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BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Wednesday, 12th November 2008 in the Vale Room
Councillors present: Mr A Cooper (Chairman), Mr C Whatmore, Dr P Whitehead, Mr R Farrell, Mr M Brassell
Also present: Elaine Smit (Parish Clerk), Mr Colin Lamont (County Councillor), PCSO M Clayden, Ms Anna Kennedy (Rural Housing Enabler, ORCC), Stephen Methven (Development Manager, Sovereign Housing Group) and 2 members of the public
Matters resolved:
Actions arising from the meeting:
1. ES to obtain quote from Kingdom Signs.
2. AC & Clerk to finalise Freedom of Information act form and circulate
3. Clerk to send a copy of the KAP inspection report to insurers
4. Clerk to add Blewbury Festival, review of investment policy and effectiveness of internal audit to the Diary of Annual Events and circulate
5. AC & Clerk to amend and circulate the risk management plan
6. RF to forward Ladycroft letter to clerk
7. Clerk to investigate the possibility to require a third signatory to Barclays account
8. AC to contact BDO Stoy
9. Clerk to check financial regulations
10. AC & clerk add a section on the effectiveness of the internal audit to the risk management plan
11. Clerk to accept White Horse Horticulture’s quote for the extended grass cutting contract for 2009
12. AC & clerk to reply to Oxfordshire PCT
13. Clerk to return the NALC survey of banking crisis
14. AC to review code of conduct consultation document
15. Clerk to pass on the Playing Field journal to CD
16. Clerk to emails Anthony Stiff to let him know the committee will respond soon.
17. MB to summarise comments re cemetery plans and circulate
18. Clerk to contact Oak Leaf tree services and ask them to inspect and quote for the removal of the dead tree at the entrance to the tennis court.
19. Clerk to respond to the clubs following Open Day.
20. CD to draft tender document and circulate.
21. MB to draft a response re a memorial bench
22. Footpaths committee to arrange a meeting with the Lengthman
23. AC to write to stables
24. CW to reply to JG re raised footpath alongside Berry Lane
25. Clerk to contact White Horse Horticulture to accept quote re village hall maintenance
26. Clerk to follow up on the hawthorn issue.
27. Clerk to forward emails re Church End litter bin to CW
Actions carried forward from prior meetings:
1. Clerk to follow up Oak Leaf tree services quote for dead trees in the cemetery
2. Clerk to follow up various footpaths issues with Mark Sumner
1. Apologies for absence: Ms Jane Gibson, Ms E Austin, Ms C Duckett, Ms A Barclay-Watt
2. Declarations of interest. AC declared an interest in Bridus Way as he is a resident there. 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.
3. Minutes of the meeting held on the 8th of October 2008 were accepted and signed as a true record.
4. Police liaison. PCSO Mike Clayden attended and reported that he did several speed checks recently. Fifteen out of 153 vehicles checked in front of Savages were speeding, three out of 40 in front of Winterbrook farm and subsequently another speed check was done in the same area a few weeks later and 2 out of 59 vehicles were speeding. PCSO Clayden was of the opinion that people are becoming aware of regular speed checks in Blewbury and therefore speeding is reducing. PCSO Clayden also reported on successful ongoing hare coursing operations. They are also working closely with the farming community to help root out this problem There was a report of several break-ins into shed and resulting criminal damage on Bessels Lea Rd but only a green trail bike was stolen. It was also mentioned that a gang was operating in this area stealing old style Range Rover Defenders.
5. County Councillor’s report. Mr Lamont reported that the County Council had £5million in an Icelandic Bank, and hopefully this money will not be lost for ever. He reported that this loss may cause a delay in some projects but will not lead to a rise in council tax. Mr Lamont also reported back on a story carried in the media that the OCC was not going to celebrate “Christmas”. He pointed out that there this story was published following the cut backs on Christmas decorations to save money, as well as the “Oxford Inspires – Winter Lights” event. The conclusion that there will be a non-Christian festival was wrong and he reiterated that Christmas would be celebrated in 2008. Mr Lamont also reported that Queen Street was to be pedestrianised. He remained sceptical that it would be practical for buses to turn elsewhere but did concede that if this problem could be overcome, it would benefit Oxford and would make a it a more pleasant place to visit.
