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BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Wednesday, 12 December 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, Mrs C Duckett
Also present: Elaine Smit (Parish Clerk), Mr C Lamont (County Councillor), PCSO Denise Clements
Matters resolved:
Actions arising from the meeting:
1. Clerk to contact the standards committee for a dispensation to discuss the tennis court issue.
2. JG to find BVS EG suggestions on the Cleve repair work and Clerk to pass that on to Mr Hatwell.
3. Clerk to let Mr Hatwell know Footpath 24 needs attention.
4. Clerk to report Mark Sumner that the path behind Savages is overgrown.
5. Clerk to contact district valuer re Church Moor.
6. Clerk to follow up formal valuations of Church Moor.
7. Clerk & CW to draft a letter to approach the owner with a formal enquiry of interest.
8. Clerk to give Lengthsman a copy of the skate ramp inspection report and ask him to fix these items.
9. Clerk to follow up BVS Annual review of risk assessments
10. Clerk to thank Simon Barrett for legal assistance in the sale of the London Road tennis court
11. Clerk to circulate minutes of the Ministers for Park Homes meeting
12. Clerk to follow up with Tim Sadler’s office about a regular meeting with Ladycroft.
13. CD to circulate the suggestion she has for Blewbury’s teenagers, following the BVS’s offer.
14. Clerk/CW to get settlement amount from PWLB
15. Clerk to answer Thames Valley Police about the SID machine and request an invoice
16. CW & Clerk to draft a letter about the recreation ground enhancement project and circulate
17. Clerk to thank Anthony Stiff for his assistance in procuring and planting the new cemetery tree.
18. CW to write in Blewbury Bulletin to thank Anthony Stiff.
19. Clerk to add the maintenance schedule for the tree to Lengthsman’s duties.
20. CW to write in the Blewbury Bulletin to ask for alternative site for the litter bin
21. AC to send Clerk photos of the deteriorating Bridus Way footpath. Clerk to contact Mark Sumner with photos
22. AC and Clerk to circulate the suggestion of a higher hourly rate for the lengthsman following the finance committee meeting.
23. AB-W and PW to approach the land owners re a possible cycle route
Actions carried forward from prior meetings:
1. Clerk to follow up with footpaths committee, Mark Sumner and Stephen Hatwell about various paths
2. CW to follow up on the tree register with Judith Osborn
3. CW to follow up with Mr Turner to enquire about the impact of the new speed camera sign
4. RF to put a note in the Bulletin to explain the rules for signs
1. Apologies for absence: Mr M Brassell
2. Declarations of interest. EA declared an interest in Ladycroft Park and AC declared an interest in Bridus Way as a resident of Whites Orchard. CW reports that the Council might have to apply for dispensation to discuss the recreation ground and tennis club issue in the future. Action: Clerk to contact the standards committee for a dispensation to discuss the tennis court issue.
3. Minutes of the Parish Council meeting held on Wednesday 14 November 2007 were accepted and signed as a true record.
4. Police liaison. PCSO Denise Clements reported that they have made successful arrests in connection with hare coursing. She recommended that the public dial 999 if they see hare coursing in progress and to make a note of vehicle registration numbers. She also mentioned that PCSOs have been visiting schools to introduce themselves to the children and to show a DVD on criminal damage, which has been very successful.
5. County Councillor’s report. Mr Lamont reported on the proposed ceiling per passenger mile on bus subsidies which will hit rural communities the hardest, and which he has opposed. He also reported on the minerals and waste development framework and that as specific sites should be named as part of the core strategy, the process has been delayed. There are 5 contractors currently bidding for the work.
6. Matters arising.
6.1. 04/09/05 Speeding of vehicles through the village. Nothing to report.
6.2. 14/02/07 Cleve Path repair work: The Clerk reports that she has spoken to Stephen Hatwell and the Cleve will be closed for two weeks in February next year for extensive repairs. He is not aware of any other metalled surface that needs attention. Action: JG to find BVS EG suggestions and the Clerk to pass that on to Mr Hatwell. Action: Clerk to let Mr Hatwell know Footpath 24 needs attention. Item closed and to be included in a new “general footpaths item” in the next agenda.
6.3. 14/06/07 Meeting with Chairman of the Vale: AC reports that the Chairman’s visit went very well and she could point some people in the right direction for further help. They enjoyed the BBC3 Revue. The Council thanked RF for supplying the food and drink. Item closed.
6.4. 14/06/07 Path behind Savages and path from Ladycroft to stables. Clerk reports that Mark Sumner felt none of these were priority. CD suggested that the footpaths issues should be dealt with by the subcommittee and that we only have a single item on it in future. Action: Clerk to report Mark Sumner that the path behind Savages is overgrown. Item closed and to be included in a new “general footpaths item” in the next agenda.
