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BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Wednesday, 9th December 2009 in the Vale Room
Councillors present: Mr A Cooper (Chairman), Ms Jane Gibson, Mr R Farrell, Ms S Loy, Ms C Duckett, Mr M Brassell, Mr C Whatmore
Also present: E Smit (clerk), PCSO Johnson, 10 members of the public
Matters resolved:
|
Actions arising from the meeting |
Target date |
|
1. CD & CW to respond to Mr Watsham re the Dower House pre-application drawings |
As soon as possible |
|
2. Clerk to instruct solicitor to set up a CIC |
As soon as possible |
|
3. Clerk to notify the solicitor re the resolution to contact the clubs re drafting new leases and to give them a deadline. |
As soon as possible |
|
4. Clerk to notify the solicitor that the resolution was passed to serve notice on the Scout Association but that an amendment was necessary to include a dilapidation survey. |
As soon as possible |
|
5. Clerk to investigate dilapidation survey. |
By next meeting |
|
6. Clerk to contact JD to hear how far he is on his grant application |
As soon as possible |
|
7. Clerk to contact Bob Brooks to finalise goal post grant |
By next meeting |
|
8. CW to draft an update for the clubs. AC & RF to draft response to the cricket club. |
By next meeting |
|
9. Clerk, JG & CW to finalise emergency plan |
By next meeting |
|
10. Clerk to advise funeral directors of increase of fees and to update website |
As soon as possible |
|
11. Clerk to request copies of BVS risk assessments |
As soon as possible |
|
12. Clerk to remind members to review their declaration of interests |
By next meeting |
|
13. Clerk to add the small grants donation to the next agenda. |
By next meeting |
|
14. Clerk to submit Barclays form once cheques have been presented |
By next meeting |
|
15. Clerk to forward email re Sustainable Communities Act to Environmental Group |
As soon as possible |
|
16. JG to respond to LTP3 |
By end December |
|
17. AC to respond to VWHDC Chairman's Community Awards |
By end December |
|
18. Clerk to give the Vale Ramblers JG’s contact details |
By next meeting |
|
19. Clerk to notify funeral directors of clerk’s holiday arrangements |
By next meeting |
|
20. Clerk to report the Recreation Ground bin to the Waste team |
As soon as possible |
|
21. Councillors to inform JG of potential problem areas for the new waste services in Blewbury. JG to pass on this information to the Vale and to invite them to the Parish Meeting |
As soon as possible |
|
22. Clerk to write to stable owners |
As soon as possible |
|
Actions carried forward from previous meeting |
Target date |
|
1. ABW to investigate possible cycle route to Didcot |
Ongoing |
|
2. The finance committee to do the final review of the asset register |
At Finance committee meeting |
|
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 |
1. Apologies for absence: Ms A Barclay-Watt, Mr J Drew, PCSO Clayden . RF & SL advised that they would be arriving late.
2. Declarations of interest. 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. MB also declared a personal interest in the Recreation ground on the grounds of family membership of the Tennis Club. CD declared a personal interest in the Recreation ground as family members use the Recreation Ground. CD declared a prejudicial interest in the Downside Planning application as it relates to a neighbouring property.
3. Minutes of the meeting held on the 11th November 2009 were accepted and signed as a true record.
4. Police liaison. PCSO Johnson reported on the results of the recent survey carried out by Thames Valley Police. The results were consistent with other areas of the Wantage East area, with dog fouling, speeding and parking set as priorities. They have been using the Automatic Number Plate Recognition machine to good effect.
5. County Councillor’s report. Mr Lilly asked the PC to respond to the Local Transport Plan ((LTP3) and urged members to flag up any concerns. He also referred to the alterations to the bus services due to the closure of the South Moreton Bridge and notices should be clearly displayed. Budget cuts at the OCC were high up on the agenda but he assured the PC that front-line services (e.g. fire service and care for the elderly) will not be affected. However youth projects and road repairs, as well as the additional cost of repatriation of servicemen killed in action, will probably be affected as £60million of savings will have to be made in the next 5 years. Fourteen thousand of the sixty seven thousand streetlights in the County will be cut off, but Blewbury will obviously not be affected. Mr Lilly also passed on a copy of the Environmental Agency’s flood plan but again Blewbury is not affected. AC asked about the Audit Commission’s rating of the OCC but Mr Lilly was unaware of this. In answer to a question Mr Lilly confirmed that the Southern Central Oxfordshire Transport Strategy (SCOTS) was confirmed by the OCC cabinet and the officers are working on a finite scheme for the proposed new roads and it will be published in March/April 2010.
