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BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Wednesday the 13th October 2010 at 7.30 pm in the Vale Room
Councillors present: Mr C Whatmore(Vice-Chairman), Mr M Shread (MiS), Ms J Gibson, Mr M Brassell, Mr M Shayler (MaS), Mr R Farrell. Ms S Loy joined the meeting later.
Also present: E Smit (clerk), County Cllr S Lilly, PCSO Baker
Matters resolved:
1. All payments were approved
|
Actions arising from the meeting |
Target date |
|
1. Clerk to contact Highways re double yellow lines at the entrance to the Dibleys car park |
As soon as possible |
|
2. Clerk to speak to Mrs Street re the cemetery boundary fence. |
By next meeting |
|
3. Clerk to contact Abingdon police about the Neighbourhood Watch structure in Blewbury |
By next meeting |
|
4. Clerk to obtain quotes for grass cutting at the Recreation Ground |
As soon as possible |
|
5. SL to meet with the Band to iron out final changes to the lease. Clerk to forward copies of the solicitor’s letter and lease to the Band. |
As soon as possible |
|
6. AC& clerk to clarify the map for the Tennis Club lease |
By next meeting |
|
7. Clerk to remind Nigel Wilson of the proximity of the cemetery in relation to a possible borehole. The ongoing cost of treating the tank should also be clarified |
As soon as possible |
|
8. RF to clarify if the RGMC will be paying VAT on their donation |
By next meeting |
|
9. Clerk to forward details of future cricket square maintenance to the CIC |
As soon as possible |
|
10. Clerk & CW carry out annual review of risks & events to review. Clerk to add festival to the next year’s diary |
By next meeting |
|
11. Clerk to enquire with Lengthman if there are any steps that could be taken to prevent high risk faults with the skate ramp. |
As soon as possible
|
|
12. Clerk to invite a quote from John Bedford-Clark for a future inspection |
By finance committee meeting |
|
13. MB to review cemetery fees |
By next meeting |
|
14. JG to review Freedom of Information Act information on the Blewbury website. Clerk to check if any updates are needed |
By next meeting |
|
15. Clerk to invite quotes for grass cutting for 2011 for a 3 year contract |
As soon as possible |
|
16. Clerk to respond to contractor who submitted quotes for the cemetery development |
By next meeting |
|
17. Clerk to write to Dibleys Heritage Ltd re fly tipping and fence repair |
By next meeting |
|
18. CW to respond to SODC Leisure facilities strategy consultation |
As soon as possible |
|
19. Clerk & internal auditor to advise PC re new internal audit guidance |
By next meeting |
|
|
|
|
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. Clerk to follow up on new litter bins |
Ongoing |
|
4. Clerk & CW to set up system to employ an assistant to a clerk |
Ongoing |
1. Apologies for absence: Ms C Duckett, Mr A Cooper
2. Declarations of interest. CW declared a non-prejudicial interest in the Recreation Ground as his wife is a member of a tennis club. JG declared a non-prejudicial interest in the Recreation Ground as she is a member of the RGMC. MB declared an interest in the Recreation Ground due to family tennis club membership. 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. MiS declared a non-prejudicial interest in the Dibleys matters as he is a resident.
3. Minutes of the meetings held on 8th September 2010 were accepted and signed as a true record.
4. Police liaison. PCSO Baker reported on the digger stolen from the Recreation Ground. He also reported an incident in Blewbury where a dog was out of control and a resident was hurt. It was also mentioned that a hare coursing operation has started.
MB joined the meeting.
5. County Councillor’s report. This item was discussed after the Recreation Ground item. Cllr Lilly reported that the County Council would have their budget meeting the following week and it would then be clear where the cuts would take place. This would also include the decision about the Playbuilder Grant. A consultation about the electoral boundaries was due to take place. “Local Transport Plan 3 2011 - 2030 consultation” was being carried out. Cllr Lilly also reported that the Oxfordshire minerals and waste will be decided upon and the PC was reminded that the proposed planning application for a mechanical biological treatment site for waste disposal at Sutton Courtney was a commercial venture and not an initiative for the County Council. It was also mentioned that the responsibility of bus passes would pass on to the County Council and would add an additional £8million burden to the OCC budget. Mr Lilly has been made aware of the parking problems the mobile library experiences in Dibleys which meant that the OCC has decided the Dibleys stop would not continue. It was decided that the clerk should contact Oxfordshire Highways to request double yellow lines for the problem areas, which would also help with accessibility for the disabled as it was opposite the dropped kerb. Action: Clerk to contact Highways re double yellow lines at the entrance to the Dibleys car park. Cllr Lilly was also informed about the request to move the 30 mph zone further along Bessels Way and the planning decision relating to Whites Orchard.
