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BLEWBURY PARISH COUNCIL

Minutes

Of the Parish Council meeting of Blewbury Parish Council.

Held on Wednesday, 13^th May 2009 in the Vale Room

 

Councillors present: Mr A Cooper (Chairman), Ms S Loy, Mr C Whatmore, Ms Jane Gibson, Ms C Duckett,  Ms A Barclay-Watt, Mr M Brassell, Mr R Farrell

Also present: Mr Colin Lamont (County Councillor), E Smit (clerk), 19 members of the public           

 

Prior to the meeting the chairman explained to members of the public how the meeting would proceed and in particular that as the agenda was quite long, the time each person who wishes to speak during Open Forum will be restricted.

 

1.             Apologies for absence: none

 

2.             Declarations of interest. JG and RF both declared an interest as members of the Recreation Ground Management committee. RF declared a prejudicial interest in the exception site as he is a chairman of the Vale Housing Association and a board member of Sovereign Housing Group. AC declared an interest as a resident of Bridus Way.

 

3.             Minutes of the meeting held on the 8^th of April 2009 were accepted and signed as a true record.

 

4.             Police liaison.  (Discussed after item 6) PCSO Clements reported on a criminal damage on the play area. She was given some names which she was going to follow up on. A bicycle was stolen as well as some power tools from outbuildings. It seemed as if building sites were being targeted. Some areas were identified to be patrolled during the evening and during the night. The operation relating to hare coursing will commence again in September. She also reported on “Rave Watch” where illegal parties on farms were being stopped.

 

5.             County Councillor’s report. Mr Lamont reported that decision of a cabinet member to go ahead with the first stage of “Transform Oxford” was called in but the scrutiny committee felt that there were no grounds to countermand this decision. Mr Lamont then said good bye as he would not be standing at the next month’s elections. As Mr Lamont would be attending the Annual Parish Meeting, the chairman said he would formally thank him at that meeting. RF thanked Mr Lamont for attending the Council meetings.

 

6.             Co-option & Acceptance of office of new councillor. Mr Jon Drew was co-opted at the previous meeting and signed the acceptance of office in front of the clerk. He was formally welcomed by the chairman. He was asked to complete the register of members’ interests to be sent to the Vale.

 

7.             Election of new chairman and vice chairman. AC agreed to continue in the chair for the foreseeable future and CW agreed to stay on as vice chairman. CD proposed. MB seconded. All agreed.

 

Item 13.2 was discussed next and then Open Forum Item 11.

 

8.             Appointment of members to committees and new signatory for bank accounts. Vacancies on committees were filled. See attached list. MB was asked to be the new signatory on both bank accounts. Action: clerk to take banking forms to MB.

 

9.             Role of Vice-chairman. CW explained that as the Recreation Ground project was taking up so much time, it might be a good idea to have someone to focus on other Parish Council business (e.g. the exception site and the cemetery development). The council debated this further and it was pointed out that some councillors were asked to do more because of their particular skills and therefore they need to prioritise what will and what will not be done. RF suggested that it might be possible to have 2 vice-chairmen although it did not address the practical problem where one councillor’s skill was needed before it could be passed on. SL asked for a skills audit to be done. Action: SL to send clerk a skills audit template and clerk to circulate.

 

10.         Matters arising.

10.1.   12/12/07   Future Didcot cycle links. Nothing to report.

10.2.   13/02/08   Memorial seat and stone. The lengthman filled in the ditch behind the seat, renovated the seat and the box over the stone has been removed. Item closed.

10.3.   10/09/08   Play area. The new sign has not yet been ordered (Action: CW & Clerk to order KAP sign). CW confirmed that the lengthman has been asked to cut the branches off the tree. The clerk reported that she was informed what a suitable material would be for the treads to make it slippery and will investigate where to order it from. Action: Clerk to investigate suitable aggregate to make KAP treads less slippery.

10.4.   11/02/09   BVS Village day. ABW mentioned that it went well. Although only 8-10 people showed up all the work was done. She was also hoping to organise a Vale “Litter Workshop” for the school. Item closed.

10.5.   08/04/09   Overgrown vegetation. JG investigated the houses reported to the clerk but felt that only one warranted a letter. Rumseys Lane as well as Bessels Way were mentioned. Action: clerk to write to residents re overgrown vegetation.