6. Open Forum.
Mr Lilly spoke in his personal capacity as a self-employed land and planning development consultant on behalf of his client, Mr West who wants to submit a new planning application. The first application was met with a certain amount of objection and the application has been withdrawn. Mr Nedelkoff (architect for Mr West) explained the new plans and the changes they have made. Objections were mainly about the height of the proposed new dwelling, position in relation to neighbouring properties as well as access and the preservation of trees on the property. The height and the bulk of the property have been reduced by about 4ft and is lower than neighbouring properties, and the existing access would be used. The PC chairman explained that no formal comment could be made at the time. CD explained that she is speaking as a member of the public as she has a prejudicial interest in this matter and will therefore not be involved in the response of the Council. Mr Nedelkoff answered questions from the public. CW reminded everyone that the PC had at least 2 roles, namely a statutory consultative body and a representative body, the latter being representing the public as elected representatives. In this capacity CW raised the question of privacy which neighbours have brought to the Council’s attention, to which Mr Nedelkoff replied. CD clarified a few of the objections, mainly regarding privacy, and also explained how the relative height of properties was measured.
Another member of the public asked the PC for comments prior to submitting an application re the replacement of an existing extension to the Dower House. Again, the PC could not respond immediately. Action: CD & CW to respond to Mr Watsham re Dower House pre-application drawings.
7. Matters arising.
7.1. 12/12/07 Future Didcot cycle links. Nothing to report.
7.2. 11/11/09 Blewbury Brass Band. The clerk responded to the BBB’s request for a sign. No reply has yet been received. Item closed
7.3. 09/12/09 Consultation: Referral of Planning Applications to the Development Control Committee. Following the strong response received, the VWHDC decided to revisit this consultation and will advise Parish Councils accordingly in due course. Item closed
8. Recreation Ground.
8.1. 28/11/06 Management Committee Structure.
Resolution: to instruct the solicitor to set up a Community Interest Company. JG proposed, CW seconded, all agreed. Action: Clerk to instruct solicitor to set up a CIC.
8.2. 09/12/09 Recreation ground leases.
Resolution: to contact the Blewbury Tennis Club, Croquet Club and Brass Band for the purpose drafting of new leases. As previously reported, the PC has been advised that it would be wise to re-draft the existing leases and to enter into a formal lease agreement with the Blewbury Brass Band. MB proposed, JG seconded, all agreed. Action: clerk to notify the solicitor re the resolution to contact the clubs re drafting new leases and to give them a deadline.
RF joined the meeting
Resolution: to serve notice to the Scout Association Trust Corporation to forfeit their lease with Blewbury Parish Council. The PC has been advised that the terms of the lease give exclusive use of the premises to the 1st Blewbury Scout Group but as this group has ceased to exist, notice will be served on the Scout Association to forfeit this lease. The Parish Council is required to give notice under the terms of the Lease. AC proposed, CD seconded, all agreed. It was noted that it was an obligation of the lease to keep the building in good order. A dilapidation survey was therefore needed and this should be included in the notice served on the Scout Association. Action: clerk to notify the solicitor that the resolution was passed to serve notice on the Scout Association but that an amendment was necessary to include a dilapidation survey. Clerk to investigate dilapidation survey.
SL joined the meeting
8.3. 09/07/08 Pavilion progress report. AC reported that there would be a meeting with the architects the next week and they hope to sign off on the tenders which should go out before Christmas. By New Year the PC should have a better idea of what the project is going to cost. A tender list has been drawn up and the basis of the tender has been agreed and all tender enquiries relating to contract preliminaries have been dealt with. Progress has been made in the search of additional funding. JG’s application was ready to be submitted. Action: clerk to contact JD to hear how far he is on his application.
8.4. 12/11/08 Memorial bench. Not discussed.
8.5. 21/10/09 MUGA / Play area. Nothing to report.
8.6. 21/10/09 Goalpost safety grant. As previously reported, the goalpost safety grant application was almost complete but the details of which goalposts and whether the PC was going to contribute towards it, needed to be clarified. It was proposed that as the grant is for 50% of the cost of the goalposts, the application be finalised for the better and more expensive goalposts with 25% of the cost of the junior goalposts to be funded by the PC, 25% by the Junior football club themselves. As for the seniors, 50% will be funded locally. CD proposed, JG seconded, all agreed. Action: clerk to contact Bob Brooks to finalise goalpost grant.