6. Matters arising.
6.1. 12/12/07 Future Didcot cycle links. Following an exchange of emails between MaS, the Oxfordshire Highways and a resident, Highways will wait with the removal of the barriers until the matter has been investigated further.
6.2. 10/02/10 Salt bins. The clerk reported that the matter has been moved along and that the payment for the salt bins would be made at this meeting. Hopefully this would speed up matters and the bins would be installed shortly.
6.3. 10/02/10 Old cemetery boundary fence. RF surveyed the cemetery and felt that no urgent action needed to be taken at present as the building site was secure enough. Action: Clerk to speak to Mrs Street re the cemetery boundary fence.
6.4. 09/06/10 Temporary car park signs. Nothing to report.
6.5. 13/10/10 Neighbourhood Watch. MB confirmed that Ringmaster emails were still being received by some Neighbourhood Watch representatives but it was unclear if there was a definitive list of representatives in the village. Action: Clerk to contact Abingdon police about the Neighbourhood Watch structure in Blewbury.
7. Open Forum. No members of the public present.
8. Recreation Ground.
8.1. 28/11/06 Management Committee Structure. The first CIC meeting was due to take place the following day. Following some queries from the CIC directors and the cricket club the current grass cutting schedule and the maintenance of the cricket square for the Recreation Ground was clarified. The arrangement was that the RGMC received a grant from the Parish Council each year and it was equivalent to the grass cutting schedule elsewhere in the village (i.e. one cut every month for 8 months of the year). Any additional cuts required by the clubs would not be funded by the tax payer but had to be funded by the individual clubs or RGMC. It was recommended that the same principle would be carried forward to the CIC. Any additional maintenance of the cricket square would have to be referred back to the cricket club and the CIC for future consideration. The clerk also expressed concern about the Parish Council tractor and that it would be difficult to include this mowing by the lengthman on a regular basis. Action: Clerk to obtain quotes for grass cutting at the Recreation Ground. The CIC directors also enquired about insurance. The PC would probably continue to insure the pavilion as is currently the case. It could be decided in future if the CIC would reimburse the PC as the Village Hall MC does at present. It was also suggested that the CIC speak to another CIC to see which insurance was needed. The clerk passed on a brochure about insurance to SL.
8.2. 09/12/09 Recreation ground leases. The clerk reported that cleaned up copies of the leases with the Tennis Club and Band were received. Action: SL to meet with the Band to iron out final changes to the lease. Clerk to forward copies of the solicitor’s letter and lease to the Band. The clerk also reported that map indicating the area relating to the Tennis Club lease should be reviewed. Action: AC& clerk to clarify the map for the Tennis Club lease.
8.3. 09/07/08 Recreation Ground Enhancement Project progress report. CW reported that the project was still on schedule and on budget. The issue with the block work has been resolved. The water supply is the next big issue to be resolved and 3 options were being considered: to install a new Thames Water supply (which will be hugely expensive), to install a tank which will be constantly filled with the current supply or to sink a borehole. It was anticipated that a borehole would cost about £20,000 and the new Thames Water supply would be £30,000. As time was of the essence, it was agreed that the chairman in consultation with the clerk could make the decision on the borehole based on the recommendation of the architects who are investigating the finer detail. The proximity of the cemetery could be an issue which should be kept in mind. Action: Clerk to remind Nigel Wilson of the proximity of the cemetery in relation to a possible borehole. The ongoing cost of treating the tank should also be clarified. Following the discussion at the previous meeting re VAT and donations from the club, the clerk clarified that a donation from a club towards the project would be subject to VAT. As neither the club nor the Parish Council could afford this, it was recommended that the Tennis Club’s donation be put towards their new hut which will be a project on its own and not towards the work of the Tennis Courts. The same would apply to the donation of the RGMC. Action: RF to clarify if the RGMC will be paying VAT on their donation. The clerk also mentioned that the site manager asked that the Tennis Club refrain from using the courts until all the work has been finished, which should be by the 1st of November. It was also decided that CD in consultation with the clerk and the CIC could take an executive decision re the colours of the toilet cubicles.
8.4. 14/04/10 Appointment of contractor. Despite concerns being expressed, the contract with Farnrise has not yet been signed.
8.5. 12/11/08 Memorial bench. Nothing to report.
8.6. 21/10/09 MUGA / Play area. Nothing to report.
8.7. 14/07/10 Scout Hut. Quotes were obtained for removing graffiti. As the quotes were £295 and £330, MaS volunteered to see if he could remove it first. It was decided that spending any money on this should wait until the cost of the project was clearer.
8.8. 13/10/10 Cricket nets & future square maintenance. A quote for £1200 was given by the current contractor to do further maintenance following the first playing season on the new pitch. It was decided that this should be forwarded to the CIC. Action: Clerk to forward details of future cricket square maintenance to the CIC. RF mentioned that the Tennis Club asked that the tree that had to be removed for safety reasons be replaced. It was decided that this should be referred to the RGMC. Item closed.
