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BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Wednesday, 11th November 2009 in the Methodist Chapel
Councillors present: Mr A Cooper (Chairman), Mr C Whatmore, Ms Jane Gibson, Mr R Farrell, Ms S Loy
Also present: E Smit (clerk)
Matters resolved:
|
Actions arising from the meeting |
Target date |
|
1. Clerk to reply to BBB request |
By next meeting |
|
2. Clerk to give a deadline to the solicitors for recommendations re the leases |
By next meeting |
|
3. Clerk to respond to cricket club planning application |
By next meeting |
|
4. Clerk to accept quote from Asbestos Surveying Industries Limited |
As soon as possible |
|
5. The finance committee to do the final review of the asset register |
At Finance committee meeting |
|
6. Clerk & JG to meet re Emergency plan |
By next meeting |
|
7. AC & Clerk to draft new simplified FOI information for website |
By next meeting |
|
8. Clerk to contact Mr Methven re the necessity of another housing needs survey |
As soon as possible |
|
9. JG to investigate Open Spaces Common Land questionnaire. |
By next meeting |
|
10. Clerk to respond to Electoral Register update request. |
As soon as possible |
|
11. Clerk to pass OPFA Newsletter to Anthony Stiff. |
By next meeting |
|
12. AC to investigate cemetery development |
As soon as possible |
|
13. Clerk to reply to ABW re play area |
By next meeting |
|
14. Clerk to follow up with Lee Turner re Berry Lane survey |
By next meeting |
|
15. Clerk to follow up with Lee Turner re a mirror for the Westbrook Street, Berry Lane & Heather Way junction. |
|
|
Actions carried forward from previous meeting |
Target date |
|
1. ABW to investigate possible cycle route to Didcot |
Ongoing |
|
2. JD to complete bank signatory forms and return it to the clerk |
As soon as possible |
|
3. Response to cemetery plans to be drafted |
ongoing |
|
4. AC & RF to investigate new investments complying with investment policy |
By Finance committee meeting |
|
5. Clerk and finance committee to review assets and adjust values |
By Finance committee meeting |
|
6. RF to forward Recreation Ground risk assessment to the clerk. |
As soon as possible |
|
7. Cemetery regulations to be reviewed by the cemetery committee |
By next meeting |
Prior to the Parish Council meeting a presentation was given by Cynth Napper of the Oxfordshire Nature Conservation Forum re the Parish Council’s Biodiversity duty under Natural Environment and Rural Communities Act 2006.
1. Apologies for absence: Ms A Barclay-Watt, Mr J Drew, Ms C Duckett, PCSO Clayden, County Councillor Lilly
2. Declarations of interest. The clerk reminded everyone of the importance of signing the register every time. CW declared a personal interest in the Recreation Ground, as his wife is a member of the Tennis Club. JG and RF both declared an interest as members of the Recreation Ground Management committee. RF declared a personal interest in the Recreation ground as his wife is a member of the Tennis Club. AC declared an interest as a resident of Bridus Way.
3. Minutes of the meeting held on the 21st October 2009 and the special meeting of 30th of October 2009 were accepted and signed as a true record.
4. Police liaison. No Police Liaison present.
5. County Councillor’s report. No County Councillor present.
6. Matters arising.
6.1. 12/12/07 Future Didcot cycle links. Nothing to report.
6.2. 11/11/09 Blewbury Brass Band. Following the letter from the BBB informing the PC of their centenary in 2010, they enquired if a sign could be erected under the current “Blewbury” signs as one enters the village. It was pointed out that the signs are indeed Oxfordshire Highways property and the PC has therefore no power to grant this request. It was suggested that if they wanted to put a sign elsewhere on PC property for the duration of the centenary year, this would be considered. Action: Clerk to reply to BBB request.
7. Recreation Ground.
7.1. 28/11/06 Management Committee Structure. Recommendations have been received for a management structure for the new facility. The working group will be considering this at the next meeting.
7.2. 09/07/08 Pavilion progress report. It was reported that a general time scale for the project was discussed at the last working group meeting following the signing of the Deed of Rectification which led to planning permission being granted. A meeting has taken place with the architects in order for a tender pack to be put together. The matter of the leases still needed to be resolved. Feedback from the solicitors was needed soon as a special meeting might be required to take action. Action: Clerk to give a deadline to the solicitors for recommendations re the leases. CW reported that he had a conversation with the planning authority re the cricket club’s application for a pavilion. It was recommended to him that the PC do not respond as any response would be seen as being biased. Following that the PC has decided to make it clear that although no formal objection would be lodged, the Parish Council did not support this application and should the officer recommend planning permission, the PC would like to have this application called to committee. Action: Clerk to respond to cricket club planning application.
