Return to Blewbury Home Page Return to List of Minutes
BLEWBURY PARISH COUNCIL
Minutes
Of the Annual Parish Council meeting of Blewbury Parish Council.
Held on Wednesday, 14 May 2008 in the Vale Room
Councillors present: Mr C Whatmore (Chairman), Ms Jane Gibson, Dr P Whitehead, Mr R Farrell, Ms C Duckett, Ms E Austin, Ms Abi Barclay-Watt
Also present: Elaine Smit (Parish Clerk), PCSO Dave Clarke, 8 members of the public
Matters resolved:
Actions arising from the meeting:
1. Clerk to obtain SID results from Thames Valley Police
2. CW to send letter to Mr Lamont
3. Clerk to follow up with VWHDC about possible motorcycle removal
4. Clerk to order 2 signs with the amended wording
5. RF to supply risk assessment for recreation ground
6. Clerk to ask lengthman to remove bricks from the recreation ground urgently
7. Clerk to contact internal auditor re assets
8. Clerk to get response from councillors re the Ladycroft letter and draft a response together with chairman
9. clerk to get insurance value for parish assets and complete statement of accounts
10. Clerk to contact Martin Murray re Scout hut
11. CW to contact Grant Tuff re Scout hut.
12. CW and Clerk to draft a letter to the Scouts.
13. RF to return Scout hut lease documents to clerk once examined
14. Clerk to pass on the details of Draft Water Resources Management Plan to AC and ask for comments
15. Clerk to circulate Energy Initiative letter from BVS EG
16. The clerk to ask webmaster to state on the website that back copies of the minutes are available from the Parish Council Clerk
17. CW to contact RF with comments regarding the new online planning system
18. Clerk to contact OALC with standing order details relating to specialist services
19. Clerk to contact Anthony Stiff.
20. Clerk to contact George Reade for suggestions for a tree for the Pound.
21. RF to speak to family to clarify their expectations around the donation of the tree
22. PW to produce a draft application to WREN and circulate
23. CW to contact Mike Edmunds about the vacant plot
24. clerk to send JG White Horse Horticulture’s schedule to ascertain if to was OCC Highways or Mr Woodage doing the damage
25. Clerk to draft a letter to residents of London Rd re parking on footways
26. Clerk to report to Mandy Bell & Mark Sumner that gravel spreading will take place
27. Clerk to order copies of the information leaflet from the Environment Agency & write to residents along the Millbrook
Actions carried forward from prior meetings:
1. CD & CW to follow up carpet samples for Vale Room refurbishment.
1. Apologies for absence: Mr Alan Cooper
2. Election of new chairman and vice chairman. CW nominated AC for chairmanship. CW proposed MB seconded. All agreed. RF proposed CW for vice-chairman, CD seconded. All agreed. As AC was not present at the meeting he could not sign the acceptance of office but CW did report on AC’s willingness to take up office as chairman.
3. Appointment of members to committees. No changes to committees were made.
4. Declarations of interest. RF declared a personal interest as a member of the RGMC and also a prejudicial interest in matters relating specifically to the Tennis Club.
5. Minutes of the Parish Council meeting held on Wednesday 9th April 2008 were accepted and signed as a true record.
6. Police liaison. PCSO Clarke, who was new to the area, reported that they have been using the Speed Indicating Device (SID) and results will be collated. Results could be obtained from PCSO Denise Clements or PC Rod Lovegrove at Abingdon Police station. He also reported that regular patrols are being carried out and an eye was being kept on a certain property on Ladycroft Park as well as the Churn estate. The Parish Council asked PCSO Clarke to keep an eye on the Tickers Folly car park and Recreation Ground car park which have become popular with joy riders. Action: clerk to obtain SID results from Thames Valley Police.
7. County Councillor’s report. No County Council present. CW mentioned that following the previous meeting the Parish Council had an email debate and a letter to Mr Lamont was drafted about the proposed incineration site at Sutton Courtenay, which raised amongst other things concerns about pollution. The letter also mentioned Bridus Way, and the money that was paid by the developer towards the upkeep of Bridus Way which seemed to have gone missing in the OCC system. Action: CW to send letter to Mr Lamont.
