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BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Thursday, 9th June 2010 in the Vale Room
Councillors present: Mr A Cooper (Chairman), Mr M Shread (MiS), Mr C Whatmore, Ms S Loy, Ms C Duckett, Ms J Gibson, Mr R Farrell, Mr M Brassell, Mr M Shayler (MaS)
Also present: E Smit (clerk), 1 member of the public
Matters resolved:
1. It was proposed that leases on the recreation ground should be let at less than market value and at a nominal value or a peppercorn rent
2. Section 1 and Section 2 of the Annual Return were approved by the Council and signed as a true record
3. All payments were approved
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Actions arising from the meeting |
Target date |
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1. Clerk to contact Bulletin to update the Parish Council webpage Clerk to send Mark Shayler (MaS) copies of exchanges of correspondence relating to cycle paths. |
As soon as possible |
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2. Clerk to contact Bulletin to update the Parish Council webpage |
By next meeting |
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3. CD to contact Tony Salter re car park signs |
By next meeting |
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4. Clerk to give solicitors a deadline for leases |
As soon as possible |
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5. CD and clerk to follow up on the status of the discharge of conditions |
As soon as possible |
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6. Clerk to ask Bernard Mattimore to take photos for the Bulletin |
As soon as possible |
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7. Clerk to send MaS copies of emails re the goalpost grant application |
As soon as possible |
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8. RF to investigate cricket nets |
By next meeting |
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9. Clerk & RF to review new insurance policy documents |
By next meeting |
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10. RF to follow up on site licence |
By next meeting |
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11. Clerk to make enquires about the new surface Watery Lane Bridge |
By next meeting |
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12. Clerk to follow up on footpath barriers |
By next meeting |
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13. Clerk & CW to follow up with PCSO Clements about light pollution |
By next meeting |
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14. AC & clerk to investigate if a new mower would be better than having it repaired |
As soon as possible |
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15. CW to put a note in the Bulletin and CD to have a note put in the school newsletter about damage to trees in the play area |
As soon as possible |
|
16. Clerk to investigate Chalk Pits land registration |
By next meeting |
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|
|
|
Actions carried forward from previous meeting |
Target date |
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1. RF & clerk to follow up on land values |
Ongoing |
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2. Response to cemetery plans to be drafted |
Ongoing |
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3. CD to draft a response to the BVS-EG letter |
As soon as possible |
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4. RF to complete Recreation Ground risk assessment |
As soon as possible |
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5. CD & JG to complete banking forms |
As soon as possible |
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6. CD & SL to follow up the status of the goalpost safety grant applications |
As soon as possible |
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7. Clerk to follow up on new litter bins |
Ongoing |
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8. CW to carry out tree survey |
Ongoing |
1. Apologies for absence: Cllr S Lilly.
2. Declarations of interest. JG declared an interest in the Recreation Ground as she is a member of the RGMC. RF also declared an interest in the Recreation Ground and in the leases item as he is a member of the RGMC and his wife is a member of the Tennis Club. He declared the latter as a prejudicial 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). MiS declared a prejudicial interest in the payments item as he is the SCAS first responder for Blewbury.
3. Minutes of the meeting held on 12th May 2010 were accepted and signed as a true record.
4. Police liaison. No Police liaison present.
5. County Councillor’s report. As the county councillor was delayed he asked the clerk to report on his behalf on 2 matters: (1) Dibleys disabled parking space should be allocated very soon and (2) the application for a new waste treatment facility at Sutton Courtenay should be expected soon. Cllr Lilly’s concern was that this facility would probably not serve Oxfordshire and that the company concerned was in contact with the Greater London Authority in this regard.
6. Co-option of new councillor. Mr Mark Shayler was unanimously co-opted as councillor. He then declared an interest in the Recreation Ground as his son plays football for the Blewbury Buccaneers.
7. Appointment of members to committees. The committee list was circulated prior to the meeting. Mark Shayler has been added to deal with cycle paths. Action: clerk to contact Bulletin to update the Parish Council webpage. Clerk to send Mark Shayler (MaS) copies of exchanges of correspondence. Item closed.
8. Matters arising.
8.1. 12/12/07 Future Didcot cycle links. Nothing to report.
8.2. 10/02/10 Salt bins. Nothing to report.
8.3. 10/02/10 Old cemetery boundary fence. RF reported that he would be inspecting the fence to see what work needed to be carried out by the working party. The clerk reported the site would be made secure of HERAS fencing. The council concluded no additional HERAS fencing would be necessary.
8.4. 09/06/10 Temporary car park signs. JG reminded the Council that the BVS had temporary car park signs. Action: CD to contact Tony Salter re car park signs.
9. Open Forum. Mr Fraser asked for an update on the Recreation Ground project. AC summarised the current position – signing the contracts and works included in phase 1, which should be completed by Christmas. Mr Fraser was informed that no details of the contract could be made public before the final contract was signed as it would give the under bidders an unfair advantage. The question of profit relating to the bar was raised. JG replied that the CIC would be inviting clubs to become members of the CIC and the CIC would decide how the bar would be run in the future. It was also made clear that board members of the CIC were NOT going to be paid. The work to the cricket pitch was also discussed and Mr Fraser was given copies of the quotes totalling almost £20,000 to discuss with the Cricket Club.
