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BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Wednesday, 11th February 2009 in the Vale Room
Councillors present: Mr C Whatmore (Acting Chairman), Mr R Farrell, Ms Jane Gibson, Ms C Duckett, Dr P Whitehead, Mr M Brassell, Ms A Barclay-Watt.
Also present: 2 members of the public
Matters resolved:
Actions arising from the meeting:
1. Clerk to find out if KAP insurance covers tree climbing
2. Clerk to get give dog warden’s contact details to ABW.
3. Clerk to contact PCSO Clements to find out how the first Police surgery went
4. Clerk to contact Churn Estate re rabbit cull.
5. Clerk to ask for a quote for the rabbit cull from Mr Holloway
6. Clerk to thank internal auditor for his continued availability and previous hard work
7. Clerk to send LDF response to the Vale
8. CW to complete Affordable Housing questionnaire
9. CW to put information re Vale Funding Advice Surgeries into the Bulletin
10. clerk to respond to the Culham invitation
11. Clerk to ask Simon Ringrose to remove trees
12. MB to investigate previous suggestions re a new Management Committee Structure for the Recreation Ground
13. Clerk to respond the football club re the memorial bench
14. Clerk to investigate who was responsible for the rest of Bridus Way.
15. Clerk to follow up with OCC re Footpath 20
16. Clerk to follow up with Oak Leaf tree services
17. Clerk to follow up with OCC about London Rd footpath in front of Corrydon
Actions carried forward from prior meetings:
1. MB to draft response re cemetery plans
1. Apologies for absence: Mr A Cooper, Mr Colin Lamont (County Councillor)
2. Declarations of interest. JG and RF both declared an interest as a member of the Recreation Ground Management committee.
3. Minutes of the meeting held on the 14th of January 2009 were accepted and signed as a true record.
4. Police liaison. No Police liaison was present at the start of the meeting but PCSO McCreath and PCSO Deane joined the meeting during Open Forum. They reported on the combined use of the SID machine and Automatic Number Plate Recognition, which led to some arrests and the impoundment of vehicles in Blewbury. There was a theft from a van a couple of weeks ago. The action taken against hare coursing has been very successful. The PCSOs were asked about dangerous parking close to the junction of Westbrook Street and London Road. Although they could be ticketed, it was suggested that advice would be given in the first instance. The PCSOs were also asked about vicious dogs in Woodway Rd. The Council was advised to contact the Vale’s dog wardens. Action: clerk to get give dog warden’s contact details to ABW. Clerk to contact PCSO Clements to find out how the first Police surgery went.
5. County Councillor’s report. No county councillor present.
6. Matters arising.
6.1. 12/12/07 Future Didcot cycle links. ABW mentioned that there may be still progress in the near future.
6.2. 13/02/08 Memorial seat and stone. The clerk wrote to the developers but as they were unlikely to respond, the Council asked the Lengthman if he was willing to clear the area and refurbishing the seat. It was mentioned that the memorial stone should be inspected as soon as possible to see if any damage has been done during the development.
6.3. 10/09/08 Play area. JG wrote to the BVS and in their reply they again expressed their concern about tree climbing. The letter to the BVS also mentioned that no BVS contribution have been received for KAP facilities in recent years and information about a MUSA as they have money earmarked for teenagers. Action: Clerk to find out if KAP insurance covers tree climbing.
6.4. 12/11/08 Youth Project. CW wrote to Dr Atkinson thanking her for the presentation. The PC was not in the position to contribute to a project who cannot work in Blewbury and we did not envisage a similar project aimed at the same target group (18+) but should the need arise, we would call on their expertise. Item closed.
6.5. 14/01/09 Invitation to join the Rural Services Network. JG reported that she investigated this invitation but felt that there was not a pressing need to join at the moment. Item closed.
6.6. 11/02/09 BVS Village day. ABW asked if more gravel was needed and for more ideas for the village days. CW mentioned that ditches need to be cleared although those are cleared by the lengthman. The next village day would be on the 9th of May 2009. Watts Lane was mentioned as needing attention.
6.7. 11/02/09 Emma Austin’s resignation and replacement. Discussed in item 8. Item closed
7. Open Forum.
The new owner of the Load of Mischief came to explain his situation. He still has the pub in East Hendred and will be applying for a change of use for the Load of Mischief. He confirmed that he would not like to change the façade of the building. He believed that a village the size of Blewbury could not support 3 pubs nor could it support another shop, and therefore would like to turn the Load of Mischief into a house for his family to live in.
