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BLEWBURY PARISH COUNCIL

Minutes

Of the Parish Council meeting of Blewbury Parish Council.

Held on Wednesday, 8^th July 2009 in the Methodist Chapel

 

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

Also present: E Smit (clerk), County Councillor S Lilly, PCSO Gardner         

 

 

1.             Apologies for absence: Ms C Duckett

 

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 10^th of June 2009 were accepted and signed as a true record.

 

4.             Police liaison.  PCSO Gardner reported on the burglaries along London Rd which seemed to be linked to similar break-ins in Harwell. He also mentioned that they continued to use the SID machine to good effect. The clerk mentioned that PCSO Denise Clements phoned her to let her know that she would be engaging with the youth at the Youth Club re a possible MUGA. In response to the question if Police Surgeries were attended it was said that attendances varied. It was recommended that these surgeries be advertised more.

 

5.             County Councillor’s report. Mr Lilly, new County Councillor introduced himself and said that he hopes to be of assistance on the future. He reported that the planning application for the Sutton Courtenay Incinerator has been altered to reflect that less waste would be processed although the plant itself was not reduced in size. Mr Lilly said he continued to oppose the incinerator as he still is not convinced that there are no health risks. He also reported on the bus service which sometimes arrived too at the station for onward connections to London, but the PC had positive feedback re this service. The budgetary constraints on the OCC were also mentioned as well as the proposed increase of PCSOs and special constables to help Thames Valley Police. He reported that the Oxfordshire Fire Service would get a new communication system. The County Council will also help bereaved families of servicemen. Committee structures within the County Council changed and Mr Lilly has been appointed to the scrutiny committee.

 

6.             Role of Vice-chairman. The skills audit has not yet been completed. Action carried forward: Councillors to complete skills audit.

 

7.             Matters arising.

7.1.       12/12/07   Future Didcot cycle links. ABW has made contact with East Hagbourne PC and they will be considering the proposal and will report back.

7.2.       10/09/08   Play area. The tree has been cut back to reduce risk. The decision re the non-slip paints has not yet been made. Action carried forward: CD to investigate non-slip paints and report back to clerk. CW & Clerk to investigate alternative sign.

7.3.       08/04/09   Overgrown vegetation. The clerk reported that overgrown vegetation has been reported to the OCC. Action: clerk to contact more residents re overgrown vegetation. Clerk to ask contractor for a quote re Bridus Way.

7.4.       10/06/09   No Motorcycle signs. The sign at the Chalk Pits which was vandalised has been replaced. Item closed.

7.5.       10/06/09   Tickers Folly Field. RF met with Mr Snook who was happy to continue cutting the grass. The Parish Council expressed their gratitude. It was proposed that the Lengthman be asked if he would be interested in taking over this task in future for which he would be remunerated, provided that this extra expense would fall within the current budget for TFF. AC proposed, MB seconded, all agreed. If Mr Pottle was willing, then it would be a good idea if he could get the necessary training from Mr Snook. Should the Lengthman take over these duties, his contract would be reviewed. Action: clerk to contact the Lengthman re TFF grass cutting. RF also reported that Mr Snook pointed out that stones were being thrown onto the field which could damage the mower.

 

8.             Recreation Ground.

8.1.       28/11/06   Management Committee Structure. MB found the old paperwork relating to the structure. JG & MB to meet. It was pointed out that it would be important to have this in place before the next public exhibition.

8.2.       09/07/08   Pavilion progress report. It was suggested that as it was not clear whether there was a problem with the leases, they would need to be reviewed. Action: Clerk to contact the OALC re a solicitor who could review the leases.  The planning application was due to be submitted within the next few days. The design and access statement was also being finalised. Action: design and access statement to be circulated. It was pointed out that should the application be referred to the Vale’s planning committee, it would be useful to have someone available to speak on the Parish Council’s behalf. As there was usually no Parish Council meeting during August, it was agreed that a short special meeting might be necessary to make decision re the project before the next scheduled meeting in September. Following the question of the committee the clerk consulted the financial regulations re invitations to tender. Action: Clerk to establish if an informal tender process might be suitable. Clerk to establish if there was an approved list of contractors held by the District Council.

MB left the meeting

8.3.       14/01/09   Budget forecast for capital spend. It is believed that this was being prepared.

8.4.       12/11/08   Memorial bench. Not discussed.