8. Matters arising.
8.1. 12/09/07 Church Moor. Following AB-W phone call, a final letter was sent to Mr Bond jnr. with a deadline for a reply at the end of May.
8.2. 12/12/07 Future Didcot cycle links. Nothing to report as AB-W has not heard anything further from Upton about the path through their village.
8.3. 14/11/07 BVS Village days– green day – litter & gravel spreading. AB-W reported that the green day was scheduled for the next Saturday (17th May) and that the gravel has been ordered and will be delivered to various locations in the village.
8.4. 13/02/08 Motorcycle in chalk pit. The Clerk reported that as the Lengthman has not been able to remove the motorcycle as yet, and following a suggestion by JG, the VWHDC was contacted about the motorcycle. The Waste Team at the VWHDC will inspect to ascertain if the motorcycle can be classed as an abandoned vehicle in which case it may be removed free of charge by them. Action: Clerk to follow up with VWHDC about possible motorcycle removal.
8.5. 13/02/08 Memorial seat and stone. Nothing to report.
8.6. 12/03/08 OCC review of primary school provision. CD passed on the questionnaire to the school and the deadline for reply has passed. Item closed.
8.7. 12/03/08 “No Motorcycles” signs at chalk pit. The clerk presented the art work and quote from Kingdom Signs, the local sign maker, to the Council. The Council suggested that a sign at either end would be necessary and also suggested that the wording be changed to “motorcycles prohibited”. Action: Clerk to order 2 signs with the amended wording.
9. Open Forum. Four items were discussed:
9.1. The proposed new pavilion at the recreation ground: Mr John Richards spoke about 3 main issues relating to the new pavilion (1) the desirability for a facility for active indoor activities including ballet and other forms of dance, activities for the very young, after school activities, karate, activities for the retired, etc. All of these activities could also generate an income; (2) The need for the existing recreation ground charity founded in 1963 as a vehicle to create a new facility, which has the advantage to be able to claim VAT back etc. (3) In order to maximise the use of the recreation ground, Mr Richards suggested that the management of the recreation ground should not only be made up from existing clubs, but that new users should also be attracted to use it.
Mrs Anita Rendell wrote to the Parish Council on behalf of Downland Dance and reiterated that the village hall’s floor is not suitable for ballet and when the current teacher retires, they anticipate have problems in recruiting a new teacher as the facilities are not suitable. Mrs Rendell also reminded the Parish Council that the parish plan made a strong case for a “third room” in the village. If a new third room made provision for indoor activities, the Village Hall could be used more for lectures etc.
Mrs Lindy Farrell represented the Tennis Club and stated that as they will not be using the new pavilion, they did not have a view on the size of the pavilion. The Tennis Club agreed with Mr Richards’s suggestion that the existing charity should manage the build. The Tennis Club’s main issue was the site of the new pavilion. Mrs Farrell explained that it the pavilion was built on the south side of the tennis courts it would compromise matches being played with the constant traffic past the courts. The Tennis Club also made a strong case for having toilet facilities at the tennis courts, especially since small children are being taught and they might otherwise have to be escorted over a road and into a building. Mrs Farrell agreed Mr Richards that the management of the new facility should not just be made up of existing clubs but should also include independent members of the community.
In response to a question of CW, Mrs Coral Richards replied that the Charity was happy to help establish a new recreation facility and to manage the new build but they are not interested in the subsequent management of the new facility. They would prefer to see an independent board of trustees, but not only made of the club members. Mr Richards clarified that the charity is not needed as a registered sports club can have several benefits, but a charity’s main benefit is that VAT can be claimed back on a new build.
Mr Tim Hill mentioned that he was from the Blewbury Buccaneers football club and they preferred the new pavilion to be built on the existing site.
9.2. New “community room” at the school: CW reported that copies of the preliminary plans for a community room of 70m² were received the previous evening. Mr Tim Hill reported that the school wanted to raise the Parish Council’s awareness of this proposed facility. Mr Hill was asked if the facility was big enough to accommodate the Downland Dance, but it was not big enough and deemed too expensive. CD mentioned that the school deemed this facility as the “third room” mentioned in the parish plan. Mrs Magney pointed out that the school will have first refusal of this room, which means that it would therefore probably not be available during the day and might be a good facility for the school but not the community at large.
