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BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Wednesday, 9 July 2008 in the Vale Room
Councillors present: Mr A Cooper (Chairman), Mr C Whatmore, Dr P Whitehead, Mr R Farrell, Ms Jane Gibson, Ms C Duckett (who attended the first half of the meeting only), Ms E Austin, Mr M Brassell
Also present: Elaine Smit (Parish Clerk), PCSO Deane, PCSO Clements and 4 members of the public
Matters resolved:
Actions arising from the meeting:
1. CW to put a note in the Bulletin that the PCSOs are monitoring the parking situation on London Rd, as well as the fact that youths drinking on school grounds would not be tolerated
2. PW to speak to Lengthman about removing the motorcycle
3. PW to speak to Lengthman about the installation of the second “no motorcycles” sign.
4. Clerk to find out what power the Parish Council has to enforce no parking on the Pound.
5. Clerk to find out if the vehicles and the skip are parked on the Pound or not.
6. Clerk to follow up with OCC about a copy of their tree register.
7. CW to carry out annual review of tree register
8. RF and councillors to draft a response re the Ladycroft email. Clerk to send response to VWHDC.
9. Clerk to circulate the signed internal audit report.
10. Clerk to supply amendment forms to CW & JG and to forward the completed forms to the Standards Committee
11. Clerk & RF to draft a letter to the Scouts, and payment to be added to next meeting’s agenda
12. Clerk to apply for grass verge maintenance grant
13. CW to add an item to the Bulletin re funding available from North Wessex Downs AONB Sustainable Development Fund
14. Clerk to find out if the Parish Council needs to register for VAT
15. Clerk to pass on information about funding for cycle paths to AB-W
16. MB & clerk to mark spaces for the next ashes graves. Clerk to confirm with Anthony Stiff the size of the space needed for a bench
17. Clerk to find brief for London Rd Tennis Court
18. Clerk to obtain quotes for recreation ground survey
19. Clerk to ask lengthman to fill in the hole at the KAP
20. Clerk to suggest to Mrs Rendell that when another instance of dumping into the Millbrook occurs, she reports it to the VWHDC’s Environmental Team straight away as it is an offence. CW to add a note about this in the Bulletin.
21. Clerk to ask Lenthman to continue to take away waste removed by Mrs Rendell from Millbrook
22. Clerk to follow up the removal of the tree stump on Church End Triangle
23. CW to add put a note in the Bulletin about available business support.
Actions carried forward from prior meetings:
1. Clerk to write to residents with properties whose hedges are causing a problem to others
1. Apologies for absence: Mr Colin Lamont (County Councillor), Ms Abi Barclay-Watt.
2. Declarations of interest. RF declared a prejudicial interest in matters relating specifically to the Tennis Club. AC declared an interest in Bridus Way.
3. Minutes of the Parish Council meeting held on Wednesday 10th June 2008 were accepted and signed as a true record.
4. Police liaison. This item was discussed after Open Forum as the 2 PCSOs arrived late after attending to a road traffic accident. PCSO Clements reported that there has been a theft of a pushbike from the school and they were also made aware of youths entering school grounds in the evening and drinking there. They also established that the drink was stored on the grounds for consumption the next day. All the PCSOs were made aware of this situation and they were hoping to stop this happening altogether. She reported 3 cases of criminal damage to vehicles, and that they continue to do regular checks at the Skate Park and Churn Farm. As the surveys have been completed, they were hoping to use the SID more regularly. The clerk reported recent incidents of vandalism to the London Rd bus shelter. PCSO Clements would pass this information on to other PCSOs to keep an eye. CW mentioned parking on pavements. PCSO Clements replied that they have to use their discretion and will act where a vehicle is parked dangerously or causing obstruction but they would keep an eye on the parking situation. She asked that the Parish Council put a note in the Bulletin. RF asked when the next NAG meeting would be but they were not sure. Action: CW to put a note in the Bulletin that the PCSOs are monitoring the parking situation on London Rd, as well as the fact that youths drinking on school grounds would not be tolerated.
5. County Councillor’s report. No county councillor present.
6. Matters arising.
6.1. 12/12/07 Future Didcot cycle links. Nothing to report.
6.2. 13/02/08 Motorcycle in chalk pit. RF reported that he spoke to the VWHDC again who promised to look at it again when they were in the area. As this matter has not been resolved for a year it was suggested that PW speak to the Lengthman to have it removed as soon as possible. Action: PW to speak to Lengthman about removing the motorcycle.
