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BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Thursday, 12th May 2010 in the Vale Room
Councillors present: Mr A Cooper (Chairman), Mr M Shread, Mr C Whatmore, Ms S Loy, Ms C Duckett
Also present: E Smit (clerk)
Matters resolved:
1. Alan Cooper was elected as Chairman of the Parish Council and Chris Whatmore was elected as vice-chairman.
2. It was resolved to change insurance companies to Aviva.
3. All payments were approved
|
Actions arising from the meeting |
Target date |
|
1. CW to put a note of thanks to ABW in the Bulletin |
By next meeting |
|
2. Clerk to contact previous candidate for PC vacancy |
By next meeting |
|
3. Clerk to let Upton PC know about ABW’s resignation |
As soon as possible |
|
4. RF to organise a working party to clear the cemetery boundary |
As soon as possible |
|
5. Clerk to contact architects and request some HERAS fencing for the cemetery boundary |
As soon as possible |
|
6. Clerk to send reply re the Scout Hut to the solicitors |
As soon as possible |
|
7. Clerk to follow up on the progress of the other leases |
Immediately |
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8. MS to follow up on grant applications for the croquet hut extension. |
By next meeting |
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9. AC to contact Croquet Club. |
As soon as possible |
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10. Clerk to contact the Band committee re an asbestos report |
By next meeting |
|
11. CW to pass on request to use the football pitch to JG |
By next meeting |
|
12. Clerk to clarify the terms of the 3 year agreement. Clerk & RF to review new insurance policies and to go ahead with the payment |
ongoing |
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13. Clerk to review council document register |
By next meeting |
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14. CW to review tree register |
By next meeting |
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15. Clerk to follow up on Exception Site |
By next meeting |
|
16. Clerk to add CPRE subscription to payment list |
By next meeting |
|
17. Clerk to add RGMC grant to payment list |
By next meeting |
|
18. Clerk to add South Central Ambulance CFR grant to payment list |
By next meeting |
|
19. Clerk to follow up on land values |
By next meeting |
|
20. Clerk to thank Mr Kevin Barlow |
As soon as possible |
|
21. Clerk to reply to Open Gardens request. CD & clerk to investigate temporary car park signs. |
As soon as possible |
|
22. Clerk to write to NGS to publish that the public should not park in Westbrook Street and should use the Recreation Ground car park. |
As soon as possible |
|
23. Clerk to pass on the ORCC invitation to the BVS-EG |
As soon as possible |
|
24. Clerk to investigate temporary signs to indicate public car park |
By next meeting |
|
25. CD & clerk to reply to the request for a bench at TFF |
By next meeting |
|
|
|
|
Actions carried forward from previous meeting |
Target date |
|
1. RF to follow up on land values |
As soon as possible |
|
2. Response to cemetery plans to be drafted |
Ongoing |
|
3. CD to draft a response to the BVS-EG letter |
As soon as possible |
|
4. RF to complete Recreation Ground risk assessment |
As soon as possible |
|
5. CD & JG to complete banking forms |
As soon as possible |
|
6. CD & SL to follow up the status of the goalpost safety grant applications |
As soon as possible |
|
7. Clerk to follow up on new litter bins |
By next meeting |
1. Apologies for absence: Mr R Farrell, Ms J Gibson, County Councillor Lilly. Ms A Barclay-Watt resigned prior to the meeting.
2. Declarations of interest. MB declared a personal interest in the Recreation Ground as his family has membership of the Tennis Club. CD declared a personal interest in the Recreation Ground as family members use the Recreation Ground (football and cricket). MS declared a prejudicial interest in the small grants item as he is the SCAS first responder for Blewbury. CW declared a personal interest in the Recreation Ground as his wife is a member of the Tennis Club.
3. Minutes of the meetings held on 14th April 2010 and 5th May 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. Election of new chairman and vice chairman. Mr Alan Cooper was unanimously re-elected as chairman and signed the declaration of office. Mr Chris Whatmore was unanimously re-elected as vice-chairman. AC thanked the entire Council and the clerk for their hard work.
7. Appointment of members to committees. The recent resignation of Abi Barclay-Watt was discussed and the Parish Council wished to thank her for her hard work. The committee memberships were reviewed and will be circulated again. Some vacancies remain until the Council has a new member. Action: CW to put a note of thanks to ABW in the Bulletin. Clerk to contact previous candidate for PC vacancy.
8. Matters arising.
8.1. 12/12/07 Future Didcot cycle links. The clerk spoke to ABW following the previous meeting and she responded on the PC’s behalf. Action: Clerk to let Upton PC know about ABW’s resignation.
8.2. 10/02/10 Salt bins. The clerk followed up on the order for 3 bins and was told that there was a back log of orders but that a response should be received in due course.
8.3. 10/02/10 Old cemetery boundary fence. The clerk reported that RF’s meeting with a PCC representative went well and that they agreed to his suggestion re a chestnut fence and a hedge. Action: RF to organise a working party to clear the cemetery boundary. Clerk to contact architects and request some HERAS fencing for the cemetery boundary.
