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BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Wednesday, 10th February 2010 in the Vale Room
Councillors present: Mr C Whatmore (Vice-Chairman), Mr R Farrell, Mr M Brassell, Ms S Loy
Also present: E Smit (clerk), County Councillor Stewart Lilly, 3 members of the public
Matters resolved:
1. Patrick Clarke was appointed as internal auditor for the 2010 -2011 tax year.
2. The new investment policy has been approved and adopted.
3. All payments were approved
|
Actions arising from the meeting |
Target date |
|
1. Clerk to respond to NAG email update request |
By next meeting |
|
2. CW to write small article re salt bins for the Bulletin |
As soon as possible |
|
3. CW & Clerk to write a letter of support for the Playbuilder Grant. |
As soon as possible |
|
4. CW to repeat CIC advertisement in the Bulletin, adding more detail |
As soon as possible |
|
5. CW to mark areas on the maps. Clerk to give maps to solicitors |
As soon as possible |
|
6. CW & clerk to send out a Recreation Ground Enhancement update email to clubs. |
As soon as possible |
|
7. Clerk to clarify if the senior football club are applying for the goalpost safety grant. |
As soon as possible |
|
8. CW to finalise Parish Council Emergency Plan for the website. Clerk to check if a phone chain would work geographically if councillors are used as starting point |
By next meeting |
|
9. Clerk to summarise correspondence and historical events relating to the Scout Hut and send to MB. MB to follow up with solicitors on the next course of action |
As soon as possible |
|
10. CW to complete National Training Strategy survey |
By next meeting |
|
11. Clerk to contact RoSPA re play safety inspections |
By next meeting |
|
12. Clerk to ask BVS and BVS-EG if they would like to respond to ORCC invitation to contribute to a commemorative 90th Birthday publication |
By next meeting |
|
Actions carried forward from previous meeting |
Target date |
|
1. Clerk, JG & CW to finalise emergency plan by next meeting. |
By next meeting |
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2. RF to follow up on land values |
As soon as possible |
|
3. ABW to investigate possible cycle route to Didcot |
Ongoing |
|
4. Response to cemetery plans to be drafted |
ongoing |
1. Apologies for absence: Mr A Cooper, Ms Jane Gibson, Ms C Duckett, Ms A Barclay-Watt, Ms S Loy advised the PC that she would be arriving late
2. Declarations of interest. MB declared a personal interest in the Recreation ground on the grounds of family membership of the Tennis Club. RF declared a personal interest in the Recreation Ground as chairman of the Recreation Ground Management committee as well as being the spouse of a member of the Tennis Club. CW also declared that his wife is a member of the Tennis Club.
3. Minutes of the meeting held on the 13th January 2010 were accepted and signed as a true record.
4. Police liaison. PCSO Clayden sent his apologies prior to the meeting. The clerk reported that a request was received from Thames Valley Police to add councillors’ individual email addresses to a database for NAG updates. The clerk will respond that one email could be sent to her which she will distribute to all councillors. Action: Clerk to respond to NAG email update request.
5. County Councillor’s report. This item was discussed after Open Forum. Mr Lilly reported on the OCC’s decision to increase council tax. One of the burdens on the Council was the provision of free care of the elderly in their own home. He also reported that there would be 400-500 job losses over the next 5 years but they hope that it would be through “natural wastage” as the Council has a staff turnover of about 17%. The Police precept will increase by about 2%. The invitation to the Didcot Area summit was mentioned but only 5 representatives of 17 parishes can go. Blewbury PC has been in contact with neighbouring PCs. In response to a question Mr Lilly responded that the phasing of the implementation of the local transport plan was not clear. Mr Lilly reported that the entire fleet of mobile libraries is being replaced with more eco-friendly libraries. Finally Mr Lilly reported on potholes, salt bins and the Thornhill Park & Ride which will be expanded. He mentioned that potholes are being dealt with at a rate of 5000 a week and an additional £1million has been allocated for this.
