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BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Wednesday, 8 October 2008 in the Vale Room
Councillors present: Mr A Cooper (Chairman), Mr C Whatmore, Dr P Whitehead, Mr R Farrell, Ms Jane Gibson, Mr M Brassell
Also present: Elaine Smit (Parish Clerk), Mr Colin Lamont (County Councillor), PCSO M Clayden, and 2 members of the public
Matters resolved:
Actions arising from the meeting:
1. Clerk to contact Lengthman re the Memorial seat and stone.
2. Clerk to contact Ms Atkinson of the Damascus project to invite her to the next Council meeting
3. CW to draft wording for sign for play area
4. clerk to contact OCC Highways re the concerns about debris following work to footpath 24
5. clerk to write to London Rd property owner to request that vegetation be cut back
6. AC & Clerk to complete Freedom of Information act form
7. clerk to get a copy of village hall insurance
8. clerk to follow up in KAP & skate ramp inspection
9. clerk to investigate cemetery fees
10. Clerk to circulate Diary of Annual Events
11. Clerk to circulate Risk Management Plan
12. RF to circulate Ladycroft letter.
13. Clerk to contact Anthony Stiff in order to identify a specific project for the ITV money
14. Clerk to invite quotes for the extended grass cutting contract for 2009
15. AC to complete VWHDC questionnaire
16. Clerk to leave copies of the mental health survey at the GP surgery.
17. CW to pass on the “Soldiers of Oxfordshire” information to the Bulletin, British Legion or History Group.
18. Clerk to circulate the cemetery plans
19. Clerk to invite more quotes for tree work in the cemetery and to ask their opinion about possible hazardous trees.
20. Clerk to reply to Dr Cook and to invite him to the open day on the 19th of October.
21. JG & PW to pass on email details of cricket club to clerk.
22. JG to add the Management Committee Structure to the comment form
23. Clerk to send details of the Pilgrims Way application to RF for follow up.
24. Clerk to contact OALC with details of new transport representative
25. Clerk to follow up with White Horse Horticulture re a schedule of works and quote for village hall surroundings
26. RF to draft something on the Neighbourhood Watch for inclusion in the Bulletin.
The Chairman started the meeting reminding those who attended that although the public are welcome to attend, comments and questions should only be directed to the Council during Open Forum.
1. Apologies for absence: Ms E Austin, Ms C Duckett, Ms A Barclay-Watt
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. He also declared an interest in the Recreation Ground as far as he is the chairman of the Recreation Ground Management Committee, but he is no longer a member of the Tennis Club. As a resident of both, AC declared an interest in Bridus Way and Whites Orchard. JG declared an interest as a member of the Recreation Ground Management Committee.
3. Minutes of the meeting held on the 10th of September 2008 were accepted and signed as a true record.
4. Police liaison. PCSO Mike Clayden attended and reported that following intelligence received and accumulated by PCSOs 5 arrests were made and a substantial amount of drugs were seized from an address in Blewbury. Following reports of antisocial behaviour and driving in a manner liable to cause alarm and distress, a Blewbury male was arrested for threatening behaviour and for the possession of cannabis, and was also given a section 59 for his driving. PCSO Clayden also reported that a vehicle was seen in Blewbury taking part in hare coursing and the driver was arrested for having no driver’s licence or insurance. Operations were continuing to take action on hare coursing and a major operation was planned for the following weekend. PCSO Clayden also mentioned that he did a speed check recently and out of 266 vehicles, 5 were speeding. The clerk mentioned that following the previous meeting she had a very useful phone call from PCSO Clements re the Damascus project (see item 6.4).
5. County Councillor’s report. Mr Lamont reported that the County Council owned 2 of the 5 Park and Ride facilities around Oxford, but it has recently taken over the running of all of the 5 Park and Rides and has scrapped the parking charges at all of them. The public still has to pay for the bus. Mr Lamont also reported on the Council Tax proposals of the Shadow Chancellor which meant that if there was a Conservative government, a Council will be rewarded with an additional grant if they keep the rise in Council tax below 2.5%. Mr Lamont mentioned that it was the County Council’s aim to keep the rise below 2.5% and to qualify for this grant should there be a Conservative Government in the future. As there were no other questions, AC asked Mr Lamont to follow up on the section 38 money that was paid in respect of the Whites Orchard development. AC reported that as the OCC Highways department is still having trouble locating this money, they are unable to proceed with proposed works to the road. Mr Lamont replied that he will look into this matter again.
