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BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Wednesday, 11 June 2008 in the Vale Room
Councillors present: Mr A Cooper (Chairman), Mr C Whatmore, Dr P Whitehead, Mr R Farrell, Ms Abi Barclay-Watt
Also present: Elaine Smit (Parish Clerk), PCSO Deane, PCSO McCreath, Mr C Lamont (County Councillor) and 2 members of the public
Matters resolved:
Actions arising from the meeting:
1. Clerk to follow up SID results clerk to follow up the SID results with PCSO Clayden. Clerk to follow up NAG meeting date
2. Clerk to thank Mr Bond for his reply
3. RF to follow up with VWHDC about possible motorcycle removal and let the clerk know if she should contact the lengthman
4. Clerk to speak to lengthman to remove the rubbish from the Church End triangle
5. Clerk to change the review date of the assets for it to be done in December at the finance committee meeting
6. Clerk to send response to Ladycroft letter to VWHDC
7. Clerk to forward contact details of Liz Farr to PW
8. Clerk to contact Blackwell’s to order the map. Clerk to enquire if the map is mounted and/or laminated
9. AC to pass on the Thames Water CD to PW
10. Clerk to contact Mike Edmunds with suggestions for attendees re the Village of the year competition.
11. ABW to liaise with Ian Parsons re ITV production negotiations
12. RF to find out the cost of the tree and to contact the donor
13. Clerk to send the recreation ground proposal reply
14. Clerk to ask Lengthman to add a hook to the chain to the post at the recreation ground, and to add another chain to the other side
15. Clerk to circulate letter and to target specific vehicles when inappropriately parked
16. AC & clerk to write to VHMC
17. Clerk to follow up with waste team re the Church End triangle bin re positioning and style
18. Clerk to contact police community support officers re car on Church End triangle
19. RF to send ABW contact details of the community shop contact
Actions carried forward from prior meetings:
1. CD & CW to follow up carpet samples for Vale Room refurbishment.
2. Clerk to finalise letter to residents of London Rd re parking on footways
1. Apologies for absence: Ms Jane Gibson, Ms C Duckett, Ms E Austin, Mr M Brassell. Ms Barclay-Watt sent a message that she would be arriving late.
2. Acceptance of office of new chairman. Mr A Cooper signed the acceptance of office. He thanked CW for standing in at the previous two meetings
3. Declarations of interest. RF declared a prejudicial interest in matters relating specifically to the Tennis Club. AC declared an interest in Bridus Way.
4. Minutes of the Parish Council meeting held on Wednesday 14th May 2008 were accepted and signed as a true record.
5. Police liaison. The clerk reported that PCSO Clayden replied to her enquiry about the SID results. PCSO McCreath had a summary with him. He reported that PCSO Clayden had the SID with him during the previous 3 weeks and spent 3 hours in two different locations in Blewbury. In total 6 were speeding and letters would be sent to these people. If the same vehicles are caught speeding again, it may be passed on to the Traffic Police and their Automatic Number Plate Recognition system. RF asked when the next NAG was due to meet but the PCSO McCreath did not know. Action: clerk to follow up the SID results with PCSO Clayden. Clerk to follow up NAG meeting date.
6. County Councillor’s report. Mr Lamont reported that despite having an advanced copy of the OCC Annual Report with him, he would rather answer questions regarding the reply he sent to the Parish Council’s letter to him. CW and AC replied that the incineration questions were answered in his reply but the missing money for Bridus Way was not answered. Mr Lamont said that he did follow up on this issue and that he hoped that the Parish Council would have heard from the OCC. He promised to follow this up again. RF mentioned that incineration plants can have problems during the start-up process and asked if the necessary monitoring processes would be in place. RF also mentioned the concerns about traffic. Mr Lamont replied that the Environment Agency would monitor the plant very closely. As for traffic concerns, Mr Lamont said that this would be investigated and that already there were suggestions: having more than on incinerator which would mean that no increase in traffic would be noticed, having a transfer station where dustcarts would be offloaded onto larger vehicles or thirdly using the railways to transport waste.
7. Matters arising.
7.1. 12/09/07 Church Moor. Following the Parish Council’s last letter Mr Bond jnr replied that they are not interested in selling the land. The Council expressed its disappointment. Action: Clerk to thank Mr Bond for his reply. Item closed.
7.2. 12/12/07 Future Didcot cycle links. Nothing to report.
7.3. 14/11/07 BVS Village days– green day – litter & gravel spreading. AB-W reported that the green day was a huge success and that the volunteers worked hard in spreading the gravel. The Parish Council thanked all involved. Item closed.
