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BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Wednesday, 10 September 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, Ms A Barclay-Watt
Also present: Elaine Smit (Parish Clerk), Mr Colin Lamont (County Councillor), PCSO McCreath, and 3 members of the public
Matters resolved:
Actions arising from the meeting:
1. RF to check who was notified of the planning application for the house at the stables and to ask for the committee decision to pass on to CD for her comments
2. Clerk to follow up with PCSO Clements re signs for the KAP facilities and the Damascus project.
3. Clerk get quotes to remove tree from cemetery.
4. RF to make amendment to Ladycroft letter and pass on to clerk to send to VWHDC
5. Clerk to pass on contact details of external auditors and AC to contact them.
6. Clerk to follow up formal agreement with Scouts
7. Clerk to write to WWRA with offer to make a without prejudice grant equal of £51.12.
8. Clerk to reply to shoe recycling company
9. AC to contact parishioner who made the complaint about damage to the headstone in the cemetery
10. Clerk to contact Anthony Stiff re replacement tree, and to raise the point of the amount spent initially
11. Clerk to contact Warner Surveys to enquire how soon hard copies of the survey would be sent. Clerk to deliver hard copies to CD as soon as possible
12. Clerk to contact Recreation Ground Enhancement Project sub-committee to confirm available dates in the next week
13. Clerk to forward allotment email to Brian Duckett
14. Clerk to follow up with OCC re footpath 20.
15. Clerk to draft reply to parishioner re Pilgrims Way. Clerk to forward details of the footpath application to RF. Clerk to respond to Pilgrims Way committee that it should investigate if any damage has been done to the road and take it up directly with the developer.
16. Clerk to contact White Horse Horticulture re a schedule of works and quote for village hall surroundings
17. Clerk to forward the exchange of emails re the Church End triangle to CW and CD. Clerk to get quotes for the replacement of the bin with a wooden one
18. Clerk to add the spending of ITV money as agenda item
Actions carried forward from prior meetings:
1. Clerk to complete Council documents/register update
1. Apologies for absence: Ms E Austin, Mr M Brassell, PCSO Mike Clayden
2. Declarations of interest. RF declared an interest in the exception site as he is a director of the Vale Housing as well as of Sovereign Housing. As a resident of both, AC declared an interest in Bridus Way and Whites Orchard.
3. Minutes of the special meetings held on 28 July 2008 and 5 August 2008 were accepted and signed as a true record.
4. County Councillor’s report. As the County Councillor did not have anything specific to report back on, he chose to speak about the proposed incineration sites. He reported that the alternative site at Ardley was subject to a particularly good bid, which might mean that the Sutton Courtenay incinerator might not go ahead. He also reported that the Friends of the Earth preferred biological and mechanical treatment to incineration, but as no such facilities are currently available, it could be more expensive and the resulting compost is contaminated, it was not considered as a good option. On the other hand, the EU has stringent requirements regarding emissions, which could be closely monitored.
5. Matters arising.
5.1. 12/12/07 Future Didcot cycle links. ABW reported that she met with Upton Parish Council and they were adamant to pursue the cycle link via Coffin Way, as they felt the alternative of having it next to the road would mean a significant detour and therefore people would not make use of it. They proposed to have the cycle path rolled with a heavy roller, but not to have a permanent hard surface to it as they hoped to have a 2 year trial period. Mr Napper’s main concern was safety and the Upton PC responded to these concerns. CD replied that the path via Coffin Way was rather isolated and therefore not safe for women cycling alone or for someone cycling at night, whereas the cycle path next to the road would be safer from that point of view.
5.2. 13/02/08 Motorcycle in chalk pit. The council was delighted to hear that the motorcycle was removed by CW and PW. Item closed.
5.3. 13/02/08 Memorial seat and stone. Following an enquiry the clerk reported that the Lengthman built a protective box around the stone, so that it would not be damaged while the building work continued.
5.4. 12/03/08 “No Motorcycles” signs at chalk pit. Both signs have been installed. Item closed.