6. Matters arising.
6.1. 12/12/07 Future Didcot cycle links. Nothing to report.
6.2. 13/02/08 Memorial seat and stone. As the major building work has now been completed, the clerk was asked to speak to the Lengthman re the refurbishment of the Memorial seat. Action: Clerk to contact Lengthman re the Memorial seat and stone
6.3. 10/09/08 London Rd telephone kiosk. Nothing to report.
6.4. 10/09/08 Play area. The clerk reported that she spoke to Rita Atkinson who is involved in the Damascus Youth project, and she was willing to speak to the Council about this project. RF confirmed that they do very good work and that it would be worth speaking to her. Action: Clerk to contact Ms Atkinson to invite her to the next Council meeting. The clerk also reported that PCSO Clements was trying to locate an appropriate sign to deter older kids of using the play area. JG suggested that the Parish Council have their own sign made. Action: CW to draft wording for sign for play area.
7. Open Forum.
Mr Sibley addressed the Council about the proposed work to Footpath 24 and asked the Council for assurances that debris following the work would be removed. Action: clerk to contact OCC Highways re the concerns about debris following work to footpath 24. He also mentioned the vegetation/hedges of a property on London Rd which has become overgrown making it difficult to use the footpath with a pushchair. Action: clerk to write to property owner to request that vegetation be cut back. Mr Sibley showed the Council photos of his current shed which he would like to replace. The Parish Council pointed out that planning applications are dealt with by the Vale of White Horse District Council but that as a Parish Council we did not have a problem with his proposed work, but RF did point out that it was outside the PC’s remit. As Mr Sibley was outside the conservation area it did not seem necessary for him to apply for planning permission for what he proposed to do but RF pointed out that there was a form he could send in to the Vale to check if he needed permission.
8. Risk Management.
8.1. 09/07/08 Council documents register. Updated. Item closed.
8.2. 08/10/08 Freedom of Information. The clerk reported that a new Freedom of Information protocol needs to be adopted by the Parish Council before the 31st of December. Action: AC & Clerk to complete Freedom of Information act form.
8.3. 08/10/08 BVS Bonfire Night Risk assessment due. Received. Item closed.
8.4. 08/10/08 Village Hall insurance due. CW mentioned that he will find out if the insurance has been renewed. Action: clerk to get a copy of village hall insurance.
8.5. 08/10/08 KAP & Skate ramp inspection due. The clerk reported that it proved to be quite difficult to get the inspection done the previous year. The Council felt that if this was the case again, an inspection should be paid for. Action: clerk to follow up in KAP & skate ramp inspection.
8.6. 08/10/08 Review of cemetery fees. As the cemetery fees were not raised the previous year the clerk was asked to investigate the fees of the neighbouring Action: clerk to investigate cemetery fees.
8.7. 08/10/08 Diary of Annual Events to be reviewed. Action: Clerk to circulate.
8.8. 08/10/08 Risk Management Plan – annual review. Action: Clerk to circulate.
9. Planning & Housing.
9.1. 02/02/06 Planning Committee Report: (Item 9.1 on the agenda). Refer to monthly planning report. CW reported that planning permission was granted for the extension of Turkeys. Some minor applications were circulated to the committee.
9.2. 02/02/06 Exception Site. No feedback was received from the Housing Needs Survey so there was nothing to report.
10. Ladycroft Park. RF reported that he had a look at the container that was reported to the Vale’s enforcement officer. RF also mentioned that the letter to the Vale will be remodelled in the light of the new model standard rules. Action: RF to circulate Ladycroft letter.
11. Finance & Administration
11.1. Allianz – Fidelity Guarantee. The clerk reported that advice was sought of the OALC re the need of a fidelity guarantee. According to the OALC it is a requirement to have this insurance in place but the level of insurance is the choice of the Parish Council. The council awaits the result from the external audit in this regard.
11.2. Barclays - new deposit account. Resolution: To move Parish Council reserve funds currently held in the Alliance & Leicester deposit account to a new deposit account at Barclays Bank. AC reported that A&L has been taken over by the Spanish bank “Santander” which was at the time one of the strongest European banks. On reflection the Council felt that it might be wise to leave the money in A&L and not to move it to Barclays, so that the risk is spread.