9.3. Bridus Way. The Council was asked when the work would be carried out. CW reported that the OCC told the clerk that work would probably be carried out in the autumn.
9.4. Garden refuse in Millbrook: Mrs Rendell mentioned that the Millbrook was being heavily polluted by someone dumping garden refuse. CW replied that an article would be published in the June Blewbury Bulletin, but the item would be discussed more fully later in the meeting.
10. Risk Management.
10.1. 11/07/07 Tree register. CW reported that confirmation of Tree Preservation Orders on Church Moor was received. AB-W mentioned that the BVS EG has done a lot of work on registering all trees in Blewbury and requested to see all applications sent to the Parish Council relating to tree work.
10.2. 09/04/08 Recreation Ground risk assessment. RF reported that this has not yet been done. Action: RF to supply risk assessment. CD mentioned that the bricks are still there and have not yet been removed. Action: clerk to ask lengthman to remove bricks urgently as soon as he returns from holiday.
10.3. 09/04/08 Register of physical assets and liability to be reviewed. CW and the clerk reviewed as far as possible, but will ask the internal auditor for his comments as well. Action: clerk to contact internal auditor re assets.
10.4. 09/04/08 Allianz Insurance renewal: The insurance will be renewed this month. Item closed.
10.5. 14/05/08 Allianz Insurance renewal – tractor. Insurance to be renewed. The clerk confirmed that the tractor is SORN. Item closed.
11. Planning & Housing.
11.1. 02/02/06 Planning Committee Report: Refer to monthly planning report. CW reported that applications have been received for a couple of farm buildings, King William House (the old Blewbury Inn) renewed an application for a two storey dwelling, a conservatory has been applied for in Westbrook Street and a single storey extension was applied for in Bridus Mead.
11.2. 02/02/06 Exception Site: CW reported that the person who was in charge of investigating the exception site has been promoted but a new person has been appointed and familiarising himself with the situation. The contact person at the ORCC would follow up and report back to CW.
12. Ladycroft Park. EA reported that Ian Foster visited the site 2 weeks before. CW mentioned the reply received from the VWHDC in response to the Parish Council’s letter, and it was confirmed that a new site licence would be issued. CD suggested that the Parish Council write a letter to the Chief Executive and express disappointment with the response received. She also mentioned that if it was marked as a complaint, it had to be dealt with in a certain way and in a certain time scale. RF added that the spacing of the new homes seems to break the site licence and Terry Stock clearly stated that this would not be allowed. RF suggested that the Council write to Mr Stock, pointing out specifically what he recommended. Action: Clerk to get response from councillors re the Ladycroft letter and draft a response together with chairman.
13. Finance & Administration
13.1. Statement of accounts 2007/8. The clerk reported that the statement of accounts have been completed but for the values of the asset register mentioned earlier. It was further mentioned that values used for insurance purposes have been used in the past. Action: clerk to get insurance value for parish assets and complete statement of accounts.
13.2. Payments for approval to be made under ancillary powers and within budgeted amounts. As the OCC advised the Parish Council that they would be invoiced for the work on Bridus Way only once work is completed, the payment to the OCC has been held back. CD also mentioned that as agreed at the last meeting she would have liked to see samples of the new carpet for the Vale Room before the contribution was given to the Village Hall. Action: CD & CW to follow up carpet samples for Vale Room refurbishment. The clerk mentioned that this contribution to the Village Hall would come from the interest on the Tennis Court proceeds and not from the Parish Council’s usual income. All payments apart from the OCC payment were approved. Proposed by CW, seconded by MB. All agreed.
13.3. Tennis Court sale proceed: Capital projects
CW mentioned that as a final response was being awaited from Mr Bond Jnr re the possible sale of Church Moor, this item will remain open. The clerk mentioned that the 4.5 month bond in which the biggest part of the capital was kept, would mature in July, and a decision would have to be made if another medium-term bond be entered into.
13.4. Access to fire proof cupboard and scout hut. The clerk reported that a key was obtained from Liz Farr, and that the lease of the Scout Hut was found. RF suggested that his lease be examined very closely. CW asked if the Scouts have indicated why access has become an issue. RF suggested that the Parish Council offer to pay the amount that was initially agreed with the Scout which is now in arrears, as it appeared that a contract has been established over the years. CD suggested that the clerk contact Martin Murray the previous clerk to clarify the conditions agreed when the cupboard was built in the Scout Hut. Action: Clerk to contact Martin Murray. CW to contact Grant Tuff. CW and Clerk to draft a letter to the Scouts. RF to return lease documents to clerk once examined.
