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BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Thursday, 14th July 2010 in the Vale Room
Councillors present: Mr A Cooper (Chairman), Mr M Shread (MiS), Mr C Whatmore, Ms J Gibson, Ms C Duckett. Mr R Farrell & Ms S Loy joined the meeting later.
Also present: E Smit (clerk)
Matters resolved:
1. The quote for the asbestos inspections for the Band Hall and Scout Hut were approved.
2. All payments were approved
|
Actions arising from the meeting |
Target date |
|
1. AC to reply to resident re salt bin |
By next meeting |
|
2. RF to investigate if the RGMC could contribute towards the cost of the cricket strip |
By next meeting |
|
3. AC & SL to draft a feedback document re the leases to give to the solicitor |
As soon as possible |
|
4. RF to follow up with Cholsey FC about the use of TFF |
As soon as possible |
|
5. SL & clerk to reply to the clubs’ questions about insurance and ask them to review their insurance cover as they should be insured against all risks |
By next meeting |
|
6. Clerk to carry out review of Council Document register. |
By next meeting |
|
7. AC & clerk to carry out the review of effectiveness of internal audit process |
By next meeting |
|
8. Clerk to inform the Croquet Club that no asbestos inspection will be needed. AC & Clerk to draft a response to CBG re the advice received re asbestos inspections |
As soon as possible |
|
9. Clerk & CW to draft job description and invite applications |
By next meeting |
|
10. Clerk to thank Mr Snook and enquire how he could be reimbursed for the diesel |
By next meeting |
|
11. MaS to help the clerk compile a list to quote for putting in the footpaths in the cemetery |
By next meeting |
|
12. Clerk to get a quote to clear Bridus Way |
As soon as possible |
|
13. CW to put a note in the Bulletin about overgrown hedges causing a problem next to roads and footpaths |
By next meeting |
|
14. Clerk to obtain a renewal quote for Village Hall insurance |
By next meeting |
|
15. Clerk to email CW the forms for the Rural Land Register. CW to confer with Peter Cockrell |
As soon as possible |
|
16. Clerk to reply that concern about the bridge safety should be directed at the Wind in the Willows Residents Association |
As soon as possible |
|
|
|
|
Actions carried forward from previous meeting |
Target date |
|
1. RF & clerk to follow up on land values |
Ongoing |
|
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 (cricket nets) |
As soon as possible |
|
5. CD & SL to follow up the status of the goalpost safety grant applications |
As soon as possible |
|
6. Clerk to follow up on new litter bins |
Ongoing |
|
7. CW to carry out tree survey |
Ongoing |
|
8. CD to contact Tony Salter re car park signs |
Ongoing |
1. Apologies for absence: Cllr S Lilly, Martin Brassell, Mark Shayler (MaS).
2. Declarations of interest. CW declared an interest as his wife is a member of a tennis club. 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. CD declared a personal interest in the Recreation Ground as family members use the Recreation Ground (football and cricket) and both she and her husband are involved with the management of the Buccaneers.
3. Minutes of the meetings held on 9th and 18th June 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 on holiday he sent a written report prior to the meeting. See attached.
6. Matters arising.
6.1. 12/12/07 Future Didcot cycle links. The clerk reported that MaS will attend Upton PC to discuss the matter.
6.2. 10/02/10 Salt bins. The clerk reported that she has followed up on this matter but has not heard anything since. AC reported that he had a request for another salt bin for Chapel Lane. As funds are limited and Chapel Lane is relatively flat and at a dead end, it was felt that this should not be a high priority. Streets with an incline which would make access difficult for the public and emergencies alike are given priority and therefore the PC decided in the past to apply for a bin for Dibleys/South Street and Nottingham Fee in the first instance. Action: AC to reply to resident re salt bin.
6.3. 10/02/10 Old cemetery boundary fence. Nothing to report.
6.4. 09/06/10 Temporary car park signs. It was reported that parking in Westbrook Street was again a problem for residents on the Sunday of the Brass Band celebrations. Action brought forward: CD to contact Tony Salter re car park signs.
RF joined the meeting.