6. Co-option of new councillor. As only 4 councillors could attend the meeting, it was decided that a special meeting which could should be called as soon as possible to co-opt a new councillor.
7. Matters arising.
7.1. 12/12/07 Future Didcot cycle links. Nothing to report.
7.2. 10/02/10 Salt bins. Six possible sites for salt bins were identified. As the cost would be £150 ex VAT each and this has not been budgeted for, it was decided that this be reported in the Bulletin and 2 priority sites be identified. Action: CW to write small article re salt bins for the Bulletin.
7.3. 10/02/10 Old cemetery boundary fence. The clerk reported that the PCC are investigating the cost of repairing the fence and will report back to the PC in due course.
8. Open Forum. Mr Stephen Methven and Ms Anna Kennedy hosted an information event re affordable housing in Blewbury prior to the meeting. They reported the event was very well attended with almost 70 feedback forms received. Ninety percent of respondents were positive about affordable housing in general and over 80% were positive about the scheme presented. Most comments were positive but the 2 main concerns were the junction and the hedgerow surrounding landscaping.
Mr Anthony Stiff reported on the progress that has been made re a MUGA or Play Area for older children. The committee has decided to apply for a Playbuilder Grant for a Recreational Area for the youth. The perception is that larger villages are favoured for these grants but the committee felt that an application should still be made. An application form and a portfolio of supporting documentation make up the application. This includes a statement from the Police, the Youth Club and the School. The school has done a month long project on play and the possible use of this area. AS has drawn up a design for a community facility which is not just a play space. It is meant to supplement the Recreation Enhancement project. It is modular so that it could be expanded or reduced. The area would be landscaped and trees planted. The Parish Council would be the main application for the grant. In response to a question, AS said that he was in contact with the planners to clarify if planning would be needed. Action: CW & Clerk to write a letter of support for the Playbuilder Grant.
SL joined the meeting.
9. Recreation Ground.
9.1. 28/11/06 Management Committee Structure. The clerk reported that prior to the meeting a response was received from the solicitors. SL reported that an informal meeting with the prospective CIC members have taken place and that most will continue. A new advertisement will be put in the Bulletin to ask for one more volunteer. It was suggested that a meeting with the solicitor would be useful. Action: CW to repeat CIC advertisement in the Bulletin, adding more detail.
9.2. 09/12/09 Recreation ground leases. CW reported that he obtained copies of Ordinance Survey maps to be included in the new lease documents. Action: CW to mark areas on the maps. Clerk to give maps to solicitors.
9.3. 09/07/08 Recreation Ground Enhancement Project progress report. CW reported that the invitations to tender have gone out on 27 January, with a deadline to reply of March 5th. The reason for the delay was not known. The architects were reminded of the WREN deadline and the importance of sticking to the schedule. The clerk reported she received several emails and phone calls from clubs asking for an update. Action: CW & clerk to send out an update email.
9.4. 12/11/08 Memorial bench. Nothing to report.
9.5. 21/10/09 MUGA / Play area. Discussed during Open Forum.
9.6. 21/10/09 Goalpost safety grant. The grant application for the junior footballers is in the process of being finalised. Action: Clerk to clarify if the senior football club are applying for the goalpost safety grant.
10. Risk Management.
10.1. 13/05/09 Playclose bridges. It was reported that the OCC requested for the other bridge to be inspected.
10.2. 08/07/09 Parish Council Emergency Plan. Some further work has been done on the plan and CW will work on the text for the website. Action: CW to finalise Parish Council Emergency Plan for the website. Clerk to check if a phone chain would work geographically if councillors are used as starting point.
10.3. 10/20/10 Appointment of internal auditor. Following his confirmation that he was available as internal auditor for the 2010 tax year, Patrick Clarke was appointed as internal auditor. CW proposed, RF seconded, all agreed.
