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BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Wednesday, 9h September 2009 in the Methodist Chapel
Councillors present: Mr C Whatmore (Vice-Chairman), Ms Jane Gibson, Mr R Farrell, Mr J Drew, Mr M Brassell, Ms C Duckett
Also present: E Smit (clerk), County Councillor S Lilly, PCSO Deane
Matters resolved:
|
Actions arising from the meeting |
Target date |
|
1. MB to draft response to SCOTS and circulate. Clerk to send final response. |
14 Sept 09 |
|
2. Clerk to inform Mr Lilly of the PC decision re the disabled parking space |
25 Sept 09 |
|
3. Clerk to send audit results to SL |
By next meeting |
|
4. Clerk to contact Tina Griffin and PCSO Clements re Police Surgeries. Clerk to thank the Benefice Centre for subsidising the Surgeries. |
By next meeting |
|
5. Clerk to email appropriate wording to CD who will discuss this with the new residents concerned |
By next meeting |
|
6. Clerk & CW to thank Mr Snook (letter & Bulletin) |
Bulletin deadline |
|
7. Working group to reply to the cricket club re management structure |
By end Sept. |
|
8. CD to clarify if the football pitch would be used in the next 12 months |
By next meeting |
|
9. RF to check if the grant aid came from the District Council and if there was any restriction on demolishing the existing pavilion |
As soon as possible |
|
10. Clerk to contact Dick Street & Richard Loyd re the work on Playclose bridges |
By next meeting |
|
11. Clerk to email RF copies of the previous year’s risk assessment |
As soon as possible |
|
12. JG to contact CW with information re the Emergency Plan for the Bulletin |
Bulletin deadline |
|
13. Clerk to remind BVS that Bonfire Night risk assessment is due |
By next meeting |
|
14. CW & clerk to double check the situation with the surface of Bridus Way |
By next meeting |
|
15. Clerk to pass on the notes on the plans with Mr Methven |
By next meeting |
|
16. JD to complete bank signatory forms and return it to the clerk |
As soon as possible |
|
17. Clerk to email CW a copy of the lengthman’s contract |
As soon as possible |
|
18. Clerk to respond to Mr Ruse re Dibleys disabled parking bay |
25 Sept 09 |
|
19. Clerk to send a note to the BBB to confirm PC’s support and to enquire how the PC could support them in a practical way. It should also be clarified that should they wish to use the Playclose, the PCC should be contacted |
By next meeting |
|
20. Clerk to refund the Mr & Mrs Corderoy at the next Parish Council meeting |
By next meeting |
|
21. Clerk to respond to ABW & Upton PC re Coffin Way |
By next meeting |
|
22. Clerk & CW to respond to Lee Turner re a meeting date |
As soon as possible |
|
23. CW to identify potential Village Hall projects for the Parish Council to support |
By next meeting |
|
24. CD to send CW information about grants for Village Halls |
By next meeting |
|
25. Clerk to notify all councillors, Jo Lakeland, Cllr Lilly and the Police re the new date for the next PC meeting |
As soon as possible |
|
Actions carried forward from previous meeting |
Target date |
|
1. Scout hut agreement and lease to be investigated |
|
|
2. Response to cemetery plans to be drafted |
|
|
3. AC & RF to investigate new investments complying with investment policy |
|
|
4. Clerk and finance committee to review assets and adjust values |
By next meeting |
1. Apologies for absence: Ms S Loy, Mr A Cooper, Ms A Barclay-Watt
2. Declarations of interest. For the avoidance of any doubt, as previously declared, councillors declared the following interests: CW declared a personal interest in the Recreation Ground as his wife is a member of the Tennis Club. CD declared an interest in the Recreation Ground as her children us the Recreation Ground as members of the junior football and junior cricket clubs. CD’s husband runs one of the junior cricket teams but is not a member of the cricket club. MB declared a family membership of the Tennis Club. JD declared a family membership of the Tennis Club. 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.
3. Minutes of the meeting held on the 8th of July 2009, as well as the minutes of the special meeting of the 25th of August 2009 were accepted and signed as a true record. One small amendment was made to the latter.
4. Police liaison. This item was discussed after the county councillor’s report. PCSO Deane reported on a motor vehicle theft as well as the BB gun incident at the Play area. There was also some criminal damage to Watts Barn and a burglary in Grahame Close the previous day and a leaflet drop was done. The public was reminded to keep their windows and doors locked as most burglaries are opportunist. PCSO Deane was asked if an incident at the school was reported. This incident may be link to the incident at the Play Area but the school initially felt that it was not necessary to report. The clerk reported that she spoke to PC Steve Lynch following the incident at the Play Area and he still was not keen on a sign encouraging people to ring the Police when they saw anti-social behaviour. He asked that this was done in the Blewbury Bulletin instead. Police surgeries were also discussed. PCSO Clements asked that the meetings be moved to the doctor’s waiting area in the Village Hall as it was more accessible. As the PC has not contributed towards the cost of the Benefice Centre, it was decided to honour the initial agreement to pay for the venue for the surgeries (to be reviewed by the end of the year). Action: clerk to contact Tina Griffin and PCSO Clements re Police Surgeries. Clerk to thank the Benefice Centre for subsidising the Surgeries to this point.
