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BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Wednesday, 14th January 2009 in the Vale Room
Councillors present: Mr C Whatmore (Acting Chairman), Ms Jane Gibson, Ms C Duckett, Mr R Farrell, Mr M Brassell.
Also present: Mr Colin Lamont (County Councillor), Dr Rita Atkinson (founder of Damascus), Mr G Hibbins (youth worker), D Clarke (TVP), L Gardner (TVP) and 4 members of the public
Matters resolved:
1. It was agreed to support Police Surgeries and that the hire of the venue for the 6 meetings would be paid for in the first instance.
2. It was agreed that Parish Council would contribute towards the cost of the hire of the Village hall for the Toddler Group (to be reviewed annually)
3. The budget and precept for 2009-2010 was agreed.
4. All payments were approved
5. The Recreation Ground Enhancement sub-committee was empowered to appoint the lead consulting team for the project following any necessary site meetings.
Actions arising from the meeting:
1. Clerk to write to Mr Geeky re the waste material next to the new fence of the London Rd Tennis Court homes.
2. JG to write to the BVS about KAP funding and enhancement
3. CW & clerk to publicise the councillor vacancy.
4. CW & Clerk to review internal audit
5. Clerk to circulate rabbit cull report
6. CW & clerk to review NALC financial regulations and register of physical assets and liabilities.
7. RF to write to the Vale re the Ladycroft fence
8. CW & clerk to finalise actions relating to the issues arising from external audit
9. Clerk to reply re police surgeries
10. Clerk to write to Toddler Group
11. Clerk to respond to BVS re Church Moor
12. JG to investigate the Rural Services Network
13. JG to review Vale’s strategy for a sustainable community
14. RF & clerk to consult with Anthony Stiff re the tree for the Pound and to respond to the donor
Actions carried forward from prior meetings:
1. MB to draft response re cemetery plans
Prior to the meeting there was a presentation by Dr Rita Atkinson and Mr Gary Hibbins, youth worker, on the Damascus project, but as the Police Community Support Officers had to leave, the police report was given first. In summary Dr Atkinson and Mr Hibbins told the meeting more about the objectives and successes of the project, and would like see the model to be replicated in other villages. Should Blewbury and the surrounding villages be interested in a similar scheme, then they could be available in a consultancy role.
1. Police liaison. The meeting started with the Police report. It was reported that there was a dramatic increase in reports of hare coursing and that several arrests were made. There were also reports of theft of red diesel and pigs, and a burglary at some out-buildings. Speed checks were done and only 2 cars were speeding. Police surgeries were also briefly discussed and they were advised to contact Tina Griffin to find out about the availability of the Village Hall.
2. Apologies for absence: Mr A Cooper, Dr P Whitehead, Ms A Barclay-Watt (who is still on maternity leave), Ms E Smit
3. Declarations of interest. JG and RF both declared an interest as a member of the Recreation Ground Management committee.
4. Minutes of the meeting held on the 10th of December 2008 were accepted and signed as a true record.
5. County Councillor’s report. Mr Lamont reported on the Economic Partnership in Oxfordshire. The latest report mentioned job losses and a 10% increase in people without work. Mr Lamont reported that various initiatives were set up within Oxfordshire to help and a task force was put in place. Mr Lamont was asked about the new layout of Didcot Station and why it was referred to the OCC. He replied that he did not know why it was necessary to be referred to the OCC but that the Council was in favour of the new development.
6. Matters arising.
6.1. 12/12/07 Future Didcot cycle links. Nothing to report.
6.2. 13/02/08 Memorial seat and stone. The lengthman asked the clerk to write to the developers of the Old Tennis Court houses as he is unable to do restoration work before they have cleared up after installing the fence. Action: clerk to write to Mr Geeky.
6.3. 10/09/08 London Rd telephone kiosk. Nothing to report. Item closed.
6.4. 10/09/08 Play area. A letter was received from the insurers stating that they were satisfied with the recent report and was happy to learn that the work that was needed was already being carried out. JG reported back with the suggestions from the BVS which was circulated by email. The Parish Council was in favour of rubberising the steps up to the slide and seeding the grass banks, but did not want to do anything to the tree as it was felt that tree climbing was an essential part of growing up and that within the KAP environment it is usually done under supervision. It was discussed that the BVS previously said that they would try to contribute towards the upkeep of the Play Area, and if that is the case, then the Parish Council should be responsible for carrying out the work suggested. In the meantime, the Parish Council needs clarification of the BVS position on this funding. Action: JG to write to the BVS about KAP funding and enhancement.
