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BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Wednesday, 14 November 2007 in the Vale Room
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), 5 Members of the public. 2 of whom left after the BVS EG presentation..
Matters resolved:
1. The Council resolved to accept the grass cutting and weed killing quote from Whitehorse Horticulture.
2. All payments were approved
Actions arising from the meeting:
1. CW to follow up with Mr Turner to enquire about the impact of the new speed camera sign.
2. Clerk to invite Lisa James of the Blewbury Mother & Toddler group to attend the reception with the chairman of the Vale, and to inform her of the Council’s suggestions.
3. Clerk to confirm with the Chairman’s PA, Eileen Rennie.
4. Clerk to liaise with RF about the reception and purchase wine and nibbles.
5. MB to invite the Blewbury Play Group.
6. JG to reserve seats for the chairman at the BBC3 Revue.
7. Clerk to contact OALC and ask (a) if the council can offer more for the land than what it was valued for and (b) if the council can be part of an offer in conjunction with another party where the offer is significantly above market value
8. MB to get a formal valuation for Church Moor from Adkin.
9. CW to circulate ORCC document re Post Office closures.
10. Clerk to contact Dibleys Heritage to enquire if the suggested site might be suitable and if so, to contact the owner of Borlase.
11. CW to write a short piece for the Blewbury Bulletin about the disposal of dog waste
12. CW to write a short piece for the Blewbury Bulletin about the responsible disposal of garden waste
13. CW to send Judith Osborn’s contact details to AB-W.
14. Clerk to thank Tony Loy and John Bedford Clark for KAP inspection as soon as it is done
15. Clerk to inform suppliers of grass cutting services if they were successful or unsuccessful
16. Clerk to sign contract as soon as sale has been agreed and contracts exchanged
17. Clerk to circulate risk management plan for review.
18. Clerk to follow up KAP funds before the finance committee meeting
19. Clerk to reply to South & Vale Carers Centre with small grants committee recommendation
20. Clerk to follow up with Anthony Stiff re the delivery of the tree and to inform the cemetery committee of the delivery date
21. Clerk to contact Anthony Stiff about a maintenance schedule for the tree
22. MB to start email debate on the allocation of the proceeds of the Tennis court sale
23. AC and clerk to circulate lengthsman’s contract once completed
24. Clerk to ask Lengthsman if he would be able to strim the BMX track
25. RF to put a note in the Bulletin to explain the rules for advertisements and signs
26. RF to enquire if the Vale will remove the motorcycle.
Actions carried forward from prior meetings:
1. Clerk to contact both Mark Sumner and Mandy Bell by email and phone about the Cleve railings and path
2. Clerk to follow up Mark Sumner re Path behind Savages and path from Ladycroft to stables
3. Clerk to contact Mark Sumner/Matt Ball/Mandy Bell for a progress report on Bridus Way
4. CW to follow up on the tree register with Judith Osborn
5. 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
The meeting was preceded by a short presentation on the proposal of the BVS Environment Group for Church Moor.
1. Apologies for absence: None
2. Declarations of interest – EA declared an interest in the Ladycroft Park and AC declared an interest in Bridus Way as a resident of Whites Orchard.
3. Minutes of the parish council meeting held on Wednesday 10 October 2007 were accepted and signed as a true record.
4. Police liaison. No police officers present.
5. County Councillor’s report. Mr Lamont was not present
6. Matters arising.
6.1. 04/09/05 Speeding of vehicles through the village. Despite several attempts, CW did not get a response. A new speed camera sign has been installed, which might have a positive impact on speeding Action: CW to follow up with Mr Turner to enquire about the impact of the new speed camera sign.
6.2. 14/02/07 Cleve & Curtoys Path repair work: Clerk did not get a response from Mark Sumner about the Cleve path and railing. AC reports that Ms Mandy Bell is the person in charge of that department and will try to move matters along. Curtoys item closed. Action: Clerk to contact Mark Sumner, Steven Hatwell and Mandy Bell by email and phone about the Cleve railings and path.
