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BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Wednesday, 16 January 2008 in the Vale Room
Councillors present: Mr. Chris Whatmore (Chairman), 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 Gary Kirby
Matters resolved:
1. All payments were approved
2. The Council resolved that the budget for 2008/9 be approved and that the precept should be lowered by £2000 to £21,000
3. The Council resolved that Barclays Bank be appointed as the Council's banker and authorised the following to operate the account: Chris Whatmore, Emma Austin and Richard Farrell
Actions arising from the meeting:
1. Clerk to contact the standards committee with number of councillors with an interest in the tennis club.
2. Clerk to contact Ms Dawn Crawford at Milton Park re an invoice
3. Clerk to follow up Adkin & Merrifield valuation of Church Moor
4. Clerk to follow up with Lengthman and to let insurers know when repairs to the skate ramp have been carried out.
5. Clerk to send MB latest Risk Management Plan. CW And MB to review and make recommendations.
6. Clerk to add Village Days dates to the Risk Management Plan
7. Clerk to review NALC financial regulations
8. Small grants committee to make a recommendation and to inform the Clerk.
9. RF & Clerk to open Barclays bank account
10. Clerk to reply to Mr Hope re Peugeot.
11. Clerk to apply for additional parish cleansing grant
12. Clerk to circulate VWHDC’s initial budget.
13. Clerk to reply to WI with suggestion re light bulb recycling
14. CW to write a notice for the Bulletin re the Cleve closure
15. CW to investigate the Bridus Mead/Bridus Way site for the litter bin. Clerk to contact VWHDC to hear if this site is suitable
16. AB-W to contact CD with details of the Householder’s Day.
17. CW to put summary of the findings of the public transport survey in the Bulletin
18. RF to report back to George Read that council recommends the usual application process be followed for the trees on Church Moor.
Actions carried forward from prior meetings:
1. CW to draft a letter to the Recreation Ground Management Committee
2. Clerk to follow up with Mark Sumner about the path behind Savages
3. RF to put a note in the Bulletin to explain the rules for signs
1. Apologies for absence: Mr Alan Cooper, Dr Paul Whitehead, Mr M Brassell (late arrival)
2. Declarations of interest. EA declared an interest in Ladycroft Park.
3. Minutes of the Parish Council meeting held on Wednesday 12 December 2007 were accepted and signed as a true record.
4. Police liaison. PCSO Gary Kirby reported that Speed Indicating Device (SID) is in use. The Parish Council’s donation towards the maintenance of the SID should be forwarded to Ms Dawn Crawford at Milton Park. A low number of crime was reported, with only one recent burglary in Blewbury, as well as successful arrests in connection with hare coursing. Members of the public were again encouraged to dial 999 if they see hare coursing in action. Action: Clerk to contact Ms Dawn Crawford at Milton Park re an invoice.
5. County Councillor’s report. Mr Lamont reported on the proposed budget which will include a lower than expected rise in council tax. The council has turned down the application to turn Radley Lakes into a village green. The council must reduce the amount of waste going to landfill, and incineration while generating electricity - called “Energy from Waste” - has been adopted as alternative to landfill. Waste disposal companies, and not the Council, will carry the cost of building the incineration plants, and Sutton Courtney might be a site for one of the incineration plants. Mr Lamont reported that these plants are safe and no damaging emissions come from them, and assuming the plant replaces the landfill site, there should not be an increase in road traffic.
6. Matters arising.
6.1. 04/09/05 Speeding of vehicles through the village. Nothing to report. Item closed.
6.2. 12/09/07 Church Moor. This item was discussed later in the meeting, awaiting MB’s arrival.
6.3. 12/12/07 Tennis Club The clerk reported that legal advice has been sought regarding the tennis club issue and that the final number of councillors with an interest would be given to the standards committee to clarify if a special dispensation will be needed. Action: Clerk to contact the standards committee with number of councillors with an interest in the tennis club.