7. Open Forum. No members of the public present.
8. Recreation Ground.
8.1. 28/11/06 Management Committee Structure. AC & SL have been meeting with the clubs to explain the CIC and leases. The clerk reported that CIC application has been submitted to Companies House by the solicitor. The CIC has been made aware of the fact that the new pavilion/community room will not be furnished.
8.2. 09/12/09 Recreation ground leases. AC reported that one concern expressed by clubs during the meetings were the 25 year term. It should be investigated if a clause could be added to reassure clubs that a renewal of the lease would not unreasonably withheld. The PC was reminded that the reason for the term was that it has learned through the experience with the Scouts that circumstances change and a long term lease can be difficult and costly to terminate. The PC was also reminded that in business terms a 25 years lease was very long. It was also noted that the terminology are not used consistently throughout the leases. Lastly the ownership of the Band Hall was discussed. The solicitor’s point of view was that as the Hall is firmly attached to the ground it belongs to the PC. Action: AC & SL to draft a feedback document to give to the solicitor.
SL joined the meeting.
8.3. 09/07/08 Recreation Ground Enhancement Project progress report. AC reported that the septic tank has been located and it was in the way of the new building. It has been dug out and emptied and filled in with concrete. Questions have been asked why the tank has not been emptied in recent years. Clubs have been informed that no water or toilets could be used but portaloos with hot and cold running water are being provided. As there was only one key arrangements would be made to give all the clubs a set of keys. Several meetings with the cricket club have taken place re the cabins on the building site but it was clear that the cabins could not be moved. It was confirmed that the discharge of conditions has not yet been made as they were waiting on two matters: some paperwork from Environment Agency and a letter from the clerk to confirm that a servicing agreement re the new septic tank would be entered into. This letter has already been sent to the consultants. The request to use the adult football pitch from Cholsey Football Club was also discussed and it was suggested that they could use TFF if necessary. Action: RF to follow up with Cholsey FC.
8.4. 12/05/10 Loan application. The clerk has done a follow up but no reply has yet been received.
8.5. 14/04/10 Appointment of contractor. It was reported that Farnrise Construction Ltd has been appointed to build the new pavilion/community room. It was also reported that S&C Slatter and FTS Sportsturf Ltd have been appointed to carry out the work on the cricket square. The Cricket Club has requested that the higher specification strip be installed but the Parish Council does not have the additional funds. However, if funds are found by the Cricket Club, then the contractor could be notified up until the day before the installation that the higher specification was needed. In response to RF’s question the clerk reported that it would be an additional £1475. RF suggested that the RGMC might be able to contribute towards this cost as the “100 Club” has always been generously supported by the cricketers. It was suggested that a contribution from the cricket club would be appreciated as other clubs will be contributing towards the areas that benefit them. This could be discussed at the meeting with the cricket club. Action: RF to investigate if the RGMC could contribute towards the cost of the cricket strip.
8.6. 12/11/08 Memorial bench. Nothing to report.
8.7. 21/10/09 MUGA / Play area. AC reported that some of the spoil of the main project has been dumped on the site of the new play area. This will be deemed as temporary storage of the spoil but could be used as part of the landscaping at a later date. Following a question it was confirmed that the soil was investigated and it is not contaminated. CW reported that an on-site meeting would take place the following Wednesday.
8.8. 21/10/09 Goalpost safety grant and other grant funding. It was reported that Bob Brooks will look at the goalpost safety grant again upon his return from holiday.
8.9. 14/07/10 Scout Hut. It was reported that the Scout Hut has been re-possessed and that entry has been gained even though the locks were changed recently. The lengthman has been asked to fix the guttering. A new ramp will be made so that the Scout Hut can be used as a temporary storage for the equipment used by the clubs. Keys to the Hut would be supplied to the clubs.
9. Risk Management.
9.1. 14/04/10 Recreation Ground Risk Assessment due in May. Action brought forward: RF to investigate cricket nets.
9.2. 14/04/10 Review of insurance cover. The clerk reported that the Scout Hut has been added to the insurance. It was also reported that RF tried to go through the entire policy documents to see what the main exceptions were to the highest risks facing the Council, i.e. public and employer liability. Following the review questions have been asked of the insurers but the answers are still awaited. It was also clarified that leaseholders will be required to have their own insurance and if they suffer damage they will have to claim on their insurance as there will be no distinction between damage made by club members or ordinary members of the public. Action: SL & clerk to reply to the clubs’ questions about insurance and ask them to review their insurance cover as they should be insured against all risks.