11.3. Access to fire proof cupboard and scout hut. The clerk reported that following her letter she was contacted by the treasurer of Didcot Scouts and that a formal agreement will be drawn up. MB mentioned that the cupboard inside the Scout Hut might be fireproof but that the guttering outside was in such a state that documents might become damp inside. RF suggested that the initial agreement was drawn up and signed in the first instance and that the requirements of the lease (including the upkeep of the building as well as adequate insurance) be followed up after that.
11.4. Small Grants. At the last meeting it was recommended that a £50 donation be made to the Didcot & District CAB. A without prejudice grant of £51,12 to the Wind in the Willows Residents Association was also suggested at the previous meeting. This was formally proposed by JG, and seconded by AC at this meeting. No new requests for donations were received.
11.5. Audit of BRGMC Accounts. AC confirmed that the audit has been completed and signed off. He only had one query which was answered by Tony Salter. Item closed.
11.6. Money received from ITV. JG was asked by a villager what the money would be spent on. It was suggested that it should be spent on something specific. As the money was received for the use of the car park, it was suggested that it could be spent on one of the new entrances to the cemetery. Action: Clerk to contact Anthony Stiff in order to identify a specific project for the ITV money.
11.7. Grass cutting contract for 2009. The clerk reported that the Parish Council was requested to have the grass cutting season extended from 6 cuts to 8. This was agreed by the Council. MB proposed, PW seconded, all agreed. Action: Clerk to invite quotes for the extended grass cutting contract for 2009.
11.8. Payments for approval to be made under ancillary powers and within budgeted amounts. All payments were approved provided that the clerk double checks that the payment to the surveyor is in line with their original quote. Proposed by MB, seconded by JG. All agreed.
12. Correspondence.
12.1. Items requesting a reply
12.1.1. VWHDC survey – Operation of Ethical Framework. AC reported that the Parish Council was asked to complete a questionnaire relating to ethical issues. Action: AC to complete VWHDC questionnaire.
12.1.2. Oxfordshire PCT – mental health survey. Action: Clerk to leave copies of the mental health survey at the GP surgery.
12.2. Items for information
12.2.1. Ladycroft RA letter. A copy of a letter from the Ladycroft RA to the VWHDC was sent to AC for the Parish Council’s information.
12.2.2. Oxfordshire Association of the Blind - thank you. The Parish Council was thanked for the charitable donation.
12.2.3. Oxfordshire Playing Fields Association AGM. PW asked to see the information as he might want to attend on behalf of the Recreation Ground Enhancement Committee.
12.2.4. Soldiers of Oxfordshire. AC reported that a museum was planned for the Soldiers of Oxfordshire. No donations were asked for at the moment but more information was available for anyone interested. Action: CW to pass on the “Soldiers of Oxfordshire” information to the Bulletin, British Legion or History Group.
12.2.5. The making and enforcement of byelaws - Consultation document. AC reported that this document set out how byelaws are made and comments were invited.
12.2.6. Town and Parish Standard. Information re Standards Board noted.
12.2.7. VWHDC – Various community projects. Information noted.
12.2.8. Partial review of Draft SE plan – Gypsy & Traveller accommodation needs. The Parish Council felt it was not directly affected by this issue.
12.2.9. Joint Strategic Planning Unit – Joint mineral and waste core strategy DPD. The Parish Council felt it was not directly affected by this issue.
13. Cemetery Development Plan.
13.1. Quotes and project management. The clerk reported that the Anthony Stiff has drawn up plans for the new entrances to the cemetery and asked for the Parish Council’s opinion before it was submitted. The plans were circulating amongst the planning committee and would be passed on to the cemetery committee. Action: Clerk to circulate the cemetery plans. The clerk reported that following the Parish Council’s comment that they would be happy for Mr Stiff to make a choice of tree, he suggested a weeping beech, which would be delivered and planted in November.
13.2. Dead trees. The clerk invited quotes to have the dead trees removed. One of tree surgeons mentioned that there were more hazardous trees in the cemetery which might need attention. MB mentioned that the Parish Council might have made a decision re tree surgeons so that there was a “default” tree surgeon at hand for the PC to use but this might have been more 2 years ago. Action: Clerk to invite more quotes for tree work in the cemetery and to ask their opinion about possible hazardous trees.