6.4. 12/12/07 Future Didcot cycle links. AB-W wrote letters to the land owners and will give them 2 weeks to respond, and hope to be able to meet them. She reported further that there is quite a bit of opposition in both villages with concerns about motorcycles, and they hope to address these with the help of SUSTRANS. RF pointed out that this might be a worthy project for the Council to fund with some of the Tennis Court sale proceeds, if money is available after the agreed pavilion and wildlife habitat projects.
6.5. 14/11/07 BVS Village days. AB-W discussed the Village Days with the BVS Environmental Group and they compiled a list of ideas. There will be an article in the March Bulletin, with a reminder in the April Bulletin and they hope to put posters up in the school. Activities may include litter picking, path clearance and resurfacing, and clearing the Cleve and other water courses. CW suggested that clearing the Cleve should take place late in the year, when it is needed most. The BVS-EG felt pruning should be done by professionals. They will investigate if the BVS insurance will cover these events. The VPA has tools which can be used on these occasions. The 17th of May and 1st of November were proposed as possible dates.
MB joined the meeting
6.2 12/09/07 Church Moor. MB reported that Adkin has been asked to supply a valuation. Simon
Merrifield was contacted by the BVS EG for a valuation. Action: Clerk to follow up Adkin & Merrifield valuation. RF clarified the procedure, which will be that the valuations will be sought, the owner will be contacted and if he is interested, a wider consultation with the village should be sought to clarify if it will be an amenity to all. CW reported that as there is no District Valuer, professional valuations would suffice.
7. Open Forum. No matters discussed under Open Forum.
8. Risk Management.
8.1. 11/07/07 Tree register. CW reported that the BVS EG has been in contact with Judith Osborn re the tree register, and the register is still not completed.
8.2. 10/10/07 KAP & skate ramp inspection. The Lengthman is in the process of fixing the skate ramp. Action: Clerk to follow up with Lengthman and to let insurers know when repairs to the skate ramp have been carried out.
8.3. 08/11/07 Risk Management Plan – annual review. The Clerk reported that a sub-committee comprising of CW and MB reviewed the Risk Management Plan in 2007. CW reviewed this recently and would discuss with MB. Action: Clerk to send MB latest Risk Management Plan. CW And MB to review and make recommendations. Clerk to add Village Days dates.
8.4. 12/12/07 BVS Annual review of risk assessments due. JG reported that the BVS has not discussed anything as general as this, but all events have risk assessment documentation and where Parish Council property is involved, the risk assessment is forwarded to the Clerk. This has been done for the 2 relevant events of 2007. Item closed.
8.5. 16/01/08 NALC financial regulations to be reviewed. Action: Clerk to review
9. Planning & Housing.
9.1. 02/02/06 Planning Committee Report: Refer to monthly planning report. Three of four of the Orchard Dene projects have been permitted so far, as well as the amendments to the original planning permission of the development of the Tennis Court.
9.2. 02/02/06 Exception Site: Nothing to report.
10. Ladycroft Park. EA reported that they have not had a meeting. A big new home arrived and there are plans for more. RF reported that he has seen the site licence, and he has raised a number of points on it. RF is to review the licence conditions first and will then pass this on to the residents for their input. RF also reported that the proposed quarterly meetings with the VWHDC are unrealistic.
11. Finance & Administration
11.1. Small grants committee. The Clerk passed on a request for a donation to the small grants committee for their consideration. Action: Small grants committee to make a recommendation and to inform the Clerk.
11.2. Payments for approval to be made under ancillary powers and within budgeted amounts. As the final amount for repaying the PWLB loan has been reworked, the actual amount to be paid is £7622.95 instead of the amount on the agenda. All payments including the new PWLB amount were approved. Proposed by MB, seconded by JG. All agreed.
