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BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Thursday, 14th April 2010 in the Vale Room
Councillors present: Mr A Cooper (Chairman), Mr M Shread, Mr C Whatmore, Mr R Farrell, Ms J Gibson, Ms S Loy, Ms C Duckett
Also present: E Smit (clerk)
Matters resolved:
1. AC was given the power to enter into a contract on behalf of the PC when the final tenders were received
2. Mrs J Gardner was appointed as trustee and secretary for the Malthus Trust for a further 4 year term
3. All payments were approved
|
Actions arising from the meeting |
Target date |
|
1. Clerk to respond to Upton PC re footpath |
By next meeting |
|
2. RF to contact Isobel Street re Old Cemetery boundary fence |
By next meeting |
|
3. Clerk to supply plans A3 plans and elevations of the building to the CIC. |
As soon as possible |
|
4. CD to draft a response to the BVS-EG letter |
As soon as possible |
|
5. MS & Clerk to work through leases in detail and to incorporate previous comments into the draft leases to solicitors |
As soon as possible |
|
6. Clerk to clarify who owns the buildings on the Recreation Ground |
As soon as possible |
|
7. Clerk to respond to the solicitor re automatic rights of use of the pavilion |
As soon as possible |
|
8. Clerk to contact Croquet Club to let them know that a more formal meeting between them and the PC will take place in due course |
By next meeting |
|
9. Clerk to forward WREN email to solicitor |
As soon as possible |
|
10. CD to follow up the status of the goalpost safety grant applications |
By next meeting |
|
11. Clerk to ask Blewbury Website to publish the Emergency plan statement on the website |
By next meeting |
|
12. CW to put a note in the Bulletin once the Emergency plan statement has been published, together with a reminder about the “stop press” email service. |
ongoing |
|
13. CW to complete Village Hall Risk Assessment |
By next meeting |
|
14. RF to complete Recreation Ground risk assessment |
As soon as possible |
|
15. Clerk & RF to review insurance cover |
As soon as possible |
|
16. Clerk to write to Mr Holland to express concern over the delay in issuing the Ladycroft site licence |
As soon as possible |
|
17. Clerk to circulate list of committees to members |
By next meeting |
|
18. Clerk to thank Blewbury Recreation Ground Trust |
By next meeting |
|
19. CD & JG to complete banking forms |
As soon as possible |
|
20. Clerk to invite the new Waste Services to bring their Road show to the APM |
As soon as possible |
|
21. Clerk to follow up on new litter bins |
By next meeting |
|
22. CW to put something in the Bulletin re the new waste services |
As soon as possible |
|
23. Clerk to contact Kevin Barlow re scalpings for the allotment car park |
As soon as possible |
|
24. JG to complete OPFA survey |
By next meeting |
|
25. Clerk to follow up with Roderick Griffin |
As soon as possible |
|
26. Clerk to write to the owners of Little Triton |
By next meeting |
|
27. MS was asked to speak to Dibleys Heritage re the grass clippings and litter on their boundary |
As soon as possible |
|
|
|
|
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 |
|
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 A Barclay-Watt, Mr M Brassell, County Councillor Lilly
2. Declarations of interest. CD declared a personal interest in the Recreation Ground as family members use the Recreation Ground. She also declared an interest in the allotment item as her husband is chairman of the BVGA (allotments). RF & CW both declared a personal interest in the Recreation Ground and a prejudicial interest in the leases item as their spouses are members of the Tennis Club. RF & CW both declared a prejudicial interest in the Tennis Club leases. JG declared a personal interest in the Recreation Ground as a member of the RGMC.
3. Minutes of the meetings held on the 11th March 2010 and 1st April 2010 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. The exchange of emails between ABW and Upton PC were read out. Upton PC proposed to do some levelling and compacting of the surface of Coffin Way. They might possibly reseed it and they would undertake mowing of the path. BPC has no objection. Action: Clerk to respond to Upton PC re footpath.
6.2. 10/02/10 Salt bins. The clerk reported that she ordered 3 bins. No response has been received. CW passed on to the clerk his suggestion for the Cow Lane bin. Once the locations of the bins have been confirmed, CD and the clerk will approach nearby property owners to seek their approval.