The Lengthman asked the Council about the work proposed to the KAP facilities as it was relatively new. In his opinion it was going to be difficult to reseed and keep children off the bank for long enough. As for the steps, Mr Pottle mentioned that the steps have sunken a bit and are therefore not level anymore, but it could be fixed. The Council asked Mr Pottle to go ahead and fix the steps.
8. Councillor vacancy
CW formally proposed a vote of thanks for Emma Austin’s 5 years of service. She was invaluable during the difficult times for the Ladycroft Park. CW reported that following her resignation, the notices were posted on the notice boards and published in the Bulletin. The deadline for contacting the Vale to demand an election was the 19th of February. Action: CW & clerk to publicise the councillor vacancy.
9. Risk Management.
9.1. 08/10/08 Risk Management Plan – annual review. The internal auditor suggested one amendment to Part D - the review of the internal audit. It currently read that the internal auditor reports to the clerk but this contradicts good practice of auditing. It was amended to read that the internal auditor reports directly to the Council. All agreed. Item closed.
9.2. 10/12/08 Annual rabbit cull. Three responses were received re the cull. According to the most comprehensive report the problem areas were not on PC land. Action: clerk to contact Churn Estate. Clerk to ask for a quote from Mr Holloway. RF proposed that the clerk and vice-chairman/chairman be given the power to move this matter forward as soon as all the quotes have been received. JG seconded. All agreed.
9.3. 14/01/09 NALC financial regulations to be reviewed. The clerk confirmed that there were no updates to the NALC financial regulations in the last year. Item closed.
9.4. 14/01/09 Review of physical assets & Liabilities. It was noted that the finance committee looked at the list of physical assets and liabilities and they were happy that insurance values (which were increased by 10% annually) could be used for physical assets and liabilities. Item closed
9.5. 11/02/09 Appointment of internal auditor for 2009-2010. The clerk confirmed that Patrick Clarke was available to be internal auditor. CW proposed, PW seconded, all agreed. Action: clerk to thank internal auditor for his continued availability and previous hard work. Item closed.
10. Planning & Housing.
10.1. 10/12/08 Housing allocations. CW reported that he attended the Vale’s “Preferred Options” meeting. During the meeting it was felt that for most of it, the Vale was supported in their preferred options. The only criticism was that the rules were too prescriptive and especially from smaller villages asked them to be less prescriptive.
10.2. 11/02/09 LDF consultation response. CD drafted a response to the document sent to the Parish Council. The Parish Council discussed and agreed with the response. One amendment was made and that was to reserve the right to make further representation on road usage. It was proposed that the draft should be accepted as the Parish Council’s official response. MB proposed. PW seconded. RF did not vote. All other councillors agreed. Action: clerk to send LDF response to the Vale.
10.3. 02/02/06 Planning Committee Report: Refer to monthly planning report. CW reported the application from Forge House has been withdrawn. No objection to the Bridus Mead application. Two more applications were being considered.
10.4. 02/02/06 Exception Site. Nothing to report.
11. Ladycroft Park. RF mentioned that he had an exchange of emails re the separation of units and the fence and that the fire brigade should investigate. The response was that no “adverse response” was received. RF wanted clarification whether any response has been received.
12. Finance & Administration
12.1. Issues arising from external audit
12.1.1. Effectiveness of internal audit – annual review. CW and the clerk signed off the annual review.
12.2. Access to fire proof cupboard and scout hut. Nothing to report.
12.3. Small Grants. In response to a question, the clerk reported that there was £50 left in the small grants budget.
12.4. Money received from ITV. Nothing to report.
12.5. Budget and precept for 2009-2010
12.5.1. Policy of general and special reserve. CW explained that following the finance committee meeting, the internal auditor was asked about the policy of general and special reserve. Advice was sought from the NALC and following that it was recommended that a realistic amount be set aside as for a specific project, e.g. the rebuilding of the village hall. It was proposed that £19 250 would be set aside as a special reserve towards the long-term objective of refurbishing or replacing of part or all of the village hall. Wider consultation with the village should take place in due course. MB proposed, JG second, all agreed.