14. Correspondence.
14.1. Items requesting a reply
14.1.1. Review of NALC standing orders. The Council had no comment.
14.1.2. Oxfordshire County Council's Primary School Capital Programme: consultation on draft Strategy for Change. The Council had no comment.
14.1.3. Draft Water Resources Management Plan. PW pointed out that AC would be in a good position to make comments about these plans. Action: Clerk to pass on the details to AC and ask for comments.
AB-W mentioned a letter from BVS EG about the Energy Initiative which was too late for inclusion in the agenda. Action: clerk to circulate letter from BVS EG.
CD left the meeting
14.1.4. Blewbury Bulletin – copies of PC minutes on website. The clerk reported that copies of the minutes are uploaded to the Blewbury website but the Council was asked if there would be any objection to minutes being removed after 2 years. As the Council keeps a record of all minutes, the Council had no objection provided that it is made clear on the website that back copies of the minutes can be obtained from the clerk. Action: The clerk to ask webmaster to state on the website that back copies of the minutes are available from the Parish Council Clerk.
14.1.5. Oxfordshire Volunteer Centre (small grants). The clerk reported that information from the Volunteer Centre was received. The information was passed on to the small grants.
14.2. Items for information
14.2.1. BDO Stoy – audit dates. The clerk reported that the audit date has been set for the 8th of August 2008.
14.2.2. OPFA Newsletter and seminars. The information from the OPFA was passed on the PW.
14.2.3. Bus services review. The new timetable has been made public and would be published in the Blewbury Bulletin.
14.2.4. OALC AGM. The Parish Council was invited to attend the OALC AGM where the new Planning Portal would be discussed. CW reported that although consultation as sought about the new online application, it appeared that the online system would go ahead regardless. The main problem with the new system would be that plans would be viewed online, for which a projector would be needed. CW reported that he might attend the AGM to voice concerns about this. The clerk suggested that the OALC be contacted about the concerns. RF reported that he would be attending the OALC AGM. Action: CW to contact RF with comments regarding the new online planning system.
15. Cemetery Development Plan. Cemetery Development Plan
15.1. Review of regulations. Following the review of the regulations, two changed were made: (1) Only two interments in ashes graves would be allowed unless special permission was sought. (2) Surplus soil should be removed. EA proposed to have these changes adopted. MB seconded. All agreed.
15.2. Quotes and project management. The Clerk reported that she spoke to the OALC and after reading through previous minutes it became apparent that the Parish Council did not formally adopt the cemetery development plan as proposed but Mr Stiff nor did they minute in the past that Mr Stiff was contracted to carry out consulting work once the development plan has been drawn up. MB explained that the reason for that might have been that the Parish Council realised it did not have the money to implement the plans and therefore did not adopt it formally. The public consultation with the village was however minuted. MB pointed out that the Standing Orders allow the Parish Council to use specialist services without having to seek competitive tendering (see #11”Contracts” – specialist services of surveyors and planning consultants) Action: clerk to contact OALC with standing order details, and following that contact Anthony Stiff.
16. Parish Plan
16.1. Calor Village of the year competition. The Clerk reported that Mike Edmunds will be entering Blewbury in the Calor Village of the year competition (deadline of 30 May 2008).
16.2. Tree for the Pound. RF reported that he received a phone call from someone who’s father died and they would like to present the village with a tree and suggested the Pound because of its close proximity to the Barley Mow pub. CW suggested that due to problems experienced in the past with similar donations it should be clarified that the tree would be a donation to the village and not a memorial. Action: Clerk to contact George Reade for suggestions. RF to speak to family to clarify their expectations around the donation of the tree.