6.3. 10/02/10 Old cemetery boundary fence. RF reported that the scheduled meeting with a PCC representative did not take place but that he made some investigations. He recommended that seedlings and earth spoil from graves needed to be cleared away and the area made good in order for a chestnut fence be put in. This could be done by a working party from the village. A new hedge can then be planted. It was suggested that the latter might also be done by volunteers from the village. Action: RF to contact Isobel Street re Old Cemetery boundary fence.
7. Open Forum. No members of the public present.
8. Recreation Ground.
8.1. 28/11/06 Management Committee Structure. The names of the directors on the board and founder members of the CIC were read out and would be made public in the Bulletin. The inaugural meeting would take place in May. All clubs, including the Environment Group, would in due course be invited to join as members of the CIC. The PC was happy to learn that the Cricket Club was interested in being invited to join. The BVS Environment Group’s letter to the PC was discussed. Although the BVS-EG was sympathetic towards the Recreation Ground project, they were unhappy that no money would be available for an environmental project, even though the Church Moor project was not viable. Following some discussion it was emphasized that the CIC should have a comprehensive business plan in place. It was pointed out that the pavilion might not be “commercial” and would probably not make huge profits. The board of the CIC will decide how the bar would be run. Action: Clerk to supply plans A3 plans and elevations of the building to the CIC. CD to draft a response to the BVS-EG letter.
8.2. 09/12/09 Recreation ground leases. Draft leases for 2 of the clubs were circulated prior to the meeting. A comprehensive list of comments and questions were given to the clerk to pass on to the solicitor. MS and the clerk were asked to work through the leases in detail and to respond. RF pointed out that it was imperative that notes be kept for future use which clarify the history of the leases and why certain requirements were incorporated in some leases. Action: MS & Clerk to work through leases and to incorporate previous comments into the draft leases to solicitors. Clerk to clarify who owns the buildings on the Recreation Ground.
8.3. 09/07/08 Recreation Ground Enhancement Project progress report. AC reported that the scaled down project has been put to the contractors to confirm that savings would be made that way. The Parish Council thanked the chairman for all the hard work he has put in. CD reported back on the drainage issue as well as on the meeting she had with a representative of the Croquet Club and the CDM co-ordinator. CD reported back that planning permission were granted for the changes to the plans but the issue of the implement shed still need to be resolved. It was also reported that the pre-conditions (also called Grampian conditions) which should be met included materials to be used and the drainage details. It was pointed out that there was a fee every time the Vale was contacted with details of the conditions, so it would be a good idea to combine as many items as possible to not incur additional cost. SL mentioned the solicitor’s question if clubs will have automatic rights to use the pavilion and it was clarified that clubs could become members of the CIC but that they would have the same rights as anyone else in the village to use the pavilion. The terms of the use (including payment) will be set out by the CIC. Action: Clerk to respond to the solicitor re automatic rights of use of the pavilion. MS updated the Council about grant funding applications. Action: Clerk to contact Croquet Club to let them know that a more formal meeting between them and the PC will take place in due course. Following an email from WREN, CD asked that the WREN conditions be discussed with the solicitor. Action: Clerk to forward WREN email to solicitor. The loan application was briefly discussed and it would be submitted as soon as possible. The amount of the loan application was discussed and it was clarified that the Parish Council would apply for the maximum amount as it was not possible to increase the amount once permission has been granted for a loan, but it was permissible to use less than the full amount.
8.4. 14/04/10 Appointment of contractor. It was proposed that AC be given the power to enter into a contract on behalf of the PC when the final tenders were received. CW proposed, CD seconded, all agreed.
8.5. 12/11/08 Memorial bench. Nothing to report.
8.6. 21/10/09 MUGA / Play area. It was reported that the Playbuilder grant decision was postponed but the applicants were asked to keep open a specific date when the winners of the grant would attend a seminar to explain further steps in obtaining the funding.
8.7. 21/10/09 Goalpost safety grant. The clerk reported that no further news have been received about applications from either club. Action: CD to follow up the status of the goalpost safety grant applications.