6. Matters arising.
6.1. 12/12/07 Future Didcot cycle links. Nothing to report.
6.2. 13/02/08 Memorial seat and stone. Nothing to report.
6.3. 10/09/08 London Rd telephone kiosk. Nothing to report.
6.4. 10/09/08 Play area. CW suggested the following wording “Please do NOT use this play area unless accompanied by a child aged 11 years or younger!”. The Parish Council felt that this was the right tone to strike initially and if needed a “stronger” approach could be adopted in future. RF Proposed, AC Seconded, all agreed. Action: ES to obtain quote from Kingdom Signs.
6.5. 12/11/08 Youth Project. The clerk reported that Dr Rita Atkinson from the Damascus Youth project will attend the Parish Council meeting on the 14th of January.
7. Open Forum.
As the Exception Site was discussed during Open Forum, RF had to withdraw from the meeting.
Mr Methven reported to the BPC that they had a good response to the register of interests but that the OCC would not permit access of Bessels Way as there would not be 250m visibility and they could not extend the 30mph speed limit. They insisted that any access should be through Bridus Way. AC pointed out that the OCC Highways has previously declined to tarmac Bridus Way and as it was a bridle way.
Ms Kennedy reported on the register of interest. She received 30 replies and 25 of those were looking for affordable housing, which tallied closely to the previous view that 13 houses were needed. The options they were considering were 4 x 1 bedroom units for rent, 3 x 2 bedroom units (one of which would be for shared ownership), 3x3 bedroom units (one for shared ownership), 2x4 bedroom units for rent , and a possibility of a 5 bedroom unit. The next step was for the interested parties to register on the District Council’s housing register to make sure they are all eligible.
MB commented on the suitability of Bridus Way. As the problems with speeding on entering and leaving the village are well known, the issue of visibility was an issue. CW suggested that Mr Methven go back to the OCC to remind them of the decision to never tarmac Bridus Way.
8. Risk Management.
8.1. 08/10/08 Freedom of Information. AC requested clarification of a few entries on the FOI form with the council in order to complete it. Action: AC & Clerk to finalise Freedom of Information act form and circulate.
8.2. 08/10/08 Village Hall insurance due. The clerk confirmed that the insurance has been renewed. Item closed.
8.3. 08/10/08 KAP & Skate ramp inspection due. The clerk reported that Mr Tony Loy has arranged with John Bedford-Clark to do the inspections again. Action: Clerk to send a copy of the inspection report to insurers.
8.4. 08/10/08 Review of cemetery fees. The cemetery committee reviewed the fees and recommended that no changes be made. This will be reviewed again in a year’s time. Item closed.
8.5. 08/10/08 Diary of Annual Events to be reviewed. The Diary was circulated. The Blewbury Festival of the 13th – 28th June 2009 should be added. MB asked that the investment policy should also be reviewed annually, together with the review of the insurance. CW pointed out that the review of the internal audit process should also be added. The council suggested that the existing reference to internal audit should be broadened. Action: Clerk to add Blewbury Festival, review of investment policy and effectiveness of internal audit to the Diary of Annual Events and circulate. Item closed.
8.6. 08/10/08 Risk Management Plan – annual review. See item 11.2.2. Action: AC & Clerk to amend and circulate.
9. Planning & Housing.
9.1. 02/02/06 Planning Committee Report: Refer to monthly planning report. CW reported that planning permission was refused for the extension to a property in Bridus Way even though the Parish Council did not object. Permission was granted to Peckwater. The Council made some comments about the roof of the swimming pool enclosure in Westbrook Green but did not object. The greenhouse at Hall Barn Close will be heard in front of the Vale’s committee. The Council objected to an application for 2 semi-detached cottages on London Rd. More applications were still being considered by the committee.
9.2. 02/02/06 Exception Site. Discussed during Open Forum.