10. Recreation Ground.
10.1. 28/11/06 Management Committee Structure. SL reported that the CIC would be meeting the following night and would be looking at the operational workings of the CIC (inc cycle of meetings), a business & budget plan and how to approach members. The council stressed the importance of contact with clubs and the sharing of information.
10.2. 09/12/09 Recreation ground leases. AC reported that the situation with the Scout Hut should be resolved very soon and that the eviction should go ahead. RF pointed out that the Parish Council has the right to let leases for less than commercial value and if it decides that it was appropriate to lease land for a peppercorn rent, it should be formally resolved. RF declared a prejudicial interest in this matter and left the meeting. CD proposed that leases on the recreation ground should be let at less than market value and at a nominal value or a peppercorn rent. JG seconded. All agreed. Action: clerk to give solicitors a deadline for leases. RF joined the meeting. Following advice from the solicitor, the registration of the Recreation Ground with the Land Registry should be delayed until all the new leases have been agreed.
10.3. 09/07/08 Recreation Ground Enhancement Project progress report. CD presented the Council with a sample of the cladding which would weather with time. The shutters will be the same the cladding. The council was presented with various samples of the stain to be used on doors as well as on the door and windows frames. The council approved the colour “Volcanic Ash”. AC briefly mentioned that the Tennis Court extension and the club’s concern to have 2 contractors. CD mentioned her concern about the discharge of conditions. Action: CD and clerk to follow up on the status of the discharge of conditions. CW reported that as part of the press release as required by WREN, he has secured the footballer Ian Concannon and his niece, Poppy, who is also a keen sportswoman and a pupil in Blewbury School, to do the ground breaking ceremony. The press would be invited to attend. Action: Clerk to ask Bernard Mattimore to take photos for the Bulletin. RF mentioned that Cholsey FC is still very interested in using the Recreation Ground on a Sunday, which would also satisfy the WREN condition to serve the wider community.
10.4. 12/05/10 Loan application. Nothing to report.
10.5. 14/04/10 Appointment of contractor. It was proposed that the council delegate letting the contract relating to the cricket square to the clerk and chairman following consultation with the cricket club. Action: Clerk to accept quote for the cricket square work.
10.6. 12/11/08 Memorial bench. Nothing to report.
10.7. 21/10/09 MUGA / Play area. CW mentioned that they were due to meet the next evening. The clerk received the contract to be signed and passed it on to Anthony Stiff.
10.8. 21/10/09 Goalpost safety grant. CD asked that MaS to investigate. Action: clerk to send MaS copies of emails re the grant application.
11. Risk Management.
11.1. 14/04/10 Recreation Ground Risk Assessment due in May. Received. RF reported that the chain has been removed but will not be replaced until after the Enhancement project has been completed. CD asked about the safety of the cricket nets. Action: RF to investigate cricket nets.
11.2. 14/04/10 Review of insurance cover. The clerk confirmed that the new policies are in place and that the documents have been received. Action: Clerk & RF to review new insurance policy documents.
11.3. 12/05/10 Council document register to be reviewed and updated. Postponed until the Scout Hut situation has been resolved.
11.4. 12/05/10 Tree register to be reviewed and updated. Action: CW to review tree register
11.5. 12/05/10 Barclays – risk management of accounts. The Parish Council internet banking has been removed from the Clerk’s banking service but the new membership number is still awaited.
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).
12.2. 02/02/06 Exception Site. Stephen Methven asked for some information from the clerk to help finalise their planning application, which the clerk and CW supplied.
13. Ladycroft Park.
13.1. Site licence conditions. RF reported that the site licence has been signed but it was not clear if it was issued. Action: RF to follow up on site licence.
MB left the meeting.
14. Finance & Administration
14.1. 2009/2010 Statement of accounts. The figures were presented to the council by the chairman and Section 1 and Section 2 of the Annual Return were approved by the Council and signed as a true record. The report from the internal auditor was read and also signed. Item closed.
14.2. Scout hut. Discussed with 10.2.
14.3. Small Grants. Nothing to report.
14.4. Money received from ITV (earmarked for cemetery). Nothing to report.
14.5. New signatory for bank account. Confirmation has been received that the new mandate was now in place. Item closed.
14.6. Review of land values. Nothing to report. Action: Clerk & RF to follow up.
14.7. Payments for approval to be made under ancillary powers and within budgeted amounts.
It was confirmed that the payment to “The Broker Network Ltd” of £2079.74 for the new insurance policies was issued between meetings.
|
Description |
Amount |
|
E Smit |
£690.61 |
|
K Pottle |
£331.13 |
|
CPRE |
£29.00 |
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RGMC |
£400.00 |
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South Central Ambulance League of Friends |
£50.00 |
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West Garden Machinery |
£29.11 |
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White Horse Horticulture |
£185.00 |
|
Oxfordshire County Council |
£150.00 |
|
Mrs A King |
£250.00 |
|
TOTAL |
£2,114.85 |
All payments were approved. RF proposed, SL seconded, 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. The clerk reported that all applications for new bins have been put on hold until the new contractor started in October.