11. Planning & Housing.
11.1. 02/02/06 Planning Committee Report: Refer to monthly planning report in the Blewbury Bulletin for details of applications (attached to minutes). The Parish Council has supported the application for the café at Savages.
11.2. 02/02/06 Exception Site. Discussed during Open Forum.
12. Ladycroft Park. CW reported that new units were delivered. RF reported that the Fire Brigade has been called out on 2 occasions. The first to assess access to the site and the second time by accident as they were sent to the wrong address.
13. Finance & Administration
13.1. Scout hut. It was reported that the Scout Association has objected to the notice of forfeiture and has mentioned amongst other things, compensation. During the discussion RF pointed out that the Scout Hut was built by volunteer labour from the village and that considerable local fundraising took place to help pay for the hut. MB summarised the PC’s stance that there is no local Scout activity, the dilapidated state of the building and the risk therefore to PC document archive, the fact that it is being used as a dumping ground and that despite several attempts, they are not willing to enter into a discussion with the PC regarding it. It was also emphasized that a substantial amount will be spent on the redevelopment and upgrading of the Recreation Ground. Action: Clerk to summarise correspondence and historical events relating to the Scout Hut and send to MB. MB to follow up with solicitors on the next course of action.
13.2. Small Grants. Nothing to report.
13.3. Money received from ITV (earmarked for cemetery). Not discussed.
13.4. New signatory for bank account. The application for a new mandate & signatories has been submitted.
13.5. Review of investment policy. RF has reviewed the investment policy and suggested some amendments to bring it in line with the current financial climate:
· That in addition to placing money on deposit for up to 30 days, investment may be made in bonds that are issued by a bank for longer periods when there is an income advantage. This brings the policy in line with our current practice.
· That the requirement for the bank's rating to enjoy a stable outlook is discontinued, as this has become impracticable in an environment of significant financial volatility as we have at present, i.e. for as long as Barclays maintains a AA rating it will be acceptable for investment purposes.
· That only the Standard and Poor's rating is used. The possible use of multiple rating agencies is unnecessarily complicated and may lead uncertainty if the opinions of rating agencies differ.
The new investment policy was approved and adopted. RF proposed, MB seconded, all agreed. Item closed.
13.6. Payments for approval to be made under ancillary powers and within budgeted amounts.
|
Description |
Amount |
|
E Smit |
£927.61 |
|
K Pottle |
£64.00 |
|
Oxfordshire Playing Fields Association |
£32.00 |
|
Blewbury Cob Wall Fund |
£300.00 |
|
CBG Consultants Ltd |
£1,230.58 |
|
Sutton Griffin Architects |
£2,885.61 |
|
Archibald Shaw LLP |
£5,131.88 |
|
TOTAL |
£10,571.68 |
As it was not clear if the new mandate has gone through yet, the last payment has been done with 2 cheques. All payments were approved. CW proposed, SL seconded, all agreed
14. Cemetery Development Plan
14.1. Quotes and project management. Nothing to report.
15. Parish Plan
15.1. Litterbins at TFF car park entrance and Pilgrims Way. The Recreation Ground bin was reported a couple of times. Nothing further to report on the new bins.
15.2. Village shop & Savages. Nothing to report.
16. New Waste services. Nothing to report
17. Allotments. Nothing to report.
18. Footways, Footpaths and rights of way.
18.1. 02/09/05 Village upkeep review. Nothing to report.
19. Roads, Road safety and public transport.
19.1. Bus timetable. The issues surrounding the bus timetable has been resolved following the introduction of a shuttle bus from the Moretons. Mike Edmunds is keeping an eye on the situation. Item closed.
19.2. Local Transport plan – consultation 4. JG and Mike E will be responding to this consultation document. Item closed.
20. Village Hall management committee report. CW reported that new tables financed by the BVS were expected in the next week. He also reported that there was a serious issue with the furniture store which is leaking badly.