11.3. Finance committee meeting report: CW reported on the finance committee meeting held on the 13th of December. A deficit of £983 was anticipated for the 2007/8 financial year, but there is likely to be an excess of £4195.50. For 2008/9 a slightly larger deficit of £1,690 is budgeted for. These amounts do not include the extraordinary income in the form of interest earned on the proceeds of the sale of the tennis courts. The committee recommended that the precept be decreased by £2000 to £21,000.
11.4. Kids at Play funds: Discussed with 11.5. The BVS hopes to be able to contribute in the 2008/9 year
11.5. 2008 Budget & Precept. RF asked if the precept could be decreased even further. MB pointed out that KAP reserved funds have now been depleted and reserves are being kept at a certain level. CD pointed out that it would be better to cut the precept again in future if possible, rather than having to increase it if there were more unexpected expenditure. The Council resolved to approve the 2008 Budget and precept. Proposed by CW, Seconded by CD. All approved. Item closed.
11.6. Clerk’s contract, hours & hourly rate. The Clerk reported that the finance committee has agreed to the increased pay awards as recommended by the NALC. This increase in hourly rate would also be payable to the previous clerk and training done by Lynda Ewers in this financial year. Item Closed.
11.7. Investment policy & new bank account. The finance committee recommended that Barclays Bank be appointed as the Parish Council’s bank in line with the investment policy. The council will continue to debate if all the Parish Council’s bank accounts should be moved to Barclays.
11.8. Resolution: Blewbury Parish Council resolves that it appoints Barclays Bank as the Council's banker and authorises the following to operate the account: Chris Whatmore, Emma Austin and Richard Farrell. RF proposed, JG seconded, all agreed. Action: RF & Clerk to open Barclays bank account.
12. Correspondence.
12.1. Items requesting a reply
12.1.1. Abandoned Peugeot: CD had a letter re an abandoned Peugeot which has since been removed. The Council recommends that the Police be informed should the vehicle reappear. Action: Clerk to reply to Mr Hope re Peugeot.
12.1.2. Invitation to prioritize some environmental enhancements to various bits of Didcot. CW had already replied, stating that the Parish Council was happy to support whichever preferences had been expressed by people directly affected.
12.1.3. Invitation to apply for additional parish cleansing grant - response required by Jan 25. Action: Clerk to apply for additional parish cleansing grant.
12.1.4. An initial budget proposal from the Vale's Executive - response required by Feb 27. Action: Clerk to circulate VWHDC’s initial budget.
12.1.5. Blewbury WI regarding recycling of low energy light bulbs. As the low energy efficient light bulbs contain mercury, it should not be disposed of in normal household waste. The council felt that providing an unmanned collection point where these light bulbs can be disposed of, will be open to abuse. As most of our councillors regularly use the facilities at Steventon, they are willing to recycle any of these bulbs residents drop off at the monthly council meeting. Action: Clerk to reply to WI with suggestion re light bulb recycling.
12.2. Items for information
12.2.1. Temporary Road Traffic Order for Cleve Path closure. CW reported that the Cleve will be closed from 18th of February for 2 weeks for repairs. Action: CW to write a notice for the Bulletin.
12.2.2. A provisional invitation to an ORCC event for parishes affected by Post Office closures. As the Parish Council will only be notified on the 5th of February if our Post Office will be closed, the Council would not yet know if it applies.
12.2.3. A request to put up a poster about a White Horse Half Marathon. Council denied this request.
12.2.4. Bridus Way Bridle Path. The VWHDC wrote that it is aware of discussions between the OCC and the developers about the resurfacing and recommended that the OCC be contacted in this regard.
12.2.5. Info sheet on how/where to get community grant advice
13. Cemetery Development Plan. CW suggested that since the agreed purpose of the proceeds from the sale of the Tennis Court had been for “open spaces and recreation”, there is room for discussion on whether to use some of the funds, if available after the 2 main proposed projects, for the cemetery development plan.