6.3. 13/02/08 Memorial seat and stone. Nothing to report.
6.4. 12/03/08 “No Motorcycles” signs at chalk pit. The clerk reported that the first sign should have been installed by Kingdom Signs. PW was asked to follow up with the Lengthman where the second sign should be installed. Action: PW to speak to Lengthman about the installation of the second sign.
7. Open Forum.
Mrs Magnay asked the Parish Council which powers it has to enforce the “no parking” sign on the Pound, and suggestion was that the sign should be removed. PW replied that the sign does have a deterrent value and would therefore not be removed. CD added that the Parish Council should establish what powers they do have and RF added that someone parking on the Pound should in the first instance be contacted by the Parish Council and given the opportunity to rectify the situation before there could be a prosecution. RF also mentioned that care should be taken to make sure that where people are parking and to establish who owned the land, before any further action is taken. Action: Clerk to find out what power the Parish Council has to enforce no parking on the Pound. Action: Clerk to find out if vehicles and skip are parked on the Pound or not.
Mrs Rendell addressed the meeting about the reply she received from the Parish Council following her letter requesting that consideration should be given to dancers when designing the new pavilion. She reported that she found the letter confusing as a conversation with PW led her to believe that although the new pavilion would not be able to accommodate dancers, the village hall’s floor could be replaced with a sprung floor. She was also encouraged to contact the Didcot Arts Centre. Mrs Rendell explained why the latter was not an option. Despite being involved in the drawing up of detailed plans for a facility which could be used by dancers, the change of local council meant that there was a change of plans relating to the Arts Centre which led to the fact that dancers could not be accommodated there. RF replied that the committee working with the new pavilion ensured him that it would be impractical and too expensive to include facilities for dancers. PW replied explaining that there might be money available for changing the floor on the village hall, but the question remained if it was the correct way of spending public money. He added that the Parish Council might consider rebuilding that Village Hall in future, and therefore spending a large amount of money on the floor might not be the correct thing to do. Following a question from Mrs Magnay about ringfencing money, CD replied that the Parish Council only had a mandate from the Village to spend capital money on the 2 projects identified during the consultation process. In order to spend capital on another project, a new mandate from the village will be needed. AC agreed with this statement. JG added that she sympathised with Mrs Rendell but the cost was prohibitive at the moment. CD added that when a new public consultation is started to ask for new ideas to spend the money, this could be revisited. MB apologised if anything in the written reply was not clear and explained that a considerable amount of money was spent on the doctor’s surgery area in the Village Hall in order to safeguard the service for the village. He explained that in order to spend money to upgrade the Village Hall for the purpose of dance, the Parish Council should have a reasonable level of certainty that there will be sufficient activity and sufficient income in order to justify that level of investment. There was no mandate to spend money on the Village Hall.
8. Risk Management.
8.1. 11/07/07 Tree register. The clerk reported that the tree register should be updated for the yearly risk management. CW reported that the tree register was updated in 2007 but he has been waiting for almost a year for a reply from the OCC about the definitive map they were drawing up. A review would be carried out for 2008. Action: Clerk to follow up with OCC about a copy of their tree register. CW to carry out annual review of tree register.
8.2. 09/04/08 Recreation Ground risk assessment. RF reported that as there has not been a Recreation Ground Management Committee meeting yet, therefore risk assessment has not yet been signed off. There were 2 outstanding items on the risk assessment which should also be addressed.
8.3. 09/07/08 Council documents/register to be updated. The clerk reported that as she now has access to the Scout hut, the council document register will be updated.
9. Planning & Housing.
9.1. 02/02/06 Planning Committee Report: Refer to monthly planning report. CW reported that the revised planning application for a four-bedroomed house at “Mavalden”, Bessels Way was permitted with conditions re the external materials and parking areas. A single storey extension to 25 Bridus Mead was permitted with conditions re the external materials.
9.2. 02/02/06 Exception Site: Nothing to report.