6.3. 14/06/07 Meeting with Chairman of the Vale: The Chairman will be attending the BBC3 Revue night on the 30th of November. Several member of the public doing voluntary work in the village will attend a small reception to meet the chairman and to introduce their clubs/activities to her. RF offered to pay for the reception. Action: Clerk to contact the Blewbury Mother & Toddler group to attend. Clerk to confirm with the Chairman’s PA, Eileen Rennie. Clerk to liaise with RF about the reception and purchase wine and nibbles. MB to invite the Blewbury Play Group. JG to reserve seats for the chairman at the BBC Revue.
6.4. 14/06/07 Path behind Savages and path from Ladycroft to stables. Clerk followed up but with no response. Action: Clerk to phone and follow up.
6.5. 12/09/07 Church Moor. The BVS Environment Group did a presentation before the start of the Council. MB reported on a valuation given by Adkin, and the basis on which it was done. Council discussed possible offer on the land, given that the valuations might be less than what the owner would want to sell for.
Standing orders were temporarily suspended to consult with a member of the BVS EG.
A previous planning application was turned down. RF mentioned that it is possible to put in planning application to see once and for all if any planning application might be awarded, but this is a risky approach. JG mentions that there is no clarification yet on how this project would be run, if successful. MB mentions that if the Council is the land owner then ultimately it will carry responsibility for it, which should form part of the risk management for this project. Action: Clerk to contact OALC and ask (a) if the council can offer more for the land than what it was valued for and (b) if the council can be part of an offer in conjunction with another party where the offer is significantly above market value. MB to get a formal valuation from Adkin.
6.6. 12/09/07 Elderly project. Nothing to report.
6.7. 12/09/07 Post Office. RF drafted a letter to the Post Office and the Clerk received a standardised response. The council also received some information from the ORCC on what parishes can do to support their Post Offices. CW reports that the next few weeks are crucial and that the Post Office should especially be supported in this time. An article would also be published in the Blewbury Bulletin. Action: CW to circulate ORCC document re Post Office closures.
7. Open Forum.
A member of the public raised the issue of the litter bin on South Street which can be seen from her house. She suggested the bin be moved to next to Borlase, on Dibleys ground. Action: Clerk to contact Dibleys Heritage to enquire if the suggested site might be suitable and if so, to contact the owner of Borlase. It was furthermore reported that dog waste is put in that bin which in summer would be a problem. After speaking to her neighbours it was felt that it was too big, an eyesore and that they do not want the bin at all. Action: CW to write a short piece for the Blewbury Bulleting about the disposal of dog waste.
MB raised a matter on behalf of a member of public. Someone disposed garden waste in the Mill Brook which caused the water levels to rise. RF pointed out that this is a criminal offence. Action: CW to write a short piece for the Blewbury Bulleting about the responsible disposal of garden waste.
8. 8. Risk Management.
8.1. 11/07/07 Tree register: CW followed up with Judith Osborn but the person responsible is away for 3 months. A B-W mentioned that the BVS is also doing a tree survey. Action: CW to send Judith Osborn’s contact details to AB-W.
8.2. 12/09/07 BVS Bonfire Night Risk Assessment. The BVS updated the risk assessment after the suggestions from the internal auditor and supplied a copy of the relevant insurance policies to the Council. Item closed.
8.3. 10/10/07 KAP & skate ramp inspection due. The Clerk reports that Tony Loy has arranged that John Bedford Clark will do the annual inspection. The Council is very grateful that this will be done for free. Action: Clerk to thank Tony Loy and John Bedford Clark.
8.4. 08/11/07 Invite quotes for grass cutting for next year: The clerk reported that several quotes were obtained, also from the current provider. Most were more much more expensive than the current supplier, but one did compare favourably. The current supplier comes highly recommended by those who work with him in the village. MB proposed that we accept his quote, AC seconded. The clerk also reported that it has been suggested that the grass cutting season is now much longer so we might have to consider more cuts in the future. AB-W reported that the BVS had a suggestion which could help with this problem, and would be discussed in item 20. Action: clerk to inform suppliers if they were successful or unsuccessful
8.5. 08/11/07 Village Hall insurance. The clerk reported that a copy of the village hall insurance has been obtained. Item closed.