5. County Councillor’s report. Mr Lilly reported on the decision regarding the incinerator which caused a lot controversy, especially regarding the way the decision was made. The County Council has decided to support one provider (Viridor) which in turn meant that the Ardley site was preferred prior to planning permission being granted. Mr Lilly confirmed that the planning applications for both sites will be going ahead which meant that both sites were still in the running, but he still remained unconvinced of the desirability of any incinerator. Mr Lilly also reported that some parishioners have contacted him re the lack of punctuality of the bus service which meant that they missed their trains. Mr Lilly has taken this up with the bus company. The Southern Central Oxfordshire Transport Study (“SCOTS”) was also discussed and Mr Lilly provided some plans of the proposed new roads, including a new North-Western bypass for Wantage, North South bypass going around Harwell, a link road from the A417 to Harwell, running along the A34 from the Kingswell Arms, improvement to traffic management to Harwell Village and West and East Hagbourne. Recommendations were to be made by the following Tuesday. Mr Lilly invited the Parish Council to respond to these proposals and he would put this to the cabinet meeting. Budgetary constriction may also alter future plans. It was pointed out that the current road to the new Harwell Rd along the A34 was proposed before but as it was in the AONB it had a lot of opposition. The position of it next to the A34 was an attempt to make it more acceptable. It was also pointed out that the current road to Chilton was not due for an upgrade but it might get all the traffic from the proposed Great Western Park. Mr Lilly was asked why the consultation period was so short and he replied that further consultation would follow as this was only the agreement of the principle, and not the final plan. Action: MB to draft response to SCOTS and circulate. Clerk to send final response. Mr Lilly also mentioned the proposed disabled parking space at Dibleys and asked that the clerk let him know the PC’s decision. Action: clerk to inform Mr Lilly of the PC decision re the disabled parking space. Mr Lilly finally mentioned that he was sent a letter from the Cricket Club but he felt that it was not a matter for his attention.
6. Role of Vice-chairman. The skills audit has been completed and collated. Action: clerk to send audit results to SL.
6.1. Action monitoring. JG pointed that some actions took a very long time to be completed, although it was understandable in certain circumstances. It was suggested that a target date be added to the actions. It was also suggested that the clerk remind councillors between meetings about these target dates.
7. Matters arising.
7.1. 12/12/07 Future Didcot cycle links. Nothing to report.
7.2. 10/09/08 Play area. The incident in the Play Area was briefly discussed again. Police investigations are on-going. The clerk reported that treads have been painted with non-slip paint. Item closed.
7.3. 08/04/09 Overgrown vegetation. Most vegetation causing concern has been cut back, although some new residents may not be aware of their responsibilities. Action: clerk to email appropriate wording to CD who will discuss this with the new residents concerned. Item closed.
7.4. 10/06/09 Tickers Folly Field. The clerk confirmed that the lengthman has now taken over the task of mowing TFF which meant that the lengthman’s contract should be reviewed Action: Clerk & CW to thank Mr Snook. Item closed.
7.5. 09/09/09 Village shop. CD & JG mentioned that they have useful contacts if this became a viable option. Item closed.
8. Recreation Ground.
8.1. 28/11/06 Management Committee Structure. CW reported that a working draft re the direction of the management structure has been produced. The next step was to contact the solicitor for advice and concrete suggestions will be made in due course. A letter from the cricket club was received enquiring about the future management structure. Action: Working group to reply to the cricket club re management structure.
8.2. 09/07/08 Pavilion progress report. There was a delay in sending out the correct forms to lease holders to inform them about the planning application. The football pitch regrading was discussed. The original quote was £800 if it was part of a wider program, but that quote was increased to £1250 if done in isolation. As the football club has informed the PC that it would not be using the pitch, it might be possible to do it in the main body of work. CD proposed that if in order for the adult footballers to have continuity of play the work needed to be carried out in isolation, the pitch regarding be carried out as soon as possible. JG seconded, all agreed. Action: CD to clarify if the football pitch would be used in the next 12 months.
8.3. 12/11/08 Memorial bench. Not discussed.
8.4. 10/06/09 Consultants’ fees. In view of the increase in cost, Phase 2 will be re-quoted for.
