Return to Blewbury Home Page Return to List of Minutes
BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Wednesday, 10th December 2008 in the Vale Room
Councillors present: Mr A Cooper (Chairman), Mr C Whatmore, Dr P Whitehead, Ms Jane Gibson, Ms C Duckett. Mr R Farrell joined the meeting late.
Also present: Elaine Smit (Parish Clerk), Mr Colin Lamont (County Councillor), and 2 members of the public
Matters resolved:
- All payments were approved
- The Freedom of Information scheme and guide were adopted by the Parish Council
- The Risk Management plan was accepted and adopted by the council
- The resolution to give the clerk permission to spend up to £150 between meetings provided that email consent has been given by 3 councillors was approved.
- It was agreed that the Parish Council should enter into a new bond with Barclays Bank to the value of £100,000
Actions arising from the meeting:
1. JG to circulate BVS proposals for the play area.
2. Clerk to invite the BVS, School governors, Youth club to the next meeting to hear about the Damascus project.
3. AC to draft a response to the code of consultation document.
4. Clerk to contact Gwen Hibbs
5. Clerk to follow up BVS Annual review of risk assessments
6. Clerk to obtain quotes for pest control.
7. CD to investigate the Vale’s position
8. AC to draft a response to Sovereign Housing
9. PW to follow up on the footpath next to Ladycroft Park
10. The clerk to reply to the Festival Committee re the necessity of “portaloos” and marshals for parking
11. CW to write a short article for the Bulletin. Clerk to put NHS dentistry leaflets in the surgery waiting room.
12. Clerk to follow up with MB re cemetery plans
13. Clerk to follow up cemetery complaint
14. Clerk to obtain a quote from White Horse Horticulture for weed killing in the cemetery
15. JG to raise the issue of Management Committee Structure at the next RGMC meeting
16. clerk to respond to Mark Sumner re Savages footpath
17. Clerk to see if a decision was made who should pay for the village hall clear up.
18. Clerk to investigate honours system
19. Clerk to contact Oak Leaf to have the hawthorn felled
Actions carried forward from prior meetings:
1. Clerk to follow up Oak Leaf tree services quote for dead trees in the cemetery
2. Finance committee to review internal audit.
1. Apologies for absence: Mr M Brassell, Ms E Austin, Ms A Barclay-Watt
2. Declarations of interest. AC declared an interest in Bridus Way as he is a resident. JG declared an interest as a member of the Recreation Ground Management committee.
3. Minutes of the meeting held on the 12th of November 2008 were accepted and signed as a true record.
4. Police liaison. No Police liaison present.
5. County Councillor’s report. Mr Lamont reported that the County Council has been investigating bad practices at the waste disposal site in the north of the county. The County Council was unable to act on this as the Environment Agency warned that the removal of waste illegally dumped would result in the release of harmful gases. He mentioned that the contractor in Sutton Courtenay follows the guidelines and no problems have been experienced. Mr Lamont also reported on the proposals for changes in the budget due to the lower interest rates, the uncertainty around inflation and £5million invested in Iceland.
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. The sign has been installed. JG reported that the BVS would like to make a contribution towards the Play Area with the money they received from ITV. Action: JG to circulate BVS proposals for the play area.
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. Action: Clerk to invite the BVS, School governors, Youth club.
6.6. 10/12/08 Code of conduct consultation document. AC reported on the consultation document. One suggestion in the document was that a member with a prejudicial interest may make presentations in a meeting provided that members of the public can attend the meeting for the same purpose. Another point raised was that members should not engage in criminal activities. There was a further suggestion that a model code of conduct should be incorporated into the terms and conditions of employees (teachers, firemen etc), and a specific question was also asked about employees of Parish Councils. The Parish Council was uncomfortable about the latter and felt that this should not apply. Action: AC to draft a response.
7. Open Forum.
Two representatives of the Dibleys Residents Association informed the Parish Council about the “river of flowers” they would like to establish in the grassed area on the Dibleys estate. They are hoping that more people in the village with large gardens will encourage wild flowers to grow. The Parish Council advised the DRA to use the Bulletin to inform people about their idea.
8. Risk Management.
8.1. 08/10/08 Freedom of Information. Under the Freedom of Information Act it is the duty of every public authority to adopt and maintain a publication scheme. The guide to information was completed and charges were explained to the Council. The Council agreed that the charges were fair. It was suggested that it should be added that charges will be reviewed annually. The scheme and guide were adopted by the Parish Council. CW proposed, JG seconded, all agreed. Action: The clerk to request that the FOI information be published on the Blewbury website.
8.2. 08/10/08 KAP & Skate ramp inspection. The clerk reported that following the inspection it was recommended that remedial work needed to be carried out to the roundabout and that the swing shackles needed to be checked regularly as they were showing signs of wear. The lengthman has been working on the roundabout to make it safe again. Item closed.
