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BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Wednesday, 13 February 2008 in the Vale Room
Councillors present: Mr C Whatmore (Chairman), Mr A Cooper, Ms Jane Gibson, Dr P Whitehead, Mr M Brassell, Mr R Farrell (present for part of the meeting only), Mrs C Duckett (arriving for latter part of meeting)
Also present: Elaine Smit (Parish Clerk), Mr C Lamont (County Councillor), PCSO Barry Gills, 3 members of the public (representing the Blewbury Pre-School Playgroup)
Matters resolved:
Actions arising from the meeting:
1. Clerk to circulate car boot sale report when received from Mr Lamont.
2. Clerk to finalise Risk Management Plan and circulate
3. RF to research the Malthus Trust option for the Pre-School Playgroup
4. JG to pass on Anita Prosser’s contact details to the clerk, who will pass it on to the Pre-School Playgroup
5. Clerk to write to Mr Clarke and express the Council’s thanks that he is available to carry on as internal auditor.
6. Clerk to contact Toddler Group to ask for an update and to reiterate that a decision will be made by the end of the financial year.
7. Clerk to arrange the opening of the fixed rate bond and the Sterling Treasury Deposit Account as soon as possible.
8. CD to approach Blewbury School headteacher to discuss the review of primary schools in Oxfordshire
9. MB to seek legal advice re the allotment tenancy agreement.
10. Clerk to let Mike Edmunds know that legal advice is being sought re allotments tenancy agreement
11. Clerk to follow up with Mike Edmunds that appropriate allotment risk assessments are carried out
12. MB to contact CD and PW to make a list of issues that should be raised with the BVGA.
13. Clerk to check if there is guidance on Parish Councils dealing with allotments
14. Clerk to contact Glenbreck Developments and ask if the stone and seat adjacent to old London Road tennis court site can be removed for safe-keeping
15. CW to put a reminder in the Bulletin that cars should not be parked on the footways
16. Clerk to follow up with the Lengthman if he is able to remove the motorbike from the Chalkpits and if he needs help
17. clerk to inform Mrs Doulton re rabbit cull.
18. CW to put a note in the Bulletin re rabbit cull
19. CW to mention the SID device in reply to a parishioner’s email re speeding
20. JG to follow up with Blewbury Players to ask when the old staging will be removed
21. CW to raise the issue of a cigarette bin with the Village Hall Management Committee.
22. CW to clarify the proposed work to be carried out to trees at Church End
Actions carried forward from prior meetings:
1. Clerk to follow up work on Footpath 24, as well as various other footpaths.
1. Apologies for absence: Mrs E Austin, Mrs A Barclay-Watt, PCSO Mike Clayden
2. Declarations of interest. AC declared an interest in Bridus Way, MB declared an interest in the Blewbury Pre-school Playgroup.
3. Minutes of the Parish Council meeting held on Wednesday 16 January 2008 were accepted and signed as a true record.
4. Police liaison. This item was discussed before item 8 as PCSO Gills had to attend an incident, and therefore arrived late.
5. County Councillor’s report. Mr Lamont reported on a scrutiny review of car boot sales which took place a year ago, and which he followed up to see what was done. Funding was made available to take on another officer in Trading Standards. Other recommendations included a voluntary code of practice, to allow officers of Trading Standards to charge offenders in Police stations (which is expected to happen this year), and warning notices should be published about trading in stolen goods, funding to be made available to have small teams gather intelligence stolen and counterfeit goods. A Police officer is now seconded to work for Trading Standards. A copy of this report will be circulated. Mr Lamont also reported on the budget meeting of the previous day where the Council tax rise was set to 3.875%. This is lower than expected and of the lowest in the South East. Action: Clerk to circulate.
6. Matters arising.
6.1. 12/09/07 Church Moor. CW reported that a letter outlining our offer was sent, awaiting a response.
6.2. 12/12/07 Implications of Councillors' associations with Tennis Club CW reported that legal advice has been sought and if all unassociated councillors are present when this matter is discussed in future, there should be no conflicts of interest. The clerk reported that should a special dispensation be sought, the standards committee should be notified well in advance as they do not meet every month. Item closed.
6.3. 12/12/07 Future Didcot cycle links. As AB-W was unable to attend, CW reported on her behalf that she has spoken to Mr Kauntze who is happy to meet with them but is away in India until March. Upton Parish Council asked AB-W to contact Mr Napper on their behalf.
6.4. 14/11/07 BVS Village days. The BVS had a meeting but JG has had no feedback yet.
7. Open Forum. The Blewbury Pre-school Playgroup needs a new boiler and they have had quotes ranging between £3500 and £5000. They are hoping to be able to raise about £2000, and are asking the Council for a contribution. It was explained that the Parish Council has a very limited budget for donations, but other suggestions were made including the BVS, ORCC, VWHDC and Malthus Trust. In principle the Parish Council has agreed to make a contribution and will decide on the amount at the end of the financial year. Action: RF to research the Malthus Trust option. Action: JG to pass on Anita Prosser’s contact details to the clerk, who will pass it on.