10. Ladycroft Park. EA reported that she spoke to Sheila Austin earlier who let her know that not much work has been done since the last meeting. AC reported on the email response received from Paul Staines from the VWHDC and RF confirmed that he has seen the electrical certificate and that Mr Best has been asked to display it. RF also mentioned the separation distance between the units and the new site licence conditions. The positioning of the units at the back of the Park was still a cause for concern as it did not seem to be in accordance to the old site licence. It was furthermore suggested that traffic would be re-routed and a one-way system would be introduced, in which case a footpath would have to be provided. EA also mentioned that the new unit at the front seemed to be too close to the entrance and a one-way system would not solve that problem. A new entrance could prove to be more dangerous for drivers. MB stated that the positioning of old and new units should be addressed. Action: RF and councillors to draft a response. Clerk to send response to VWHDC.
11. Finance & Administration
11.1. Audit
11.1.1. Statement of accounts 2007/8. The clerk reported that following the Tennis Court sale the Parish Council’s turnover has increased significantly and therefore a more comprehensive audit had to be conducted. The figures relating to the annual return were presented to and approved by the Council at the previous meeting. Section 1 & 2 of the audit form were presented to the Council and a motion to approve was proposed by MB. JG seconded. All agreed. Both sections were signed by the chairman and the clerk.
11.1.2. Internal audit report. AC presented the internal audit report to the Council.. The clerk explained the variances to the Council. The internal audit report was approved by the Council. CW proposed, PW seconded, all agreed. Action: Clerk to circulate the signed internal audit report.
11.1.3. Trust funds. The Parish Council confirmed that they do not keep any trust funds nor are they sole managing trustee of a local trust fund.
11.1.4. Register of interests. Prior to the meeting each councillor received a copy of the “General Notice of registrable interests” completed in October 2007 for them to review. EA confirmed that she needed to amend her entry as soon as she has moved into her new home. RF also confirmed that he needed to amend his entry and explained that as the Recreation Ground Management Committee was a stand alone committee and not a subcommittee of the Parish Council, he was adding that to his entry. Following RF’s advice, CW and JG also needed to amend their entries. The rest of the councillors confirmed that their register of interests remained unchanged. Action: clerk to supply amendment forms and forward the completed forms to the Standards Committee.
11.2. New bond: 5 ½ month. Although the Council approved the new bond at the previous meeting, the new bond offered by Barclays was in fact for 5 ½ months instead of 4 ½ months. The clerk reported that she needed to let Barclays know as soon as possible if they would like to continue as this offer was limited. RF reported that he confirmed earlier that Barclays still has the AA rating needed. It was proposed to apply for the 5 ½ month bond. PW proposed, MB seconded, all agreed.
11.3. Transfer of funds to Barclays Instant Access Saver. As the payment for the map was to be made from the Tennis Court interest, and therefore the Barclays account, it was necessary to transfer money from the savings account to the current account. The Council felt it was not necessary to transfer more money than the rounded up figure needed for the cheque as money needed in future could easily be accessed at 14 day notice.
11.4. Access to fire proof cupboard and scout hut. The clerk thanked PW for getting a key to the scout hut but reminded the Council that no payment has yet been made to the Scouts and no formal agreement has yet been made. MB replied that the Council should pay their dues. It was resolved that the Council pay the Scouts the arrears and enter into an agreement. Action: Clerk & RF to draft a letter to the Scouts, and payment to be added to the next meeting’s agenda. RF suggested that after payment was made the attention of the Scouts should be drawn to the lease agreement.
11.5. Detailed map of Blewbury map. The clerk confirmed that the map would be ordered following the meeting. Item closed.
11.6. Small Grants. The small grants committee made a recommendation for a £50 charitable donation to the Oxfordshire Kids on Farms project. The clerk confirmed that the cheque was made payable to the Northmoor Trust.
11.7. Audit of BRGMC Accounts. AC confirmed that he has audited the accounts but was waiting for the lay auditor. RF confirmed that he has reminded her to contact AC.
11.8. Permission letter to Alliance & Leicester. The clerk reported that she was trying to query a charge on the A&L account but they refused to give her any details. The account signatories was asked to sign a letter confirming that the clerk was the Responsible Financial Officer and details of all the accounts could be discussed with her.
11.9. Payments received from ITV Productions. AC confirmed that the Parish Council was paid £2500 for the use of Tickers Folly Field Car Park, in addition to the £2500 to be paid to the BVS. AC also mentioned that he spoke to the village of Turville nr Henley on Thames where the Vicar of Dibley was filmed, and he was given some pointers as to how to approach the negotions with ITV.