8.6. 08/11/07 Risk Management Plan – start of annual review. The clerk reported that the risk management plan should be reviewed and that it will be emailed to all the councillors for their input. Action: clerk to circulate risk management plan for review.
9. Planning & Housing.
9.1. 12/07/05 Sale of land and development at London Road tennis courts. The exchange of contract was due to go ahead as soon as the council’s solicitor had agreed acceptable wording for the restrictive covenants. Completion was still expected in December. RF has drafted an investment policy for when the funds are transferred, which needs to be formally adopted at the next council meeting.
9.2. 06/10/07 Acceptance of development offer, subject to contract.. MB reported that the clerk as responsible financial officer should sign the contract when the time comes. Action: clerk to sign contract as soon as sale has been agreed and contracts exchanged
9.3. 02/02/06 Planning Committee Report: Refer to monthly planning. Turnpike House extension had been permitted. CW reported that the owners were made aware that the builders should keep the Pound clear. The Pleasance has been permitted, the development on Pilgrims Way has been withdrawn, Downside Farm has also been withdrawn. No other objections to current applications. CW also reported that the clerk will hold a copy of the new rules on advertising/signs.
9.4. 02/02/06 Exception Site: Nothing to report.
10. Ladycroft Park: CW reported that a letter has gone to Tim Sadler and we are awaiting a response. EA reported that the new manager has proven to be very helpful and his work is very thorough. A new sign has also been erected. RF reported that a site licence has been applied for and it was recommended that the draft licence prepared earlier should be put forward, which included a suggested 3 metre safe edge around the site.
11. Finance & Administration
11.1. Small grants committee – South and Vale Carers Association. The small grants committee proposed a £50 donation. Proposed with the payments in 11.2
11.2. Payments for approval to be made under ancillary powers and within budgeted amounts: The payment on the agenda for Jane Gibson was clarified. The cheque was made out to Blewbury Players (and not to JG) as JG obtained the tickets on behalf of the council for the chairman of the Vale’s visit. RF also pointed out that the clerk should check if she also needs to declare an interest. MB wanted to confirm that the audit fee was in line with the quote previously obtained. The clerk reported that the invoice stated it was a standard fee. All payments were approved. Proposed by EA seconded by RF.
11.3. Meeting dates: The finance committee meeting date will be on the 13th of December in the committee room.
11.4. Kids at Play funds: No response has been received from the letter sent to BVS re fundraising for the KAP funds. Action: Clerk to follow up before the finance committee meeting.
11.5. 2008 Budget The Clerk asked that she be informed of funds needed for next year, before the finance committee meeting.
11.6. Clerk’s expenses and leave The clerk reported that she will be on leave over Christmas and will return on the 12 of January. She will continue to work remotely but some practical issues needed addressing, especially the cemetery. MB was willing to help with the cemetery, if needed. JG volunteered to carry the mobile phone. The clerk also reported that she is trying to cut costs and therefore are making phone calls on a land line instead of the mobile phone and will supply an itemised bill for those calls in her expenses.
12. Correspondence.
12.1. Items requesting a reply
12.1.1. South and Vale Carers Centre. Action: Clerk to reply with small grants committee recommendation
12.1.2. Blewbury mother & toddler group. This group has written to the council and asked for some financial support. The council recommended that representatives of the group be invited to attend the evening with the Chairman of the Vale to see if any funding might be available. It has also been suggested that a more appropriate time for such a group would be in the morning as toddlers tend to sleep in the early afternoon. In principle the council will be willing to support them. Action: Clerk to contact Lisa James with the council’s suggestion.
12.1.3. 'Ways to tackle climate change' : Defra publication aimed at the Parish and Town Council sector. It was noted that BVS EG has won an award for their work in this field. No reply needed.