6. Open Forum.
Mr Howard, Mrs Smith & Mrs Magnay wanted to know why the house at the stables in Bessels Way has been allowed to be built without planning permission. CW replied that following his enquiries he was informed that planning permission was granted earlier in the week following a long legal battle. RF pointed out that it was not against the law to build a house without planning permission but if planning permission was not granted in such a case, the building would have to be taken down. Mr Howard asked why he was not informed of the planning application as he is the neighbour. CD replied that he should have been notified and that he should write to the VWHDC and to enquire when/if he was notified and ask for a copy of this notification. RF volunteered to check who was notified and will ask for the committee decision to pass on to CD for her comments. Action: RF to check who was notified and will ask for the committee decision to pass on to CD for her comments.
7. Police liaison. This item was item 4 on the agenda but was discussed after Open Forum as PCSO McCreath arrived late. Following the vandalism at the KAP facility, ABW reported that she spoke to PCSO Clements who suggested that she would get some signs to put signs to remind users of the upper age limit. PCSO McCreath said he would follow up on that. Councillors reported that despite previous invitations to engage with the youth, no one has come forward. PCSO McCreath mentioned the Damascus project bus which could engage the youth, and would get some details to the clerk. Action: clerk to follow up with PCSO Clements.
8. Planning & Housing. (item 9 on agenda)
8.1. 02/02/06 Exception Site: (Item 9.2 on the agenda). RF left the meeting while this item was discussed. CW reported that the deadline for the Housing Needs Survey was the following Friday (5 Sept. 08). This survey would determine if the need is more or less than the proposers of the affordable housing project suggested. CW explained that an exception site was a site which would not usually get planning permission but would provide affordable housing for local people. The rate paid for such a site was not a commercial rate and planning permission would have to be sought from the planning authority.
8.2. 02/02/06 Planning Committee Report: (Item 9.1 on the agenda). Refer to monthly planning report. CW reported that planning applications were received for Turkeys as well as the Old Mill, and a renewal of the application for the land to the rear of Westbury in Westbrook Street.
9. Risk Management.
9.1. 11/07/07 Tree register. (Item 8.1 on the agenda). CW reported that he carried out a visual check on the 46 trees on the register. Of these 5 were felled and 4 are out of the PC’s remit (either OCC property or on private land). He recommended that the dead tree behind the bench in the cemetery be removed as it might pose a risk to the cables and the bench. Action: clerk get quotes to remove tree. Item closed.
9.2. 09/04/08 Recreation Ground risk assessment. The risk assessment was signed off by the Recreation Ground Management Committee and RF handed the clerk a copy for the record. Item closed.
9.3. 09/07/08 Council documents/register to be updated. The clerk reported that the she has not yet completed the update.
10. Ladycroft Park. RF reported on behalf of EA who was unable to attend. The site licence conditions were discussed at the LPRA committee meeting and they wanted to know if the Vale has had a copy of the licence as the LPRA still haven't received a copy. The also mentioned that an electrical certificate was being displayed on site but the committee talked about taking a closer look at it. RF circulated a draft response to the Vale’s latest letter. One small amendment was suggested. Action: RF to make amendment and pass on to clerk to send to VWHDC.
11. Finance & Administration
11.1. Audit. The clerk confirmed that the audit documents were submitted on time. No response yet received. Item closed.
11.2. Allianz – Fidelity Guarantee. The clerk reported that a quote to increase the fidelity guarantee was received from Allianz. The additional premium came to £1275.75, in addition to the £1858.50 already paid. The internal auditor recommended that the Council should consider if this represented value for money, seeing that the risk is low. AC volunteered to speak to the external auditors or Audit Commission to ascertain if the increased fidelity guarantee is a non-negotiable requirement. Action: clerk to pass on contact details of external auditors and AC to contact them.
11.3. Barclays - new bond. As the decision to reinvest in the next available bond was made at the previous meeting, details of the new bond were circulated via email once received. The signatories contacted Barclays to confirm that they would like to go ahead with the bond. Confirmation has been received from Ms Philips at Barclays that the new bond has gone through.