9. Risk Management.
9.1. 08/07/09 Parish Council Emergency Plan. The Emergency plan has been approved by the Council. MS reported that he attended a meeting as a member of the Oxfordshire Emergency Support Organisations Group which was founded by Thames Valley Police. Emergency planning for the Olympics and flooding were discussed at that meeting. It was pointed out that as a Parish Council there is a limit to what can be done. Action: Clerk to ask Blewbury Website to publish the Emergency plan statement on the website. CW to put a note in the Bulletin once the Emergency plan statement has been published, together with a reminder about the “stop press” email service.
9.2. 11/03/10 RoSPA Play area inspections. The clerk confirmed that the inspections are booked. Item closed.
9.3. 11/03/10 Risks facing the council - Data Protection & Security Statement & review of Risk Management Plan. The clerk reported that the Parish Council is now registered with the Information Commissioners Office under the Data Protection Act. The requirement for security of documents and electronic records were discussed and the Parish Council concluded that as the clerk works from home, security was adequate.
9.4. 11/03/10 Pest control. Annual pest control has been booked. Item closed.
9.5. 11/03/10 Village Hall Risk Assessment. Action: CW to complete Village Hall Risk Assessment.
9.6. 11/03/10 BVGA risk assessment for allotments. Received. Item closed.
9.7. 14/04/10 Recreation Ground Risk Assessment due in May. Action: RF to complete Recreation Ground risk assessment.
9.8. 14/04/10 Review of insurance cover. Action: Clerk & RF to review insurance cover.
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). CW reported that Ashdown House received planning permission for their application. Applications for Westbrook Green and Pilgrims Way are being circulated.
10.2. 02/02/06 Exception Site. Nothing to report.
11. Ladycroft Park.
11.1. Site licence conditions. The Ladycroft RA provided the Parish Council with copies of letters to the Vale voicing concern over the site licence. RF reported that the person who dealt with the site licence has left due to restructuring at the Vale and Mr Holland from the SODC took over. The site licence should have been issued in November 2009. Action: Clerk to write to Mr Holland to express concern over the delay in issuing the Ladycroft site licence
12. Finance & Administration
12.1. Appointment of trustee for Malthus Trust. Following recent correspondence from the Malthus Trust, Mrs J Gardner was appointed as trustee and secretary for a further 4 year term. CD proposed, JG seconded, all agreed.
12.2. Review of Committees. Carried over to May meeting. Action: clerk to circulate list of committees to members. The issue of chairmanship was also briefly discussed.
12.3. Scout hut. Discussed with 8.2.
12.4. Small Grants. Nothing to report.
12.5. Money received from ITV (earmarked for cemetery). Nothing to report
12.6. Donation from Blewbury Recreation Ground Trust. Donation received for £554.10 for play area maintenance. Action: Clerk to thank Blewbury Recreation Ground Trust. Item closed.
12.7. New signatory for bank account. Forms are in circulation. Action: CD & JG to complete banking forms.
12.8. Barclays – Simple Servicing Authority. Completed. Item closed.
12.9. Annual Parish meeting date. The meeting date has been set to the 5th of May in the Methodist Church. Action: Clerk to invite the new Waste Services to bring their Road show to the APM. Item closed.
12.10. Review of land values. RF reported that he has spoken to someone at the Vale re the land values and has followed it up with a short report. No response has yet been received.
12.11. Training event: “an introduction to law and administration for clerks and councillors”. MS to attend.
12.12. Payments for approval to be made under ancillary powers and within budgeted amounts.
|
Description |
Amount |
|
E Smit |
£690.81 |
|
E Smit (expenses) |
£123.84 |
|
Post Office Ltd (PAYE & NI for clerk) |
£557.68 |
|
Post Office Ltd (PAYE for lengthman) |
£25.60 |
|
St John Ambulance |
£50.00 |
|
Oxfordshire Association of Local Councils |
£288.64 |
|
Oxfordshire Association of Local Councils |
£52.88 |
|
White Horse Horticulture |
£175.00 |
|
ORCC |
£30.00 |
|
Regional Building Control Ltd |
£1,020.84 |
|
Woodeson Drury Limited |
£2,350.00 |
|
TOTAL |
£5,365.29 |
Proposed SL, Seconded JG, all agreed.
