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BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Wednesday, 21st October 2009 in the Methodist Chapel
Councillors present: Mr A Cooper (Chairman), Mr C Whatmore, Ms Jane Gibson, Mr R Farrell, Mr J Drew, Mr M Brassell, Ms C Duckett, Ms S Loy, Ms A Barclay-Watt
Also present: E Smit (clerk), County Councillor S Lilly, PCSO JJ Gardner
Matters resolved:
|
Actions arising from the meeting |
Target date |
|
1. ABW to investigate possible cycle route to Didcot |
Ongoing |
|
2. CD to brief architects on the way forward on the Recreation Ground project |
As soon as possible |
|
3. RF to remove the urn from pavilion |
As soon as possible |
|
4. RF, AC & clerk to organise the asbestos report for both the pavilion and the village hall |
As soon as possible |
|
5. Clerk to obtain new insurance quote for KAP |
By Finance committee meeting |
|
6. Clerk to follow up with Adkin re valuations for the asset register |
By Finance committee meeting |
|
7. RF to forward Recreation Ground risk assessment to the clerk. |
As soon as possible |
|
8. Clerk to email JG & CW with a suggested plan of action re the Parish Emergency plan. |
By next meeting |
|
9. Clerk to circulate cemetery regulations to the cemetery committee |
By next meeting |
|
10. AC & Clerk to review diary of annual events, compliance with Freedom of Information Act and risk management plan |
By next meeting |
|
11. Clerk to contact Mr Methven re drainage |
By next meeting |
|
12. Clerk to respond to the history of Blewbury publication group |
By next meeting |
|
13. Clerk to add CPRE subscription to the 2010 budget. |
By Finance committee meeting |
|
14. Clerk to respond to the Cob Wall fund re CPRE subscription |
By next meeting |
|
15. Clerk to invite quotes for grass cutting contract for 2010 |
As soon as possible |
|
16. Clerk to forward National Highways and Transport Survey email to JG. JG to respond |
By next meeting |
|
17. Clerk to put the Cob Wall fund request on the finance committee agenda |
By Finance committee meeting |
|
18. Clerk to respond to Parish oil buying scheme |
By next meeting |
|
19. Clerk to instruct the lengthman to proceed with Lychgate refurbishment |
As soon as possible |
|
20. CW & clerk to respond to the OCC re the removal of barriers |
By next meeting |
|
21. CD and MB to respond to the Vale’s planning review |
By next meeting |
|
22. AC to review and sign ACE agreement |
By next meeting |
|
Actions carried forward from previous meeting |
Target date |
|
1. JD to complete bank signatory forms and return it to the clerk |
As soon as possible |
|
2. Response to cemetery plans to be drafted |
ongoing |
|
3. AC & RF to investigate new investments complying with investment policy |
By Finance committee meeting |
|
4. Clerk and finance committee to review assets and adjust values |
By Finance committee meeting |
1. Apologies for absence: None
2. Declarations of interest. RF reminded members why declarations of interests were important and should always be made. He also clarified the difference between a personal interest and a prejudicial interest, which has a financial aspect to it. 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. ABW’s husband is a member of the Tennis Club. AC declared an interest as a resident of Bridus Way. SL declared an interest in the small grants item as a member of the Wind in the Willows Residents Association. CD declared an interest in the planning item, as she was a neighbour of one of the applicants.
3. Minutes of the meeting held on the 9th of September 2009 were accepted and signed as a true record.
4. Police liaison. This item was discussed after the county councillor’s report. PCSO Gardner reported that there was a car fire in Upton and that the SID machine was still used regularly. He also mentioned that a survey would be circulated in the next Bulletin to identify key issues in Blewbury. The Parish Council asked that the SID machine should also used at the exit of the village on the way to Didcot. CW mentioned that following the recent speed survey it was noted that the speed limit was adhered to but the perception was that the speed was higher. PCSO Gardner confirmed that this is often the case in small villages that perceived speed is high because it sounds faster. Best wishes were sent to PCSO Clements for a speedy recovery.
5. County Councillor’s report. As Mr Lilly had a prior commitment, this item was discussed later on the agenda. Mr Lilly reported on the fact that although the County Council identified a preferred supplier for the incinerator, both providers failed to get planning permission. Mr Lilly anticipated that the Ardley site would appeal and there might even be a case for compensation. It was also mentioned that the Great Western Park application has been submitted to the Vale and the proposal was to commence building in February. The Southern Central Oxfordshire Transport Strategy (“SCOTS”) report has been approved by the OCC cabinet and instructions have been issued to assess everything. A final proposal in this regard was expected in March. Mr Lilly also reported on various meetings with the Environment Agency re the management of protected species, sustainable development and flood risk management. The Environment Agency gave Mr Lilly the assurance that they would meet with anyone who was interested to discuss issues in their parish. Mr Lilly also reported back on the complaint re the bus timetables and asked that he be informed if the timetable was not adhered to. RF pointed out that there was currently no significant risk to Blewbury in terms of flooding. Mr Lilly agreed and said that he would forward the relevant information to the clerk once received.
