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BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Thursday, 11th March 2010 in the Village Hall Committee Room
Councillors present: Mr A Cooper (Chairman), Mr C Whatmore, Mr R Farrell
Also present: E Smit (clerk), 2 members of the public (including new co-opted councillor Mr M Shread), PCSO Denise Clements
Matters resolved:
1. It was agreed that RoSPA inspections for play areas be paid for.
2. Prokill was appointed to do pest control.
3. Resolution on finance: To carry over to the next financial year as earmarked reserves the amounts budgeted but unspent on projects that are in hand but not complete. This resolution was carried to carry over the unspent budget re legal cost
4. All payments were approved
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Actions arising from the meeting |
Target date |
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1. CW to help identify a suitable place for a salt bin on Cow Lane. Clerk to order 3 salt bins |
By next meeting |
|
2. RF to contact Isobel Street re Old Cemetery boundary fence |
By next meeting |
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3. Clerk to send draft leases to solicitors |
As soon as possible |
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4. Clerk to forward information re contractors who do maintenance of recreation grounds to RF |
As soon as possible |
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5. Clerk to follow up the status of the goalpost safety grant applications |
As soon as possible |
|
6. Clerk to add Playclose Bridges and neighbouring trees to the risk management program |
By next meeting |
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7. Clerk to book RoSPA inspections for play areas |
As soon as possible |
|
8. Clerk to send RF a copy of the Data Protection guidance |
As soon as possible |
|
9. Clerk to add St John’s Ambulance donation to the next payments |
By next meeting |
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10. Clerk to circulate forms for Alliance & Leicester signatories |
As soon as possible |
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11. Clerk & chairman to complete Barclays Simple Servicing form |
By next meeting |
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12. Clerk to circulate an email re a possible date for the Annual Parish Meeting |
By next meeting |
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13. RF to follow up on land values |
By next meeting |
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14. CW to put something in the Bulletin re the new waste services |
By next meeting |
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15. Clerk to ask for volunteers to check on the play areas. AC to contact lengthman re an inspection of the benches |
As soon as possible |
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16. Clerk to make payment to Village Hall |
By next meeting |
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17. Clerk to pass on the request for a fundraising event to the Village Hall |
As soon as possible |
|
18. Clerk to pass on the invitation to join “Green Communities” to the BVS-EG |
As soon as possible |
|
19. Clerk to send Housing & Council Tax Benefits Service to CW for the Bulletin. |
As soon as possible |
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20. Clerk to circulate email re Direct Information Service |
As soon as possible |
|
|
|
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Actions carried forward from previous meeting |
Target date |
|
1. RF to follow up on land values |
As soon as possible |
|
2. ABW to investigate possible cycle route to Didcot |
Ongoing |
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3. Response to cemetery plans to be drafted |
Ongoing |
|
4. 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 |
As soon as possible |
1. Apologies for absence: Ms Jane Gibson, Ms A Barclay-Watt, Ms S Loy, Mr M Brassell, County Councillor Lilly
2. Declarations of interest. 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 meetings held on the 10th and 22nd of February 2010 were accepted and signed as a true record.
4. Police liaison. PCSO Clements reported on a spate of vandalism on the 19th – 20th February when 2 vehicles and a window were damaged. Enquiries were still on-going. A bike was stolen from Westbrook St and some tack was stolen from Blewbury Stables. No recent burglaries along the A417 have been reported and there were 6 night-time operations during which the Police carried out patrols in marked and unmarked cars. PCSO Clements also clarified the recent request for the names of vulnerable people. The Police will check on these people during long spells of bad weather or emergencies. PCSO Clements also explained that owners of dogs are approached and reported to the Environmental Warden if they do not clean up after their dogs. It was reported that 2 recent crime prevention displays were held in Blewbury where marker pens and stickers were given out mark property. The bright light between Blewbury and Upton were also discussed following complaints. The PC understood that this was necessary following a spate of diesel theft but PCSO Clements will follow up on the positioning of the light.
5. County Councillor’s report. No county councillor present.
6. Co-option of new councillor. Following of the co-option of Mr Shread at the previous meeting, Mr Shread signed the declaration of the acceptance of office and was welcomed as a councillor of Blewbury Parish Council.
7. Matters arising.
7.1. 12/12/07 Future Didcot cycle links. Nothing to report.
