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BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Wednesday the 8th December 2010 at 7.30 pm in the Vale Room
Councillors present: Councillors present: Mr A Cooper (Chairman), Mr C Whatmore, Mr M Shread, Mr M Brassell, Mr M Shayler (MaS), Mr R Farrell
Also present: E Smit (clerk), County Cllr S Lilly, PCSO Tim Deane
Matters resolved:
1. New cemetery fees were adopted
2. All payments were approved
|
Actions arising from the meeting |
Target date |
|
1. Clerk to confirm by email to Cllr Lilly that the PC wanted the 30mph limit on Bessels Way to be extended and that they would like Cllr Lilly to lobby Highways on their behalf |
As soon as possible |
|
2. CW to put a note in the Bulletin about using the salt bins at own risk. Clerk to add Village Hall salt bin to budget meeting agenda. Clerk to put notices on salt bins |
As soon as possible |
|
3. Clerk to speak alert lengthman about the loose skate ramp plates |
As soon as possible |
|
4. AC & clerk to reply to Tennis Club re cricket nets |
By next meeting |
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5. Clerk to obtain quote for clubhouse insurance |
As soon as possible |
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6. Clerk to request risk assessment for Boxing Day walk |
As soon as possible |
|
|
|
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Actions carried forward from previous meeting |
Target date |
|
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. Clerk to follow up on new litter bins |
Ongoing |
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4. Clerk & CW to set up system to employ an assistant to a clerk |
Ongoing |
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5. AC to pass on detailed drawings to CD to ascertain if plants needed to be ordered in advance |
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1. Apologies for absence: Ms J Gibson, Mr M Shayler, Ms C Duckett, Ms S Loy. Mr Farrell had to attend a District Council meeting and would arrive late.
2. Declarations of interest. CW declared a non-prejudicial interest in the Recreation Ground as his wife is a member of a tennis club. MB declared an interest in the Recreation Ground due to family tennis club membership. AC declared an interest in the Bridus Way item as he is a resident.
3. Minutes of the meetings held on 10th November 2010 were accepted and signed as a true record.
4. Police liaison. PCSO Deane reported on the recent spate of break-ins at the new pavilion as well as the theft of lead from the St Michaels Church roof.
5. County Councillor’s report. This item was discussed later on in the meeting. Cllr Lilly reported on budget cuts for libraries and youth facilities but these were only proposals subject to funding. As Didcot was still being treated as an expanding town, funding was still available to put into facilities. A clearer picture would emerge later that week when the County Council learns about their funding from central government. Cllr Lilly reported on his efforts to help the PC in extending the 30mph limit on Bessels Way. . Action: clerk to confirm by email to Cllr Lilly that the PC wanted the 30mph limit on Bessels Way to be extended and that they would like Cllr Lilly to lobby Highways on their behalf. It was also mentioned that if communities had any ideas on celebrating the Royal Wedding or the Olympics the next year, they should contact Cllr Lilly.
6. Matters arising.
6.1. 12/12/07 Future Didcot cycle links. Nothing to report.
6.2. 10/02/10 Salt bins. The PC’s insurers advised that users of the grit bins should be made aware that they act for themselves and not on the behalf of the PC. The advice was also made that the PC had an obligation to clear access to their own land and facilities, which has implications for the land surrounding the Village Hall. Even though the VHMC manages the land around the Village Hall, the PC needs to investigate a further bin. Action: CW to put a note in the Bulletin about using the salt bins at own risk. Clerk to add Village Hall salt bin to budget meeting agenda. Clerk to put notices on salt bins.
6.3. 09/06/10 Temporary car park signs. Nothing to report.
6.4. 13/10/10 Neighbourhood Watch. Following a conversation with the area coordinator, it became clear that the list of area representatives needed to be updated.
7. Open Forum. No members of the public present.
8. Recreation Ground.
8.1. 28/11/06 Management Committee Structure/CIC. AC reported that drafts of the licence and lease documents were received. MB made some comments on the initial drafts which would be circulated after the meeting. The solicitor advised that the licence should not be granted before the lease was signed. The issue of buildings and liability insurance was discussed. The agreement with the Village Hall was that the buildings insurance was reimbursed however the same agreement was not in place with the RGMC. It was explained that the CIC and Cricket Club expressed willingness to do grounds maintenance at the Recreation Ground providing that the tractor was in good working order. RF has confirmed with the lengthman that the problem has been identified and he was confident that it would be up and running again soon. The PC expressed their gratitude for the hours the lengthman has put in.