10. Ladycroft Park. RF reported that he has seen the new draft site licence. The new model standards was not as powerful as before and the guidance with it state that these standards should only be adopted by new parks, yet the Vale based the new site licence on these standards. As an example the new standard stated that fences should not be higher than 1m. This leaves current residents vulnerable as they will be in contravention of the site licence and it could be used against them. RF circulated his response to the LP residents association and they were happy with his response. MB proposed that RF’s letter be sent to the Vale. AC seconded, all agreed. Action: RF to forward Ladycroft letter to clerk.
11. Finance & Administration
11.1. Acceptance and approval of annual return following external audit. The annual return with the issues arising report was presented to the Council for their approval. CW proposed to accept the annual return, PW seconded, all agreed. The council thanked and congratulated the clerk and internal auditor on the successful outcome.
11.2. Issues arising from external audit
11.2.1. Fidelity guarantee. MB asked about the current level of fidelity guarantee. The council felt that the relatively low risk did not warrant the additional expense to increase the fidelity guarantee to cover the whole amount. The council also pointed out that as the Recreation Ground Enhancement Project progresses in the next year, a large amount of capital will be spent. The internal auditor suggested that a requirement to add a third signatory to all payments made from Barclays (where the additional money is kept) would increase the security. MB pointed out that the Parish Council’s day-to-day finances were covered by the fidelity guarantee as it stood. MB proposed that the Parish Council continue to set the level of the fidelity guarantee to cover its regular business and that it takes the view that it will be defraying this larger sum in substantial part during the next 12 months and therefore do not wish to extend its cover as it is too expensive. CW second. All agreed. Action: clerk to investigate the possibility to require a third signatory to Barclays account.
11.2.2. Effectiveness of internal audit. As it was not entirely clear to the Council what action should be taken, AC volunteered to contact BDO Stoy Hayward. Following that he will report back to the finance committee. MB suggested the clerk check the financial regulations to see if there is any guidance in this matter. The clerk reported that internal auditor tried twice to obtain a username and password to gain access to BDO Stoy’s extranet where the guidance was published but did not receive any reply. MB suggested that the risk management plan incorporate a section on the effectiveness of the internal audit. Action: AC to contact BDO Stoy. Clerk to check financial regulations. AC & clerk add a section on the effectiveness of the internal audit to the risk management plan.
11.3. Access to fire proof cupboard and scout hut. The clerk reported that a draft agreement was sent to the council that morning. The Scout’s district commissioner needed to approve the agreement first. In summary the agreement stated that the fireproof cupboard was rented to the Council for 5 years (starting 2005) at £1 a week, to be reviewed at the end of the 5 years.
11.4. Small Grants. AC reported that the Small Grants recommended that a £50 donation be made to the Blewbury Local History group for the publication of a WW1 booklet. AC proposed, PW seconded, all agreed. This meant that only £50 was left in the charitable donations budget for this financial year. A request for a donation was received from the Open Spaces Society but as the Parish Council pays an annual subscription it was decided not to make a further donation. Another request was received from Oxford Carers’ Forum. As there was only very limited funds left in the budget the Parish Council recommended that it should wait to see if another request closer to home was received.
11.5. Money received from ITV. The clerk reported that she contacted Anthony Stiff and he suggested that it would be easier to identify a project once the cemetery development goes out to tender.
11.6. Grass cutting contract for 2009. The clerk reported that she only received 2 replies to her invitations to quote. As the existing contractor’s quote was received and it was a satisfactory quote, RF recommended that in the light of his excellent service in the previous years, that the Parish Council appoint him again. RF proposed, AC seconded, all agreed. Action: Clerk to accept White Horse Horticulture’s quote for the extended grass cutting contract for 2009.
11.7. NALC interim salary scales & Clerk’s hours. The clerk reported that NALC has circulated the interim salary scales for 2008 while negotiations continue. The Council agreed that the clerk should use these scales to calculate her salary for the 2008-9 financial year. AC suggested that the clerk’s official hours be raised to 50 hours, provided that this is reviewed again once the special work load decreases, effective immediately. RF proposed, MB seconded, all agreed.