In a letter to the Vale, it was brought to the PC’s attention that there might be restrictions on the demolishing of the existing pavilion. Action: RF to check if the grant aid came from the District Council and if there was any restriction on demolishing the existing pavilion.
9. Open Forum.
No comments were made.
10. Risk Management.
10.1. 13/05/09 Review of register of physical assets and liability. The clerk reported that replacement values for the play area have been obtained. Action: Clerk & CW to finalise the review of asset register.
10.2. 13/05/09 Playclose bridges. The clerk reported that the OCC has ordered repair work to the bridges. Action: clerk to contact Dick Street and Richard Loyd re the work on Playclose bridges.
10.3. 13/05/09 Recreation Ground risk assessment due. RF reported that the electrical safety checks have been completed which was the final element of the risk assessment, but he needed a template to complete the task. Action: clerk to email RF copies of the previous year’s risk assessment.
10.4. 13/05/09 Review effectiveness of internal audit. The clerk reported that this review has been completed. Item closed.
10.5. 10/06/09 Tree register to be reviewed. This review was completed. Item closed.
10.6. 08/07/09 Parish Council Emergency Plan. JG investigated this matter on the PC’s behalf and recommended that a very basic list with useful information be compiled and held by the clerk. This list would have information about useful things in the case of an emergency, (e.g. from generators to blankets, skills etc) and will be held in confidence by the clerk. Action: JG to contact CW with information re the Emergency Plan for the Bulletin.
10.7. 09/09/09 BVS Bonfire Night risk assessment due. Action: clerk to remind BVS that Bonfire Night risk assessment is due.
11. Planning & Housing.
11.1. 02/02/06 Planning Committee Report: Refer to monthly planning report in the Blewbury Bulletin for details of applications. Planning permission was granted to Farnley Tyas and Little Triton. The PC has no objection to the application from Witheralls, comments were made re the materials & design of the application the Load of Mischief and some comments were made re the footprint of the Ashdown House application.
11.2. 02/02/06 Exception Site. RF left the meeting. Following the PC’s response Mr Methven explained that the PC misunderstood the work needed to Bridus Way and that the work done previously to it would not be destroyed. Instead the new plans meant that the proposed footpath would be not be put in. It was understood that at worse the road would be resurfaced with something suitable for horses but this needed clarification. The OC did feel however that the PC’s preference for the TRO and alternative entrance was not responded to. Action: CW & clerk to double check the situation with the surface of Bridus Way. CD made some notes on the plans (re garages etc) for the clerk to pass on to Mr Methven. Action: Clerk to pass on the notes on the plans with Mr Methven.
12. Ladycroft Park. Nothing to report.
13. Finance & Administration
13.1. Access to fire proof cupboard and scout hut. The clerk reported that Ms Farr was going to meet with the District Commissioner, Tarquin May.
13.2. Small Grants. A request was received from the Multiple Sclerosis Therapy Centre and the small grants committee recommended that a £50 donation be made.
13.3. Money received from ITV. Nothing to report
13.4. New signatory for bank account. The forms are with JD to complete and have his identity verified by the banks. Action: JD to complete bank signatory forms ASAP and return them to the clerk.
13.5. Audit 2008/9 – internal audit report. The clerk reported that the chairman signed off on the audit report prior to leaving on holiday. Item closed.
13.6. Review of the Lengthman’s contract. Following the retirement of Mr Snook, the mowing of TFF has been taken over by Mr Pottle. His contract should therefore be reviewed. Action: Clerk to email CW a copy of the lengthman’s contract.
13.7. Payments for approval to be made under ancillary powers and within budgeted amounts. The last 2 items did not appear on the agenda as invoices were received after the agenda was finalised. All payments were approved. MB proposed, JG seconded, all agreed
|
Description |
Amount |
|
E Smit |
£489.82 |
|
K Pottle |
£343.38 |
|
Root and branch |
£50.00 |
|
The MS Therapy Centre (Oxford) Ltd |
£50.00 |
|
Mrs A King |
£250.00 |
|
RGMC |
£400.00 |
|
White Horse Horticulture |
£180.00 |
|
West Garden Machinery |
£57.16 |
|
TOTAL |
£1820.36 |
14. Correspondence.
14.1. Items requesting a reply
14.1.1. Transport consultation (email). Noted.
14.1.2. SCOTS transport strategy – email from County Councillor. Following the initial discussion during item 5, further debate followed. (Action: MB to draft response).
14.1.3. More Powers to Parish and Town Councils: Including Local Councils in the Sustainable Communities Act. It was decided not to respond to this formally as a Parish Council, but individual members could respond should they want to.
14.1.4. Oxfordshire Rural Housing Partnership Event 17th September. No-one from the PC could attend.
14.1.5. Ryder-Cheshire Volunteers – invitation. No-one from the PC could attend.
14.1.6. Dibleys disabled parking bay. The PC discussed this and felt it was a reasonable request and would not object. Action: Clerk to respond to Mr Ruse re Dibleys disabled parking bay.