16.2. Village shop & Savages. Nothing to report.
17. New Waste services. JG reminded the Council that concerned residents should be pointed to the website as well as the helpline. It was also confirmed that the current system of having smaller collection vehicles for narrow lanes would continue. RF pointed out that those who are having sacks instead of the wheelie bins will cost the Vale considerably more. This has come at the cost of some redundancies and residents should therefore be encouraged to not ask for sacks unnecessarily.
18. Allotments.
18.1. Scalpings for the car park. Nothing further to report. Item closed.
19. Footways, Footpaths and rights of way.
Both CW and RF had enquired about the new surface on the Watery Lane Bridge. Action: Clerk to make enquires about the new surface Watery Lane Bridge. CW supplied the clerk with a map to indicate which barriers should be removed and which ones to be retained. Action: Clerk to follow up on footpath barriers.
20. Roads, Road safety and public transport. JG reported that the BVS-EG have replied to the consultation paper.
21. Village Hall management committee report. Nothing to report.
22. Environment.
22.1. Light pollution. JG asked that this matter be brought to the PCSO’s attention again. Action: Clerk & CW to follow up with PCSO Clements about light pollution.
23. District Councillor’s report. RF reported that the Vale’s budget was based on a 5% year on year cut from the Government, but it might now be 7.5%. As for planning, RF pointed out that the local plan expires in 2011 which meant that the legal basis on which one could refuse people planning permission would disappear unless a satisfactory alternative is put in place.
24. Correspondence.
24.1. Items requesting a reply
24.1.1. Letter to the new Prime Minister concerning Fairer Funding for Rural Services. Noted.
24.1.2. AC mentioned that he has spoken to a lady after a request to sort out the problem with the crows in the Village.
24.2. Items for information
24.2.1. Vale Waste Removal service. Noted.
24.2.2. Vale Community Safety. Noted.
24.2.3. Health News. Noted.
24.2.4. Vale of White Horse DC Housing & Council Tax Benefits Service. Noted. It already appears on the Parish notice boards.
24.2.5. Rural News update & Parish news from the Rural Services Network. Noted.
24.2.6. ORCC News Bulletin. Noted.
24.2.7. OALC update. Noted.
24.2.8. Open Space news letter & Open Spaces event. Noted.
24.2.9. NALC Events Bulletin. Noted.
24.2.10. Abingdon & District Twin Towns Society newsletter. Noted.
25. Any Other Business. AC reported that the mower’s gearbox was damaged when it hit a brick in long grass. Action: AC & clerk to investigate if a new mower would be better than having it repaired. RF mentioned that kids have broken off branches of trees at the KAP area while parents watched them. Action: CW to put a note in the Bulletin and CD to have a note put in the school newsletter about damage to trees in the play area. AC mentioned that he was arranging for a meeting with the BVS-EG on the 21st of July and would like the new PC representative to go with him. RF volunteered to attend with AC. CW reported that he was asked that the Parish Council should register the Chalk Pits with the Rural Land Register. Action: Clerk to investigate Chalk Pits land registration. MiS reported on the problems with grass and rubbish dumping on the Dibleys estate which attracts rats. He also reported that the fence has not been mended in many years. Unfortunately the Parish Council could not get involved if this happened on the Dibleys Estate but if it spilt over on the footpath, the Vale’s Environmental Protection could get involved.
26. Details of the next meeting. The annual meeting of the Parish Council was due to be on the 14th of July 2010 at 7.30pm in the Vale Room.
The meeting closed at 21.43
(FROM JULY/AUGUST 2010 BULLETIN)
Decisions by the District Council
BLE/9144/8: Demolition of existing single storey kitchen extension. Erection of a two storey extension and conservatory. Internal and external alterations. The Dower House, London Road. Permitted with conditions re external materials, design detail and garage accommodation.
BLE/5085/8: Erection of 1 cottage + single garage. (Revision of previously approved application BLE/5085/6.) Pilgrims Way, The Pilgrims Way. Permitted with conditions re external materials, glazing, ground/slab levels, extensions, boundary treatments, drainage, car parking spaces, garaging and vehicular access.
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. Permitted with conditions re external materials.
Work to trees: Fell to ground level 2 decayed cherries. Ashbrook House, Westbrook Street. No objection.
Comments by the Parish Council to the District Council
BLE/21220-X: Outline application for demolition of existing bungalow and garage. Erection of 5 x 3-bedroom dwellings and associated parking. Ridgeway, Bessels Way. BPC is considering this application.
Work to trees: Fell 1 sycamore + 1 hornbeam. Little Fieldside, London Road. BPC is considering this application.