11.4. Access to fire proof cupboard and scout hut. The clerk reported that a letter was sent to District Commissioner Rob Vaines from the Scouts re a formal agreement, but no reply has yet been received. Action: Clerk to follow up formal agreement with Scouts
11.5. Small Grants. The Small Grants committee recommended a £100 donation to start the 2nd Upton and Blewbury Guides Unit and £50 to the Oxfordshire Association for the Blind. The clerk passed on a new request for a donation from the Didcot CAB, and it was agreed that a £50 donation should be made at the next meeting. AC also reported on the Local History group’s request for a donation to publish a WW1 booklet. The committee felt it might be a worthy cause and will consider this request when more details of the cost have been received.
11.6. Audit of BRGMC Accounts. AC reported that he has looked at the accounts and is satisfied that they are in order but he has not yet been able to meet with Kathy Edmunds to sign off on them.
11.7. Grass verge maintenance grant. In previous years the OCC’s grass verge maintenance grant was applied for by the Parish Council and then split between the Wind in the Willows Residents Association and the Westbrook Green Residents Association. Following the OCC’s requirement for a formal contract, which involved increased insurance, as well as training and other Health and Safety measures, the Parish Council felt that it was not worth it for the relatively small amount of money (£115 in 2008) involved. JG reported that the WGRA committee was happy not to receive their share of the grant. The clerk has been corresponding with Ms Hetherington of the WWRA and they budgeted on receiving the grant. The Council therefore offered to make a without prejudice grant of £51.12 (equal to their share of OCC grant) as a token of good will for this year. Should the WWRA require payments in future, they should apply to the Small Grants committee. Action: clerk to write to WWRA with offer to make a without prejudice grant of £51.12.
11.8. Discretionary payment to Parish Clerk. The clerk reported that she spoke to the OALC who confirmed that the discretionary payment being paid to the clerk should come from the salary budget and not from the S.137 budget, as the latter cannot be paid to an individual. The OALC also said that a Parish Council can, as in this instance, go over budget, provided that it could be justified. Item closed.
11.9. Payments for approval to be made under ancillary powers and within budgeted amounts. The clerk explained the refund to M&J Didcock Funeral Services, as a parishioner initially wanted to reserve 2 plots and the company paid the money in advance, but she changed her mind. All payments were approved. Proposed by JG, seconded by CD. All agreed.
12. Correspondence.
12.1. Items requesting a reply
12.1.1. BT - Adopt a kiosk. AC reported that he read the related articles on the BT website and to adopt a kiosk would come at an annual cost of £500, which did not represent value for money. It was noted that the Vale objected to the removal of the kiosk. The Parish Council decided therefore to wait and see if the objection was successful before any further action was taken.
12.1.2. Didcot CAB – request for donation. Discussed during 11.5.
12.1.3. WW1 booklet – request for donation. Discussed during 11.5.
12.2. Items for information
12.2.1. VWHDC – Thames Water response. AC reported that he read the Vale’s response to the Thames Water proposal to build a reservoir. In summary it said that the Vale believed there was not a compelling case for a reservoir and that they questioned the details.
12.2.2. SLCC conference. The Parish council was informed of the forthcoming SLCC conference to which councillors and the clerk was invited.
12.2.3. Didcot Community Forum Newsletter. Copies of this newsletter were distributed to interested councillors.
12.2.4. Shoe recycling. The clerk reported that following the email from the European Recycling Company which was circulated to councillors, another company’s shoe recycling stand has appeared outside the Post Office. Action: clerk to reply to shoe recycling company and explain that Blewbury now has a shoe recycling facility.
12.2.5. Harwell – Local Stakeholder Group meeting. PW volunteered to attend the meeting as he expressed his concern about the disposal of nuclear waste from the Harwell plant.
13. Cemetery Development Plan. Cemetery Development Plan
13.1. Quotes and project management. The clerk reported that the cedar would be replaced and Anthony Stiff recommended a few trees that should survive in those conditions. The councillors said that as he was the expert he was in a better position to make a recommendation, but of the choices put before them, they preferred the green weeping beech. The clerk was asked to make sure that the replacement tree would be of the same value as the previous one, as a considerable amount was spent on the cedar which did not survive. Action: Clerk to contact Anthony Stiff re replacement tree, and to raise the point of the amount spent initially.