7.2. 10/02/10 Salt bins. The clerk reported Dibleys Heritage Ltd were so enthusiastic about the salt bins that they have identified a place for a bin to go, but also asked if the Council could order a second bin for them and they would reimburse the PC for it. This was acceptable to the Council. As no further requests for bins were received, it was decided that the bins for Dibleys/South Street, the additional bin for Dibleys and one for Nottingham Fee/Cow Lane would be ordered. Action: CW to help identify a suitable place for a salt bin on Cow Lane. Clerk to order 3 salt bins.
7.3. 10/02/10 Old cemetery boundary fence. The clerk reported that the PCC have had one quote but would like a councillor to look at the fence with them. RF said the ownership and the responsibility to repair the fence should be investigated. Action: RF to contact Isobel Street re Old Cemetery boundary fence.
8. Open Forum. Mr Shread told the Council about his work as a Community First Responder for Blewbury, explaining that as he was local he would respond first to a 999 call and be on site by the time an ambulance arrives. As the First Responder has a defibrillator and oxygen and it means that life-saving treatment could be given within minutes of a call.
9. Recreation Ground.
9.1. 28/11/06 Management Committee Structure. The clerk reported that the meeting with the solicitors went well and that the CIC articles are in the process of being finalised.
9.2. 09/12/09 Recreation ground leases. The PC responded robustly to the Scout Association’s letter to the solicitor. The funding of the Scout Hut has been investigated and it was clear that fundraising did take place in the community. The clerk reported that a few phone calls were made with a representative of the Tennis Club re public access, which is a requirement stemming from the original trust deeds. CW started to draft the outline for the leases. Action: Clerk to send draft leases to solicitors.
9.3. 09/07/08 Recreation Ground Enhancement Project progress report. Tenders were received by March 5th and the lowest of the tenders were £780,000+. The tenders will be analysed and an appointment made in due course. Given the available budget, prioritising and phasing the development might have to be considered. The clerk explained the process of getting permission for a possible loan (either PWLB or any other commercial loan). Further grants should be investigated as a matter of urgency. RF mentioned that he met with a representative of the Cricket Club and it was clarified that work will only be carried out on the pitch in September and they could therefore use it for this season. The PC also agreed that the CC could use the tractor for mowing provided that the necessary training was done. Dr Wagner was going to contact Mr Snook re the tractor and if there was a problem the RGMC would try to resolve it. Action: Clerk to forward information re contractors who do maintenance of recreation grounds to RF.
9.4. 12/11/08 Memorial bench. Nothing to report.
9.5. 21/10/09 MUGA / Play area. The Playbuilder grant application has been submitted. PCSO Denise Clements was part of the team. Positive comments were received prior to the final submission. Although the planners have been contacted, it is not yet clear if planning permission will be needed.
9.6. 21/10/09 Goalpost safety grant. The clerk reported that no application has yet been made by the senior footballers. Action: Clerk to follow up the status of the goalpost safety grant applications.
10. Risk Management.
10.1. 13/05/09 Playclose bridges. CW looked at the trees adjacent to the Playclose bridges and recommended that the situation be monitored every year as part of the risk management program. Action: Clerk to add Playclose Bridges and neighbouring trees to the risk management program. Item closed.
10.2. 08/07/09 Parish Council Emergency Plan. Ongoing. Actions carried forward: 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. 11/03/10 RoSPA Play area inspections. The clerk reported that the inspections would take place in July and would be £63 per site. The quotes were accepted by the Council. CW proposed, RF seconded, agreed. Action: Clerk to book RoSPA inspections for play areas.
10.4. 11/03/10 Risks facing the council - Data Protection & Security Statement. Following advice received from the OALC, it was advised that the Council should notify the Information Commissioner’s Office that data is held by the Council/clerk, which has implications on how information is stored securely in the clerk’s house. RF responded that he believed that small Parish Councils were exempt. Action: Clerk to send RF a copy of the Data Protection guidance.
10.5. 11/03/10 Pest control. Quotes for pest control at the cemetery and recreation ground were received. Prokill’s quote was accepted. AC proposed, MS seconded, all agreed.
10.6. 11/03/10 Public & Employers liability certificates for grass cutting contractor. Received. Item closed.
10.7. 11/03/10 Village Hall Risk Assessment. Due in April.
10.8. 11/03/10 BVGA risk assessment for allotments. Due in April.