8.7. 21/10/09 Asbestos report. The Asbestos reports were ready and would be released as soon as payment has been received. Item closed.
8.8. 09/12/09 Update for clubs. It was decided that the clubs should be given an update on where the project is. Clubs needed to be informed that it might be necessary to schedule the works. A specific response for the cricket club as well as the future maintenance of the grounds and the pavilion (including mowing and cleaning) were also briefly discussed. Action: CW to draft an update for the clubs. AC & RF to draft response to the cricket club.
9. Risk Management.
9.1. 13/05/09 Review of register of physical assets and liability. The finance committee to review at the next week’s meeting. Item closed.
9.2. 13/05/09 Playclose bridges. Nothing to report.
9.3. 08/07/09 Parish Council Emergency Plan. A draft plan has been drawn up and is currently circulating between JG, CW & the clerk. Action: Clerk, JG & CW to finalise emergency plan.
9.4. 21/10/09 Inspection of KAP and skate park. The clerk reported that the inspection has not yet been done but that Mr Clark promised to do it as soon as possible.
9.5. 21/10/09 Review of cemetery fees. It was proposed that as the fees have not been increased for several years, a modest increase should be made from the 1st of January 2010. CD proposed, JG seconded, all agreed. Action: clerk to advise funeral directors of increase of fees and to update website. Item closed.
9.6. 09/12/09 BVS Risk Assessments for December & January. Action: clerk to request copies of BVS risk assessments.
9.7. 09/12/09 Review of member’s interests. Most members have responded to the review. Action: clerk to remind members to review their declaration of interests.
10. Planning & Housing.
10.1. 02/02/06 Planning Committee Report: Refer to monthly planning report in the Blewbury Bulletin for details of applications (attached to minutes).
10.2. 02/02/06 Exception Site. The ORCC conceded that a third survey was not necessary. A public presentation will be held in the New Year but no further details were yet available.
11. Ladycroft Park. RF reported that officers have drafted a new site licence.
12. Finance & Administration
12.1. Access to fire proof cupboard and scout hut. See item 8.2. It was noted that should the Scout Hut revert back to the PC, a condition survey and an asbestos report might be necessary.
12.2. Small Grants. It was recommended that a donation was made to The Independent Advice Centre. Action: clerk to add the small grants donation to the next agenda.
12.3. Money received from ITV (earmarked for cemetery). Not discussed.
12.4. New signatory for bank account. Barclays lost some of the forms that have been submitted and as a result they have requested some more information. Action: clerk to submit form once cheques have been presented.
12.5. Acceptance of quote for grass cutting contract. White Horse Horticulture has been informed their quote has been accepted. Item closed.
12.6. Payments for approval to be made under ancillary powers and within budgeted amounts. All payments were approved. MB proposed, JG seconded, all agreed
|
Description |
Amount |
|
E Smit |
£494.41 |
|
K Pottle |
£337.39 |
|
ASI Laboratories Ltd |
£701.50 |
|
ASI Laboratories Ltd |
£448.50 |
|
Blewbury Methodist Church |
£48.00 |
|
Mrs A King |
£250.00 |
|
The Society of Local Council Clerks |
£106.00 |
|
Sutton Griffin Architects |
£5581.12 |
|
CBG Consultants Ltd |
£2883.28 |
|
TOTAL |
£10,850.20 |
13. Correspondence.
13.1. Items requesting a reply
13.1.1. Your Vale –Your Future: Additional Consultations. RF mentioned that the strategy has been agreed for consultation.
13.1.2. Empowering Parish and Town Councils by getting the Sustainable Communities Act Amendment Bill adopted in Parliament. Action: clerk to forward email re Sustainable Communities Act to Environmental Group.
13.1.3. Local Transport Plan 2011 - 2030. Consultation 3: Long list of schemes. Action: JG to respond to LTP3.
13.1.4. VWHDC Chairman's Community Awards 2010. Action: AC to respond to VWHDC Chairman's Community Awards
13.1.5. Footpaths in the Vale. Action: clerk to give the Vale Ramblers JG’s contact details.
13.1.6. Adding to the Positive Activities website. Noted
13.2. Items for information
13.2.1. Didcot CAB thank you. Noted.
13.2.2. Biodiversity and Planning in Oxfordshire. Noted.
14. Cemetery Development Plan. It was decided that MB that will be carrying the PC’s mobile during the clerk’s holiday. Action: clerk to notify funeral directors of clerk’s holiday arrangements.