 

11.         Open Forum.

 

A resident asked about the application for the change of use application of the Load of Mischief and if it would be possible to put on record that he would object to the possible development of the car park. It was explained that the current application was purely a change of use application and only objections towards this application could be put forward.

 

A document was presented on behalf of the Blewbury and Upton Cricket Club outlining a further alternative scheme for the re-development of the Recreation Ground and Pavilion/Community Room, which proposed moving the tennis courts to Tickers Folly and putting the Pavilion/Community Room at the SE corner on the existing courts and using the rest of the courts for a MUGA and additional parking, whilst retaining the old pavilion as an equipment store.  It was suggested that this scheme would only cost £13000 more than the PC’s scheme.  The presenter requested that the PC present both schemes for planning consent in parallel.

 

A member of public congratulated the PC as to the time and effort they have put into this project but expressed disappointment at the low attendance by the village during the exhibition and suggested another special meeting.

 

Another member of the public supported the new proposal and felt that it was important to have a MUGA for teenagers to combat crime and drugs in the village.

 

The chairman of the Tennis Club pointed out that he was not a resident but spoke on behalf of the club. He thanked the Council and said that they were supportive of moving the tennis courts but strongly against anything that would jeopardise the project. He stated that not all club members were in favour of moving the tennis courts to Tickers Folly but if funding were not available they would support the current scheme.

 

A resident pointed out how sport can have a positive impact on children and that the current vandalism issues at the play area could be addressed if children were properly engaged.

 

Another resident reported that he attended the first exhibition and asked if it would be beneficial to have the information available on the website.

 

The chairman thanked everyone for their contributions.

 

12.         Risk Management.

12.1.   11/03/09   Review of insurance cover. Following the review of the insurance cover it was discovered that the asset register is out of date. The RGMC was asked to investigate. Insurance will be renewed but once the asset register has been updated the insurance cover should be changed accordingly.

12.2.   13/05/09   Review of register of physical assets and liability. See 12.1 above.

12.3.   13/05/09   Playclose bridges. CW reported that on the day of the Duck Race the condition of the Red Lion bridge was brought to the Council’s attention. Another request since then has been received. A builder in the village was asked to look at it. The clerk reported that the OCC inspected this the year before. It was suggested that as it was an OCC responsibility they should be asked to inspect again. Action: Clerk to report Play Close bridge to OCC.

12.4.   13/05/09   Recreation Ground risk assessment due. RF will bring this to the RGMC’s attention. CD mentioned that she had a spare Recreation Ground notice which she would like to give to the RGMC. Action: RF to remind RGMC re risk assessment. CD to pass on Recreation Ground sign.

12.5.   13/05/09   Allianz Insurance renewal. Renewal due this month.

12.6.   13/05/09   Allianz Insurance renewal – tractor. Renewal due this month although notice was not received in time for the amount to be put on the agenda.

12.7.   13/05/09   Review effectiveness of internal audit. The clerk asked if the review should be carried out prior to the internal audit or after the conclusion. It was decided that it should be done following the conclusion of the audit in July.

 

13.         Planning & Housing.

13.1.   02/02/06   Planning Committee Report: Refer to monthly planning report for details of applications. CW reported that there have been some approvals, including 6 London Rd, 65 Bridus Mead and 21 Bridus Mead. The Chailey House polytunnel application was withdrawn. Several applications were being considered including the change of use for the Load of Mischief, and the applications for Sheencroft Cottages, Watts Barn in Watts Lane (new vehicular access) and Witheralls.

13.2.   02/02/06   Exception Site. As he declared a prejudicial interest, RF left the meeting. Mr Methven reported that the access to the site via Bridus Way remained an issue and that the Rights of Way Officer would be objecting to any planning application. The main reason for his objection that Bridus Way is a BOAT and that access to the site would intensify its use. AC declared an interest in Bridus Way and also left the meeting. Mr Methven asked the Parish Council what its situation would be and if the PC would also object to an application. CW pointed out that investigating affordable housing was part of the Parish Plan and therefore a planning application should be made. As there was agreement that this may be the last opportunity to provide affordable housing it would be wise to take it to planning to see if it was a viable option even though there might be some strong objections from the residents along Bridus Way. RF & AC joined the meeting after the conclusion of this item.