6.5. 12/09/07 Church Moor. CW reported that the Council asked the OALC for advice on the kind of offer the Council can make. They quoted the relevant laws and recommended that a district valuer be asked to value the land. CW also reported on MB’s suggestion of a leasing arrangement. JG mentioned that a leasing arrangement might cause a problem in getting more funding. It was proposed that the owner of Church Moor be approached in principle and if it proves to be a real possibility, a proper public consultation should be done. PW Proposed. CD seconded. All agreed. Action: Clerk to contact district valuer. Clerk to follow up formal valuations. Clerk & CW to draft a letter to approach the owner with a formal enquiry of interest.
6.6. 12/09/07 Elderly project. Nothing to report. Item Closed.
6.7. 12/09/07 Post Office. JG reported that Mrs King is bound by a confidentiality agreement and cannot disclose before February if the Post Office will remain open.
7. Open Forum. No matters discussed under Open Forum.
8. Risk Management.
8.1. 11/07/07 Tree register: Nothing to report.
8.2. 10/10/07 KAP & skate ramp inspection. The Clerk reported that Mr John Bedford Clark did the inspection free of charge again. Certain issues were raised in 2005 and nothing has been done about it. CD reports that she has a spare sign for the skate ramp in her possession. Action: Clerk to give Lengthsman a copy of the report and ask him to fix these items.
8.3. 08/11/07 Risk Management Plan – annual review. The Clerk emailed the plan to all the councillors for review.
8.4. 12/12/07 BVS Boxing Day Walk risk assessment. JG reported that this risk assessment was sent to the Clerk in early November. Item closed.
8.5. 12/12/07 BVS Annual review of risk assessments due. Action: Clerk to follow up.
9. Planning & Housing.
9.1. 12/07/05 Sale of land and development at London Road tennis courts. The Council thanked MB in his absence for all his efforts in the successful sale of the land. Action: Clerk to thank Simon Barrett for his legal assistance. Item Closed.
9.2. 06/10/07 Acceptance of development offer, subject to contract. The Clerk confirmed that £530 098,12 was paid into the Parish Council’s account following the sale. Item closed
9.3. 02/02/06 Planning Committee Report: Refer to monthly planning report. Applications were received for various works at Orchard Dene and the revised planning for the tennis court development.
9.4. 02/02/06 Exception Site: Nothing to report.
10. Ladycroft Park. EA reported that efforts are being focused on the new plots and that the existing plots are being neglected. The new manager’s home has arrived. EA supplied a copy of the minutes of the meeting of the Ministers for Park Homes and MPs for the Clerk to circulate. CW reports that the council had no response from Tim Sadler. Action: Clerk to circulate minutes of the Ministers for Park Homes meeting. Clerk to follow up with Tim Sadler’s office about a regular meeting with Ladycroft.
11. Finance & Administration
11.1. Small grants committee. The Clerk reported that the small grants committee still has money in the budget and if this money is still available at the end of the financial year, a one-off donation to the Toddler Group could come from that budget.
11.2. Payments for approval to be made under ancillary powers and within budgeted amounts. Proposed by AC, seconded by JG. The Clerk reported that the OALC advised that she does not need to make a declaration of interest as the Clerk does not have a vote.
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: CW reported that the Council had a reply from the BVS who will endeavour to raise about a £1000 a year, although this could not be guaranteed. The BVS also mentioned that they have money for facilities for teenagers. CD reported that she had a suggestion Action: CD to circulate suggestion for teenagers.
11.5. 2008 Budget No new needs have been identified.
11.6. Clerk’s contract, hours & hourly rate. The Clerk reported that when the new Clerk’s contract was set up and agreed two years ago, the scale was not updated, although it was agreed that the salary point 29 on LC2 should be used. The NALC recently circulated the newest pay awards for Clerks and recommended that pay be back dated. It was decided that the finance committee will look at the budget and decide if it is possible to back date pay. RF also mentioned that the Clerk’s hours should be reviewed regularly as it is likely that the Clerk’s duties will increase with time. As it is almost six months since the new Clerk started, the council unanimously agreed that the Clerk’s appointment be made permanent.
11.7. Investment policy. The following investment policy was accepted by the council:
The Council’s investment policy will be to deposit available balances with a bank on notice of 30 days or less.
Banks with which the funds are placed must enjoy long term credit ratings of Aaa (Moody’s) or AA (Standard and Poor’s) with short term ratings of P1 (Moody’s) or A-1+ (Standard and Poor’s). The credit status of a bank with which money is deposited will be reported by the Clerk to the Council at the January and July meetings of the Council, such dates to be entered in the Council’s diary, or at any other meeting at the request of any member of the Council.
A report on the performance of Council’s investments will be made annually at the January meeting of the Council by the chairman of the Finance Committee. This investment policy will be reviewed at least annually at the January meeting or at any other meeting at the request of any member of the Council.