14. Parish Plan
14.1. 25/01/07 Litter bin installation. CW and the Clerk received 4 proposals: Robinson close (which received one in 2007), the bus stop at the top of Westbrook Street, the information board at the Chapel end of the Cleve, the junction between Bridus Mead and Bridus Way. The Council recommended that the latter be investigated. Action: CW to investigate the Bridus Mead/Bridus Way site for the litter bin. Clerk to contact VWHDC to hear if this site is suitable. The Clerk reported that she was asked to investigate if the Play Close bins can be moved, but as these bins are not Council property and they are emptied by the PCC, the Council could not comment.
15. Recreation Ground.
15.1. 28/11/06 Management Committee Structure RF reported there was a meeting before Christmas and it will be some time before this will agreed. Action carried forward: CW to draft letter.
16. Allotments.Nothing to report
17. Footways, Footpaths and rights of way.
17.1. 02/09/05 Village upkeep review. Following the 2008/9 budget meeting, the clerk reported that funds for gravel will be carried over to the next financial year in order to be able to purchase enough gravel.
17.2. 03/03/07 Bridus way. Discussed with #12.2.4
17.3. 02/04/07 Cob Walls: AB-W reported that with the help of Marian Suhr and SPAB, a thatcher and 6 trainees will be working on the Cob Walls during early May for a week. On May the 10th there will be a Householder’s day with talks on wattle and daub, etc and it is hoped that the proceeds of this event will cover the cost of the thatcher. CD asked that the issue of insurance be investigated. CD also had a contact at English Heritage who might be interested in this initiative. Action: AB-W to contact CD with details.
17.4. 12/09/07 Annual tendering process and review of rates for the lengthsman’s contract. The clerk reported that the Lengthman’s hourly rate has been raised with 50p to £8 an hour, and that his signed contract has now been received. Item closed.
17.5. Cleve path repair work. JG and AB-W reported that the BVS suggestions for the repair to the Cleve have been found. These plans were however never agreed upon, and the Council agreed that it is not suitable to be put forward to the VWHDC. It was mentioned that this might be worth investigating again in future if there are sufficient funds left over from the Tennis Court sale.
17.6. 14/06/07 Path behind Savages and path from Ladycroft to stables. Nothing to report. Action: Clerk to follow up.
17.7. 12/12/07 Footpath 24. The clerk reported that “make safe” repairs will be made as soon as possible and that funds for long term improvements are being sought for the 08/09 financial year.
18. Roads, Road safety and public transport:
18.1. Traffic calming measures. Nothing to report
18.2. Public transport survey. CW reported that the Council has received the report. Only 16% of Blewbury households responded and the majority of the responders were in the 61-65 age group. The following points were raised: better integration with rail services, lack of evening and weekend services, punctuality and reliability, and the routine bus stops. Action: CW to put summary of the findings of the public transport survey in the Bulletin.
19. Village Hall Management Committee report: CW reported that folding tables were ordered and that major redecoration of the hall is planned.
20. Environment
20.1. 04/05/07 Maintenance of water courses. Item was covered with the BVS village days. Item closed
21. Trees at Church End. RF reported that George Read of the VWHDC asked that the Council discuss the trees on Church Moor, which are dangerous. No formal application has been submitted yet to have the trees removed. The council recommends that the usual application process be followed. Action: RF to report back to George Read that council recommends the usual application process be followed.
22. District Councillors report. RF reported on the VWHDC budget and the pressure from the Government not to increase the budget by more than 5%. The pension provision which will be needed is equivalent to about a 7% increase, which adds to the challenge.
23. Any Other Business: EA updated the Clerk on the email address to use for her. JG reported that CD's idea re transport to Oxford had been put to the BVS: it was agreed that this would only be worth pursuing if there were a group of people keen to run such a scheme.
24. Details of the next meeting. The next Parish Council Meeting will be on the 13th of February 2008 in the Vale Room at 19:30.
The meeting closed at 21.35