21. District Councillor’s report. This item was discussed earlier as the District Councillor had to
attend another meeting. RF reported that not only has the Government put a cap on the increase in budget at 5%, but Councils now also have to prove that the budget is sustainable over a period of time. The Council’s pension-fund advised that a contribution equal to a 10% increase in council tax is needed. Given the problem with the pension-fund and the Government’s cap, an increase of 4.99% has been put forward. JG mentioned that South Oxfordshire and the VWHDC are working together on some projects.
RF left the meeting.
4. Police Liaison. PCSO Barry Gills reported on the crime figures: 4 “other” crimes, which
could be domestic violence or crimes reported, 1 theft from a motor vehicle, 3 unauthorised taking of motor vehicles (relating to one incident) and 1 burglary from a house, and villagers are asked to be extra vigilant. There has been a slight increase in burglaries on the A417 in villages so the patrols have been increased. PCSO Clements arrested someone on suspicion of theft of 2 motor vehicles. Blewbury’s 2 PCSOs will be doing a “re-engagement survey” in the village, going door-to-door and asking villagers about their needs. MB & CW reported on recent correspondence on speeding on Bessels Way. PCSO Gills reported on the procedure when using the SID machine and where speeding “hot spots” are identified, the Police will get involved. CW asked about the issue with the builders parking in the bus stop in London Rd and it was reported that all the PCSOs were made aware of the problem and will continue to monitor the situation, although there has been an improvement.
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 the Lengthman fixed the skate ramp and Allianz has been notified.
8.3. 08/11/07 Risk Management Plan – annual review. CW & MB reviewed the Risk Management Plan and made some additions, most notably the policy statement regarding the use of Tickers Folly, measures on dealing with business not usually part of the Council’s ordinary cause of business (e.g. capital projects), as well as the investment policy. CW proposed to adopt the amended Risk Management Plan. MB second. All agreed. Action: Clerk to finalise Risk Management Plan and circulate. Item closed.
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 The Clerk reported that the financial regulations were reviewed and according to the OALC no changes have been made. The Clerk will be notified when the financial regulations are updated. Item closed.
8.6. 16/01/08 Internal auditor. The Clerk reported that Patrick Clarke was appointed as internal auditor for the 2007/8 financial year, but he is available for the next financial year as well. The Parish Council will be grateful if he would continue Action: Clerk to write to Mr Clarke and express the Council’s thanks that he is available to carry on as internal auditor.
9. Planning & Housing.
9.1. 02/02/06 Planning Committee Report: Refer to monthly planning report. The Council has been copied into an objection of a Westbrook Green resident to a planning application. Mr Rogers received planning permission for alteration to the back of Green Bushes.
9.2. 02/02/06 Exception Site: Nothing to report.
CD joined the meeting.
10. Ladycroft Park. CW reported on behalf of EA that there has been some concern about site licence conditions which might not be met. New very large homes have being installed and seemed to contravene the previous site licence.
11. Finance & Administration
11.1. Small grants committee.
11.1.1. Toddler group. The Clerk reminded the committee that a request was made in 2007 and the decision was deferred to the end of the financial year. MB asked the clerk to check if the Toddler Group has been notified that there will be a decision by the end of the financial year. Action: Clerk to contact Toddler Group to ask for an update and to reiterate that a decision will be made by the end of the financial year.
11.1.2. Blewbury Pre-school boiler: Discussed in Open Forum.
11.1.3. Open Spaces: Request for donation declined.
11.1.4. Ryder-Cheshire Volunteers: The small grants committee recommended a £100 donation.
11.2. Payments for approval to be made under ancillary powers and within budgeted amounts. All payments were approved. Proposed by MB, seconded by JG. All agreed.
11.3. Kids at Play funds: Nothing to report. Item Closed.
11.4. Investment policy & new bank account. The Clerk reported a current account and instant access deposit account have been opened at Barclays Bank and the capital funds have been transferred. The Council considered 3 options: Instant Access Saver (currently 4%), a 4-month fixed rate bond or a Sterling Treasury Deposit Account. The Council resolved to put £400,000 in a fixed rate bond and the balance in a 14 day Sterling Treasury Deposit Account. MB proposed. CW seconded. All agreed. Action: Clerk to arrange the opening of the fixed rate bond and the Sterling Treasury Deposit Account as soon as possible.
11. Correspondence.
12.1. Items requesting a reply
12.1.1. Local Councils “Update” – invitation to subscribe. The Council declined the invitation to subscribe.
12.2. Items for information
12.2.1. ORCC/OALC update on review of primary school provision in Oxfordshire. CW reported that a letter has been received last year about the review but in the light of recent closures of this matter has been escalated. CW recommended that the school be approached about this so that appropriate community action can be taken in advance of any review. Action: CD to approach Ms Mills to discuss the issues raised.
12.2.2. Adkin informal valuation. CW reported that the informal valuation of Church Moor has been received in writing.
12.2.3. Audit Commission – appointment of external auditor. The Clerk reported that the external auditor has been appointed.