14. Parish Plan
14.1. Calor Village of the year competition. The clerk reported that as the prize giving ceremony was held at the same time as this meeting. The special prize will be given to the Parish Council, but it was previously decided that the money should be given to the BVS. It was mentioned that this might enable the BVS to contribute towards the KAP maintenance. Item closed.
14.2. Tree for the Pound. Nothing to report.
15. Recreation Ground
The clerk reported that Dr Jag Cook asked the Parish Council to do something about the Recreation Ground car park which becomes water logged when it rains. It was decided that something would be done to rectify this as part of the “make good” process following the building work. Action: Clerk to reply to Dr Cook and to invite him to the open day on the 19th of October.
15.1. 09/07/08 Pavilion progress report. As Simon Barrett was away on holiday, the Parish Council felt that the response should be sent to more representatives of the Cricket Club. Action: JG & PW to pass on email details of cricket club to clerk. MB mentioned that the football club wanted to donate a bench in memory of someone who died recently and he advised that they should write to the clerk. The Recreation Ground Enhancement committee’s proposal was circulated prior to the meeting. The Parish Council proposed that it was accepted and put forward on the Open Day. JG proposed, AC seconded, all agreed. These proposals would be put to the village at the open day of the 19th of October and the clubs and other members of the public would be invited to comment. The committee recommended that a brief for an architect should be written as soon as possible so that it could be moved forward as soon as the consultation period has ended. Should CD not be able to, then Parish Council asked the sub-committee to select someone to do produce a brief ready for tender by the 31st of October. Proposed by MB, seconded JG. All agreed. It was furthermore resolved that the remainder of the general budget for professional fees be made available (if necessary) to prepare the brief. Proposed by MB, seconded JG. All agreed. The clerk suggested that seeing that a formal resolution was needed before money could be spent, a special meeting might be called to formalise the last resolution.
15.2. 28/11/06 Management Committee Structure. RF pointed out that the Management Committee Structure needed to be discussed again. The Recreation Ground Enhancement committee’s proposal addressed this issue. Action: JG to add the Management Committee Structure to the comment form.
16. Allotments. Nothing to report
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. The footpath was being repaired at the time of the meeting.
17.3. 10/09/08 Bridus Way – Whites Orchard. AC reported that the residents of 1-5 Whites Orchard were in the process of taking over the Management Company.
17.4. 12/12/07 Footpath 24. Works are proposed to take place during October and some gravel will also be spread at the BVS village day.
17.5. 09/07/08 Footpath 20 “Moreton Path”. The clerk is following up on the ditch.
17.6. 10/09/08 BVS gravel spreading. As discussed in item 17.4
17.7. 10/09/08 Pilgrims Way. The clerk reminded RF that he wanted to follow up on the application to make Piglrims Way a BR, which has been pending for several years. Action: Clerk to send details of the Pilgrims Way application to RF for follow up.
18. Roads, Road safety and public transport
18.1. OALC - transport representative. The clerk reported that the OALC asked that the Parish Council appoint a transport representative. JG volunteered. The clerk passed on the details to JG. Action: Clerk to contact OALC with details of new transport representative.
19. Village Hall Management Committee report: The clerk reported that White Horse Horticulture was asked to provide a quote for the upkeep of the Village Hall surroundings but it has not yet been received. Action: clerk to follow up with White Horse Horticulture re a schedule of works and quote for village hall surroundings.
20. Environment
20.1. Church End triangle. Nothing to report.
20.2. Bridus Way ash trees. Nothing to report. Item closed.
20.3. Hawthorn on Rumseys Lane. The clerk reported that she was waiting for a response from VWHDC. Action: Clerk to follow up.
21. Village shop. Nothing to report.
22. Neighbourhood Watch. MB reported there was a new coordinator based in Abingdon. Action: RF to draft something on the Neighbourhood Watch for inclusion in the Bulletin.
23. District Councillors report. RF reported that the senior officers of the VWHDC and the SODC are about to start competing for a smaller number of jobs.
24. Any Other Business: PW reported that a £400 donation was received from the Cox family for the Cob Wall fund. AC mentioned that he would be on holiday until the end of October. JG mentioned that skip has been removed from the Pound.
25. Details of the next meeting. The next Parish Council Meeting will be on the 12th of November 2008 in the Vale Room at 19:30.
The meeting closed at 21.42