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BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Tuesday the 24th of August 2010 at 5.15pm
in the Benefice Office.
Councillors present: Mr Alan Cooper (chairman), Mr Richard Farrell, Ms Jane Gibson, Ms S Loy, Mr M Shread
Also present: Ms E Smit (clerk)
1. Apologies for absence Mr Chris Whatmore, Mr M Shayler, Mr M Brassell
2. Declarations of interest. RF & JG both declared an interest in the Recreation Ground as members of the RGMC. RF declared a prejudicial interest in the leases item as his wife is a member of the Tennis Club.
3. Resolution: In order to have sufficient funds to complete all necessary works to the redevelopment of the whole Recreation Ground it is agreed that the PC will now formally apply to the PWLB for the pre-approved £150,000.00 loan immediately. JG proposed, RF seconded, all agreed. It was agreed that an application for a fixed rate EIP (Equal Instalments of Principal) loan over 25 years should be made immediately.
4. Recreation Ground Enhancement Project update
AC reported that he requested to be present at the monthly site meetings with the architects and contractors. RF reported that the RGMC would make a decision later in the week re the possible funding of the additional base for the cricket square.
4.1.Pest control. Work has started on the cricket square and both the contractor and the landscape architect asked the PC to take urgent action as rabbits were causing a lot of damage to the recreation ground and would be attracted to the initially bare surface on the new cricket square and are likely to dig holes all over it as soon as it has been constructed. The clerk obtained a quote for £298+VAT from the contractor who was appointed to carry out pest control earlier in the year. This quote was accepted and the clerk was asked to have the pest control carried out as soon as possible. RF proposed, SL seconded, all agreed. As this work would be carried out on the recreation ground and is not strictly speaking part of the project, RF suggested that he would ask the RGMC to reimburse the PC for this work. A more permanent solution to the rabbit problem was also discussed and the clerk was asked to obtain a quote for rabbit fencing and should also ask the current contractor if any temporary solution could be taken.
5. Term of leases
Some concern has been expressed about the term (length) of the leases. The Parish Council sought legal advice about the term of the leases and it was strongly advised that we should not enter into any leases longer than 25 years. However, the Parish Council would like to give the leaseholders some reassurances in this regard. Therefore the PC asked that it should be minuted that if the current clubs/organisation are still in existence at the end of the term of the lease, the present Parish Council would ensure, as far as it can, to promote the fact that a new lease should be granted at that time and that a renewal of a lease should not be unreasonably withheld. Once the minutes have been ratified at the next meeting, the clubs should be supplied with a copy of these minutes which they could keep on file together with the copy of their lease.
It was also reported that the solicitor sent out an additional clause which relates to the management charge currently paid to the RGMC which should be inserted in the draft leases. As this arrangement would continue when the CIC takes over from the RGMC the PC asked that this should be formally included in the leases.
It was agreed that the Croquet Club do not need a schedule for public use as Tickers Folly Field (and therefore the Croquet Club) does not have the same Open Space requirement the Recreation Ground has.
6. Any Other Business
SL reported that she and AC met with one of the directors of the CIC after he expressed some concerns re the relationship between the Parish Council and the CIC. It was confirmed that the current financial support the PC gives the RGMC would in all likelihood continue in future. The meeting has been followed up by some written questions to which the PC would respond in due course. SL mentioned the CIC would like to visit the new building when it is at the “first fix” stage. It should be made clear that the contract has been agreed and that very little could be changed and that the CIC would lease the building as provided by the PC. The CIC should be doing some fundraising for the kitting out of the building. JG would be meeting with Tony Salter, the treasurer of the RGMC about the existing funds including the 100 Club and if and how this could be transferred to the CIC. The clerk was asked to send the amended CIC forms to the solicitor as soon as possible.
7. Details of the next meeting
8th of September 2010, Vale Room.
Meeting closed 18h15