11.10. Discretionary payment to Parish Clerk under section 137. The clerk was asked to leave the meeting during this discussion. Following the discussion AC informed the clerk that the Parish Council has agreed a once-off payment of £500 (subject to PAYE & NI) for the added work she had to do for the audit. MB proposed, EA seconded, all agreed. The clerk thanked the Parish Council for the generosity. The Council also wished to thank the internal auditor and asked the clerk to make some suggestions in this regard.
11.11. Payments for approval to be made under ancillary powers and within budgeted amounts. All payments were approved. Proposed by RF, seconded by JB. All agreed.
12. Correspondence.
12.1. Items requesting a reply
12.1.1. VWHDC new chairman. The new chairman of the Vale wrote to introduce herself and would like to meet the village. The clerk was asked to keep her in mind for future village events.
12.1.2. VWHDC – grass verge maintenance. A letter was received to ask if the Council would like to go ahead and apply for the grass verge maintenance grant. Action: Clerk to apply for grass verge maintenance grant.
12.1.3. VWHDC & OCC Liaison Event. There was no need to respond to this item.
12.2. Items for information
12.2.1. OCC timetable replacement. Timetable for the new bus services should be replaced but if this has not happened, the OCC should be contacted.
12.2.2. VWHDC - Ladycroft email. Discussed earlier in the meeting.
12.2.3. Alliance & Leicester interest rate changes. Although the rates for some accounts have changed, the interest rate for the Parish Councils community instant reserve account remain the same.
12.2.4. Abingdon Town Crier. This leaflet was circulated to the councillors.
12.2.5. North Wessex Downs AONB Sustainable Development Fund. AC reported that funding was available for various activities. Action: CW to add an item to the Bulletin.
12.2.6. SODC – Didcot Forum meeting. Details for the next Didcot Forum meeting was available from the clerk.
12.2.7. Root & Branch thank you. The Parish Council was thanked for their donation.
12.2.8. ORCC Review. AC mentioned that grants for footpaths and cycle paths were available. Action: clerk to pass information out to AB-W.
12.2.9. Clerks & Councils direct – item on declaring an interest. The clerk reminded the councillors that care should be taken to declare interests where necessary.
13. Cemetery Development Plan. Cemetery Development Plan
13.1. Quotes and project management. MB reported that Anthony Stiff was awaiting a reply from the OCC regarding the new London Rd entrance to the cemetery as he might need to get planning permission. The clerk reported that the next ashes graves need to be marked urgently as a request for an interment has been received. Action: MB & clerk to mark spaces for the next ashes graves. Clerk to confirm with Anthony Stiff the size of the space needed for a bench. MB reported that the cedar did not survive and that a replacement will be sought by Anthony Stiff.
14. Parish Plan
14.1. Calor Village of the year competition. It was reported that although Blewbury did not win the county award, a special prize for environmental activities was awarded to Blewbury. The clerk confirmed that the information was already passed on for publication in the Blewbury Bulletin.
14.2. Tree for the Pound. RF reported that he sent the information supplied by George Reade from the VWHDC to the family but no reply was received.
15. Recreation Ground
15.1. 28/11/06 Management Committee Structure. MB summarised the progressed and reported that they believe that they might be able to reclaim VAT regardless if the build is done directly by the Parish Council or through the existing charity. CD was going to check the rules in this regard.
15.2. 09/07/08 Pavilion progress report. In terms of the progress report, MB congratulated and thanked PW for the successful first round application to WREN. The next round was in September. MB mentioned further that other sources of funding, including an application to the Football Association would be considered as an alternative. As the various clubs had conflicting requirements, the committee recommended that a survey be carried out to give the committee the information needed to see if requirements could be met. MB proposed that 3 quotations be obtained for a topographical survey of the recreation ground. PW seconded, all agreed. A brief was to be drafted by CD for the clerk to obtain quotes. Action: clerk to find brief for London Rd Tennis Court brief. Clerk to obtain quotes for survey. RF suggested that a survey was previously carried out for free by a retired Blewbury resident, but the Council felt that professional quotes would be more appropriate. MB clarified the use of the words “Recreation Ground Enhancement Project” and the Tennis Club’s response to that. Although the mandate of the village was for a pavilion, the use of the words “enhancement project” would broaden the scope for enabling works to also take place. MB confirmed that the committee’s response would be put into writing. The clerk pointed out that there was no meeting in August and it was confirmed that a special meeting would be called to discuss the survey.
