed by CW, seconded by MB.
11.2. Meeting dates: The finance committee meeting date will be on the 13th of December.
11.3. Kids at Play funds: No response has been received from the letter sent to BVS re fundraising for the KAP funds. RF pointed out that ultimately the Council is responsible, and should therefore consider building in sufficient maintenance funds to the annual budget no matter what contribution the BVS felt able to make
11.4. Annual Audit – BDO Stoy: The annual audit has been approved and no issues were identified Action: Clerk to display the conclusion of the audit notice. Action: Clerk to thank the internal auditor. Item Closed.
11.5. Review of cemetery fees. Cemetery fees were reviewed and no changes were proposed. Item closed.
12. Correspondence.
12.1. Items requesting a reply
12.1.1. Register of Interest. Registers of interest should be completed by all councillors and returned to the clerk.
12.1.2. Training: risk assessment training & new code of conduct. Clerk to see if she can attend the risk assessment training.
13. Cemetery Development Plan
13.1. Adoption of trees: MB clarified the recommendation that £25 is charged for 5 years. The resident has been informed about the charge. Item closed.
13.2. Purchase of cedar of Lebanon: The tree has been ordered. Action: Clerk to follow up with Anthony Stiff.
14. Parish Plan
14.1. 25/01/07 Litter bin installation. The Eastfields bin has been installed. No news yet on the Dibley bin. Action: Clerk to confirm when Dibleys bin installation will go ahead.
15. Recreation Ground.
15.1. 28/11/06 Management Committee Structure RF suggested that more should be known about charitable structure and how revenues will be shared. MB suggested that clarification is needed on the construction of the pavilion and the revenue and costs thereafter, as well as the way the council will interface with the MCS. RF should include questions re the Brass Band and Tickers Folly Action: RF & MB to draft questions about the issues needing addressing for the creation of the successor to the Recreation Ground Management Committee
16. Allotments.
Nothing to report
17. Footways, Footpaths and rights of way.
17.1. 02/09/05 Village upkeep review – annual review has been carried out.
17.2. 03/03/07 Bridus way. AC and the clerk both followed up but had no response from thee Council. The residents of Whites Orchard has now also taken up the stretch of road from Bessels Way unto Whites Orchard with the OCC. Action: Clerk to contact Mark Sumner/Matt Ball for a progress report on Bridus Way. AC to include the new concerns when contacting Mark Sumner.
17.3. 02/04/07 Cob Walls: PW & AB-W has joined the new committee who include Peter Tankard and Marianne Suhr. There are some concerns re the Curtoys cob wall where a section is loose and another section which might need thatching. PW contacted Oxfordshire Trust for the Rural Environment re funding as the cob walls as they are listed. Ms Suhr also might be able to get hold of thatching trainees.
17.4. 12/09/07 Annual tendering process and review of rates for the Lengthman’s contract. The review has been carried out and the clerk is awaiting tenders for contracted work. Action: AC to draft contract to confirm the Lengthman’s employment
17.5. 12/09/07 BMX track. White Horse Horticulture sent us a quote to include the BMX track in when they spray weed killer but it has not yet been received.
17.6. 12/09/07 Rumseys Lane: The council received responses from all 4 residents who were approached. As a result the definitive map of the rights of way was studied. The public right of way has lapsed. The re-opening will not be pursued. Action: CW to respond to residents in Rumseys Lane. Item closed.
18. Roads, Road safety and public transport:
18.1. Parish Transport Representatives. CW received the notes on the meeting and another meeting has been scheduled. Specific questions are answered at these meetings. Item closed
18.2. Traffic calming measures. We are still awaiting the response mentioned in 6.1
18.3. Public transport survey. The ORCC provides parishes with templates to do surveys which will be included in the Blewbury Bulletin. These surveys are then processed by the ORCC and passed on to the OCC.
19. Village Hall Management Committee report: There had been no meeting. JG mentioned that the main hall needs to be cleaned. Action: CW to raise the issue of cleaning the hall with the VHMC.
20. Environment
20.1. 04/05/07 Maintenance of water courses: CW suggested that the Council needs to confirm with the Vale that 4 checks are being conducted annually on the culvert at the exit of the Cleve, as promised. A resident has suggested that the council should take over the execution of the lapsed BVS Environment Group management plan for the Cleve. Action: CW to follow up with Mr Dela. Action: AB-W to source the BVS Environment Group management plan.
21. District Councillors report. RF reported on the budget setting process, the Vale’s communication strategy, the partial review of the South East plan for Gypsies and travellers, the joint procurement of Waste management services, the planning delivery grant in which the Vale did very well, new building regulation charges, as well as comments complaints and charges
22. Any Other Business: MB suggested that the sale of the land should be confidential until such time as the contracts are sold. JG mentioned that since the rubbish collection is now earlier and some people are missing the collection and then they are leaving out their rubbish. RF suggested that that the Council should ask the people to remove the rubbish until the next week or the Vale could even give on the spot fines.
23. Details of the next meeting. The next Parish Council Meeting will be on the14th of November in the Vale Room at 19:30.
The meeting closed at 21.50