14.1. Quotes and project management. CD hoped to have time over the Christmas period to revisit the plans.(Action carried forward)
15. Parish Plan
15.1. Litterbin at Tickers Folly car park entrance and Pilgrims Way. It has been reported that the Recreation Ground bin has not been emptied for some time. Action: Clerk to report the Recreation Ground bin to the Waste team.
15.2. KAP facilities. Following the Parish Council’s response to the request that some of the KAP equipment be replaced, nothing further was heard. Item closed.
16. New waste services. JG reported that she went along to the meeting where the new waste services were discussed. The VWHDC was very keen not to repeat the errors made by SODC. Parishes will be inviting them to come along to the Annual Parish Meeting to do a road show. Action: Councillors to inform JG of potential problem areas for the new waste services in Blewbury. JG to pass on this information to the Vale and to invite them to the Parish Meeting.
17. Allotments. CD reported that some interesting plans were being considered to make the allotments a resource for the entire village.
18. Footways, Footpaths and rights of way.
18.1. 02/09/05 Village upkeep review. The clerk reported that a complaint was received that 3 horses have been using footpaths in the village and causing damage to bridges and barriers. Action: clerk to write to stable owners.
18.2. 09/09/09 Coffin Way. Nothing to report. Item closed
19. Roads, Road safety and public transport
19.1. Berry Lane - Traffic calming. The clerk spoke to Lee Turner about a possible 20 mph zone. He will also get back to CW to schedule a meeting to see which barriers should be retained.
19.2. Westbrook Street, Berry Lane & Heather Way junction. The clerk has spoken to Lee Turner again and he responded that no new mirrors were being approved. Item closed.
19.3. Bus stops. Nothing to report.
19.4. Bus timetable. The PC has been informed of the changes in the bus timetable.
20. Village Hall Management Committee report.
20.1. Asbestos report. Discussed with 8.7.
21. Environment. Nothing to report.
22. District Councillors report. Mr Farrell reported that the budget has gone out to consultation and that some more money might be available for bus passes in the future. RF also reported that the Audit Commission has given the VWHDC and SODC 3/4 and that an independent report has given it a “performing well” rating.
23. Any Other Business: The next Recreation Ground Enhancement working group meeting was agreed for the 14th of December. CD mentioned that the urn in the Pavilion has not been removed. AC asked MB to give support to CW & CD during his absence.
24. Details of the next meeting. The next meeting was due to be on the 13th of January 2010 at 7.30pm in the Vale Room. The finance committee meeting will be on the 16th of December 2009 at 7pm in Methodist Community Room.
The meeting closed at 21.45
BLE/485/14: Construction of new sports pavilion and service road from Bohams Road, together with part-demolition and refurbishment of the existing sports pavilion to provide equipment storage. The Recreation Ground, Bohams Road. Refused: The proposed development was considered to have a harmful impact on the existing open and rural character of this part of the North Wessex Downs Area of Outstanding Natural Beauty, and the granting of permission may have resulted in the construction of two pavilions, which would also have had a negative impact on the AONB.
BLE/5085/6: Erection of one cottage and a single garage. The Pilgrims Way, Pilgrims Way. Permitted with conditions re external materials, glazing, ground and slab levels, further extensions, internal and external boundaries, surface water and drainage, vehicular access, garage accommodation and detailing of west elevation.
BLE/21010: Erection of a single storey side extension. Pastoral, 4 Millbrook Close. Permitted with conditions re external materials.
Work to trees: Various works. The Retreat, Chapel Lane. No objection.
Comments by the Parish Council to the District Council
BLE/21010: Erection of a single storey side extension. Pastoral, 4 Millbrook Close. BPC has no objection.
BLE/6566/1: Erection of two-storey side and rear extensions. Summer Lea, Bessels Way. BPC has no objection.
BLE/20976/1: Erection of a three bedroom house with carport and associated works (resubmission). Downside, Westbrook Street. BPC is considering this application.
BLE/15150/1: Demolition of porch in catslide roof and erection of a single storey extension. The Cottage, South Street. BPC is considering this application.
Work to trees: Fell 1 dying beech and crown lift and reduce 2 other beeches. The White House, London Road. BPC has no objection.