RF proposed, AC seconded, all agreed.
11.8. Resolution: That the selection and opening of an account to hold the proceeds of the sale of the London Road courts with a bank which meets the requirements of our investment policy is delegated to the Clerk in consultation with any two members of the Finance Committee.
11.9. Allocation of funds after sale of tennis court. This item was discussed together with the Church Moor item. It was suggested that set amounts should be mentioned to the Church Moor and pavilion projects, and that not all the money should necessarily be spent at once. It was agreed that the money does not have to be split between two projects, and that an amount should be kept in reserve for future projects and to earn interest which could be used to contribute toward future running costs of the two projects identified so far, or for other worthy projects in the village. The Council’s first priority is to pay off their debt, i.e. PWLB loan. It was decided that the Council should support a well designed pavilion which is appropriate for use and value for money, and that the Council is minded to contribute £300,000 to the recreation ground enhancement project, subject to the Council agreeing the details. Action: Clerk/CW to get settlement amount from PWLB. Action: CW & Clerk to draft a letter about the recreation ground enhancement project and circulate.
12. Correspondence.
12.1. Items requesting a reply
12.1.1. Thames Valley police – SID. The Council received a letter from Thames Valley Police about the SID machine based in Milton Park, asking that every Parish Council contribute £30 toward maintenance. CW proposed, EA seconded. Action: Clerk to answer Thames Valley Police and request an invoice.
12.1.2. Public Catalogue Foundation. As the Council does not own any valuable art work, no reply is necessary.
12.2. Items for information
Nothing to report.
13. Cemetery Development Plan
13.1. Purchase of cedar of Lebanon: The Clerk reported that the tree has been planted. The Council thanked Anthony Stiff for spending so much time on this. A maintenance schedule was given. Action: Clerk to thank Anthony Stiff. Action: CW to write in Blewbury Bulletin to thank Anthony Stiff. Action: Clerk to add the maintenance schedule for the tree to Lengthsman’s duties. Item closed.
14. Parish Plan
25/01/07 Litter bin installation. The Clerk investigated the possible alternatives and reported that the Council cannot remove the bin for safe keeping. The site next to Borlase is also not suitable as this is the only place where Dibleys Heritage have access to cut the grass. Action: CW to write in the Blewbury Bulletin to ask for suggestions for an alternative site.
15. Recreation Ground.
15.1. 28/11/06 Management Committee Structure nothing to report
16. Allotments.
PW and CD will take over from EA in representing the allotments at Council meetings. The Clerk reported that the Allotment committee asked her to contact Thames Water regarding the latest invoice which seemed very high. EA noted that the allotments did not have water for a part of the year in 2006 and therefore the bill will be higher than the previous year.
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 the road has been patched and that it was confirmed that this was only a temporary measure. Nothing has happened about the footpath. Action: AC to send Clerk photos of the deteriorating Bridus Way footpath. Clerk to contact Mark Sumner with photos.
17.3. 02/04/07 Cob Walls: PW reported that the Cob Wall committee would meet on the 13th of December and that rethatching of a stretch of cob wall be discussed. A grant application to the Trust for Oxfordshire was turned down as the project was not deemed “sustainable”.
17.4. 12/09/07 Annual tendering process and review of rates for the lengthsman’s contract. The Clerk reported that the Lengthsman has been on the same hourly rate for the past seven years and his contract has now been finalised. The matter will be further discussed at the finance committee meeting. Action: AC and Clerk to circulate.
17.5. 12/09/07 BMX track. The Clerk reported that the Lengthsman will look at the BMX track and see if he can do something about it. Item closed.
17.6. 12/12/07 Future Didcot cycle links. AB-W had a meeting with Sustrans and the OCC and the “Links to School Programme”, and reported that they will fund and maintain a proposed one-mile path between Blewbury and Upton, which will link to Sustrans Route 44. AB-W and PW and a representative from Upton Parish Council will approach the land owners. Action: AB-W and PW to approach the land owners re a possible cycle route.
18. Roads, Road safety and public transport:
18.1. Traffic calming measures. Nothing to report
18.2. Public transport survey. CW reported that Blewbury did not do very well in the survey as not enough people responded but that a report will be published.
19. Village Hall Management Committee report: Nothing to report
20. Environment
20.1. 04/05/07 Maintenance of water courses. Nothing to report
21. District Councillors report. RF reported on the selection of the preferred developer of the Old Gaol in Abingdon. The Vale’s Corporate Governance report was adopted, as well as a climate change strategy, and a payment and procurement strategy.
20. Any Other Business: Nothing to report
22. Details of the next meeting. The next Parish Council Meeting will be on the16th of January 2008 in the Vale Room at 19:30.
The meeting closed at 21.38