13.2. Grass cutting. Both AC and the clerk were contacted prior to the meeting re damage to headstones when the grass is cut. This was taken up with the lengthman and he would take remedial action. Action: AC to contact parishioner who made the complaint. Item closed.
14. Parish Plan
14.1. Calor Village of the year competition. The clerk reported that as the prize giving ceremony is the same evening as the next Parish Council meeting, Mike Edmunds and Mike Marshall from the Blewbury Village Society will be attending to collect the special prize.
14.2. Tree for the Pound. RF reported that quotes for a hornbeam was sent to the family concerned, but he would like to investigate if it would be expensive to have it professionally planted. The reason for this was that the dead cedar in the cemetery will be replaced by the supplier as because it was planted by professionals, and it might be a good idea to have the same reassurance in this instance.
15. Recreation Ground
15.1. 28/11/06 Management Committee Structure. Discussed with item below.
15.2. 09/07/08 Pavilion progress report. As the survey has been conducted CD asked the clerk to enquire how soon hard copies would be sent. CD volunteered to draw the buildings and playing fields so that different configurations could be explored. CD asked PW to send details of the parameters of the football & cricket pitches, as well as their preferred aspects. Action: clerk to contact Warner Surveys to enquire how soon hard copies of the survey would be sent. Clerk to deliver hard copies to CD as soon as possible. JG recommended that the subcommittee, together with AC, have a meeting as soon as possible to discuss the survey and its implications, although she would be away on holiday in the next week. As MB was not at the meeting the clerk was asked to contact him urgently to confirm if he is able to attend a meeting the next week. Action: clerk to contact MB and the sub-committee to confirm available dates in the next week. PW reported that he was due to meet with Simon Barrett to explain the progress being made, and he will report back on this at the sub-committee meeting.
16. Allotments. The clerk reported that an email re vacant allotment plots was sent to her. CD mentioned that it could be forwarded to Brian Duckett for his response Action: clerk to forward allotment email to Brian Duckett.
17. Footways, Footpaths and rights of way
17.1. 02/09/05 Village upkeep review. Nothing to report.
17.2. 03/03/07 Bridus way. AC reported that the footpath would be resurfaced in October and that the road would hopefully also be seen to during the same time.
17.3. 10/09/08 Bridus Way – Whites Orchard. AC reported that he was in correspondence with Cranbourne Homes regarding this stretch of road. Cranbourne Homes responded in a strongly worded letter that they have done their duty and that the residents of no 1-5 of Whites Orchard have taken over ownership of the road. AC discussed this claims with the mentioned residents and they deny that they have taken over ownership as they are not yet happy with the state of the road. AC asked the Council’s permission to investigate this further and will keep the Council updated on the negotiations.
17.4. 12/12/07 Footpath 24. The clerk reported that the Council was given notice that major works would take place in October. Details have been passed on to CW for inclusion in the Bulletin.
17.5. 13/02/07 Parking on footways. Further to the letters previously delivered to residents parking on footways, the clerk also wrote to the resident who parks on the Pound. Item closed?
17.6. 12/03/07 Watts Lane. The Council was notified that Watts Lane’s condition was passable as a footpath and therefore did not warrant any attention. The Council explained to members of the public that no reparation would be carried out as it did not want to set a precedent by carrying out work on OCC footpaths. Item closed.
17.7. 09/07/08 Sign for Whites Orchard. AC reported that a sign for Whites Orchard has been erected. Item closed.
17.8. 09/07/08 Footpath 20 “Moreton Path”. The clerk reported that despite reporting the ditch in this path nothing has been done. Action: clerk to follow up with OCC.
17.9. 09/07/08 Broken signs. The clerk reported that according to the Lengthman the broken signs have been removed but not replaced. Item closed.