7.3. 12/11/08 Memorial bench. Not discussed.
7.4. 21/10/09 MUGA / Play area. Nothing to report.
7.5. 21/10/09 Goalpost safety grant. The clerk reported that Bob Brooks have filled in most of the application but required a letter and some information from the PC. The working group replied with some further questions.
7.6. 21/10/09 Asbestos report. RF clarified with David from Asbestos Surveying Industries Limited the Health and Safety aspects of the type 3 survey. They will notify the clerk of a date in order for access to be arranged. Action: Clerk to accept quote from Asbestos Surveying Industries Limited.
8. Open Forum.
No members of the public present. The clerk informed the PC that Mr Lilly will address the Council in his professional capacity at the next meeting’s Open Forum. His clients (from Downside, Westbrook St) will also be attending.
9. Risk Management.
9.1. 13/05/09 Review of register of physical assets and liability. The clerk spoke to Mr Pocock from Adkin re a valuation of TFF and the recreation ground. As agricultural land, it could be valued at about £6000 per acre. A quote for a formal valuation has been received from Adkin, but the Parish Council felt this was an unnecessary expense. RF pointed out that it would never be permitted to sell any of the Recreation Ground and that the land was therefore probably only worth £1. Action: The finance committee to do the final review of the asset register. Item closed.
9.2. 13/05/09 Playclose bridges. Nothing to report.
9.3. 08/07/09 Parish Council Emergency Plan. JG & the clerk will meet to discuss a plan of action. Action: Clerk & JG to meet re Emergency plan.
9.4. 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.
9.5. 21/10/09 Review of cemetery fees. Action carried forward.
9.6. 21/10/09 Review of diary of annual events, compliance with Freedom of Information Act and risk management plan. AC & clerk reviewed and following that it was suggested that the FOI information on the website be simplified. Action: AC & Clerk to draft new simplified FOI information for website. Item closed.
10. Planning & Housing.
10.1. 02/02/06 Planning Committee Report: Refer to monthly planning report in the Blewbury Bulletin for details of applications. The Downside application has been withdrawn. The PC has objected to the application for Pilgrims Way. It is considering an application for an extension in Millbrook Close.
10.2. 02/02/06 Exception Site. AC reported that a drainage survey was carried out on the site when the ground was dry and that it would not give an accurate picture of problems this site might pose. This has been pointed out to Mr Methven. In his reply Mr Methven also notified the Council that a housing needs survey would be carried out again. The PC expressed concern about this they have carried out 2 other surveys and people might not respond again. Action: clerk to contact Mr Methven re the necessity of another housing needs survey.
11. Ladycroft Park. Nothing to report.
12. Finance & Administration
12.1. Action monitoring. As the new strategy was working well, the item was closed.
12.2. Hedleys solicitors – acceptance of terms and conditions. The terms and conditions were accepted and the form signed. Item closed.
12.3. Access to fire proof cupboard and scout hut. Nothing to report.
12.4. Small Grants. It was recommended that a donation was made to Didcot CAB. Further requests have been received from the Oxfordshire Association for the
12.5. Money received from ITV. Not discussed.
12.6. New signatory for bank account. The Barclays forms have been submitted.
12.7. Acceptance of quote for grass cutting contract. Quotes were received from White Horse Horticulture (existing contractor), Berinsfield Community Business and Scion. Although White Horse Horticulture was not the cheapest, the Parish Council felt Mr Woodage has proven to be very reliable and he does not charge the Parish Council for work carried out or if a job was easier or quicker than anticipated. It was also noted that Mr Woodage has proven his sensitivity to the environment and bioversity especially in how he has worked together with Mrs Bird on establishing a “living churchyard”. White Horse Horticulture’s quote was accepted for the 2010 season.
12.8. Clerk’s holiday arrangements. The clerk asked for permission to go on holiday in January but will remain in contact via email. Permission granted. Item closed.
12.9. United Charities of Blewbury - New Appointment of Trustees. Mrs Ann Dendy and Mr Mark Palethorpe were appointed as trustees of the United Charities of Blewbury. Mr Palethorpe was also appointed as Vice-Chairman. CW proposed, JG seconded, all agreed. Item closed.