6. Matters arising.
6.1. 12/12/07 Future Didcot cycle links. ABW reported that she went to the East Hagbourne PC meeting and discussed the most suitable route to Didcot. A possible route linking up with the existing cycle way from Upton was discussed and she way going to try to meet up with the landowner. Action: ABW to investigate possible cycle route to Didcot.
7. Recreation Ground.
7.1. 28/11/06 Management Committee Structure. The clerk reported that the solicitors investigated the ownership of the Recreation Ground and it was confirmed that the PC owned the land out right and that it was not held in a charitable trust. The next step was to advise the PC on a suitable management structure and the clerk has already reminded them that this was a matter of urgency.
7.2. 09/07/08 Pavilion progress report. CD reported back on the Vale’s planning committee meeting the previous Wednesday. They thanked members of the public for their support. Members of the Vale’s planning committee visited the site prior to the meeting. Two members commented on the application and said that the positioning of the pavilion was the best compromise in terms of the AONB and that another Councillor reported that their village cricket pavilion had the same orientation and has not been a problem for over 20 years. The application was approved unanimously but delegated permission has been given in order for the land ownership of the strip of land adjacent to the A417 to be resolved. The Clerk reported that a Deed of Rectification was being drafted by the OCC and will be sent the PC’s solicitors.
The PC discussed the next steps to be taken including a discussion on projected costs, as this would determine the instructions given to the architects. The Parish Council unanimously agreed that another full planning application was not necessary to encompass detailed changes to be made before tenders were issued.
A proposal of 2 parts was put to the Council: To proceed with current application with some minor non-material alterations and to go to tender for the whole project. Based on advice received, it is clear that the cost of doing the whole project in a single phase is quite likely to exceed the amount the PC has originally earmarked so therefore the PC agrees that they may need to reconsider the phasing and/or the level of Parish Council contribution once the tenders are received. AC proposed, JD seconded. The proposal was carried unanimously by a show of hands. Action: CD to brief architects on the way forward.
Questions were asked about the projected running cost of the pavilion and the possibility of additional funding and/or a loan from the PWLB.
It was pointed out that the urn in the current pavilion was unsafe to use but it has not yet been removed. Action: RF to remove the urn.
7.3. 12/11/08 Memorial bench. Not discussed.
7.4. 21/10/09 MUGA / Play area. A meeting has taken place. Nothing further to report.
7.5. 21/10/09 Goalpost safety grant. The clerk reported that the football clubs have indicated that they would start the application for the grant.
7.6. 21/10/09 Asbestos report. An asbestos report was needed for the old pavilion prior to demolition. Action: RF, AC & clerk to organise the asbestos report for both the pavilion and the village hall.
8. Open Forum.
A member of the public enquired about the planning application for a house on the land of Pilgrims Way, London Rd. She pointed out that the map used for the planning application was out of date and because of that the parking situation on London Rd would not be accurately reflected. The PC pointed out that this could be mentioned in a comment to the Vale. RF pointed out that a map is submitted purely to identify the location and that the planning officers will visit the location and take photographs of the area which will identify the impact the development will have on neighbours.
9. Risk Management.
9.1. 13/05/09 Review of register of physical assets and liability. The clerk & AC reviewed the register. The clerk reported that following the review it became clear that the KAP facility equipment was underinsured. AC suggested that the clerk get a new quote for insurance purposes and that this should be addressed at the next finance committee meeting. Action: clerk to obtain new insurance quote for KAP. The clerk also reported that Adkin has been contacted re a valuation of the Recreation Ground and TFF to finalise the review of the asset register but no response has been received. Action: Clerk to follow up with Adkin.
9.2. 13/05/09 Playclose bridges. Nothing to report.
9.3. 13/05/09 Recreation Ground risk assessment due. RF reported that the assessment has been completed. Action: RF to forward Recreation Ground risk assessment to the clerk. Item closed.
9.4. 08/07/09 Parish Council Emergency Plan. A very disappointing response has been received following the Bulletin article. Action: Clerk to email JG & CW with a suggested plan of action.