8.3. 08/10/08 Risk Management Plan – annual review. The plan was reviewed and changes were made. The document was circulated to the members. It was proposed that the finance committee review the internal audit and the investment policy. PW proposed, CW seconded, agreed. The Risk Management plan was accepted and adopted by the council. AC proposed, PW seconded, agreed. Action: AC & Clerk to amend and circulate.
8.4. 10/12/08 BVS Risk Assessment for Boxing Day walk due. The clerk reported that the risk assessment has not been received. Action: Clerk to contact Gwen Hibbs.
8.5. 10/12/08 BVS Annual review of risk assessments due. Action: clerk to follow up.
8.6. 10/12/08 Annual rabbit cull. The Parish Council felt that this should continue as usual. Action: clerk to obtain quotes.
9. Planning & Housing.
9.1. 10/12/08 Housing allocations. CD urged the Parish Council to investigate the proposed housing allocations which might affect Blewbury. Due to the new local development framework and the slump in the economy, local authorities will be revisiting all previous proposals to see if targets could be met. The Parish Council resolved that CD contact the Vale’s planning department to review the status quo re Blewbury. Action: CD to investigate the Vale’s position.
9.2. 02/02/06 Planning Committee Report: Refer to monthly planning report. CW reported that the swimming pool enclosure in Westbrook Green as well as the greenhouse for Hallbarn Close were approved. The Pilgrims Way application was withdrawn. The Parish Council did not object to the development at Carpenters but wanted reassurances re materials. Various new planning permissions were being considered.
9.3. 02/02/06 Exception Site. CW reported that Sovereign Housing was under the impression that the OCC would permit vehicular access via Bridus Way and wanted to know if the Parish Council would support their planning application. The Parish Council was still in principle in support of affordable housing in Blewbury but the practical issues around access was of concern. The added concern was that a vehicle has been using the footpath as a shortcut to Bessels Way which was not suitable for cars and potentially dangerous. AC referred to a letter from Mark Sumner from the OCC where he mentioned that following improvements Bridus Way became a “part traffic free” area suitable for horses. It was pointed out that as part of good urban design it would be desirable to open up new routes into the village, but that would mean that the whole stretch of road had to be upgraded to a proper road. Action: AC to draft a response to Sovereign Housing.
10. Ladycroft Park. PW mentioned that the site manager agreed to fill in the ditch in the footpath. Action: PW to follow up.
11. Finance & Administration
11.1. Issues arising from external audit
11.1.1. Effectiveness of internal audit – annual review. The finance committee will review this issue at the next committee meeting.
11.2. Resolution: to give the clerk permission to spend up to £150 between meetings provided that email consent has been given by most councillors. It was clarified that consent should be given by 3 councillors. Proposed CW, seconded JG. All agreed.
11.3. Access to fire proof cupboard and scout hut. Nothing to report.
11.4. Small Grants. The clerk reported that a letter was received from the Toddler Group to ask for financial help in the next year. It was referred to the finance committee meeting for consideration but it was recommended that it was reviewed at the end of the year to see if any support given has been value for money.
11.4.1. Victim support. Request turned down.
RF joined the meeting
11.5. Money received from ITV. Nothing to report.
11.6. Grass cutting – one additional cut. The additional cut was carried out. An invoice for £95 was received. Item closed.
11.7. Finance committee meeting, budget 2009-2010. The clerk reminded committees to let her know about their financial requirements for the next year. It was also mentioned that the finance committee should review the money kept in Barclays accounts as the interest has gone down considerably. In order not to miss the deadline it was agreed that the Parish Council should enter into a new bond with £100,000 currently kept in the 14 day notice Treasury Deposit account. PW proposed, JG seconded, all agreed.
11.8. Payments for approval to be made under ancillary powers and within budgeted amounts. It was pointed out the there were 2 mistakes (clerk’s salary and White Horse Horticulture’s additional cut) in the amounts on the original agenda. The correct amounts are below:
All payments were approved. Proposed by AC, seconded by RF. All agreed.
12. Correspondence.
12.1. Items requesting a reply
12.1.1. Blewbury Festival – Tickers Folly. A letter was received re the use of Tickers Folly for the Festival in June 2009. Action: The clerk to reply re the necessity of “portaloos” and marshals for parking.
12.2. Items for information
12.2.1. OCC – Bridus Way. A letter was received from the OCC re the upgrading of Bridus Way requesting the donation of £400 which was previously agreed by the Parish Council. (see payment to OCC in 11.8)
12.2.2. Blewbury Local history group – thank you. The Parish Council was thanked for the donation.
12.2.3. Standards Committee agenda. Noted.
12.2.4. NHS dentist information. Noted. Action: CW to write a short article for the Bulletin. Clerk to put leaflets in the surgery waiting room.