7.4. 13/02/08 Motorcycle in chalk pit. The Clerk reported that the VWHDC waste team said that their contractor would be unable to remove the motorcycle as it was too remote to access. If volunteers from the village could dismantle it and bring it to a more accessible location, the contractor would remove it from there. PW said that the motorcycle would be so rusty that it would be very difficult to lift. It was suggested that the Lengthman look at it again. RF volunteered to speak to the waste team again as they have in the past removed other abandoned vehicles from remote locations. If this did not work, the Lengthman would be contacted. Action: RF to follow up with VWHDC about possible motorcycle removal.
7.5. 13/02/08 Memorial seat and stone. Nothing to report.
7.6. 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.
7.7. 12/03/08 “No Motorcycles” signs at chalk pit. The clerk reported that the signs have been ordered and the first one will be installed by Kingdom Signs. The second sign will be passed on to the Lengthman for installation.
8. Open Forum.
Mrs Rendell enquired about the recent change in the colour of the water of the Millbrook. CW replied that it is possible that the work carried out at Ashbrook House has dislodged what appeared to be some chalk and clay. This did not appear to be toxic. Mrs Rendell expressed her concern about this on wildlife. RF suggested that Mike Edmunds be contacted in this regard. Unrelated to this, Mrs Rendell also mentioned the rubbish she is taking out of the Millbrook at her own cost. She reported that she spoke to MB about this and he suggested that she leaves the rubbish on Church End triangle for the Lengthman to remove. Action: clerk to speak to lengthman to remove the rubbish from the Church End triangle. CW reported that the clerk distributed copies of the Environment Agency’s booklet to everyone living on the Millbrook and a note will be placed in the Blewbury Bulletin for anyone else who would like a copy.
9. Risk Management.
9.1. 11/07/07 Tree register. Nothing to report.
9.2. 09/04/08 Recreation Ground risk assessment. RF emailed the risk assessment to the clerk. This assessment will be signed off at the next Recreation Ground Management Committee meeting.
9.3. 09/04/08 Register of physical assets and liability to be reviewed. The clerk reported that CW suggested in the previous meeting that the internal auditor help review the assets. The auditor made some suggestions in this regard. As this the review was not in time for the insurance renewal, AC suggested that the review be carried out earlier in the year. Action: Clerk to change the review date of the assets for it to be done in December at the finance committee meeting. Item closed.
10. Planning & Housing.
10.1. 02/02/06 Planning Committee Report: Refer to monthly planning report. CW reported that a few permissions were issued.
10.2. 02/02/06 Exception Site: CW reported that the new person at Sovereign Housing was due to have a meeting with the owner of “site 9”, after which a more definite answer on the possible sale of the land is expected.
11. Ladycroft Park. RF circulated the response to the VWHDC, which was also discussed with Sheila Austin. The Parish Council was happy with the revised letter. Action: clerk to send response to VWHDC.
12. Finance & Administration
12.1. Audit
12.1.1. Statement of accounts 2007/8. The clerk reported that the statement of accounts has been prepared, and that a line was added to the "reserves" namely "special reserves" relating to the Tennis Court money in order to keep this money separate. The figures were presented to the council by the chairman and as there were no questions or objection from the council, the statement of accounts was signed as a true record.
12.1.2. Display of notices. Notices will be displayed from the 23rd of June.
12.2. Tennis Court sale proceeds: Capital projects. PW mentioned that the “Big Lottery” funding might be available for village halls for next year, and if the money was left over from the Tennis Court it might be worth investigating rebuilding the Village Hall.
12.3. 4 ½ month bond. The maturity date of this bond is 18 July 2008. It was decided that the bond would be renewed. PW proposed, ABW seconded, all agreed.
12.4. Access to fire proof cupboard and scout hut. The clerk reported that following CW correspondence with Grant Tuff, she spoke to Martin Murray. Both recollected that it was agreed that some money would be paid as “rent” but that no formal agreement was made. According to the minutes it was resolved in 2005 that £1 a week should be paid to the Scouts. PW volunteered to speak to Liz Farr. Action: Clerk to forward contact details to PW.
12.5. Detailed map of Blewbury map. CW explained that a detailed map of Blewbury would be helpful to the planning committee to be able to see the bigger picture. It is the same map as the one the local authority uses for planning applications. CW proposed ABW seconded all agreed. Action: Clerk to contact Blackwell’s to order the map. Clerk to enquire if the map is mounted and/or laminated.
12.6. Possible acquisition of “Local Council Administration, 7th edition”. The clerk reported that this book together with the Clerk’s Manual is the basic reference work for the clerk. The Manual was updated in June. As this publication is so expensive (£50), it was decided that it will be bought if the need arises.