16. Allotments. The clerk reported that the new chairman was Brian Duckett.
17. Footways, Footpaths and rights of way
17.1. 02/09/05 Village upkeep review. The clerk reported that the lengthman reported various issues most of which were already reported to the OCC. A hole has appeared in the KAP mound and the lengthman wanted to know if someone wanted to inspect that first. Action: clerk to ask lengthman to fill in the hole at the KAP.
17.2. 03/03/07 Bridus way. AC reported that the stretch from Bessels Way to Whites Orchard will be resurfaced but not with tarmac. The stretch between Whites Orchard and Chailey House were still not addressed and the stretch between Chailey House all the way round to Ladycroft Park would be made up under a separate contract later in the autumn. AC further reported that the state of the road in Whites Orchard was also brought to his attention.
17.3. 02/04/07 Cob Walls. Nothing to report. Item closed until further notice.
17.4. 12/12/07 Footpath 24. The clerk reported that major works were planned for September.
17.5. 13/02/07 Parking on footways. The clerk has distributed letters to those residents who park frequently on the footways. One resident objected to the letter stating that he felt it was more dangerous to park in the road and that he always ensures that enough room was left for a pushchair or wheelchair.
17.6. 12/03/07 Watts Lane. Nothing further was heard following the meeting with Mandy Bell.
17.7. 09/07/08 Sign for Whites Orchard. A request was sent to the OCC for a sign for Whites Orchard.
17.8. 09/07/08 Footpath 20 “Moreton Path”. The lengthman reported to the clerk that a ditch has been dug in the path. This has been reported to the OCC.
17.9. 09/07/08 Broken signs. The clerk reported that the broken signs were reported to the OCC.
18. Roads, Road safety and public transport
18.1. Traffic calming measures. The clerk reported that SID results were sent to her and circulated. Item closed.
19. Village Hall Management Committee report: CW reported that a committee meeting was scheduled for the next Wednesday. The clerk confirmed that a letter was sent expressing the Parish Council’s concern about the surroundings to the Village Hall. She also reported that a letter of thanks was received for the donation made towards the carpet and confirmed that CD approved the carpet sample.
20. Environment
20.1. Blewbury water courses. AC reported that Mrs Rendell complained about more dumping of garden waste into the Millbrook. Action: clerk to suggest to Mrs Rendell that when another instance occurs, she reports it to the VWHDC’s Environmental Teamm straight away as it is an offence. CW to add a note to the Bulletin.
20.2. Church End triangle. The clerk reported that Mandy Bell confirmed that nothing will be done to the damage to the verge but that the tree stump was again reported to the OCC tree department. Action: clerk to follow up the removal of the tree stump on Church End Triangle
20.3. Bridus Way ash trees. Nothing to report
20.4. Hawthorn on Rumseys Lane. A letter was received regarding the hawthorn on Rumseys Lane which should be trimmed. The clerk confirmed that the tree was on OCC ground and that she reported it to the OCC. In the mean time she has asked 2 companies for quotes to do the work as CW suggested that it might be quicker for the Parish Council and the 2 properties affected by this to contribute towards the cost of this work rather than waiting for the OCC to carry out the work..
21. Village shop. The Clerk reported that ABW asked her to report to the council that interested parties are getting together to discuss this.
22. District Councillors report. RF reported that possible joint senior management of the VWHDC and SODC would be discussed at the next council meeting. RF mentioned that he visited Worthing where a similar scheme was already in place and he received positive feedback about it. RF also reported on the Pitt report on flooding and that he would be proposing a motion to the Council to ask the Chief Executive to lobby Government for extra funding to carry out the recommendations made in this report.
23. Any Other Business: AC reported on a piece of correspondence relating to business support which was too late for inclusion on the agenda. This information was passed on to CW for inclusion in the next Bulletin. The clerk also reported that a replacement cheque was sent to the Volunteer Centre Oxfordshire. JG mentioned that as she was too late for the item to on the motorcycle in the chalk pit she was concerned that nothing has happened for a year and it could be a liability. PW volunteered to speak to the Lengthman to have it removed as soon as possible. JG also mentioned that as the Church Moor project will not go ahead that the Environment Group should be approached regarding a new project, perhaps at Tickers Folly. In response to the clerk’s email request JG mentioned that the hedges of End Cottage at South Street and the Playclose needed addressing.
24. Details of the next meeting. The next Parish Council Meeting will be on the 10th of September 2008 in the Vale Room at 19:30.
The meeting closed at 21.44