9. Risk Management.
9.1. 14/04/10 Review of insurance cover. As requested, information was passed on to the CIC for consideration. Item closed.
9.2. 14/07/10 Emergency planning. An Emergency Planning meeting was due to take place but was cancelled. MiS will keep the PC informed if reconvened.
9.3. 14/07/10 Review of effectiveness of internal audit process. Following a legal briefing from the OALC, the internal auditor will make some recommendations to the Council. The clerk also mentioned that the external audit was completed and 2 issues was identified (fidelity guarantee and asset register). As the clerk will be on holiday, the annual return could not be formally accepted at this meeting as a notice needed to be displayed to invite the public to inspect the accounts. This will be done at the next meeting.
9.4. 13/10/10 Annual Review of Risks & Events. Action: Clerk & CW to review. Clerk to add festival to the next year’s diary.
9.5. 13/10/10 BVS Bonfire Night Risk Assessment due. BVS was informed.
9.6. 13/10/10 KAP & skate park inspections. The clerk had to remind RoSPA to carry out the inspection was booked for July. Once carried out, a comprehensive report was sent out and some high risk items were identified. The Lengthman has already carried out remedial work. The PC was concerned that there were high risk items identified. Action: Clerk to enquire with Lengthman if there are any steps that could be taken to prevent high risk faults with the skate ramp. Clerk to invite a quote from John Bedford-Clark for a future inspection.
9.7. 13/10/10 Review of cemetery fees. It was felt that cemetery fees should be reviewed and could be increased in line with inflation. Action: MB to review cemetery fees.
9.8. 13/10/10 Review compliance with Freedom of Information Act. Action: JG to review Freedom of Information Act information on the Blewbury website. Clerk to check if any updates are needed.
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. Planning permission has been granted. No details have been received at the time of the meeting.
11. Finance & Administration
11.1. Appointment of RGMC auditor. AC was due to carry out the audit.
11.2. Small Grants. Nothing to report
11.3. Money received from ITV (earmarked for cemetery). Nothing to report
11.4. Review of land values. Nothing to report.
11.5. Grass cutting contract 2011. The clerk reported that she invites at least 3 quotes every year for the grass cutting contract. However, the OALC advised her that it was possible to invite a quote for a longer term (e.g. 3 or 5 years). It was decided that the clerk should invite quotes for a contract of 3 years. Action: Clerk to invite quotes for grass cutting for 2011 for a 3 year contract.
11.6. Village Hall insurance. It was reported that the VHMC has accepted the quote and the PC has renewed the insurance on their behalf but will be reimbursed. Item closed.
11.7. Clerk’s holiday arrangements. MB agreed to take care of cemetery matters and it was felt that AC should carry the mobile phone as most calls relate to the Recreation Ground Enhancement project. Correspondence would be taken to CW.
11.8. Payments for approval to be made under ancillary powers and within budgeted amounts.
|
Description |
Amount |
|
E Smit |
£690.81 |
|
K Pottle |
£275.47 |
|
E Smit expenses |
£40.23 |
|
Post Office Ltd (Clerk PAYE & NI) |
£346.12 |
|
Post Office Ltd (Lengthman PAYE) |
£233.60 |
|
Prokill Thames West |
£350.15 |
|
Oxfordshire County Council |
£188.00 |
|
Oxfordshire County Council |
£376.00 |
|
BDO LLP |
£646.25 |
|
Thames Water Utilities Ltd |
£53.69 |
|
White Horse Horticulture |
£275.00 |
|
Playsafety Limited |
£148.05 |
|
Open Spaces Society |
£40.00 |
|
PWLB (direct debit) |
£3,760.25 |
|
Farnrise Construction Ltd |
£67,884.51 |
|
FTS Sportsturf Services Ltd |
£14,706.59 |
|
S&C Slatter Ltd |
£9,159.13 |
|
Sutton Griffin Architects |
£2,763.62 |
|
CBG Consultants Ltd |
£380.47 |
|
Woodeson Drury Limited |
£0 |
|
TOTAL |
£102,317.94 |
It was clarified that Woodeson Drury Limited did not submit an invoice. All payments were approved. CW proposed, JG seconded, all agreed.
12. Cemetery Development Plan
12.1. Quotes and project management. Quotes were received but as these were higher than expected and it was uncertain if there would be sufficient funds, it was decided that this project would be put on hold until after the completion of the Recreation ground Enhancement Project. Action: Clerk to respond to contractor who submitted quotes for the cemetery development.
13. Parish Plan
13.1. Litterbins at TFF car park entrance and Pilgrims Way. The clerk was informed that the PC should be informed by November if new litterbins would be installed.