9.3. 12/05/10 Council document register to be reviewed and updated. To be carried out by the clerk.
9.4. 12/05/10 Tree register to be reviewed and updated. Action: CW to review tree register
9.5. 12/05/10 Barclays – risk management of accounts. The Parish Council internet membership number has arrived and the clerk has “view only” access to the accounts. Item closed.
9.6. 14/07/10 Budget report. The clerk provided councillors with a printout of the budget figures as at 30th June 2010. She reported that income was slightly higher than expected due to 2 donations but these donations were ringfenced for KAP maintenance. On payments, the insurance for the Scout Hut was more than anticipated and there was the added expenditure of the £2500 paid to the Scouts by way of compensation. Although the machinery costs were quite low at the time of reporting, it was expected that this would change in the next month or two due to the serious damage suffered to the mower and ongoing tractor problems. The budget for grass cutting will also be exceeded as additional work had to be carried out by the contractor when the lengthman was unable to return to the UK due to the ash cloud. The rest of the expenditure was within in budget or less. The clerk also asked if it was required to report on the Rec Enhancement project budget. It was pointed out that the quantity surveyors and in particular Nigel Wilson was appointed to keep the project on track and to certify the work carried out. The Council would receive a monthly certificate to certify the work carried out and the Council felt that was sufficient in terms of budget reporting. RF asked that anything that would impact on contingencies should be pointed out in these reports.
9.7. 14/07/10 Review of effectiveness of internal audit process. Following the completion of the external audit, the effectiveness of the internal audit process need to be carried out. Action: AC & clerk to carry out the review of effectiveness of internal audit process
9.8. 14/07/10 Asbestos inspections for Band Hut, Croquet Clubhouse and Scout Hut. The clerk reported that the asbestos inspections have been booked for all of these buildings but that she was advised that contrary to advice previously received, the Croquet Clubhouse did not need an inspection as construction on their building was started in 2000. Following further enquiries the clerk obtained a copy of the Health and Safety Commission’s “The Management of asbestos in non-domestic premises” booklet which confirmed this. The Parish Council approved the quote for £370 for the inspections to be carried out. The Band will refund the Council for their part of the inspection. MiS proposed, JG seconded, all agreed. Action: Clerk to inform the Croquet Club that no asbestos inspection will be needed. AC & Clerk to draft a response to CBG re the advice received re asbestos inspections.
9.9. 14/07/10 Emergency planning. MiS attended a meeting and will revert back to the Council in due course.
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).
10.2. 02/02/06 Exception Site. The planning application has been received on the day of the meeting.
11. Ladycroft Park.
11.1. Site licence conditions. RF reported that the site licence has been issued and the Residents’ Association has seen a copy.
12. Finance & Administration
12.1. Clerk’s hours. The clerk reported that her work load has increased dramatically and that she is finding it difficult to cope. Although the working hours have been increased to 60 hours at the beginning of the year, she has been doing 80-100 hours a month. By the time of the meeting she has already done 60 hours. RF suggested that a minute secretary be appointed to help the clerk with routine jobs. The clerk expressed concern that this could mean more work in some instances and that there was currently no funds set aside for another employee. It was agreed that the assistant could be paid up to £8 per hour and should be prepared to do up to 15 hours per month. Action: Clerk & CW to draft job description and invite applications.
12.2. Lengthman’s schedule of works and fuel charges. The lengthman asked that his schedule of works be amended as he only spent a few hours a month mowing Tickers Folly Field. The schedule was amended as requested. Mr Pottle also pointed out that at present Mr Snook supplies the Council with diesel for the tractor free of charge. Action: Clerk to thank Mr Snook and enquire how he could be reimbursed for the diesel.