9.5. 09/09/09 BVS Bonfire Night risk assessment due. Risk assessments for the Zombie Prom and Bonfire Night were received. Item closed.
9.6. 21/10/09 Village Hall insurance. Copies have been taken for PC records. Item closed.
9.7. 21/10/09 Inspection of KAP and skate park. The clerk reported that Tony Loy has organised for John Bedford-Clark to do the inspection again.
9.8. 21/10/09 Review of cemetery fees. Action: Clerk to circulate cemetery regulations to the cemetery committee.
9.9. 21/10/09 Review of diary of annual events, compliance with Freedom of Information Act and risk management plan. Action: AC & Clerk to review.
10. Planning & Housing.
10.1. 02/02/06 Planning Committee Report: Refer to monthly planning report in the Blewbury Bulletin for details of applications. Planning permission was granted to Witheralls, Load of Mischief and the Parish Council’s own application has been granted delegated permission provided that the land ownership was settled. The application for a new building at Ashdown House has been withdrawn. The PC has objection to the application from Downside and it is considering the applications for Pilgrims Way and the alternative scheme for the Recreation Ground. JD declared an interest in the Pilgrims Way application as it is his neighbour but the application was not discussed any further. It was pointed out that the alternative scheme for the Recreation Ground meant that a full-sized junior pitch would not fit. This would be pointed out to Sport England.
10.2. 02/02/06 Exception Site. It was reported that surveys were carried out. AC mentioned that the drainage might be a problem, as some of Whites Orchard houses have to be pumped to mains drains. It was recommended that this be communicated to Mr Methven. Action: clerk to contact Mr Methven re drainage.
11. Ladycroft Park. RF mentioned that one of the issues with the new site licence was whether they preferred street lighting. RF asked the Parish Council’s view on this and whether they preferred low intensity lighting. The PC was not enthusiastic about lighting.
12. Finance & Administration
12.1. Action monitoring
12.2. Access to fire proof cupboard and scout hut. Nothing to report.
12.3. Small Grants - Wind in the Willows Resident’s Association, Sue Ryder, KEEN. The small grants committee recommended that £50 donations be made to these 3 organisations. Another request was received relating to a village project to write a history of Blewbury in 2009. Recent guidance received re S137 donations make it clear that any donation should be of direct benefit to the area or inhabitants and it cannot be given to a person. It is the PC’s understanding that this project is not done by a charity or organisation but by a group of individuals. Taking all the guidance into account, the PC was unable to make a grant for this project. Action: clerk to respond to the history of Blewbury publication group.
12.4. CPRE subscription. Following a grant from the CPRE to the Cob Wall Fund, the PC was approached to join the CPRE again. It was proposed that this should be done in the next financial year, as the subscription was not in the current budget. Action: Clerk to add CPRE subscription to the 2010 budget. Clerk to respond to the Cob Wall fund re CPRE subscription.
12.5. Money received from ITV. Not discussed.
12.6. New signatory for bank account. The forms have not yet been submitted. Action: JD to complete forms as a matter of urgency.
12.7. Audit 2008/9 – Conclusion of audit
12.7.1. Acceptance of annual return. The audit for the year ended 31 March 2009 has been concluded. The Annual Return has been approved and accepted by the Parish Council. AC proposed, JG seconded, all agreed.
12.7.2. Issues arising report - Fidelity guarantee. In the Issues Arising Report from the external auditor it was pointed out that the fidelity guarantee was deemed to be insufficient. As in the previous year the Parish Council felt that the cost of the additional premium would be prohibitive and should the Recreation Ground Enhancement project go ahead (which is very likely) then most of the capital would be spent in the next 12 months. It was proposed that the fidelity guarantee was kept at the current level, as risk was minimal. AC proposed, RF seconded, all agreed. Item closed
12.8. Review of the Lengthman’s contract. The contract has been reviewed and signed. Item closed.
12.9. Final salary scale for 2009 (clerk). The final salary scale from the NALC was presented to the Council and was accepted. AC proposed, JG seconded, all agreed. Item closed.