8.5.       10/06/09   Consultants’ fees. No further action required at this stage.

8.6.       08/07/09   Car Park sign. The clerk reported that the car park sign at the Recreation Ground entrance has disappeared. No action was required prior to the enhancement project. Item closed.

 

9.             Open Forum.

 

No members of the public present.

 

10.         Risk Management.

10.1.   13/05/09   Review of register of physical assets and liability. AC pointed out that some valuations were out of date and needed to be reassessed. Action: Clerk to contact HAGS for a replacement valuation of KAP equipment for asset register. Clerk & Finance committee to complete asset review.

10.2.   13/05/09   Playclose bridges. The clerk reported that the OCC engineer would inspect bridges at the end of July.

10.3.   13/05/09   Recreation Ground risk assessment due. RF reported that there was 1 final element on the risk assessment that still has not been resolved.

10.4.   13/05/09   Review effectiveness of internal audit. Following the completion of the audit to be sent to the external auditor, the effectiveness of the internal audit needed to be reviewed as part of the risk management plan. Action: clerk to email AC the template of the review of the effectiveness of the internal audit.

10.5.   10/06/09   Tree register to be reviewed. CW reported that the review was almost completed.

10.6.   08/07/09   Plot 2 Greenfields Deed of Covenant. AC reminded the Council that when the London Rd tennis courts were sold, covenants were put in place to ensure that certain conditions were adhered to. It has been confirmed that these covenants were adhered to. The Council unanimously agreed that the deed be executed and the certificate was signed by the Chairman. Action: Clerk to return signed documents to Barrett & Co.

10.7.   08/07/09   Parish Council Emergency Plan. Parish Councils are urged to have an emergency plan for any possible disaster, e.g. flu epidemics, flooding, etc. It was felt that Blewbury had a good community spirit and a formal plan was not necessary, especially seeing that flooding was not a high risk. It was suggested that a list of first aiders might be useful, but as Data Protection might be an issue, it was decided not pursue it. Action: Circulate guidance document to JG & CW. JG to compile a list of first aiders.

 

11.         Planning & Housing.

11.1.   02/02/06   Planning Committee Report: Refer to monthly planning report for details of applications. CW reported that no notices of decisions have been received. Applications for Little Triton and Summersby were being considered.

11.2.   02/02/06   Exception Site. RF left the meeting. Mr Methven’s suggestion to get an external highway consultant’s opinion was discussed. Given that the OCC would object to Bridus Way being used as access and as the Parish Council also favoured an alternative entrance, it was agreed that another opinion be sought. Action: clerk to contact Mr Methven re external highways consultant.  

12.         Ladycroft Park.  Nothing to report.

 

13.         Finance & Administration

13.1.   Access to fire proof cupboard and scout hut. Nothing to report.

13.2.   Small Grants. A request from Root & Branch was received.

13.3.   Money received from ITV. Nothing to report

13.4.   New bond or investment. The current bond of £100,000.00 was due to mature shortly and a new bond maturing 5^th February 2010 was discussed. It was proposed that the current bond was rolled over. JG proposed, CW seconded, all agreed. It was then suggested that another bond of £50,000.00 should be taken out and interest forfeited if extra money was needed before maturity. It was pointed out that the Parish Council was currently acting outside its own investment policy but felt that the original policy did not apply in the current economic climate.

13.5.   New signatory for bank account. As MB’s availability was a problem a new signatory was sought. JD was asked to be signatory. Action: Clerk to give signatory forms to JD.

13.6.   Audit 2008/9 – internal audit report. The internal auditor’s report was given to the council. Action: AC to study internal audit report and make recommendation to the council.

13.7.   Budget report. The clerk reported that general income so far this financial year has been higher than expected, but interest income has been lower than anticipated. In terms of spending pest control and machinery cost were both over budget but the rest of the spending were still within budget.

13.8.   Payments for approval to be made under ancillary powers and within budgeted amounts. The last 3 items did not appear on the agenda as invoices were received after the agenda was finalised. The last payment was the VAT reclaim relating to the payment for the recreation ground survey which should be added to the Tennis Court proceeds currently held in Barclays Bank.