9. Open Forum. No members of the public present.
10. Recreation Ground.
10.1. 28/11/06 Management Committee Structure. SL reported that the first meeting of the CIC took place and that 2 more signatures were needed to formalise matters. At the next meeting of the CIC the business plan, membership and cycle of meetings would be discussed.
10.2. 09/12/09 Recreation ground leases. A letter from the solicitors representing the Scouts was received and circulated prior to the meeting. The Parish Council was happy to learn that they were seeking a swift and amicable resolution. The PC did not, however, agree that any compensation should be paid to them. A reply was drafted and agreed to. Action: Clerk to send reply re the Scout Hut to the solicitors. Clerk to follow up on the progress of the other leases.
10.3. 09/07/08 Recreation Ground Enhancement Project progress report. AC reported that the final documentation for WREN was sent off and that a response was awaited prior to signing the contract with the contractor. The croquet hut extension was discussed. Additional funding should be sought for this part of the project and it was preferable if the Croquet Club would become involved. It was confirmed that an asbestos report was a legal requirement. It was also reported that an application for discharge of conditions were submitted at the Vale. The clerk reported that the patch of grass which was levelled before the winter, was reseeded and given some fertilizer. Advice was given on how to take care of it. It should not cause further problems. It was also confirmed that the PC did not have any objection to someone planting a tree in the gap where a tree was cut down before. Action: MS to follow up on grant applications for the croquet hut extension. AC to contact Croquet Club. Clerk to contact the Band committee re an asbestos report.
10.4. 12/05/10 Loan application. The loan sanction application has been submitted to the OALC.
10.5. 14/04/10 Appointment of contractor. The preferred contractor has been identified but as the contract with WREN has not yet been finalised, the appointment has not been made.
10.6. 12/11/08 Memorial bench. Nothing to report.
10.7. 21/10/09 MUGA / Play area. The Parish Council congratulated the group for winning the Playbuilder grant of £47,000.
10.8. 21/10/09 Goalpost safety grant. CD reported that she would raise the matter of the goalpost safety grant at their committee meeting. CW reported on a request from an outside group to use the football pitch for practice in future. Action: CD & SL to follow up the status of the goalpost safety grant applications. CW to pass on request to use the football pitch to JG. MS reported that he was awaiting a response from LEADER and other funding possibilities.
11. Risk Management.
11.1. 08/07/09 Parish Council Emergency Plan. The clerk reported that the Emergency plan was sent to the webmaster to be included on the Blewbury website. Item closed.
11.2. 11/03/10 Risks facing the council - review of Risk Management Plan. AC & Clerk reviewed. Item closed.
11.3. 11/03/10 Village Hall Risk Assessment. CW completed the risk assessment. Item closed.
11.4. 14/04/10 Recreation Ground Risk Assessment due in May. Action: RF to complete Recreation Ground Risk Assessment.
11.5. 14/04/10 Review of insurance cover. The clerk & RF reviewed the insurance cover and discovered that councillors and employees are only covered up to the age of 75. They also requested a quote from another company. Premiums for both insurance policies were much lower. The council approved the new insurance cover with AVIVA provided that it is confirmed that the insurance provided at least the same level of cover as before. The council also approved the long-term agreement (3 years) to qualify for a further discounted rate, provided that the term is fixed for 3 years. Action: Clerk to clarify the terms of the 3 year agreement. Clerk & RF to review new insurance policies and to go ahead with the payment.
11.6. 12/05/10 Council document register to be reviewed and updated. Action: clerk to review council document register.
11.7. 12/05/10 Tree register to be reviewed and updated. Action: CW to review tree register
11.8. 12/05/10 Barclays – risk management of accounts. The clerk reported that the Barclays current account was briefly overdrawn due to an oversight to transfer money from one account to another. Barclays have confirmed that no charges will be levied. The clerk also reported that following the Simple Servicing agreement, Barclays has linked the Parish Council accounts to her personal internet banking log-in. This was clearly not acceptable and seemed like a risk to the Council and Barclays have been requested to change this as soon as possible to a separate log-in with “view only” and where no outside payments were possible.
12. Planning & Housing.
12.1. 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 it was a quiet month with mostly tree work.
12.2. 02/02/06 Exception Site. Nothing to report. Action: Clerk to follow up on Exception Site.
13. Ladycroft Park.
13.1. Site licence conditions. No response has been received to the Council’s letter.
14. Finance & Administration
14.1. 2009/2010 Audit – Approve Terms of Reference and Audit Plan. The Council approved the terms of reference and Audit Plan. CD proposed, MB seconded. All agreed. Item closed.
14.2. CPRE subscription. It was agreed that membership of the CPRE will be renewed. Action: Clerk to add CPRE subscription to payment list. Item closed.
14.3. RGMC grant. It was agreed that payment should go ahead as usual. Action: Clerk to add RGMC grant to payment list. Item closed
14.4. Scout hut. Discussed with 10.2
MB left the meeting.