12.10. Quotes for grass cutting contract. Action: clerk to invite quotes for grass cutting contract for 2010.
12.11. Payments for approval to be made under ancillary powers and within budgeted amounts. 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. JG proposed, MB seconded, all agreed
|
Description |
Amount |
|
Woodeson Drury Ltd - paid 25-09-09 |
£2875.00 |
|
Thames Water Utilities Ltd - paid 25-09-09 |
£90.98 |
|
Post Office Ltd (PAYE & NI clerk) - paid 12-10-09 |
£493.20 |
|
Post Office Ltd (PAYE) - paid 12-10-09 |
£257.60 |
|
E Smit |
£489.82 |
|
K Pottle |
£358.40 |
|
E Smit (expenses) |
£63.77 |
|
Mrs S Corderoy |
£10.00 |
|
Blewbury Village Hall – for police surgeries |
£24.00 |
|
Wind in the Willows Residents Association |
£50.00 |
|
KEEN |
£50.00 |
|
Sue Ryder Care – Nettlebed Hospice |
£50.00 |
|
BDO Stoy Hayward LLP |
£327.75 |
|
Open Spaces Society |
£40.00 |
|
White Horse Horticulture |
£360.00 |
|
The Churn Benefice |
£24.00 |
|
TOTAL |
£5564.52 |
13. Correspondence.
13.1. Items requesting a reply
13.1.1. Invitation to join the National Highways and Transport Survey. Action: Clerk to forward National Highways and Transport Survey email to JG. JG to respond.
13.1.2. Open Spaces Society - Marine and Coastal Access Bill. Noted.
13.1.3. Cob wall committee. The Parish Council was asked for an increase in the yearly grant. The budgeted amount for this year was £300. It was decided that this request should be considered at the next finance committee meeting. Action: clerk to put the Cob Wall fund request on the finance committee agenda.
13.1.4. Email re Parish oil buying. It was reported that Upton has such a group-buying scheme. Action: clerk to respond to Parish oil buying scheme.
13.1.5. ORCC Extraordinary General Meeting and adjourned Annual General Meeting. Noted
13.2. Items for information
13.2.1. Oxfordshire Nature Conservation Forum – NERC Act 2006. The Parish Council was reminded that a presentation would be done prior to the November PC meeting.
13.2.2. Root & Branch thank you. Noted
13.2.3. Thames Valley Police anti-social behaviour campaign. Noted
13.2.4. Road Safety Team’s mobile unit. Noted.
13.2.5. OALC Common land and Village Greens and Rights of Way & OPFA AGM. Noted.
13.2.6. OALC update. Circulated and noted.
Correspondence items not on the agenda:
13.2.7. Parish and Town Council planning evening invitation. Noted.
13.2.8. Consultation on the delegated powers of development control for planning applications. This could have an impact on the way planning applications the Parish Council objects to will be dealt with by the planning authority. Action: CD and MB to respond to the Vale’s planning review.
13.2.9. ACE agreement with CBG consultants & terms and conditions: Action: AC to review and sign ACE agreement.
14. Cemetery Development Plan.
14.1. Quotes and project management. Not discussed. (Action brought forward)
14.2. Refurbishment of gates. The clerk reported that the Lychgate was in need of restoration. The clerk was asked to instruct the lengthman to proceed with the refurbishment but that only clear varnish should be used. Mr Dick Street will carry out any restoration that might be needed to the plaque. Action: Clerk to instruct the lengthman to proceed with Lychgate refurbishment.
15. Parish Plan
15.1. Litterbin at Tickers Folly car park entrance and Pilgrims Way. Not discussed due to time restrictions.
16. Allotments. Nothing to report.
17. Footways, Footpaths and rights of way.
17.1. 02/09/05 Village upkeep review. Nothing to report.
17.2. 03/03/07 Bridus Way. Nothing to report.
17.3. 09/09/09 Coffin Way. Not discussed due to time restrictions
17.4. 21/10/09 Removal of internal barriers. CW reported that he met with OCC and highways representatives re the internal barriers on footpaths. The barriers created accessibility issues and most internal barriers did not serve a purpose. The recommendation from the OCC was that all internal barriers on footpaths should be removed. The exceptions would be where footpaths open up unto roads. The Parish Council asked that kerbside barriers be placed where footpaths open up unto roads. Action: CW & clerk to respond to the OCC re the removal of barriers
18. Roads, Road safety and public transport
18.1. Berry Lane - Traffic calming. The survey findings were circulated.
18.2. Westbrook Street, Berry Lane & Heather Way junction. Not discussed.
18.3. Bus stops. New poles were installed for bus stop signs.
19. Village Hall Management Committee report
19.1. Asbestos report. Discussed with 7.6. It was decided that the Parish Council would carry the cost of the asbestos report.
20. Environment.
21. District Councillors report. RF mentioned that it was reported in the press that the Vale had a financial problem due to an error in carrying over reserves and the expenditure was therefore more generous than it should have been.
22. Any Other Business: None
23. Details of the next meeting. The next meeting was due to be on the 11th of November 2009 at 7pm in the Methodist Chapel.
The meeting closed at 21.50