12.3. Small Grants. Nothing to report
12.4. Money received from ITV (earmarked for cemetery). Nothing to report
12.5. Review of land values. Nothing to report. Action brought forward: Clerk & RF to follow up.
12.6. Payments for approval to be made under ancillary powers and within budgeted amounts.
|
Description |
Amount |
|
The Broker Network Ltd (Scout Hut insurance) |
£280.24 |
|
E Smit |
£690.81 |
|
K Pottle |
£322.39 |
|
E Smit expenses |
£116.24 |
|
Bernard Mattimore |
£10.00 |
|
White Horse Horticulture |
£185.00 |
|
Post Office Ltd (PAYE &NI for clerk) |
£346.12 |
|
Post Office Ltd (PAYE for lengthman) |
£97.60 |
|
The Churn Benefice |
£16.00 |
|
Thames Water Utilities Ltd |
£28.72 |
|
Springline Church |
£20.00 |
|
Sutton Griffin Architects |
£2871.02 |
|
Woodeson Drury Limited |
£4700.00 |
|
Hedleys Solicitors LLP |
£763.75 |
|
Blewbury Village Hall (Youth club & Toddlers) |
£253.00 |
|
TOTAL |
£10,698.89 |
The last 2 payments did not appear on the agenda as invoices were received after the agenda was posted. All payments were approved. RF proposed, SL seconded, all agreed.
13. Cemetery Development Plan
13.1. Quotes and project management. The clerk reported that a quote has been obtained to mark the next ashes graves but at £595 for about 10 graves it was felt that it was too expensive. It was discussed that if the footpaths were to be put in then the ashes graves previously marked out could be used. It was therefore agreed that the money received from ITV for Miss Marple should be used toward the footpaths. Action: MaS to help the clerk compile a list to quote for putting in the footpaths in the cemetery.
14. Parish Plan
14.1. Litterbins at TFF car park entrance and Pilgrims Way. Nothing to report.
14.2. Village shop & Savages. Nothing to report.
15. New Waste services. RF reminded the Council that residents will only in exceptional circumstances be allowed sacks instead of the wheelie bins and this will cost the Vale considerably more. The message should therefore be reinforced that the bins are not optional.
16. Allotments. Nothing further to report.
17. Footways, Footpaths and rights of way.
17.1. Overgrown hedges. It was decided that Bridus Way should be cleared again as it was seriously overgrown. Action: clerk to get a quote to clear Bridus Way. It was also reported that Footpath 24 is very uneven and that rubbish is collecting on the Dibleys side. Action: CW to put a note in the Bulletin about overgrown hedges causing a problem next to roads and footpaths.
18. Roads, Road safety and public transport. JG reported that Sustainable Blewbury has been very active and attended various meetings.
19. Village Hall management committee report. CW reported that the VHMC managed to remove the old store but timber which was left over was set alight overnight and caused damage to the neighbouring fence and shrubs. The risk assessment has since been amended. The clerk reported that she rang the VHMC chairman about the renewal of the Village Hall’s insurance. It was recommended that PC take out the insurance and then ask the VHMC to reimburse the PC. Action: Clerk to obtain a renewal quote for Village Hall insurance.
20. Environment.
20.1. Light pollution. The clerk reported that she emailed the PCSO Clements about the light pollution coming from a farm.
20.2. Chalk pits land registration. The clerk reported that a search of the Land Registry had been submitted to ensure that the land was not currently registered to anyone else. Once this has been clarified an application could be made to include the land on the Rural Land Register. Action: Clerk to email CW the forms for the Rural Land Register. CW to confer with Peter Cockrell.
21. District Councillor’s report. See item 15. Nothing further to report.
22. Correspondence.
22.1. Items requesting a reply
22.1.1. Email re village lighting. A parish council wrote to the clerk requesting information about our lighting policy as they were considering reducing the lighting in their village. The clerk has had a reply from Mike Marshall which would be passed on.
22.1.2. Harwell-Chilton campus: stakeholder meeting. Noted
22.1.3. The Independent Advice Centre AGM. Noted.
22.2. Items for information
22.2.1. Email re Playclose bridge safety. Action: Clerk to reply that concern about the bridge safety should be directed at the Wind in the Willows Residents Association.