6.5. 12/11/08 Youth Project. Discussed prior to the meeting.
6.6. 10/12/08 Code of conduct consultation document. Nothing to report. Item closed.
7. Open Forum.
Two members of the public addressed the meeting about the removal of the hedge and proposed creation of a car parking area in front of Turkeys in Watery Lane. In their view, the changes were detrimental to the surrounding area, and since the property is located in a Conservation Area, they sought clarification of the planning rules for such a development. CD replied that the public is often not aware of what exactly a conservation area meant, and what you cannot do if you are in an AONB or live in a listed building. No planning permission is needed for work on hedges, although it almost certainly would be required if the proposed works included a retaining wall. CD undertook to contact the Vale should to advise them of the nature and scale of the work, so that the planning position could be clarified.
8. Councillor vacancy
CW reported that Emma Austin resigned from the Parish Council and that the vacancy has to be publicised. If less than 10 applications were received, then the Parish Council would be free to co-opt. The notice will go out in the Bulletin and on the notice boards. Action: CW & clerk to publicise the councillor vacancy.
9. Risk Management.
9.1. 08/10/08 Freedom of Information. It was reported that the requisite information regarding the Freedom of Information Act has been published on the Blewbury website. Item closed.
9.2. 08/10/08 Risk Management Plan – annual review. Action: CW & Clerk to review internal audit.
9.3. 10/12/08 BVS Risk Assessment for Boxing Day walk due. Received. Item closed.
9.4. 10/12/08 BVS Annual review of risk assessments due. As the BVS does not have an annual review, this item will be scrapped as individual risk assessments are done when needed during the year. Item closed.
9.5. 10/12/08 Annual rabbit cull. Two responses were received re the cull. It was not clear if the rabbit warrens were on Parish Council land. Action: clerk to circulate report.
9.6. 14/01/09 NALC financial regulations to be reviewed. Action: CW & clerk to review.
9.7. 14/01/09 Review of physical assets & Liabilities. Action: CW & clerk to review
10. Planning & Housing.
10.1. 10/12/08 Housing allocations. Nothing to report.
10.2. 02/02/06 Planning Committee Report: Refer to monthly planning report. CW reported that the planning permission was granted for the studio at Carpenters as well as for the fence at Cottrills. A few applications were received and recommendations were made re the garage for Forge House.
10.3. 02/02/06 Exception Site. Nothing to report.
11. Ladycroft Park. RF mentioned that he would be writing to Vale re the distance between the fence and the units. Action: RF to write to the Vale re the Ladycroft fence.
12. Finance & Administration
12.1. Issues arising from external audit
12.2. Effectiveness of internal audit – annual review. The finance committee reviewed this issue at the committee meeting. Action: CW and clerk to finalise actions relating to the issues arising from external audit.
12.3. Small Grants.
12.3.1. Police surgeries. Details of the proposal was circulated prior to the meeting and briefly discussed with the police liaison officer. The Parish Council felt in principle it was a good idea and that it would support 6 meetings in the first instance. It was suggested that the Benefice Centre or the Doctor’s waiting room might be good alternatives to investigate. Action: clerk to reply re police surgeries.
12.4. Money received from ITV. Nothing to report.
12.5. Budget and precept for 2009-2010. The finance committee report was read and it was recommended that the precept was kept at £21,000. JG proposed, RF seconded, all agreed.
12.5.1. Toddler group. It was agreed that the Toddler group would be supported in the same way as the Youth Club (i.e. contributing towards Village Hall hire), for one year on a trial basis. In return the Toddler Group will be asked to reduce their fees to see if this will encourage more people to come. Action: clerk to write to Toddler Group.
12.5.2. Tennis Court Capital. It was agreed that the Tennis Court Capital should be reduced by the amounts paid to the estate agent and the repayment of the PWLB. This should not be paid from general reserve. It was also agreed that the capital and interest should be kept separate and that the capital would therefore show no growth.
12.5.3. Policy of general and special reserve. To be deferred to the next meeting.
12.6. Payments for approval to be made under ancillary powers and within budgeted amounts.
All payments were approved. Proposed by MB, seconded by CD. All agreed.