14. New Waste services. Following the start of the new waste collection service it was reported that for most people in the village the new collection started smoothly. Some missed collections were reported. The helpline was however overloaded and it was very difficult to reach the District Council to report problems.
15. Allotments. Nothing further to report.
16. Footways, Footpaths and rights of way.
16.1. Dibleys footpaths. It was reported that the bins in front of No 1-9 Dibleys were removed. The pavement and manhole covers in front of the same properties were inspected. It was not clear who the pavement and manhole covers belonged to and who was therefore responsible for repairs and upkeep. The state of the Dibleys fence along Footpath 24 and the rubbish collecting there was again discussed. No action was taken since the PC’s letter of earlier this year. It was decided that another letter should be written as the current state of the fence and the grass clippings dumped there encouraged more fly tipping. The maintenance of the fence was needed as a matter of urgency and the clerk was asked to point out to Dibleys Heritage Ltd that as the fence is on a public footpath, it was illegal to not keep it in good repair and if they persist, the Local Authority would have to be notified. Action: Clerk to write to Dibleys Heritage Ltd re fly tipping and fence repair.
MB left the meeting
17. Roads, Road safety and public transport. It was reported that the new bus stop in front of the Load of Mischief would be installed in the near future.
18. Village Hall management committee report. CW reported that the insurance matter was discussed at the recent meeting and that some Village Hall/ Vale Room tables were due to be replaced.
19. Environment.
Nothing to report.
20. District Councillor’s report. RF reported that the Standards Commission, the body that policed ethical standards in local government was to be abolished in the Government’s cull of the Quangos. However, it was not all good news as transgressions were to become a criminal matter. It had not yet been announced which body would be responsible for mounting prosecutions. This might be the police, but more likely would be Councils themselves as they had prosecuting powers.
21. Correspondence.
21.1. Items requesting a reply
21.1.1. Letter from resident re boundary issue. The clerk has already responded to this letter as the PC is unable to assist.
21.1.2. Wind in the Willows grant request. Noted. Will be considered at the budget meeting in December.
21.1.3. Responses to Dibleys footpath letter. These responses were noted and it was decided no reply was necessary.
21.1.4. “No need for nuclear”. Noted
21.1.5. SODC Leisure facilities strategy consultation. Noted. Action: CW to respond to SODC Leisure facilities strategy consultation
21.2. Items for information
21.2.1. OALC update & legal briefing. Noted. Action: Clerk & internal auditor to advise PC re new internal audit guidance.
21.2.2. OCC email - Blewbury Parish Hall Joint Use Agreement. Noted. Passed on to VHMC.
21.2.3. OAB thank you. Noted.
21.2.4. Nicholsons tree safety surveys. Noted.
21.2.5. SLCC – Being a good employer. Noted.
21.2.6. Email re visibility of Bridus Way/Bessels Lea junction. The clerk has already passed this on to Oxfordshire Highways for their attention and they will be writing to the resident on the corner about the maintenance of the hedge.
21.2.7. Wind in the Willows Resident Association - annual request for grass cutting grant. See 21.1.2
22. Any Other Business. JG asked if the clerk wrote letters to Peter Cockrell and Tony Savage to thank them for clearing the chalk pits. CW reminded the Council about the broadband internet campaign.
23. Details of the next meeting.
The next scheduled meeting would be on the 10th of November 2010.
The meeting closed at 21. 34
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 Hey and Southbourne, Bessels Way. Permitted with conditions TBC.
BLE/6859/2-LB: Solar panels on roof. Charity School House, Church Road. Permitted.
BLE/21286: Proposed erection of a conservatory. 27 Grahame Close. Permitted with conditions re external building materials.
BLE/1995/7: Revised entrance – removal of former pub ‘platform’ entrance, introduction of steps and internal alterations. Load of Mischief, South Street. Permitted with conditions re external building materials, front railings, highway verge and footway.
Work to trees: Raise crowns of 2 copper beeches. Hall Barn Close, Chapel Lane. No objection.
Comments by the Parish Council to the District Council
BLE/21229/2: Demolition of existing garage, chimney and conservatory. Formation of rooms in roof and erection of a two storey extension. Proposed erection of new timber clad garage. Clevedon, Church Road. BPC is considering this application.
BLE/11832/2: Erection of a single storey and two storey rear extension, front porch with alterations to include new windows and section of glazed roof. 12 Eastfields. BPC is considering this application.
BLE/21357: Proposed side extension with room in roof, extension of existing front and rear dormers and infilling of the front of the property to provide a flush front elevation. 30 Eastfields. BPC is considering this application.
Work to trees: Various works to 1 robinia. Treble House Cottage, London Road. BPC has no objection.