12.2.4. Parking opposite Tennis Court development in London Rd. The Clerk reported on the issues of parking in the bus stop opposite the old Tennis Court, which does not only affect the school buses, but also the bus to Tesco and the Mobile Library. The Clerk has written to the developers and the police will continue monitoring the situation.
13. Cemetery Development Plan. Nothing to report.
14. Parish Plan
14.1. 25/01/07 Litter bin installation. The Clerk has been informed that the junction between Bridus Mead and Bridus Way has been approved and the Dibleys litter bin will be moved to this location. Mrs Ogden has been informed and thanked the Council for its efforts. Item closed.
15. Recreation Ground
15.1. 28/11/06 Management Committee Structure CW reported that no agreement has yet been reached about the management committee structure. Another meeting between the sports clubs has been scheduled. AC reminded the meeting that no money will be made available before agreement on the management structure has been reached.
16. Allotments
16.1. Allotment tenancy agreement The BVGA asked the Council to approve a new tenancy agreement. The Council agreed that it appeared to be a reasonable but MB suggested that as this is a “tenancy agreement” legal advice should be sought that the Landlords and Tenants Act does not apply. It was also pointed out that the Parish Council does not own the land. JG suggested that risk assessments should be carried out. Action: MB to seek legal advice. Action: Clerk to let Mike Edmunds know that legal advice is being sought. Clerk to follow up that appropriate risk assessments are carried out. The Clerk also reported that the BVGA queried the Thames Water bill. Thames Water replied and agreed that there seemed to be a problem and will investigate. The Clerk also noted that the BVGA was not charged for 2006 water usage. On the other hand the BVGA has been over-charged in 2007 as they should not have paid the fixed charges. Copies of bills were supplied to the BVGA as well as a calculation of what is owed after the fixed charges were reimbursed. As the BVGA is acting as the Council’s agent it is important that the Council is clear what is expected of the BVGA. Action: MB to contact CD and PW to make a list of issues that should be raised. Action: Clerk to check if there is guidance on Parish Councils dealing with allotments.
RF re-joined the meeting.
17. Footways, Footpaths and rights of way
17.1. 02/09/05 Village upkeep review. The clerk reported on a letter from the Lengthman who has restored the Coronation seat, and suggested a new site for the litter bin and wanted to know if he could renovate the seat at the London Rd Tennis Court development. MB pointed out that the stone has not been removed. Action: Clerk to contact Glenbreck Developments and ask if the stone and seat can be removed for safe-keeping. JG asked about the motor-bike in the chalkpit. Clerk to follow up with the Lengthman if he is able to remove the bike and if he needs help.
17.2. 03/03/07 Bridus way. AC reported that the way pot-holes were filled in has created more pot-holes adjacent to it. Nothing further to report
17.3. 02/04/07 Cob Walls. PW reported that thatching will be carried out in May with 4 trainee thatchers and there will also be a 1-day course on how to look after an old house.
17.4. 14/02/07 Cleve path repair work. The clerk put up some signs to remind villagers that work will be carried out during February.
17.5. 14/06/07 Path behind Savages and path from Ladycroft to stables. Nothing to report.
17.6. 12/12/07 Footpath 24. Action: Clerk to follow up when repairs will be made.
17.7. 13/02/07 Parking on footways. CD reported on parking problems in London Rd where cars are parked on footways which means that pedestrians cannot use the footways. Action: CW to put a reminder in the Bulletin that cars should not be parked on the footways.
17.8. 13/02/07 Rabbit cull. The clerk reported that Active Environment Services investigated and there are signs of rabbit activity. The rabbit cull will be carried out in the week of the 25th of February. Action: Clerk to inform Mrs Dalton re rabbit cull. CW to put a note in the Bulletin.
18. Roads, Road safety and public transport
18.1. Traffic calming measures. CW referred to correspondence between himself, MB and a parishioner regarding traffic speeds on Bessels Way, and undertook to update the parishioner on current traffic calming initiatives. Action: CW to mention the SID device in reply to a parishioner’s email correspondence.
19. Village Hall Management Committee report: CW reported that quotes have been received for redecoration.
19.1. Staging outside village hall. CD mentioned the old staging which have been left outside the hall and can pose a safety risk and fire hazard. Action: JG to follow up with Blewbury Players to ask when will it be removed.
JG also asked that the village hall management committee consider the problem of cigarette litter now that people are smoking outside. Action: CW to raise the issue of a cigarette bin.
20. Environment
20.1. 16/01/08 Trees at Church End. An application has been received about tree work at Church End but it is unclear if the trees will be felled or coppiced. Action: CW to clarify the proposed work to be carried out to trees at Church End.
21. District Councillors report. Discussed earlier.
22. Any Other Business: CW reported that Blewbury’s Post Office has been saved but Upton’s will be closed but as some Post Offices will appeal closure no-one is entirely safe. CD mentioned that she reported a dead deer at the top of Westbrook Street to the Environmental Health.
23. Details of the next meeting. The Clerk reported that the Vale Room and not the Village Hall has been booked for the Annual Parish meeting in May. The next Parish Council Meeting will be on the 12th of March 2008 in the Vale Room at 19:30.
The meeting closed at 21.30