 

14.         Ladycroft Park.  RF mentioned that Mr Terry Stock in the past said that all new units would have to comply with the site licence. Residents were concerned about this. RF was informed by the Vale’s officers that all new units now complied with the licence with the exception of one unit where a large shed’s proximity to another unit is not in accordance with the licence. The owner was made aware of this problem. RF also mentioned that Mrs Mary Marshall has agreed to help the LRA to see that units are compliant and will report to RF. Existing units which might not be compliant do not pose a risk and therefore the Vale’s point of view was not to take action.

 

15.         Finance & Administration

15.1.   Appointment of Trustees for the United Charities. A letter was received from the Trustees to say that they have reached the end of their term. It was suggested that clarification should be sought if the current trustees want to continue, and also to point out that the Parish Council believes that it is not best practice to reappoint the same trustees indefinitely. Action: Clerk & RF to contact the trustees of the United Charities.

15.2.   Access to fire proof cupboard and scout hut. The clerk reported that despite several attempts no progress has been made. A notice was also put on the door to the cupboard to say that access was needed at all times but despite this equipment are still being put in front of the door which makes it very difficult to gain access. The clerk also reported that the guttering was in dire need of repair. The Parish Council felt strongly that action was required to sort out the agreement with the Scouts, as well as to remind them of the conditions of their lease. Action: AC& clerk to follow up the Scout hut agreement and lease urgently.

15.3.   Small Grants. A thank you was received from Root and Branch. Action: Clerk to display Root & Branch poster on notice board.

15.4.   Money received from ITV. Nothing to report.

15.5.   New bond or investment. Nothing to report.

15.6.   Audit 2008/9. The clerk reported the she attended an OALC workshop to complete the annual return, which will be brought to the council for approval following the completion of the internal audit.

15.7.   Payments for approval to be made under ancillary powers and within budgeted amounts.

 

Description	Amount
E Smit	£501.24
K Pottle	£371.94
E Smit (for expenses + OALC course)	£241.26
OALC	£274.22
White Horse Horticulture	£350.00
RGMC	£400.00
West Garden Machinery	£38.92
Mrs A King (replacement cheque)	£250.00
Sutton Griffin Architects	£4,738.35
WREN	£17,930.00
Allianz Insurance plc	£2,082.88
Allianz Insurance plc (tractor insurance)	£151.19
ORCC	£20.00
TOTAL	£27,350.00

 

The payment to Allianz Insurance for the tractor was added to the payments displayed on the agenda. The Parish Council asked that it be established if the WREN money is refundable (and the terms of the refund) before going ahead with the payment. Clarification was also needed re the deadline as the date given was a Saturday. Action: ABW to find out if WREN money was refundable and to clarify the deadline. All payments were approved. MB proposed, CD seconded. All agreed.

 

16.         Correspondence.

16.1. Items requesting a  reply

16.1.1.  NGS Open Gardens – request to use Tickers Folly. The request was granted. Action: clerk to contact Mr Rogers re “In & Out” entrances and to thank him for his trouble.

16.1.2.  Blewbury Festival – use of Tickers Folly. Request was granted. Action: clerk to confirm request was granted and that there will be no charge. Clerk to contact Mr John Snook re grass cutting.

16.1.3.  BVS – KAP funds. The BVS sent a cheque for £1500 and a letter towards KAP maintenance. Action: Clerk to thank the BVS.

16.1.4.  North Berks Football League. Carried forward to next meeting.

16.1.5.  North Wessex Downs Local Action Group invitation. Noted

16.2. Items for information

16.2.1.  Equality and Human Rights commission – Public Sector Duties. Noted

16.2.2.  Vale’s Parish Cleansing Grant. Noted.

16.2.3.  OPFA Spring Seminar incl. playground funding. Noted

16.2.4.  North Wessex Downs AONB Annual Review. Noted.

16.2.5.  Oxfordshire Rural Education Initiative – Annual Report. Noted.

16.2.6.  Barclays account & interest rate changes. Noted

 

17.         Cemetery Development Plan.

17.1. Quotes and project management. CD reported that she has spoken to Anthony Stiff and he understood that this project has taken a back seat to the Recreation Ground Enhancement project. Once the latter has come to a point where it was less time consuming, CD would return to the cemetery plans and make suggestions

 

18.         Parish Plan

18.1. Litterbin at Tickers Folly entrance. The clerk reported that despite earlier confusion if the Vale was still funding new bins, two suggestions were made: either at the junction of the A417 (London Rd) and Bohams Rd or at the entrance to the car park on Bohams Rd. The Parish Council preferred the latter as it will also serve the cemetery. Action: clerk to contact the Vale re a bin for the Bohams Rd car park.