16.3. New school buildings. Discussed during Open Forum.
17. Recreation Ground
17.1. 28/11/06 Management Committee Structure
17.2. 14/05/08 Application to the Parish Council
These items were discussed together. PW started by pointing out that the application to WREN was due within 10 days of the Parish Council meeting, and therefore some decision was needed. He reported that John Richards provided him with preliminary figures for a facility to include the requirements of Downland Dance, and another cheaper facility which did not make provision for dance. PW clarified that WREN applications start with an initial bid, which would be reviewed by various committees and the Council could expect an answer by July. If successful more details for the second round would have to be provided and a visit could be expected in September or October, and a decision could be expected by December or January. PW reported that although not insignificant, the initial bid was not very detailed. In response to MB’s question, PW confirmed that it would be better to apply with the amounts for the bigger project, provided that the cost is below £500,000. Action: PW to produce a draft application to WREN and circulate. PW reported on a further complication which was that the application would be made in the charity’s name but WREN insisted on a third party who would provide 10% of the funds. The Parish Council would be this third party. MB clarified that the reason the application was made for the pavilion was that it was the only part of the whole enhancement project eligible for WREN funding. CW proposed that an application be made by PW and the Recreation Ground charity, with the Parish Council as the third party. AB-W seconded. All agreed. RF pointed out that the timescale was tight for details to be worked out. JG pointed out that a response was needed following the various presentations to the Council. RF suggested that a sub-group be formed to discus this issue specifically. This committee would comprise of PW, MB, CW and JG.
18. Allotments. The clerk reported that she received a cheque from the BVGA for allotment rent but that one plot was not taken. CW to contact Mike Edmunds about the vacant plot.
19. Footways, Footpaths and rights of way
19.1. 02/09/05 Village upkeep review. The Lengthman has been on holiday. Clerk to follow up on the work that needed to be carried out at the Recreation ground. JG asked who cut grass in the village in a certain location following a complaint from a resident. Action: clerk to send JG White Horse Horticulture’s schedule to ascertain if it was OCC Highways or Mr Woodage doing the damage.
19.2. 03/03/07 Bridus way. Discussed during finance item.
MB left the meeting
19.3. 02/04/07 Cob Walls. CW congratulated PW and AB-W on a hugely successful fundraising event. PW reported that £1600 net was raised for the Cob Wall fund.
19.4. 14/06/07 Path behind Savages and path from Ladycroft to stables. Nothing to report.
19.5. 12/12/07 Footpath 24. Nothing to report.
19.6. 13/02/07 Parking on footways. The clerk reported that the problem has become worse. Action: Clerk to draft a letter to residents of London Rd.
19.7. 12/03/07 Watts Lane. Nothing to report. Action: Clerk to report to Mandy Bell & Mark Sumner that gravel spreading will take place.
19.8. 09/04/08 Bridges to the stream adjacent to the Playclose. The clerk reported that Mr Sumner inspected the bridges and did not feel that it warranted any further investigation. If the Parish Council noticed deterioration of the bridges, the OCC should be contacted again. Item closed.
20. Roads, Road safety and public transport
20.1. Traffic calming measures. The SID was seen regularly in the village and the Parish Council would welcome the results. (see item 6)
21. Village Hall Management Committee report: Nothing to report as there was no meeting since the last Parish Council meeting.
22. Environment
22.1. 16/01/08 Trees at Church End. The TPO for the trees have been received by the Parish Council. Item closed.
22.2. Blewbury water courses. Following the brief discussion during Open Forum it was suggested that the Clerk order copies of the information leaflet from the Environment Agency and supply residents along the Millbrook with a copy and a letter from the council. Action: clerk to order copies of the information leaflet from the Environment Agency & write to residents along the Millbrook.
23. District Councillors report. RF reported that the Vale of White Horse District Council has been given new duties by the government without the necessary funding. Stray dogs have been dealt with by the Police in the past. During office hours the Vale would remove the stray dog. After hours arrangements would be made, unless the dog is dangerous when it becomes the problem of the police again. RF reported further that he would be giving up his responsibility as executive member for planning policy although he remained a member of the planning committee. His new role was the executive member for property and corporate services.
24. Any Other Business: CW reported on the proposed closure of the London Rd telephone boxes. A reply was needed by 18 June 2008. EA apologise that she was unable to attend the June meeting, and that she has bought a property in Wantage. EA will advice the Council at the July meeting if she was going to continue on the Council.
25. Details of the next meeting. The next Parish Council Meeting will be on the 11th of June 2008 in the Vale Room at 19:30.
The meeting closed at 21.34