17.10. 10/09/08 BVS gravel spreading. ABW reported that the next BVS village day would be on the 25th of October 2008 and that gravel would be spread on the stretch of Footpath 24 that would not be resurfaced by the OCC. The clerk asked if some gravel could be spread on the remainder of the path past Cleve Cottage, as there was not enough on the previous occasion. ABW also reported that the Cleve clearance would take place on the same day.
17.11. 10/09/08 Pilgrims Way. The clerk reported that a complaint was received by a parishioner when Pilgrims Way was closed on a Bank Holiday Monday. The clerk contacted a member of the Pilgrims Way committee who explained that as this was a private road the residents had the right to close the road and that as a private road members of the public did not have an automatic right of way over it. The clerk reported that an application to have Pilgrims Way added as a footpath was made a few years ago but as yet no decision has been taken. The Pilgrims Way committee also asked the clerk to remind the Council that reassurances were given re the Tennis Court development and that any damage done by contractors would be rectified. Action: clerk to draft reply to parishioner re Pilgrims Way. Clerk to forward details of the footpath application to RF. Clerk to respond to Pilgrims Way committee that it should investigate if any damage has been done to the road and take it up directly with the developer.
18. Roads, Road safety and public transport
Nothing to report.
19. Village Hall Management Committee report: CW reported that the committee was unhappy with the Parish Council’s last letter. He explained that a weekly cleaning programme was in place, and as for the “scruffy surroundings” he suggested that a more positive approach be followed and that the Parish Council’s current contractor be asked to quote for year round maintenance schedule. CD suggested that the contractor should set out a schedule of works and to quote accordingly. PW suggested that the Village Hall committee might need younger members to help carry out the maintenance work and that Matt Napper has scaffolding that could reach the village hall ceiling for it to be cleaned thoroughly. Action: clerk to contact White Horse Horticulture re a schedule of works and quote for village hall surroundings.
20. Environment
20.1. Blewbury water courses. As the District council’s fly tipping and waste teams have been informed and no further incidents have been reported, the Council felt that a “hostile” note in the Bulletin would not be appropriate. Item closed.
20.2. Church End triangle. CW reported that a parishioner opposite the Church End Triangle was given the assurance that the tree stump would be removed. The clerk reported that an email was received from the OCC to say that the seat and tree stump could only be removed at a cost, and that it was unclear why this was required as the tree would not be replaced. CW mentioned the unsightly bin on the triangle. Action: clerk to forward the exchange of emails to CW and CD. Clerk to get quotes for the replacement of the bin with a wooden one.
20.3. Bridus Way ash trees. Nothing to report
20.4. Hawthorn on Rumseys Lane. No response has been received following the clerk’s second letter requesting permission to have the tree felled. The clerk also reported that she was awaiting quotes for the removal of the tree.
21. Village shop. ABW reported that an informal meeting would take place the next Monday with interested parties, e.g. a bread maker and a cheese maker.
22. District Councillors report. RF reported that following the joining of the senior management of the VWHDC and SODC, there was a competition for the position of Chief Executive, which was won by SODC’s David Buckle, which meant that Terry Stock has become redundant in that role. RF also pointed out that there will be a further reduction of senior management which made it even more important that problems with Ladycroft Park were dealt with as soon as possible as there was as possibility that the senior officers previously dealing with this matter might be lost.
23. Any Other Business: AC reported he spoke to the Turville Parish Council re a personal donation following their advice in dealing with ITV. AC volunteered to do this in his personal capacity. RF reported that he was approached by residents of Dibleys who wanted to form a new Residents Association but as he was unable to attend the meeting, he passed this on to the rest of the Council. JG asked that the next agenda include an item on how the ITV money would be spent. CD mentioned that the Load of Mischief is currently being marketed and that parishioners have expressed concerns about development. The Parish Council was unable to make any further comment as no planning applications have been received in this regard. CD asked the clerk to note her apologies for the next two meetings.
24. Details of the next meeting. The next Parish Council Meeting will be on the 8th of October 2008 in the Vale Room at 19:30.
The meeting closed at 21.39