(As CD had to leave the meeting, item 16 was given priority and discussed first)
13. Correspondence.
13.1. Items requesting a reply
13.1.1. Vale Core Strategy – Preferred Options. CW to attend.
13.1.2. BVS – Church Moor. The council agreed that it would not serve any purpose in writing to Mr Bond again. Action: Clerk to respond to BVS re Church Moor.
13.1.3. OCC – play provider workshop. Noted.
13.1.4. Invitation to join the Rural Services Network. Action: JG to investigate the Rural Services Network.
13.2. Items for information
13.2.1. Vale reply to Ladycroft letter. Circulated by email.
13.2.2. Local Community Flood Groups in the Vale. Noted.
13.2.3. Vale’s strategy for a sustainable community. Action: JG to review
13.2.4. TOE & ORCC winter publications. Noted.
13.2.5. Vale information sheet. Noted.
13.2.6. OALC update. Noted
14. Cemetery Development Plan.
14.1. Quotes and project management. MB reported that he has a list of comments and will draft a response. Action: MB to draft response re cemetery plans.
14.2. Dead trees. The quote from Oak Leaf tree services was received and they also mentioned that more trees might need attention. The Parish Council agreed that a formal report for all Parish Council trees would be sought when the next review was due.
14.3. Cemetery complaint. This matter was resolved. Item closed.
14.4. Weeding & spraying of footpath. It was reported that the current contractor very kindly offered to add the spraying of the cemetery footpath at no extra cost. Item closed.
15. Parish Plan
15.1. Tree for the Pound. RF reported that the person who wanted to donate the tree wanted to go ahead and that it should be decided where the tree should go. It was agreed that the wording on the plaque should be agreed with the clerk and that the tree should in no way become a shrine. Action: RF & clerk to consult with Anthony Stiff re the tree for the Pound and to respond to the donator.
16. Recreation Ground
16.1. 28/11/06 Management Committee Structure. Nothing to report.
09/07/08 Pavilion progress report. It was reported that 3 tenders were received and there was a clear front runner. Further meetings would take place and a formal tender analysis would be put on record and an appointment would be made. It was anticipated that the appointment of the consultancy team would be made by the end of the month and the finalising of the contract would take place in February. It was proposed that the Recreation Ground Enhancement sub-committee should be empowered to appoint the lead consulting team for the project following any necessary site meetings. CW proposed, RF seconded. All agreed. It was also agreed that the clubs should be kept up to speed throughout the project, and it was suggested that after an appointment was made and first sketch plans produced, the clubs should be met with individually to discuss the plans.
16.2. 14/01/09 Budget forecast for capital spend. Carried forward.
16.3. 12/11/08 Memorial bench. Nothing to report.
16.4. 10/12/08 Dead tree near tennis court entrance. The clerk received a quote.
17. Allotments. Nothing to report
18. Footways, Footpaths and rights of way.
18.1. 02/09/05 Village upkeep review. Nothing to report
18.2. 03/03/07 Bridus Way. Nothing to report.
18.3. 12/12/07 Footpath 24. Nothing to report.
18.4. 09/07/08 Footpath 20 “Moreton Path”. It was reported that the OCC will be writing to the Ladycroft Park site owner as it was an offense to dig the ditch.
19. Roads, Road safety and public transport
Nothing to report.
20. Village Hall Management Committee report
20.1. Village Hall clear up & maintenance. CW reported that clear up has taken place. It was agreed that the initial clear up would be paid for by the Parish Council, but the 3 subsequent visits would be reimbursed by the VHMC. MB asked if it was not agreed to get rid of the old unit and CW replied that all efforts have been unsuccessful as they could not empty it.
21. Environment
21.1. Hawthorn on Rumseys Lane. It was reported that the hawthorn was to be felled
22. District Councillors report. RF reported that the process of the joint senior management of the VWHDC and SODC has been progressing. RF was asked about the provision of wheelie bins and fortnightly waste collections, how this would impact on cottages with access issues. He replied that as the SODC would go ahead with this scheme first, the teething problems would hopefully be sorted out prior to the implementation in the Vale.
23. Any Other Business: It was mentioned that the clerk will be on holiday from the 23rd of January until the 9th of February. MB agreed to carry the mobile phone and deal with cemetery enquiries. JG mentioned that the rubbish at the entrance to Grahame Close was removed by the Vale after it was reported to them.
24. Details of the next meeting. The next Parish Council Meeting will be on the 11th of February 2009.
The meeting closed at 21.53