14.5. Small Grants – Open Spaces & South Central Ambulance CFR. As an annual subscription was paid to the Open Spaces the PC did not want to pay an additional grant. MS declared a prejudicial interest in the item relating to the South Central Ambulance CFR. It was explained that any grants made would be used towards providing the service in Blewbury. The Council recommended a grant of £50. CD proposed, AC seconded, agreed. Action: Clerk to add South Central Ambulance CFR grant to payment list
14.6. Money received from ITV (earmarked for cemetery). Nothing to report
14.7. New signatory for bank account. Forms are in circulation. Action: CD & JG to complete banking forms
14.8. Review of land values. The clerk has met with the valuer of the Vale. Action: Clerk to follow up on land values.
14.9. Training event: “an introduction to law and administration for clerks and councillors”. MS to attend. MS attended and found it very informative. Item closed.
14.10. Payments for approval to be made under ancillary powers and within budgeted amounts.
|
Description |
Amount |
|
E Smit |
£690.61 |
|
K Pottle |
£99.09 |
|
E Smit (expenses) |
£57.59 |
|
Blewbury Village Hall |
£30.00 |
|
Aon Limited (For Allianz Insurance Plc) |
£2417.99 |
|
Allianz Insurance Plc |
£165.71 |
|
Prokill Thames West |
£505.25 |
|
White Horse Horticulture |
£395.00 |
|
Regional Building Control Ltd |
£470.00 |
|
Vale of White Horse District Council |
£85.00 |
|
Lister Wilder |
£27.03 |
|
TOTAL |
£4943.27 |
The payments to Aon Limited and Allianz Insurance Plc were held back. These cheques would be cancelled if the new insurance policies are put in place.
Proposed SL, Seconded CW, all agreed.
15. Cemetery Development Plan
15.1. Quotes and project management. Nothing to report.
16. Parish Plan
16.1. Litterbins at TFF car park entrance and Pilgrims Way. Action: clerk to follow up on new litter bins.
16.2. Village shop & Savages. Nothing to report.
17. New Waste services. A resident expressed concern re the new waste services and AC has spoken to him about it. Nothing further to report.
18. Allotments.
18.1. Scalpings for the car park. CD reported that the chairman of the allotments would like to formally thank the Parish Council for their initiative and support and especially Mr Kevin Barlow for providing the scalpings for free for the allotment car park. Action: Clerk to thank Mr Kevin Barlow.
19. Footways, Footpaths and rights of way.
19.1. 02/09/05 Village upkeep review. Nothing to report. Item closed.
The clerk reported that the lengthman has been experiencing problems with the tractor which keeps breaking down. CW reported that he has been doing the follow up about the removal of barriers. The removal of the duck sign was also discussed and it was recommended that if the sign was to be removed, it should be relocated to Berry Lane.
20. Roads, Road safety and public transport. Nothing to report
21. Village Hall management committee report. Nothing to report.
22. Environment. The ORCC invited representatives who submitted a response to their birthday celebration publication, to attend a reception. Action: Clerk to pass on the ORCC invitation to the BVS-EG.
23. District Councillor’s report. No District Councillor present.
24. Correspondence.
24.1. Items requesting a reply
Items not on the agenda:
ORCC review. Noted.
Oxfordshire Military Museum progress report. Noted.
Report on tenders. Noted.
24.1.1. Open Gardens – request to use TFF. Granted. It was also mentioned that parking on Westbrook Street can be a problem on these days and that temporary signs should be investigated. Action: Clerk to reply to Open Gardens request. CD & clerk to investigate temporary signs to indicate public car park. Clerk to write to NGS to publish that the public should not park in Westbrook Street and should use the Recreation Ground car park.
24.1.2. A bench for TFF. This was circulated prior to the meeting. Action: Clerk to reply to the request for a bench at TFF.
24.1.3. Carter Jonas – Seminar on “Development Land”. Noted.
24.1.4. North Wessex Downs AONB – “A rough guide to planning”. Noted.
24.2. Items for information
24.2.1. Home2School newsletter. Noted.
24.2.2. St John Ambulance thank you. Noted.
24.2.3. The Playing Field. Passed on to the Play Area group.
24.2.4. Oxon Councils launch £99 Insulation Deal. Passed on to the Bulletin.
24.2.5. OALC update. Noted.
25. Any Other Business. AC reported that he will be on holiday until the next week but could be reached by mobile. The clerk was also going to be out of office but will have the Parish Council will have the mobile with her.
26. Details of the next meeting. The annual meeting of the Parish Council was due to be on the 9th of June 2010 at 7.30pm in the Vale Room.
The meeting closed at 21.33
Decisions by the District Council
Work to trees: Prune 1 horse chestnut and reduce 2 limes. Ashbury House, Westbrook St. No objection.
Comments by the Parish Council to the District Council
Work to trees: Fell to ground level 2 decayed cherries. Ashbrook House, Westbrook Street. BPC has no objection.