8.2. 08/12/10 BT telephone & internet. The lines were ordered but BT was unable to bring the installation of the lines forward to suit the timescale set by Farnrise. Call barring and the security of the internet connection were mentioned.
8.3. 09/12/09 Recreation ground leases. The notice to inform the public that we are disposing of open space by way of a lease has been published for 2 consecutive weeks and the deadline for objection was the next Friday. The leases should be signed by the end of the next week. The Croquet Club has however objected again following the change of secretary and this may delay the process for the signing of the lease with them.
8.4. 09/07/08 Recreation Ground Enhancement Project progress report. AC reported that the project remained on budget and that the borehole should be funded by the contingency. It was looking unlike that the project would finish on time before Christmas mainly due to the damage caused by the last break-in and the delay in the electric connection due to extreme cold weather. Following a request by the CIC to change the specification for the kitchen, the PC was advised that it would cause too much of a delay and extra cost to change it. The issue of a name for the building was also discussed and at the time “The Blewbury Clubhouse” for the building and “The Melland Community Room, Blewbury” were favoured due to the strong connection with the Melland sisters’ legacy. The building’s alarm system necessitated the installation of a BT line but as the line was not yet installed, and the specification was not yet received, no further details on call centres and the ongoing cost were known. The drainage off the Scout Hut roof was also briefly discussed, as well as the entrance to the Band Hut which has been removed. It was also decided that it should be called the equipment store in future.
8.5. 10/11/10 Borehole. The borehole was finished but it was not yet tested.
8.6. 14/04/10 Farnrise contract. The chairman and vice-chairman signed the contract as a deed prior to the meeting. Item closed.
8.7. 12/11/08 Memorial bench. Nothing to report.
8.8. 21/10/09 MUGA / Play area. CW reported that it was looking possible to deliver a decent design for the grant money available without requiring any additional funds.
8.9. 13/10/10 Cricket nets & future square maintenance. The Tennis Club asked that the nets be moved. It was felt that if this was to happen, it should be a Cricket Club expense or funded by the 100 Club but as the nets were not due to be replaced soon, there was no sense of urgency. Action: AC & clerk to reply to Tennis Club re cricket nets.
8.10. 10/11/10 Landscaping. Action brought forward: AC to pass on detailed drawings to CD to ascertain if plants needed to be ordered in advance.
9. Risk Management.
9.1. 14/07/10 Emergency planning. Nothing to report.
9.2. 14/07/10 Review of effectiveness of internal audit process. It was also explained that the review has taken place but the internal auditor wanted to carry out an addition review of the Recreation Ground project. The clerk confirmed that the internal auditor has been supplied with copies of contracts and other documents.
9.3. 13/10/10 Annual Review of Risks & Events. CW reviewed the risk management plan and amendments were made. The CIC lease was included so the new plan would be adopted as soon as the lease has been agreed.
9.4. 13/10/10 KAP & skate park inspections. No response has yet been received but the clerk will follow up again. CW reported that it was mentioned to him that some plates on the skate ramp were loose. Action: Clerk to speak alert lengthman about the loose skate ramp plates.
9.5. 13/10/10 Review of cemetery fees. MB circulated his suggestions for the increase of fees which was roughly 10%. MB proposed, RF seconded, all agreed. Item closed.
9.6. 10/11/10 New insurance schedule. The new clubhouse should be insured as soon as handover has taken place. Action: clerk to obtain quote for clubhouse insurance.
9.7. 08/12/10 Review of investment policy. The investment policy was reviewed and as most of the capital would be spent during this and the next financial year, no change to the investment policy was deemed necessary. Item closed.
9.8. 08/12/10 BVS Risk Assessment for Boxing Day. This will be requested from the BVS. Action: clerk to request risk assessment for Boxing Day walk.
9.9. 08/12/10 Future security of new pavilion. Following recent events, the possibility of CCTV was mentioned.
10. Planning & Housing.
10.1. 02/02/06 Planning Committee Report: CW reported that the application for Mockbeggars Farm as well as an application for Bridus Way were being considered.
10.2. 02/02/06 Exception Site. The survey for services was carried out. No response have been received re the PC’s letter about extending the 30mph limit but Cllr Lilly had a meeting with them and they were reportedly keen to have the access further along Bessels Way.