14.1.7. Letter from the Cricket Club – the letter was received after the agenda was finalised. The content was discussed during item 8.
14.1.8. Volunteer Sector networking event - letter received after the agenda was finalised. Noted.
14.2. Items for information
14.2.1. Countryside service annual report. Noted.
14.2.2. “A Grave Matter” – SLCC course on cemetery management. Noted.
14.2.3. Blewbury Brass Band – 100 year celebration. Action: Clerk to send a note to the BBB to confirm PC’s support and to enquire how the PC could support them in a practical way. It should also be clarified that should they wish to use the Playclose, the PCC should be contacted.
14.2.4. UKAEA annual report and accounts
15. Cemetery Development Plan.
Prior to the meeting the clerk emailed the committee with details of the burial grants relating to the Corderoy family. The committee recommended that the non-resident fee previously charged in relation to Ms Samantha Corderoy’s ashes grave be refunded and resident fees be charged instead. It was also recommended that resident fees be charged for people who previously lived in the village but had to go into a nursing home due to ill health. Action: Clerk to refund the Mr & Mrs Corderoy at the next Parish Council meeting.
15.1. Quotes and project management. CD hoped to be able to look at the plans and draft a response. (Action brought forward)
15.2. Memorial safety. Following the advice received from the Ministry of Justice, the cemetery committee reviewed the information and felt no further action was needed. Item closed.
16. Parish Plan
16.1. Litterbin at Tickers Folly car park entrance. The clerk reported that the bin was still not installed at the car park but that it was being followed up by the waste team.
16.2. Playclose litterbin. The clerk reported that the Vale’s contractor has taken over the emptying of the bins. The clerk thanked the Vale’s waste team on behalf of the Parish Council and the PCC. RF pointed out that when the current contractor contract expires, this might have to be renegotiated. Item closed.
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. Item closed.
18.4. 09/09/09 Coffin Way. An email sent to from Upton PC to ABW was circulated prior to the meeting which stated that Coffin Way was very uneven and they wanted to improve the surface and maintain it in good order. In response the PC felt that although most of the path was within the Parish of Blewbury, it was not their duty as the path was technically the OCC’s responsibility. It was also pointed out that as the path was in the middle of a working farm, the path was regularly crossed by heavy farm vehicles which would cause damage to any work done. The clerk was asked to clarify with Upton PC the degree of maintenance and cost involved. Action: Clerk to respond to ABW & Upton PC re Coffin Way.
19. Roads, Road safety and public transport
19.1. Berry Lane - Traffic calming. The survey was planned to take place during the week of the 21st of September. Mr Turner also proposed some meeting dates to come and inspect the barriers causing problems for people with disability scooters. Action: Clerk & CW to respond to Lee Turner re a meeting date.
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 reported that the she was contacted in respect of additional bus stops but the Parish Council felt that apart from the proposed Sheencroft stop no further formal stops should be recommended and that current informal stops be used on a “Hail & Ride” basis. The clerk reported that she has a copy of the Oxfordshire Highways Annual Report 2008/9.
20. Village Hall Management Committee report
Repairs to the roof have been completed. It was noted that the BT wires were pulling pieces of timber from the Village Hall which will need some attention. It was also reported that most of the old container has now been removed. As the Village Hall's finances are currently stretched and the Parish Council meetings are no longer held at the Village Hall, the Parish Council felt that potential projects should be identified to the same value as the Vale Room’s hire which the Parish Council could support. CD mentioned that there were grants available to halls. Action: CW to identify potential Village Hall projects for the Parish Council to support. CD to send CW information about grants for Village Halls.
21. Environment
21.1. Replacement tree for Rumseys Lane. Only one of the two affected parties has responded to the reminder to make their contribution to this. It was suggested that the tree should not be replaced as it had the potential of recreating the same issue with light in future. Should the Colebrooks agree, no further action would be taken. Item closed.
22. District Councillors report. RF reported that a huge financial crisis was anticipated in the District Council due to the low interest rate, less income from car parking fees etc.
23. Any Other Business: At the special meeting the clerk was asked to investigate if it was possible to help councillors with child care. The OALC could not recommend that the Parish Council pay towards it.
24. Details of the next meeting. The next meeting was due to be on the 14th of October but as it clashes with the Planning Committee’s meeting at the District Council, it was decided that the meeting be postponed by a week to the 21st of October 2009 at 7.30pm in the Methodist Chapel. Action: Clerk to notify all councillors, Jo Lakeland, Cllr Lilly and the Police re the new date for the next PC meeting.
The meeting closed at 21.50