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BLEWBURY PARISH COUNCIL
Minutes
Of the special Parish Council meeting of Blewbury Parish Council.
Held on Monday, 28 July 2008 in the Benefice Centre
Councillors present: Mr A Cooper (Chairman), Mr C Whatmore, Dr P Whitehead, Mr R Farrell, Ms Jane Gibson, Ms E Austin
Also present: Elaine Smit (Parish Clerk)
Matters resolved:
Actions arising from the meeting:
1. Clerk to circulate details of the new bond as soon as it becomes available
2. Clerk to contact ABW and BVS with available budget for gravel
3. Clerk to return completed form to Alliance & Leicester
4. AC & clerk to complete form and clerk to submit it to the insurance company.
5. Clerk to contact MB regarding the response and to send it to clubs as soon as possible
6. AC to contact Warners to clarify the format the survey would be provided in and to confirm that their insurance was adequate and terms and conditions reasonable
7. AC to let clerk know when she could let Warners know that they have been awarded the job and to ask them to carry out the work as soon as possible
8. Clerk to send CD a copy of the plan sent with the brief. CD to clarify the boundaries and speed limits
9. Clerk to ask the lengthman to fix the chain within a fortnight
10. Clerk to contact OCC to clarify ownership of the path at the chalk pits
11. Clerk to contact OCC to clarify ownership of Rumseys Lane and to seek permission to have the hawthorn felled
1. Apologies for absence
Mr M Brassell, Ms A Barclay-Watt. Ms C Duckett (who attended briefly to give the council a tender analysis)
2. Declarations of interest
RF declared an interest in the recreation ground as a member of the Tennis Club. Affordable housing was discussed during item 6 “Any other business” for which RF declared a prejudicial interest and left the meeting.
3. Minutes of the Parish Council meeting held on Wednesday 9th July 2008 were accepted and signed as a true record.
4. Finance and administration
4.1.Resolution to propose and agree new investment terms for Parish Council capital. AC reported that as the bond discussed at the previous meeting was sold out very quickly and the Parish Council was too late to take up the offer, it would be necessary to make a decision in principle to go ahead with the next deal straight away provided that terms are acceptable. It was resolved that the Parish Council should apply for the next Barclays Bank bond as soon as it becomes available. PW proposed, JG seconded, all agreed. Action: clerk to circulate details of the new bond as soon as it becomes available.
4.2.BVS green day – review of budget for gravel spreading. Prior to the meeting ABW contacted the councillors regarding the next BVS green day which would probably take place on the 1st of November 2008. The BVS enquired about the availability of funds for gravel spreading to finish the work carried out in the previous green day. The clerk reported that of the £800 budget for gravel £510 was spent. It therefore left roughly £290. AC suggested that the clerk contact ABW and the BVS with this figure to enquire if it would be sufficient. In reply to the clerk question, JG requested that the money in the budget for work on Tickers Folly Field car park should not be spent at the same time. Action: clerk to contact ABW and BVS with available budget for gravel
4.3.Alliance & Leicester review of customer information. The clerk reported that Alliance & Leicester were reviewing customer information held on file and we were requested to update the information. A form was duly completed and signed by CW and RF. Action: clerk to return completed form to Alliance & Leicester.
4.4.Fidelity guarantee. AC reported to the council that as part of the annual audit the insured fidelity guarantee was reviewed. The insured value was £30,000 but following the receipt of the proceeds of the sale of the Tennis Court the funds came to more than £550,000. The clerk therefore contacted the insurers to obtain a quote to increase the insured value as part of the risk management plan. The form was presented to the council and it was decided that a quote should be obtained for an insured value of £600,000 for “any one loss” as well as for “in aggregate during any one period of insurance”. Action: AC & clerk to complete form and clerk to submit it to the insurance company.
5. Recreation Ground.
5.1.09/07/08 Pavilion progress report. PW reported that they had sight of the plans supplied by Simon Barrett. MB drafted a response to the clubs and circulated it to the committee but it has not yet been sent. Action: clerk to contact MB regarding the response and to send it to clubs as soon as possible. The committee also saw the brief of the Tennis Club to its members and it did not mention the possible move to Tickers Folly. RF explained that although the Tennis Club supported the possible move if it became necessary, it did not want to seem to be promoting the move, as it might not present the best value for money in the eyes of the public. JG added that the survey (to be discussed next on the agenda) would clarify matters for the committee and the clubs involved, and they would be in a better position to advise the clubs.
5.2.28/07/08 Resolution: To appoint a surveyor for the Recreation Ground Enhancement project. The council discussed the quotes received from Warner Land Surveys Limited, Brunel Surveys and Marchfield Surveys and concluded that Warners seemed to offer the most extensive service and most competitive price. This opinion was supported by CD’s tender analysis. It was proposed to appoint Warner Land Surveys Limited to carry out the topographical survey of both the Recreation Ground and Tickers Folly Field, and to use the legal and professional fees funds available in the ordinary budget. JG proposed, EA seconded, all agreed. CD made suggestions regarding adequate insurance and terms and conditions of the successful bid. It was not clear to the council in what format the survey would be provided to the Council but it was stated clearly in CD’s letter. CD asked to see the plan which was sent to the three companies to clarify the borders as it had implications for boundaries and speed limits. AC added that he would contact Warners in the first instance to clarify the format and to confirm that their insurance were adequate and terms and conditions reasonable. If satisfactory he would contact the clerk so that she could confirm with Warners that they have been awarded the job and to ask them to carry out the work as soon as possible. Action: AC to contact Warners to clarify the format the survey would be provided in and to confirm that their insurance was adequate and terms and conditions reasonable. Action: AC to let clerk know when she could let Warners know that they have been awarded the job and to ask them to carry out the work as soon as possible. Action: Clerk to send CD a copy of the plan sent with the brief. CD to clarify the boundaries and speed limits.
6. Any Other Business
CW mentioned that he received an email earlier in the day regarding the possible acquisition of an exception site to build affordable housing. RF declared a prejudicial interest and left the meeting. CW suggested that another special meeting of the Parish Council will be necessary in order to meet with OCC and the Housing Association as more information was needed. No planning permission has yet been granted but as it was an exception site planning would probably not prove to be a problem. The clerk mentioned that the Vale of White Horse District Council was conducting a survey of housing needs in the area. Action: CW and clerk to contact councillors to arrange another special meeting. Clerk to provide a copy of Vale’s survey to CW.
JG mentioned the exchange of emails she had with the clerk regarding the chain at the Recreation Ground which was still not fixed. Action: clerk to ask the lengthman to fix the chain within a fortnight. PW mentioned that he has spoken to the Lengthman regarding the second sign at the chalk pits but clarification was needed if the Council could put a sign on the path next to it. Action: clerk to contact OCC to clarify ownership of the path at the chalk pits.
AC mentioned that one of the tree surgeons asked to provide a quote for the trimming of the hawthorn in Rumseys Lane suggested that it might be better to fell it altogether and to replace it with a tree more suitable to that area. The concern was that a hawthorn tends to grow back even more vigorously once trimmed and that it would create a bigger problem in future than it already was. CW reminded the council that someone wanted to donate a tree to the village and it might be a suitable place for it. Action: clerk to contact OCC to clarify ownership of the lane and to seek permission to have it felled.
7. Details of the next meeting.
The next scheduled meeting is on the 10th of September 2008 but another special meeting would be called to meet with the OCC and the Housing Association.
Meeting closed 18h55