13. Cemetery Development Plan
13.1. Quotes and project management. Nothing to report.
14. Parish Plan
14.1. Litterbins at TFF car park entrance and Pilgrims Way. Action: clerk to follow up on new litter bins.
14.2. Village shop & Savages. Nothing to report.
15. New Waste services. JG reported that she attended a meeting the new waste services. Information start going out in May. Thorough investigations and surveys have been carried out in the village and problem areas will use sacks but black bags will not be permitted. There will be assisted collections where people cannot cope. Action: CW to put something in the Bulletin re the new waste services.
16. Allotments.
16.1. Scalpings for the car park. CD declared an interest this item. A request has been received for help to obtain scalpings for the car park. Action: Clerk to contact Kevin Barlow re scalpings for the allotment car park.
17. Footways, Footpaths and rights of way.
17.1. 02/09/05 Village upkeep review. Nothing to report.
18. Roads, Road safety and public transport. Nothing to report
19. Village Hall management committee report. Nothing to report.
20. Environment. Nothing to report
21. District Councillor’s report. RF reported on the problems with polling cards.
22. Correspondence.
22.1. Items requesting a reply
22.1.1. Letter from BVS-EG. Discussed with 8.1
22.1.2. OPFA survey. Action: JG to complete OPFA survey.
22.1.3. Community Policing Awards. No nominations made this year.
22.1.4. Open Spaces Campaign. Noted.
22.1.5. New Waste services presentations. MS to attend.
22.2. Items for information
22.2.1. Letter from Alliance & Leicester. Noted.
22.2.2. VWHDC – an evening with Colin Dexter. To be displayed on notice boards.
22.2.3. SLCC Allotment course. Noted.
23. Any Other Business. JG mentioned that is has been reported to her that areas of regarding/reseeding on the recreation ground need further attention. Action: clerk to follow up with Roderick Griffin. It was also reported that following work to Little Triton the verges/banks have been badly damaged by the contractors. Action: clerk to write to the owners of Little Triton. Litter has been gathering on the Dibleys boundary. Action: MS was asked to speak to Dibleys Heritage re the grass clippings and litter on their boundary.
24. Details of the next meeting. The annual meeting of the Parish Council was due to be on the 12th of May 2010 at 7.30pm in the Vale Room. The Annual Parish meeting was due on the 5th of May at 8pm in the Methodist Church.
The meeting closed at 21.45
Decisions by the District Council
BLE/3588/9: Erection of new 3-bay garage and conversion of existing integral garage into residential use (resubmission). Ashdown House, Bessels Way. Permitted with conditions re external building materials and usage of garage accommodation.
R3.0031/10: Erection of single storey extension to provide additional workroom and storage accommodation. Blewbury School, Westbrook Street. Approved. (This is a County Council rather than District Council decision.)
Work to trees: Reduce 20-25% 1 Canadian cedar, remove 1 Lawson cypress. 4 Millbrook Close. No objection.
Work to trees: Various works. Waters Edge, Church End. No objection.
Work to trees: Various works. Grahame Close (communal areas). No objection.
Work to trees: Remove 1 conifer. Pilgrims Way, The Pilgrims Way. No objection.
Comments by the Parish Council to the District Council
BLE/5085/8: Erection of one cottage and single garage. (Revision of previously approved application BLE/5085/6.) Pilgrims Way, The Pilgrims Way. BPC does not object but questions suitability of uPVC windows.
BLE/851/1: Erection of single storey side extension, new lean-to roof to provide cover for cycle/bin store, glazed canopy to form veranda and solar panels on south facing roof. 1 Westbrook Green. BPC has no objection but requests that care be taken to avoid an unsightly join between old and new.
Work to trees: Prune 1 horse chestnut and reduce 2 limes. Ashbury House, Westbrook St. BPC has no objection.
Work to trees: Fell 8 leylandii. Shires, South Street. BPC has no objection.