12.10. 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 item did not appear on the agenda as the invoice was received after the agenda was finalised. All payments were approved. JG proposed, RF seconded, all agreed
|
Description |
Amount |
|
E Smit |
£521.12 |
|
K Pottle |
£314.41 |
|
White Horse Horticulture |
£230.00 |
|
Andrew Marsden |
£70.00 |
|
Sutton Griffin Architects |
£5,175.00 |
|
Sutton Griffin Architects |
£9,818.13 |
|
Didcot CAB |
£50.00 |
|
Blewbury PCC |
£100.00 |
|
FTS Sportsturf Services |
£1472.00 |
|
TOTAL |
£17,750.66 |
13. Correspondence.
13.1. Items requesting a reply
13.1.1. Speed Limits Orders to “A” and “B” roads in Oxfordshire – formal consultation. As the Parish Council has responded previously, no further action was needed.
13.1.2. Oxfordshire Fire Authority Integrated Risk Management Consultation Action Plan. Noted.
13.1.3. Open Spaces Common Land questionnaire. Action: JG to investigate
13.1.4. Electoral Register updates. Action: Clerk to respond.
13.1.5. Vale Community Safety Partnership Forum - Who is the “Community” in Community Safety
13.2. Items for information
13.2.1. Note of congratulations. The Parish Council expressed their gratitude for this note.
13.2.2. Temporary Road Traffic Order – Watts Lane. Noted.
13.2.3. Barclays Bank – changes to savings account. Noted.
13.2.4. Alliance & Leicester changes to terms and conditions. Noted.
13.2.5. Sue Ryder Nettlebed Hospice Thank you. Noted.
13.2.6. KEEN thank you. Noted.
13.2.7. Emergency Planning Unit of Oxfordshire County Council
13.2.8. Oxfordshire Road Casualty report 2008 & Road Safety Plan
13.2.9. OPFA Newsletter. Action: clerk to pass this on to Anthony Stiff.
13.2.10. OALC members update . Noted.
14. Cemetery Development Plan.
14.1. Quotes and project management. It was explained why this project has not proceeded. It was suggested that a solution should be sought to move this project forward as a matter of priority. Action: AC to investigate cemetery development.
14.2. Refurbishment of gates. The clerk reported that the Lychgate restoration has been completed. Item closed.
15. Parish Plan
15.1. Litterbin at Tickers Folly car park entrance and Pilgrims Way. The clerk reported that our request for bins was added to the waiting list for the following year’s budget.
15.2. KAP facilities. The Parish Council has been requested to investigate the possibility of replacing the roundabout in the play area with a “springy” and to replace the swings for bigger children with baby swings. After much deliberation the Parish Council felt that the play equipment has been chosen to meet certain play requirements (e.g. to encourage interaction and to share). It was furthermore pointed out that the equipment was relatively new and in good working order and therefore the cost of replacing the items could not be justified. It was also noted that there was not enough space to add the suggested items to the existing equipment. Action: Clerk to reply to ABW.
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. The verges has been cut. Item closed.
17.3. 09/09/09 Coffin Way. Nothing to report
17.4. 21/10/09 Removal of internal barriers. The clerk has responded to OCC & Highways. Item closed.
18. Roads, Road safety and public transport
18.1. Berry Lane - Traffic calming. The Parish Council responded to the survey findings but no reply was received. Action: clerk to follow up.
18.2. Westbrook Street, Berry Lane & Heather Way junction. The Blewbury Festival committee asked the clerk to investigate the possibility of a mirror for this junction. It was pointed out that previous mirrors have all been vandalised and that the corner is “self-policing” in that motorists are forced to drive very slowly. Action: Clerk to follow up with Lee Turner.
18.3. Bus stops. JG reported that she would be meeting with a representative from Heyfordian re a bus stop for Sheencroft Cottages. It was also reported that following a complaint from a parishioner re buses running late, Mr Lilly followed up with the bus company and the matter has been resolved.
19. Village Hall Management Committee report. CW reported that telecommunications cables were pulling the timber from one end of the village hall, but this has been repaired. It was also suggested that Parish Council meetings should be shared between the Village Hall and the Methodist Chapel.
19.1. Asbestos report. Discussed with 7.6. The clerk reported that she informed the VHMC chairman that the Parish Council will carry the cost of the asbestos report.
20. Environment. The NERC act presentation was briefly discussed.
21. District Councillors report. Mr Farrell reported on how much the District Council’s income has fallen due to the low interest rates. Car parking, planning fees and income from property rent were also down.
22. Any Other Business: AC reported that anti-theft devices for purses are available from Police Stations.
23. Details of the next meeting. The next meeting was due to be on the 9th of December 2009 at 7.30pm in the Vale Room. The finance committee meeting will be on the 16th of December 2009 at 7pm in the Benefice Office.
The meeting closed at 21.05