12.2.5. Changes to bus service 94/95. Noted.
13. Cemetery Development Plan.
13.1. Quotes and project management. CD reported that MB had the plans and was to reply to Anthony Stiff. Concerns were raised that whereas the new entrance was designed to be a disabled access, the footpaths were not suitable for the disabled. The existing main entrance was deemed sufficient. Action: Clerk to follow up with MB re cemetery plans.
13.2. Dead trees. The quote from Oak Leaf tree services was expected the next day. 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.
13.3. Cemetery complaint. The clerk reported that the funeral director has been contacted following the complaint and that it was agreed that the lady in question should be compensated for the damage to the rose bush. So far she has not yet been contacted. Action: clerk to follow up
13.4. Weeding & spraying of footpath. The clerk also mentioned that following the meeting between the footpaths committee and the lengthman it was requested that the footpaths in the cemetery should be sprayed with weed killer in the future. Action: Clerk to obtain a quote from White Horse Horticulture for weed killing.
14. Parish Plan
14.1. Tree for the Pound. Nothing to report.
15. Recreation Ground
15.1. 28/11/06 Management Committee Structure. Nothing to report, although it was reiterated that it was important that this matter should be resolved in the near future. The RGMC should be made aware that the Parish Council will be looking at a management structure and suggestions would be welcomed. Action: JG to raise the issue of Management Committee Structure at the next RGMC meeting.
15.2. 09/07/08 Pavilion progress report. CD reported that tenders were invited from the 4 architects on the shortlist. The Parish Council formally thanked CD for all her hard work. The clubs were informed and received the schedule of the accommodation, programme and scope of the works. The clubs were asked to give a point of contact to the clerk and to address all communication via the clerk. It was agreed that at least one councillor should be present when the clerk opened the tenders.
15.3. 12/11/08 Memorial bench. Nothing to report.
15.4. 10/12/08 Dead tree near tennis court entrance. The clerk was awaiting the quote from Oakleaf Tree services.
16. Allotments. Nothing to report
17. Footways, Footpaths and rights of way
17.1. 02/09/05 Village upkeep review. Following the meeting with the lengthman the minutes were circulated. PW mentioned that the lengthman was often asked to do additional work and that should be kept in mind at the budget meeting.
CD left the meeting.
17.2. 03/03/07 Bridus Way. The issue re a vehicle using the footpath was raised in 9.3.
17.3. 10/09/08 Bridus Way – Whites Orchard. AC reported that residents of Whites Orchard have agreed to get the OCC to fix the road leading up to the gate with a tarmac surface. Item closed.
17.4. 12/12/07 Footpath 24. The clerk reported that the OCC was waiting for a “suitable gang” to become available to carry out the work.
17.5. 09/07/08 Footpath 20 “Moreton Path”. See item 10.
17.6. 12/11/08 Savages footpath. The clerk reported that the OCC contacted the owners with properties adjoining this path to ask them to cut back foliage. He wanted clarification on one property. Action: clerk to respond to Mark Sumner re Savages footpath. Item closed.
18. Roads, Road safety and public transport
JG reported that she received a copy of the Oxfordshire road casualty report for 2007. In summary both fatal and serious accidents were down.
19. Village Hall Management Committee report
19.1. Village Hall clear up & maintenance. CW reported that clear up has taken place. It was suggested that the initial clear up could be paid for by the Parish Council, but the 3 subsequent visits in the new year would be reimbursed by the VHMC. The Parish Council was reminded that the VHMC did a thankless job and some recognition for their efforts would be a good idea. Action: clerk to see if a decision was made who should pay for the village hall clear up. Clerk to investigate honours system.
20. Environment
20.1. Church End triangle. As a replacement bin was too expensive it was decided not to pursue the matter any further. Item closed.
20.2. Hawthorn on Rumseys Lane. AC reported that the BVS EG would support the Parish Council’s decision. Action: Clerk to contact Oak Leaf to have the tree felled.
JG left the meeting.
21. Village shop. Nothing to report. Item closed.
22. Neighbourhood Watch. Nothing to report. Item closed.
23. District Councillors report. RF reported that the Local Development Framework was about to go to consultation. Consideration would be given to where houses should be built. It was also reported that a most unsatisfactory reply was received to his letter about Ladycroft Park. RF was going to meet with colleagues who also have mobile homes in their wards.
24. Any Other Business: AC reported that he would be away on holiday and will therefore miss the January and February meetings. The clerk requested leave at the end of January.
25. Details of the next meeting. The next Parish Council Meeting will be on the 14th of January 2009 and the Finance Committee meeting will be on then 17th of December.
The meeting closed at 21.45