20.1. Asbestos report. CW reported that the Asbestos report has been received by the VHMC and that the necessary action will be taken. Item closed.
21. Environment. Nothing to report
22. District Councillor’s report. RF reported that at the Executive Meeting of the Vale it produced its recommended budget which will go forward to the full Council meeting. It recommended a 3.9% increase in Council Tax following substantial cuts resulting in a net saving of £665K this year and next year £1.268million. These cuts were made through redundancies and the new joint management with SODC. These figures should be seen against the background of spending in the next year in the region of £16million. RF pointed out that much of the spending is on statutory requirements (e.g. planning and waste management). Non-statutory spending will therefore be hit (e.g. grants).
23. Correspondence.
23.1. Items requesting a reply
23.1.1. Oxfordshire County Council Didcot Area Summit Invitation. Upton and East Hagbourne have indicated that they will be attending and will report back.
23.1.2. NALC National Training Strategy review. Action: CW to complete National Training Strategy survey.
23.2. Items for information
23.2.1. Load of Mischief bus stop. It has been confirmed that the land in front of the Load of Mischief is designated Highways land and a new bus stop will therefore be erected.
23.2.2. Women’s sport development opportunity – assistance with funding. Request for funding noted.
23.2.3. ORCC news bulletin. Circulated by email. Noted
23.2.4. Home2School newsletter. Noted
23.2.5. SLCC - a course on setting up and managing allotments. Noted
23.2.6. Invitation to an ORCC Community Led Planning event. Noted
23.2.7. Thanks from Methodist Church for recent payment. Noted
23.2.8. OPFA newsletter. It was noted that RoSPA carry out play safety inspections at a reasonable rate. Action: Clerk to contact RoSPA re play safety inspections.
23.2.9. This item was not on the agenda: The ORCC is hoping to produce a commemorative 90th Birthday publication and is inviting contributions. A 10 page form was included. Action: BVS and BVS-EG if they would like to respond to ORCC invitation to contribute to a commemorative 90th Birthday publication.
24. Any Other Business. It was mentioned that the Village Hall is not clean when it is hired and that facilities are not up to standard but it was pointed out that due to its age it has become very difficult to maintain. CW mentioned that he has been getting enquiries about the very bright orange floodlights visible towards the Churn Estate. The clerk reported on behalf of the Lengthman that garden waste has been dumped on Tickers Folly. RF pointed out that this was fly tipping and should therefore be reported to the District Council. A working group meeting would be scheduled after half-term.
25. Details of the next meeting. The next meeting was due to be on the 10th of March 2010 at 7.30pm in the Vale Room.
The meeting closed at 21.40
BLE/15150/1: Demolition of porch in catslide roof and erection of a single storey extension. The Cottage, South Street. Permitted with conditions re external materials, rooflights and glazing.
Comments by the Parish Council to the District Council
BLE/20976/1: Erection of a three bedroom house with carport and associated works (resubmission). Downside, Westbrook Street. BPC is considering amended plans received by Vale planners on February 9th.
BLE/2931/7: New single storey detached timber café building. Savages Nurseries, London Road. BPC supports this proposal since it is a visually unobtrusive facility that will benefit the community as a whole. Having supported a previous application for a village café in 2005, which was refused, BPC would like to see this one succeed.
BLE/7949/7: Construction of a swimming pool. Little Triton, London Road. BPC does not object, providing that neighbours’ amenity is not compromised.
BLE/9144/8: Demolition of single storey kitchen extension. Erection of a two storey extension and conservatory. Internal and external alterations. The Dower House, London Road. BPC is considering this application.
BLE/3588/9: Erection of new 3-bay garage and conversion of existing integral garage into residential use (resubmission). Ashdown House, Bessels Way. BPC is considering this application.
Work to trees: Crown thin/reduction of 4 beech and 1 robinia. Downlands, Chapel Lane. BPC has no objection.