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). CW reported that he attended the Vale’s Planning Committee meeting the previous night. The Downside application has been granted with conditions. The Parish Council supported the application for the café at Savages and permission was granted. Applications for new garages for Ashdown House, an extension to Blewbury School and a revised application for a house (Pilgrims Way) were being considered.
11.2. 02/02/06 Exception Site. Given that AC was not at the previous meeting a summary of the main concerns/objections to the exception site were given. The PC anticipates that a planning application would be submitted soon.
12. Ladycroft Park. It was reported that the site has been kept fairly tidy and no complaints have been received.
13. Finance & Administration
13.1. Resolution on finance: To carry over to the next financial year as earmarked reserves the amounts budgeted but unspent on projects that are in hand but not complete. This resolution was carried to carry over the unspent budget re legal cost. AC proposed, CW seconded, agreed.
13.2. Scout hut. Discussed with item 9.2
13.3. Small Grants. It was recommended that a donation be made to St John’s Ambulance in the next financial year. Action: Clerk to add St John’s Ambulance donation to the next payments.
13.4. Money received from ITV (earmarked for cemetery). Not discussed.
13.5. Donation from Blewbury Recreation Ground Trust. The clerk reported that following a fundraising event a donation will be made from the Blewbury Recreation Ground Trust for the maintenance of the KAP facilities.
13.6. New signatory for bank account. The new mandate and signatories with Barclays is now active. The process will be repeated for new signatories for Alliance & Leicester . Action: Clerk to circulate forms for Alliance & Leicester signatories.
13.7. Barclays – free banking extended. Free banking has been extended.
13.8. Barclays – Simple Servicing Authority. This agreement is to give Barclays permission to discuss the Barclays accounts with the clerk. It will also give the clerk the authority to make transfers between the two Barclays accounts. It was agreed that the chairman could fill in this form. Action: Clerk & chairman to complete Barclays Simple Servicing form.
13.9. Parish meeting date. Traditionally the Annual Parish Meeting is in the 3rd week of May. Due to family commitments, the clerk asked if it was possible to move the meeting. Action: Clerk to circulate an email re a possible date for the Annual Parish Meeting.
13.10. Review of land values. Action: RF to follow up on land values.
13.11. Annual Parish Meeting date. Duplicate item. Item closed.
13.12. Payments for approval to be made under ancillary powers and within budgeted amounts.
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Description |
Amount |
|
Vale of White Horse District Council (paid 04-03-2010) |
£170.00 |
|
E Smit |
£690.81 |
|
K Pottle |
£38.40 |
|
E Smit expenses |
£139.82 |
|
OALC |
£25.00 |
|
Mrs A King |
£250.00 |
|
Ryder-Cheshire Volunteers [VWH Branch] |
£50.00 |
|
Oxfordshire Association for the Blind |
£50.00 |
|
South & Vale Carers Centre |
£50.00 |
|
Information Commissioner |
£35.00 |
|
Blewbury village hall (Autumn leaves, PC meetings, Police surgeries, Youth club & toddler group) |
£361.00 |
|
The Churn Benefice |
£16.00 |
|
Sutton Griffin Architects |
£6016.16 |
|
Structural Soils Ltd (Archibald Shaw LLP) |
£2973.93 |
|
CBG Consultants Ltd |
£475.29 |
|
Hedleys Solicitors LLP |
£1077.75 |
|
TOTAL |
£12,419.16 |
All payments were approved. The payment to the Information Commissioner’s Office has been approved subject to RF’s investigations and subsequent recommendation. RF proposed, AC 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. Nothing further to report on the new bins.
15.2. Village shop & Savages. Nothing to report.
16. New Waste services. A report was read on behalf of JG who met the team re the new waste management system. Information packs are due to be sent out in June. Action: CW to put something in the Bulletin re the new waste services.
17. Allotments. Nothing to report.
18. Footways, Footpaths and rights of way.
18.1. 02/09/05 Village upkeep review. The clerk reported that the lengthman will be on holiday in April. He also pointed out that the play equipment and iron benches in the village need attention. Action: Clerk to ask for volunteers to check on the play areas. AC to contact lengthman re an inspection of the benches.
19. Roads, Road safety and public transport. Nothing to report
20. Village Hall management committee report. CW reported that the storage unit has had a new roof which meant that everything in storage was kept dry.