 

All payments were approved. JG proposed, RF seconded, all agreed

 

Description	Amount
E Smit	£489.82
K Pottle	£313.11
White Horse Horticulture	£300.00
Thames Water Utilities Ltd	£42.63
Post Office Ltd (PAYE & NI for E Smit)	£663.96
Post Office Ltd (PAYE for K Pottle)	£257.60
Blewbury Methodist Church	£12.00
Warner Land Surveys Ltd	£1,638.75
Sutton Griffin Architects	£769.35
Vale of White Horse District Council	£837.50
Kingdom Signs Ltd	£20.64
Blewbury Parish Council	£310.63
TOTAL	£5655.99

 

14.         Correspondence.

14.1. Items requesting a  reply

14.1.1.  Request to use Tickers Folly – fundraising for school. It was agreed that in principle that Parish Council would agree but that the policy re noise should be investigated. Action: clerk to ask if it would be a daytime event and to clarify if amplified music would be used. CW to help find the policy relating to TFF use.

14.1.2.  Root & Branch. Referred to the small grants committee.

14.1.3.  ORCC Invitation – Rural Affordable Housing. RF will be attending

14.1.4.  Chairman of the VWHDC. Action: Clerk to ask Blewbury Bulletin editor to add the chairman of the VWHDC to the circulation list.

14.2. Items for information

14.2.1.  OALC update. Noted

14.2.2.  ORCC review & strategic plan. Noted.

14.2.3.  VWHDC Standards committee. Noted

14.2.4.  Nicholsons – Tree surveys. Noted

14.2.5.  Harwell-Chilton Campus Local Stakeholder Group meeting. Noted

14.2.6.  Partial Review of the SE plan – accommodation needs of Gypsies, Travellers & Travelling Showpeople. Noted.

 

15.         Cemetery Development Plan.

The Parish Council received a questionnaire from the Ministry of Justice re the safety of memorials but no guidance was received. As memorial safety was becoming a big issue, the Parish Council felt that this should be addressed. Action: Clerk to contact Ministry of Justice re memorial safety.

15.1. Quotes and project management. No progress yet.

 

16.         Parish Plan

16.1. Litterbin at Tickers Folly entrance. The clerk reported that the bin was not installed at the car park but that it was being followed up by the waste team. She also reported that she was due to meet with the waste team at the Play Close to discuss the bins servicing the Play Close and the emptying of them.

 

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. 10/06/09        Playclose footpaths. The lengthman cleared part of the path and will continue with the work when he has time. The Parish Council’s grass cutting contractor will spray the footpaths later in the season to help keep them clear.

 

19.         Roads, Road safety and public transport

19.1. Berry Lane - Traffic calming. No further feedback was received. Action: Clerk to ring Lee Turner.

19.2. Westbrook Street, Berry Lane & Heather Way junction. The Parish Council was asked if a mirror on the corner was a possibility to help with the dangerous turning. It was pointed out that mirrors have previously been vandalised. Action: Clerk to ask Lee Turner re traffic calming measures at Berry Lane/Heather Way.

19.3. Bus stops. JG circulated the proposed updating of the bus stops but as some councillors did not receive it, it was decided that opinions would be sought via email. JG also reported that following a request from a lady from Sheencroft Cottages, a new bus stop would be investigated to service that area.

 

20.         Village Hall Management Committee report

Repairs to the roof have started.  

 

21.         Environment

21.1. Replacement tree for Rumseys Lane. Nothing to report

 

22.         District Councillors report. RF reported that a vast amount of work was being done into aligning the Vale and SODC’s to ensure effective procedures. He also mentioned that when the senior management of the 2 councils were amalgamated, the cost of this was estimated and the true cost has come below that estimate. By the autumn the Council will have to make a decision re their preferred option for the local development framework. 

 

23.         Any Other Business: The clerk asked JD if the VAT situation of the new pavilion has yet been clarified. Action: JD to follow up on VAT for the pavilion. The Parish Council asked the clerk to write to the Blewbury Festival committee to congratulate them on a fantastic festival. Action: Clerk to thank Blewbury Festival. ABW informed the Council that the village shop idea was being reinvestigated. RF asked that the clerk also write to Mr Snook to thank him. Action: Clerk to thank John Snook.

 

24.         Details of the next meeting. The next meeting will be the 9^th of September 2009 at 7.30pm in the Methodist Chapel. Action: CW to change the Parish Council pages and the diary in the Bulletin to reflect the new venue.

 

The meeting closed at 21.47