12.7. Small Grants. The Small Grants committee recommended a £50 donation to “Volunteer Centre Oxfordshire”, but declined 2 other requests.
12.8. Audit of BRGMC Accounts. AC reported that he ordered the accounts and that he is in the process of looking at them.
12.9. Payments for approval to be made under ancillary powers and within budgeted amounts. The clerk mentioned that the amount to be reimbursed to ABW was £7.36 and not £10.90 as was initially thought. All payments were approved. Proposed by PW, seconded by RF. All agreed.
13. Correspondence.
13.1. Items requesting a reply
13.1.1. Thames Water's draft water resources plan - 21 July meeting. AC reported that he received the Thames Water draft plan and will be looking at that. PW asked to also see the CD containing the plan. RF pointed out that the proposed reservoir would become a huge issue in the future. Action: AC to pass on the Thames Water CD to PW.
13.1.2. VWHDC Sustainable Community Strategy – Draft for public consultation. Available from the clerk.
13.1.3. Calor Village of the year –invitation to representatives. ABW reported that Mike Edmunds from the BVS will be attending the event on the 28th of June but 2 more other representatives from the village were needed. Action: clerk to contact Mike Edmunds with suggestions.
13.2. Items for information
13.2.1. BVS EG letter to Energy Initiative. The clerk reported that the letter has been sent but no reply received.
13.2.2. Regional Housing Strategy. Available from the clerk
13.2.3. Home2School (OCC) Available from the clerk
13.2.4. Met office weather warnings. Not discussed
13.2.5. Set in Stone – Topple testing. The Parish Council felt that this service was not currently needed.
13.2.6. Oxfordshire Minerals and Waste Plan. Leaflets were distributed. The rest of the documentation would be available from the clerk.
13.2.7. Responses from OCC to Bridus Way letter. AC reported that his letter was sent and a response was received from councillor Hudspeath.
13.2.8. ITV Productions – Miss Marple. ABW asked who was doing the negotiating for this, as she had some experience of dealing with ITV previously. The diocese of Oxford has given permission for filming to take place in the church. The Parish Council expressed its concern about the number of vehicles needing access to the centre of the village. RF suggested that it would be a good opportunity for the Playgroup to request a donation for their boiler fund. Action: ABW to liaise with Ian Parsons.
13.2.9. VWHDC Community Safety Forum. Meeting in 3 July 2008. Details available from the clerk
13.2.10. VWHDC Standards committee meeting. A vacancy existed for a Parish Councillor. Details available from the clerk
13.2.11. Harwell-Chilton Campus Local Stakeholder Group meeting. The disposal of waste from Harwell would be discussed in the future. Details available from the clerk.
13.2.12. Open Spaces Society AGM. Details available from the clerk.
14. Cemetery Development Plan. Cemetery Development Plan
14.1. Review of regulations. Item now closed.
14.2. Quotes and project management. The Clerk reported that MB & the clerk met Anthony Stiff at the cemetery on 6 June 08 discussing the AS's fee proposal previously circulated to councillors. The various phases of the development plan were also discussed. Summary as follows:
Ø Construction of paths: it would probably make sense to do all the paths and not just some, as the set up costs would otherwise be double. There are relatively few paths not relating to phase 1 in any case.
Ø Ramp to London Rd: Due to the angle, AS proposed that 2 ramps or 1 ramp and some steps be constructed forming a triangle with the existing footway. A wooden handrail is also proposed. The clerk asked RF if planning permission would be needed. RF replied that it was unlikely but the OCC would have to be consulted.
Ø Boham's Rd entrance: AS will find out if it is possible to get reclaimed material from the OCC which will be more in keeping with the surroundings.
Ø Demarcation of graves: this will be done once the footpaths have been done. As a priority, new cremation plots need to marked. If possible, in the near future, cremation plots would continue along the TFF existing fence so that no memorials will be damaged while footpaths are constructed. These plots will have to be identified as soon as possible.
Ø Access from car park: as proposed
Ø Relocation of trees: as proposed to enable footpaths to be made
Ø It was agreed that AS proceed with work set out in his proposal, and he will provide feedback to the council about the possibility of doing some work of the next phases, depending on the available budget. AS pointed out that his fee proposal only relates to phase 1 and should further work be agreed, a further fee would be payable.
Following the clerk’s conversations with the OALC, it was recommended that AS be formally appointed as this was never minuted. CW proposed that AS be appointed, PW seconded. All agreed.
15. Parish Plan
15.1. Calor Village of the year competition. Discussed in item 13.1.3.
15.2. Tree for the Pound. RF reported that George Reade from the VWHDC recommended a hornbeam. RF discussed this with the lady in question, also mentioning that the Parish Council did not want this to become a shrine. An appropriate place for the tree should be sought, and a small planting ceremony organised. CW suggested that the western end of the Pound might be a good location for the tree in order to deter skips or cars to be parked there. Action: RF to find out the cost of the tree and to contact the donor.