11.8. S137 expenditure – new limit for 2009. The clerk reported that the S137 expenditure was increased to £6.15 per elector.
11.9. Payments for approval to be made under ancillary powers and within budgeted amounts. All payments were approved. Proposed by RF, seconded by PW. All agreed.
12. Correspondence.
12.1. Items requesting a reply
12.1.1. Oxfordshire PCT – working with local communities. AC suggested that if a reply was needed, he will draft it together with the clerk. Action: AC & clerk to reply to Oxfordshire PCT.
12.1.2. Wind in the Willows Residents association. The WWRA notified the Council that they will continue to cut the grass and hope to have the financial support of the Council in the future.
12.1.3. LCR / NALC Survey re banking crisis. The Clerk completed the form prior to the meeting. Action: clerk to return the NALC survey of banking crisis.
12.1.4. Grahame Close Resident’s Association – grass cutting. See 12.1.2
12.2. Items for information
12.2.1. Launch of Vale Youth Magazine. Available for circulation.
12.2.2. Communities & Local Government – code of conduct consultation document. Action: AC to review code of conduct consultation document
12.2.3. Open Space. Available for circulation.
12.2.4. The Playing Field. Action: clerk to pass on to CD.
12.2.5. Kids in Farms – thank you. The Council was thanked for its £50 charitable donation.
12.2.6. Future Development of the Vale. Available for circulation.
13. Cemetery Development Plan.
13.1. Quotes and project management. MB reported that he still had the plans with him and had some comments from other councillors about it, and will summarise these comments before circulation and responding. Action: Clerk to emails Anthony Stiff to let him know the committee will respond soon. MB to summarise comments re cemetery plans and circulate.
13.2. Dead trees. The clerk reported that she was still waiting for the quote from Oak Leaf tree services. MB mentioned that it might be worth while to have the dead tree near the tennis courts inspected as well. Action: Clerk to contact Oak Leaf tree services and ask them to inspect and quote for the removal of the dead tree at the entrance to the tennis court.
14. Parish Plan
14.1. Calor Village of the year competition. The clerk reported that the prize money and certificate was received. The prize money would be passed on to the BVS. Item closed.
14.2. Tree for the Pound. Nothing to report.
15. Recreation Ground
15.1. 28/11/06 Management Committee Structure. MB reported that apart from the letters, there were 12 responses on the management committee structure at the Open Day, and half of them directly referenced the need for the clubs and the Parish Council to be involved. There were also suggestions that the day-to-day management go out to a private company. MB further suggested that the clubs would need to be reminded that this issue was not yet resolved.
15.2. 09/07/08 Pavilion progress report. MB reported that there were a broad consensus and all the clubs supported “option 2”. In summary, Option 2 involved a mixture of measures including the positioning of the pavilion on the north-east corner (close to the old children’s play area), with the angle optimised to reduce the amount of interference from the sun. A covered veranda with the dual purpose screen of providing shelter from the rain for the football club as well as minimising the effect of the sun for cricket matches was also suggested. It further involves the replacement of the hut for the tennis court and providing a toilet for the croquet club. The football pitches would be swapped and the cricket square would be upgraded. There were a number of outstanding points which would be addressed, including the suggestion from the football club to have demountable goal posts. This also raised the question of storage requirements for the clubs. The Parish Council wished to thank all the clubs for reaching a consensus view and for being so accommodating, especially the cricket club who supported the consensus even though they had a clear preference for the pavilion in a different location. Responses to the clubs would be circulated and sent out by the clerk. There were still some support for the relocation of the tennis courts to Tickers Folly but it was made very clear at the Open Day that there were very strong objections to that option, and that a legal challenge might follow if this option was to be chosen. The Parish Council that this option was too expensive and not a sensible way to spend public money. Action: clerk to respond to the clubs.
15.3. 12/11/08 Resolution: To go out to tender to not less than three suitably qualified architects to act as lead consultants for Recreation Ground Enhancement Project. AC proposed. RF seconded. All agreed. RF declared a non-prejudicial interest as a member of the RGMC. Action: CD to draft tender document and circulate. RF pointed out that it was essential that the brief that went out to the architects mention that the material should be of high quality to ensure durability.