21. Environment. Nothing to report
22. District Councillor’s report. RF reported that one of the consequences of the cuts to the budget of the Vale of White Horse District Council, was that certain pre-application meetings will be charged for in future. Normal household applications should not be affected as a certain amount of free consultation time would be available. It would mainly have an affect on applications relating to large developments. RF also reported that the Vale has been granted £30,000 from Defra and the Dept of Communities and Local Government towards the development of the Grove airfield. At Fernham the local licensee was fined £500 plus cost for allowing an event which went on for 2 hours after midnight. Following complaints re the accuracy of the previous census, the District Councils are doing an audit to verify the results.
23. Correspondence.
23.1. Items requesting a reply
23.1.1. Oxfordshire Youth Offending Service – damage to KAP facility. The Parish Council received a letter of apology from one of the offenders as well as a cheque for £30 by way of compensation. The clerk reported that she has spoken to the officer to enquire if the Village Hall will also be receiving compensation. It was agreed that the £30 payment be offered to the Village Hall. Action: clerk to make payment to Village Hall.
23.1.2. Enquiry for Fund Raising Show in Blewbury Village Hall. Action: Clerk to pass on to the Village Hall.
23.1.3. Energy saving trust – invitation to join “Green Communities”. Action: Clerk to pass on to the Environment Group.
23.2. Items for information
23.2.1. OALC -January/February edition of Update for Members. Circulated by email prior to the meeting. A new copy of the Standing Orders has been ordered.
23.2.2. Vale of White Horse DC Housing & Council Tax Benefits Service. Displayed on the notice boards. Action: Clerk to pass on Housing & Council Tax Benefits Service to CW for the Bulletin.
23.2.3. Grounds Maintenance. To be passed on to RF.
23.2.4. Harwell-Chilton Campus – Local Stakeholder Group Meeting. Noted.
23.2.5. UP! On the North Wessex Downs. To be placed in the Doctor’s waiting room.
23.2.6. Oxfordshire Waste Partnership –Fly-tipping Information Pack. Noted.
Correspondence not on agenda:
Ø Subscribe to DIS or DIS Extra (Direct Information Service). Action: Clerk to circulate email re Direct Information Service
Ø NALC Leadership academies. Noted.
24. Any Other Business. The clerk reported that Mike Marshall has taken up the challenge to respond to the ORCC 90th birthday questionnaire. In response to a question, CW explained the deadline of the WREN grant. RF mentioned that the felling of a tree on the Recreation Ground has caused a draft on the Tennis Courts. MS asked who would be responsible for topping up the salt bins and it was explained that Oxfordshire Highways do it for free.
25. Details of the next meeting. The next meeting was due to be on the 14th of April 2010 at 7.30pm in the Vale Room.
The meeting closed at 21.40
BLE/20976/1: Erection of a three bedroom house with carport and associated works (resubmission). Downside, Westbrook Street. Permitted with conditions (details not available at time of going to press).
BLE/2931/7: New single storey detached timber café building. Savages Nurseries, London Road. Permitted with conditions (details not available at time of going to press).
BLE/7949/7: Construction of a swimming pool. Little Triton, London Road. Permitted.
Comments by the Parish Council to the District Council
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 does not object but requests that careful attention be paid to detailing of doors and glazed areas, including rooflights which should be the flush type. Care also to be taken with extended garage roof to minimise visual impact of join.
BLE/3588/9: Erection of new 3-bay garage and conversion of existing integral garage into residential use (resubmission). Ashdown House, Bessels Way. BPC does not object but reiterates its previous request that permission should be subject to a proper assessment of the impact of the additional footprint on the countryside outside the village envelope.
BLE/5085/8: Erection of one cottage and single garage. (Revision of previously approved application BLE/5085/6.) Pilgrims Way, The Pilgrims Way. BPC is considering this application.
R3.0031/10: Erection of single storey extension to provide additional workroom and storage accommodation. Blewbury School, Westbrook Street. BPC has no objection.
Work to trees: Crown reduce 20-25% 1 Canadian cedar, remove 1 Lawson cypress. 4 Millbrook Close. BPC has no objection.
Work to trees: Various works. Waters Edge, Church End. BPC has no objection.
Work to trees: Various works. Grahame Close (communal areas). BPC has no objection.
Work to trees: Remove 1 conifer. Pilgrims Way, The Pilgrims Way. BPC has no objection.