15.3. New school buildings. Nothing further was heard in this regard. Item closed.
16. Recreation Ground
16.1. 28/11/06 Management Committee Structure. PW reported that an outline has been drafted but would need to be discussed further with the clubs. CW reported that it might prove to be a similar structure as the village hall committee, with representatives of the clubs and parish council, as well as an outside person, with all having a vote. PW reported that there was uncertainty if the current charity can reclaim VAT. AC mentioned that the new structure should be sustainable, otherwise it would revert back to the Parish Council which would be unacceptable.
16.2. 14/05/08 Application to the Parish Council. The clerk reported that MB drafted a reply. Following RF’s comment that the clubs approached the Parish Council and asked that a new recreation ground structure was formed, one amendment was made to the reply. Action: Clerk to send reply to clubs.
17. Allotments. Nothing to report.
18. Footways, Footpaths and rights of way
18.1. 02/09/05 Village upkeep review. AC reported on the chain at the recreation ground following a recent incident where a vehicle spun onto the pitch. It was noted that the chain was fixed but that a hook was needed at the other end. The Lengthman suggested to the clerk that a padlock might be needed but it was felt that emergency access might be a problem. AC also noted that a vehicle might still gain access to the grounds between the next 2 posts. Action: clerk to ask Lengthman to add a hook to the post, and to add another chain to the other side.
18.2. 03/03/07 Bridus way. Discussed earlier in the meeting.
18.3. 02/04/07 Cob Walls. PW reported that after the thatcher was paid, a reasonable sum was left over.
18.4. 14/06/07 Path behind Savages and path from Ladycroft to stables. Following a meeting with the OCC it became evident that potholes per se are not a problem on a footpath, as long as people could still walk around them. The surface would have to deteriorate considerable before action would be taken. Item closed
18.5. 12/12/07 Footpath 24. Nothing to report.
18.6. 13/02/07 Parking on footways. The clerk reported that a letter was drafted after the problem did not improve. Action: Clerk to circulate letter and to target specific vehicles when inappropriately parked.
18.7. 12/03/07 Watts Lane. AC reported that a meeting with the OCC took place. It was clear that they felt the surface did not warrant any attention, nor did the temporary obstruction of the lane. There was a question about the ownership of the piece of the lane between the footpath and Orchard Dene. A response is expected from the OCC.
19. Roads, Road safety and public transport
19.1. Traffic calming measures. The SID results were discussed during item 5.
20. Village Hall Management Committee report: Nothing to report. AC mentioned that the surroundings were looking quite scruffy. The clerk reported that CD would try to look again at carpet samples. Action: AC & clerk to write to VHMC.
21. Environment
21.1. Blewbury water courses. The clerk reported that leaflets were distributed. RF reminded the Parish Council that should dumping of waste continue, the authorities be contacted as it was an offence. Item closed.
21.2. Church End triangle. The clerk reported that Mandy Bell from the OCC inspected the triangle and felt that no action was required where the vehicles caused damage. She also mentioned that the issue with the tree stump has been passed on to the OCC tree department but the clerk has not heard from them. CW explained that the residents currently cut the grass in that area. The desirability of an open litter bin next to a public bench was questioned. Action: clerk to follow up with waste team re the bin re positioning and style. AC also reported that a car was parked on the triangle which also made it difficult to cut the grass there. Action: clerk to contact police community support officers re car on Church End triangle.
21.3. Bridus Way ash trees. AC reported that one of the ash trees in Bridus Way is covered in ivy and lists badly in the wind. The clerk already contacted the VWHDC tree department.
22. Village shop. ABW reported she was approached by various people re a new village shop. Several people have put forward some ideas of a shop. It was agreed that ABW follow this up with interested parties. CW suggested that VIRSA be contacted. RF mentioned that a colleague of his was involved in a community shop and he would put her in touch with him Action: RF to send contact details
23. District Councillors report. RF reported that South East Area Forum meeting granted the Playgroup £2500 towards their boiler fund. He further reported that the VWHDC would be exploring with the SODC the possibility to have a joint senior management. The SODC was initially not interested but decided to explore this as significant savings could be made this way instead of cutting services.
24. Any Other Business: The clerk reported that one objection to the removal of the payphone on London Rd was received which would be passed on to the VWHDC.
25. Details of the next meeting. The next Parish Council Meeting will be on the 9th of July 2008 in the Vale Room at 19:30.
The meeting closed at 21.43