11. Finance & Administration
11.1. Budget report. To be done at the January meeting.
11.2. Budget 2011-2012. Nothing to report.
11.3. Approval of RGMC accounts. Nothing to report.
11.4. Small Grants. Abingdon CAB and the Independent Advice Centre from Wantage both requested a grant but both were turned down.
11.5. Money received from ITV (earmarked for cemetery). Nothing to report.
11.6. Review of land values. Clerk & RF to meet the following week.
11.7. Grass cutting contract 2011.The clerk informed the successful contractor and an additional quote was received for possible work at the Recreation Ground. These would be kept on file. Item closed.
11.8. Direct Debit for PWLB & BT. It was agreed that a new PWLB direct debit form should be completed. No forms for BT have been received. It was agreed that the account details should remain in the Parish Council’s name to avoid BT charging another connection charge to the CIC when they take over from the PC.
11.9. Payments for approval to be made under ancillary powers and within budgeted amounts.
|
Description |
Amount |
|
E Smit |
£690.61 |
|
K Pottle |
£121.60 |
|
E Smit (Expenses) |
£279.81 |
|
South & Vale Carers Centre |
£50.00 |
|
Blewbury Post Office |
£250.00 |
|
Hedleys Solicitors LLP |
£1,868.59 |
|
White Horse Horticulture |
£175.00 |
|
Society of Local Council Clerks |
£118.00 |
|
Farnrise Construction Ltd |
£164, 505.11 |
|
Sutton Griffin Architects |
£2,586.97 |
|
TOTAL |
£170,645.69 |
The Clerk pointed out that the expenses payment was ex VAT and should in fact be £321.11, making a total of £170,686.99. All payments were approved. MiS proposed, RF seconded, all agreed.
12. Cemetery Development Plan
It was clarified that the next cremation plot should be along the Tickers Folly fence line. Mr Ward’s memorial was also approved subject to the 6 month wait.
12.1. Quotes and project management. Nothing to report.
13. Parish Plan
13.1. Litterbins at TFF car park entrance and Pilgrims Way. No decision concerning new bins has yet been made by District Council.
14. New Waste services. Nothing to report. Item closed.
15. Allotments.
15.1. Possible expansion. The request to expand the site to allow for more allotments has been passed on to the PCC. Item closed.
16. Footways, Footpaths and rights of way.
16.1. Dibleys footpaths. Following the inspection by the OCC re the manhole covers, nothing further has been heard. Residents directly affected by the new white lines to help with the access problem for the mobile library and emergency services, have responded positively.
16.2. Rights of way and access land issues (Environment Group). It was passed on to Mark Sumner. Item closed.
16.3. Cob walls. A parishioner approached the council re the state of the cob wall on the way to the Methodist Chapel. The Parish Council could not give a grant to an individual and the Cob Wall Fund are also unable to do so. The residents would be approached in person first before the District Council would be made aware.
17. Roads, Road safety and public transport.
17.1. Consultation paper about transport concessions. Responded. Item closed.
17.2. Bridus Way & Bessels Lea junction. CD spoke to the residents but the matter was not yet resolved.
18. Village Hall management committee report. CW reported that the VHMC would like to increase their insurance cover.
19. Environment.
Nothing to report.
20. District Councillor’s report. RF reported that a small change to the Vale’s constitution was made. The leader will be elected for 4 years (as apposed to once a year) and he selects the members of his executive. The alternative was to have a mayor and separate process to select his executive committee. RF also reported that on a policy to control sexual entertainment venues.
21. Correspondence.
21.1. Items requesting a reply
21.1.1. Open Spaces Society – Go for green spaces. Noted
21.1.2. ORCC Oil Bulk-Buying Scheme. Noted
21.1.3. The Informatics Strategy Consultation - NHS Oxfordshire. Noted
21.2. Items for information
21.2.1. Invitation to join community resilience event. Noted
21.2.2. Countryside website services. Noted
21.2.3. The Journal of Local Planning - help shape its future. Noted
21.2.4. Came & Co Parish Council insurance - To Grit or Not To Grit. This was discussed with item 6.2.
21.2.5. Urgent and Specialist Care Closer to Home. Noted
21.2.6. Dog waste bin services. Noted
21.2.7. CPRE – Fieldwork. Noted
21.2.8. Land and Property Registration. Noted
21.2.9. Vale of White Horse DC – Communications officer. Noted
22. Any Other Business. AC mentioned that he would miss the next 3 meetings as he was away in Thailand.
23. Details of the next meeting.
The next scheduled meeting would be on the 15th of January 2011.
The meeting closed at 21h49