22.2.2. OALC update. Noted.
22.2.3. Mattingley Ltd (Grab hire). Noted.
22.2.4. Sheehab Haulage & Plant hire (for Skip hire). Noted.
22.2.5. Standards committee. Noted.
22.2.6. CPRE Members’ guide. Noted.
22.2.7. Notice from Alliance & Leicester / Santander. Noted.
23. Any Other Business. Nothing discussed.
24. Details of the next meeting.
A short meeting should be held in August to make payments. A date would be confirmed by email. The next scheduled meeting would be on the 8th of September 2010.
The meeting closed at 21.45
Work to trees: Fell 1 sycamore + 1 hornbeam. Little Fieldside, London Road. 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 does not object in principle, although there are concerns with parking and traffic flow for this number of dwellings.
BLE/21229/1-CA: Demolition of existing garage, chimney and conservatory. Formation of rooms in roof and rear single storey extension. Erection of new garage. Clevedon, Church Road. BPC has no objection.
BLE/18808/2: Erection of a single storey side extension and minor internal alterations. The White House, London Road. BPC does not object but asks that any decision be made in the light of the original building’s architectural merit as described in Pevsner’s Buildings of England.
BLE21231: Erection of a single storey side and rear extension. 34 Eastfields. BPC has no objection.
BLE/8769/1: Proposed extensions and alterations to form chalet bungalow. Erection of oak framed garage. Brookdene, Watts Lane. BPC does not object but queries use of uPVC in Conservation Area.
BLE/21267: Erection of 14 residential units (comprising 2, 3 & 4 bed houses and 1 & 2 bed flats) including new access road, ancillary drainage and garden shed/cycle storage for each unit. Land opposite Shepherds Hay and Southbourne, Bessels Way. BPC is considering this application.
REPORT BY COUNTY COUNCILLOR STEWART LILLY
Topics for July
1. The County Council are about to commence a new Minerals and Waste Development Framework. Meetings have already taken place in Benson regarding possible mineral extraction taking place over the next few years. The areas are as follows: Finmere, Clanfield, Bampton, Stanton Harcourt, Eynsham, Cassington, Yarnton, Faringdon, Radley, Sutton Courtenay, Clifton Hampden, Warborough, Shillingford, Benson, Cholsey, Caversham.
2. MBT Plant at Sutton Courtenay - WRG are proposing to submit towards the end of July / early August, a planning application for this Waste Disposal Facility. This will be a commercial enterprise by WRG, as they have not been the preferred supplier to Oxfordshire County Council's waste tendering process. It will be for WRG to demonstrate the need for such a facility and its commercial viability. I will update as further information is available. I gather at a recent exhibition held in Sutton Courtenay from the total population of nearly 3,000, only 92 attended from the local area.
3. The County Council are continuing to examine the new De-centralisation and Localism Bill which will devolve powers from central Government to local Councils and neighbourhoods in order to give local communities further control over planning decisions. The nine Regional Development Agencies throughout the UK are being abolished and phased out over the next 18-20 months.
4. I'm afraid the financial picture for Oxfordshire is very gloomy. This reflects the state of the national economy and the national position for all local governments including this County Council. We are already 4 months into the financial year but Government have insisted that a further 10.8 million pounds is cut within this financial year. The County Council have been discussing - until the very late hours - how these cuts are to be implemented. There is no doubt that they will have a significant impact countywide. I cannot remember a time where Government imposed cuts in such a way. County Council's spending commitments are going to have be cancelled in many areas. These will include schemes for schools, highways, libraries, museums, day centres, and a whole host of other service areas. The County Council receives its capital not only form the council tax payable by all of us but also through contributions from large housing schemes. It's clear that over the last two years of recession new homes have not been built and thus anticipated income has not been forthcoming from Section 106 contributions. The county's costs have continued to rise.
I am mindful of the Playbuilder Capital Grants and some of the villages in my division are anxious over the financing that they are expecting. I'm not in a position to confirm or speculate at this time regarding outcome but suffice to say that I'm doing all I can to support those Parishes in my division to the best of my ability.
Senior posts at County Hall are already being affected. The Heads of ICT, Shared Services and Major Programmes have been made redundant. A further 150 management roles are also to be declared redundant, over the next month or so. Certain senior posts are also being combined.
A brighter picture hopefully will emerge but austerity is the name of the game at the moment.
STEWART A G LILLY PPFNAEA (Hon)
County Councillor
July 2010