12.2. Items for information
12.2.1. Your Vale, Your Future. The clerk has copies available.
12.2.2. Vale funding advice surgeries. CW reported that this may be valuable.
12.2.3. Review of subsidised bus services – open meetings. CW reported that there are some duplication in the current reviews of the current bus services and the council has until January to reply. By this time, the results of the ORCC public transport survey recently conducted in the village should be known, and will form the basis of the Council’s reply.
13. Cemetery Development Plan
13.1. Purchase of cedar of Lebanon: CW reported that the tree should be delivered in the next 2 weeks. MB asked that the clerk inform the cemetery committee once a delivery date has been agreed, so that the cemetery plan can be checked for the exact location. Action: Clerk to follow up with Anthony Stiff re the delivery of the tree and to inform the cemetery committee of the delivery date. Clerk to contact Anthony Stiff about the maintenance schedule for the tree.
14. Parish Plan
25/01/07 Litter bin installation. This has been discussed in Open Forum.
15. Recreation Ground.
15.1. 28/11/06 Management Committee Structure MB reported that the government structure, the scale and the design of the structure has been discussed with Simon Barrett and that the Council’s concerns have been noted. MB reported that the committee would like an indication from the Parish Council of the support they will be willing to give towards this project, which again raised the question of how proceeds of the sale of the Tennis Courts will be allocated. RF suggested an email debate on the allocation of the proceeds, as well as a specific agenda item at the next meeting. Action: MB to start email debate on the allocation of the proceeds of the Tennis court sale. The clerk reported on CD’s suggestion to make contact with Brightwell-cum-Sotwell’s clerk, as they have a new pavilion. Their parish council clerk is willing to show representatives around the pavilion and will try to answer specific questions. Action: clerk to contact CD for specific questions.
Due to time restrictions, item 20 was discussed first.
20. Environment
20.1. 04/05/07 Maintenance of water courses. AB-W reported on the BVS EG meeting. The Cleve clearance will be on the 24th of November. A further suggestion was made for “Village Days” where general maintenance in the village was done, e.g. grass cutting, tree pruning, rubbish picking etc. The BVS will see if their insurance will cover this event. The council agreed that this is a good idea, and will be willing to help.
16. Allotments.
Nothing to report
17. Footways, Footpaths and rights of way.
17.1. 02/09/05 Village upkeep review. Nothing to report.
17.2. 03/03/07 Bridus way. AC reported that this issue is in 2 parts and that Highways did not realise that Bridus Way stretched all the way from Bessels Way to Bessels Lea Road. Action: Clerk to contact Mark Sumner/Matt Ball for a progress report on Bridus Way.
17.3. 02/04/07 Cob Walls: PW had a good response from his article in the Blewbury Bulletin and applied to TOE for a grant. A part of the cob wall needs to be refurbished.
17.4. 12/09/07 Annual tendering process and review of rates for the Lengthsman’s contract. AC drafted a contract. Action: AC and clerk to circulate.
17.5. 12/09/07 BMX track. White Horse Horticulture sent a quote to include the BMX track when they spray weed killer but this needs to be done when weeds are growing. Action: Clerk to ask Lengthsman if he would be able to strim the track.
18. Roads, Road safety and public transport:
18.1. Traffic calming measures. Discussed in 6.1
18.2. Public transport survey. CW reported that the ORCC templates were distributed with the Blewbury Bulletin and the responses were passed on to the ORCC, and a report should come back within a month.
19. Village Hall Management Committee report: Nothing to report as the chairman is currently out of the country.
21. District Councillors report. RF reported that the Vale’s executive will decide on the redevelopment of the Abingdon prison. RF also reported that the law on advertisements has changed and that local authorities can now prosecute. Signs must be on private property and follows the instructions in the guidance, as the Highways authority does not give permission for signs on their furniture and grass verges. Action: RF to put a note in the Bulletin to explain the rules for signs.
22. Any Other Business: JG reported that the motorcycle is still in the chalk pit. RF will take it up with the Vale. Action: RF to enquire if the Vale will remove the motorcycle.
20. Details of the next meeting. The next Parish Council Meeting will be on the12th of December in the Vale Room at 19:30. The January meeting has been moved to the 16th of January 2008.
The meeting closed at 21.38