 

19.         Recreation Ground

19.1. 28/11/06        Management Committee Structure. CW reported that this part of the project was on hold.

19.2. 09/07/08        Pavilion progress report. CW, MB & JG reviewed the responses following the exhibition on the 26^th of April.  A total of 98 replies were received within the allotted time frame. Two petition style responses were received but as individual responses were received from some on those petitions, they were not counted although their views were noted. Among the responses were a number of inaccuracies and in 4 cases it was felt that the inaccuracies invalidated their response. Five responses were received from outside the village which could have been discounted but as they were roughly equal between support and opposition, they were included. In conclusion, 66 responses supported the scheme of the Parish Council, 23 were against it, and 5 were ambivalent or focused on a small aspect of the scheme only. In percentage terms 70% were for the scheme. There were several more responses after the deadline, including an official response from the BVS sent after their AGM.

 

The next step in the tight schedule was to get to the point where a planning application could be made. With alternative proposals being put forward it was not clear how it was going to affect the schedule but a decision would have to be made soon.

 

The payment to WREN to unlock the fund was discussed earlier in item 15.7.

 

19.3. 14/01/09        Budget forecast for capital spend. Nothing to report.

19.4. 12/11/08        Memorial bench. Nothing to report.

 

20.         Allotments. CD thanked the Parish Council for the grant to the allotments.

 

21.         Footways, Footpaths and rights of way.

21.1.   02/09/05   Village upkeep review. The clerk reported that the Parish Council notice boards were in need of renovation. Action: Clerk to ask lengthman to renovate notice boards.

21.2.   03/03/07   Bridus Way. Nothing to report.

21.3.   12/12/07   Footpath 24.  Work has concluded and no further complaints were received. Item closed.

21.4.   09/07/08   Footpath 20 “Moreton Path”. Nothing to report. Action: clerk to follow up.

 

22.         Roads, Road safety and public transport

22.1. Parish transport representatives meeting JG reported that she attended a transport meeting on the 15^th. She has also been meeting with the Mike Edmunds and Hugh Osborn of Sustainable Blewbury. JG will talk to Heyfordian bus service provider. The OCC was keen to get information re transport out to the public and the Parish Council would like to assist them in this. Action: clerk to display transport information on the notice boards

22.2. Berry Lane - Traffic calming. CW reported that he was approached by a resident re speeding in Berry Lane and the resulting danger to kids and water fowl. Following a meeting with Lee Turner (OCC Principal Traffic Technician) a number of recommendations were made, e.g. duck signs and small 30 mile an hour signs. He was asked about a possible 20 mile an hour limit but it had to be combined with other traffic calming measures. Mr Turner suggested that a duck sign be erected and that a device be fitted to monitor the traffic over a one week period. The Parish Council asked for the monitoring without erecting the sign. RF asked if the police should be asked to do some speed enforcement in that area. Action: CW to contact Lee Turner re the traffic monitoring test.

 

23.         Village Hall Management Committee report

Nothing to report.  

 

24.         Environment

24.1. Replacement tree for Rumseys Lane. As no contribution was yet the received the clerk was asked to contact the owners of nearby properties. Action: clerk to request contribution for the felling of the tree in Rumseys Lane.

24.2. Methodist chapel. JG asked if the Methodist Chapel need planning permission to erect a display board. CD replied that it depended if the Chapel was listed or not. Action: CD to investigate if Methodist Chapel needs planning permission or listed buildings consent for a display board.  

24.3. Standard of rubbish collections. CD pointed out that contractors were in some instances throwing away bins instead of emptying them and that the standard of rubbish collections was dropping. The street was often littered with rubbish after the collection. JG pointed out that sometimes people put the bins out too early which also caused a problem. Action: Councillors and clerk to photograph incidents and email RF. Clerk to write to the Vale to express concern re the standard of rubbish collections.

 

25.         District Councillors report. RF mentioned that a written report will be given to be read at the next week’s Annual Parish Meeting.

 

26.         Any Other Business: MB mentioned that he was given a copy of the Ewelme Village Action Plan which will be passed on to the BVS EG.

 

27.         Details of the next meeting. The next meeting will be the Annual Parish Meeting, on the 20^th of May 2009 at 8pm.

 

The meeting closed at 21.47