12.6. Payments for approval to be made under ancillary powers and within budgeted amounts.
|
Description |
Amount |
|
E Smit |
£486.16 |
|
Ringrose Tree Services Ltd |
£1,035.00 |
|
Total |
£1,521.16 |
RF proposed, PW seconded. All agreed.
13. Correspondence.
13.1. Items requesting a reply
13.1.1. Affordable Housing – service user evaluation. Action: CW to complete Affordable Housing questionnaire.
13.2. Items for information
13.2.1. The winter edition of The Playing Field. Passed on the PW.
13.2.2. Vale Funding Advice Surgeries. Action: CW to put into Bulletin.
13.2.3. Promotional letter from QPSMR offering help with parish surveys. Noted
13.2.4. Ed Vaizey's 2009 surgeries. Displayed on notice boards.
13.2.5. Advice of charges from Alliance & Leicester. Noted.
13.2.6. Invitation to a tour of the fusion experimental facilities at Culham. CW and PW to attend. Action: clerk to respond to the Culham invitation.
14. Cemetery Development Plan.
14.1. Quotes and project management. Nothing to report. Action: MB to draft response re cemetery plans.
14.2. Dead trees. Quotes were received and it was decided that the dead trees in the cemetery and behind the tennis court should be removed by Ringrose. Action: Clerk to ask Simon Ringrose to remove dead trees.
14.3. Emergency tree work – Simon Ringrose Tree Services Ltd. Emergency tree work was agreed via email prior to the meeting and carried out by Simon Ringrose. Item closed.
15. Parish Plan
15.1. Tree for the Pound. RF reported that no response has yet been received following the Parish Council’s letter.
16. Recreation Ground
16.1. 28/11/06 Management Committee Structure. The Parish Council felt strongly that the time was ripe for the new structure to be formed. RF reminded the Council of the history behind the idea. It was suggested that the committee drafted a suggestion. MB volunteered to look at previous suggestions. Action: MB to investigate previous suggestions re a new Management Committee Structure for the Recreation Ground.
16.2. 09/07/08 Pavilion progress report. A meeting with the architect was going to take place on the Friday following the Parish Council meeting. MB asked that the Tennis Court resurfacing should be mentioned. It was agreed that all factors influencing the budget should be shared with the architects.
16.3. 14/01/09 Budget forecast for capital spend. To be discussed with the architect.
16.4. 12/11/08 Memorial bench. The clerk reported that the football club asked for a response. The architect and landscape design would have the final say if it could be incorporated in the design. Action: clerk to respond the football club re the memorial bench.
16.5. 10/12/08 Dead tree near tennis court entrance. See 14.2. Simon Ringrose’s quote was accepted.
17. Allotments. CD mentioned that there was a problem with the entrance to the allotments and they were awaiting quotes.
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. It was reported that Bridus Way has a new tarmac surface. JG asked who was responsible for the rest of Bridus Way, also leading to Ladycroft. It was suggested that AC would know. Action: clerk to investigate
18.3. 12/12/07 Footpath 24. Nothing to report. Item closed.
18.4. 09/07/08 Footpath 20 “Moreton Path”. The Lengthman reported that the ditch was still not filled in. Action: clerk to follow up with OCC.
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 the VHMC thanked the Parish Council for paying for the initial clear up and they agreed to reimburse the 3 subsequent visits. Item closed.
21. Environment
21.1. Hawthorn on Rumseys Lane. Although Oak Leaf Tree services said the tree would be felled in January, they could not carry out the work due to the weather. Action: clerk to follow up.
22. District Councillors report. RF reported that the process of interviewing for the third tier of officers for the joining the VWHDC and SODC has been taking place. A complication is that the organisations has been organised differently. As a consequence RF has lost responsibility for direct services, building control and emergency planning and in place he now has responsibility for democratic services and elections. The budget would be set on the 23rd of February and the pressure is enormous, especially by bus passes. Savings would be made by the joint refuse collection with SODC.
23. Any Other Business: CD mentioned that the Blewbury School has had a very positive Ofsted inspection and had a rating of “good”. This has been a boost for the morale of the staff. RF mentioned that he had a complaint about the footpath at Corrydon. Action: clerk to follow up with OCC if no action was taken.
24. Details of the next meeting. The next Parish Council Meeting will be on the 11th of March 2009.
The meeting closed at 21.37