15.4. 12/11/08 Memorial bench. The Parish Council was approached re the bench. Action: MB to draft a response.
16. Allotments. Nothing to report
17. Footways, Footpaths and rights of way
17.1. 02/09/05 Village upkeep review. The clerk reminded the footpaths committee to have a meeting with the Lengthman. Action: footpaths committee to arrange a meeting with the Lengthman.
17.2. 03/03/07 Bridus Way. The footpath was repaired but it was damaged within days by horses going to fast. This could also pose a danger to anyone walking on the path. The clerk reported that the OCC will be invoicing the Parish Council for the £400 contribution offered in the past. Action: AC to write to stables to request them not to go too fast.
17.3. 10/09/08 Bridus Way – Whites Orchard. AC reported that the OCC has located the money to upgrade the road and for an additional sum they would do the rest of the road as well, which has to be by the residents 1-5 Whites Orchard.
17.4. 12/12/07 Footpath 24. The proposed work did not go ahead and no further communication was received.
17.5. 09/07/08 Footpath 20 “Moreton Path”. The clerk spoke to Mark Sumner about the ditch and was awaiting feedback.
17.6. 10/09/08 BVS gravel spreading. Gravel spreading took place as planned. Item closed.
17.7. 10/09/08 Pilgrims Way. RF reported that he spoke to the Vale about this issue but was advised that it was a matter of the OCC. In summary, 2 applications were put in about 7 years ago to change the status. The first was an application by the Parish Council to make it a footpath and the second was by Mr Barlow to make it a bridle way. The OCC in turn replied that they have very limited resources and it is not known when this case might be heard. Item closed.
17.8. 12/11/08 Raised footpath alongside Berry Lane. JG asked the clerked to pass on a request for a raised footpath alongside Berry Lane as this is the preferred route for children walking to school from Bridus Mead. CW reported that this has been discussed at length during the Parish Plan consultation process and that this was not a feasible option as there was a bottle neck in the road which meant that it was not even wide enough for 2 cars and there would be nowhere for the footpath to go. The suggestion still stands that the safest route would be to walk along Watts Lane instead and to join the Berry Lane footpath after the Church End triangle. Action: CW to reply to JG re raised footpath alongside Berry Lane.
17.9. 12/11/08 Savages footpath. The clerk reported this to the OCC following a request from the BVS.
18. Roads, Road safety and public transport
Nothing to report.
19. Village Hall Management Committee report
19.1. Village Hall clear up & maintenance. CW reported that the VHMC obtained 2 quotes for the village hall maintenance and the Parish Council obtained another from White Horse Horticulture. The VHMC preferred the Parish Council’s quote and ask them to go ahead. The VHMC will reimburse the Parish Council for the additional cost. Action: clerk to contact White Horse Horticulture to accept quote re village hall maintenance.
20. Environment
20.1. Church End triangle. Nothing to report. Action: clerk will forward emails re litter bin to CW.
20.2. Hawthorn on Rumseys Lane. The clerk reported that she has received an objection from the BVS EG about the proposed removal of the hawthorn. They preferred the hawthorn to be pruned and another tree to be planted further along. Once the new tree was established the old one could be felled. The Parish council suggested that this debate continue via email and be reported back at the next meeting. Action: Clerk to follow up.
21. Village shop. Nothing to report.
22. Neighbourhood Watch. Nothing to report.
23. District Councillors report. RF reported that the budget process has started and that the concessionary fares for bus travel have far exceeded expectation. RF also reported that the consultation has started on the issue of having to build more houses. The first option was to build houses on the outskirts of main settlements and the second would also include the outskirts of 10 larger villages, including Blewbury. This was only a consultation process.
24. Any Other Business: The clerk reported that the EA sent a thank you note from the Guides, and also mentioned the correspondence re a damaged grave which has been dealt with.
25. Details of the next meeting. The next Parish Council Meeting will be on the 10th of December 2008 and the Finance Committee meeting will be on the 17th of December 2008, both in the Vale Room at 19:30.
The meeting closed at 21.46