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BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Wednesday the 8th September 2010 at 7.30 pm in the Vale Room
Councillors present: Mr A Cooper (Chairman), Mr C Whatmore, Ms J Gibson, Ms C Duckett, 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 Gary Kirby, PCSO Mike Clayden.
Matters resolved:
1. All payments were approved
|
Actions arising from the meeting |
Target date |
|
1. CD to discuss Coffin Way with Phil Rogers |
As soon as possible |
|
2. CD to investigate temporary signs |
Ongoing |
|
3. Clerk to set up meeting with Band |
As soon as possible |
|
4. MB & clerk to investigate VAT and the Tennis Club contribution |
As soon as possible |
|
5. AC & CD to draft an email to the architects to express the PC’s concern about the certification of the faulty block work |
By next meeting |
|
6. Clerk to send Tony Salter a copy of the Prokill invoice. |
By next meeting |
|
7. AC to enquire if it was possible to keep the old equipment store |
By next meeting |
|
8. Clerk to check discharge of conditions |
As soon as possible |
|
9. Clerk to obtain quotes for the removing of graffiti on the Scout Hut |
By next meeting |
|
10. Clerk to clarify public liability insurance for the CIC |
By next meeting |
|
11. Clerk to contact Graham Richards re Bonfire night |
By next meeting |
|
12. Clerk to forward email re Whites Orchard to Mr Lilly |
As soon as possible |
|
13. CW & clerk to submit response to Council Tax Increase Referendum |
By next meeting |
|
14. AC to enquire if Kathy Edmunds was able to co-audit RGMC accounts |
By next meeting |
|
15. Clerk to invite quotes for grass cutting for 2011. |
As soon as possible |
|
16. Clerk to send CD copies of quotes received for cemetery paths |
As soon as possible |
|
17. Clerk to write to No 1-9 Dibleys re bins obstructing pavement |
As soon as possible |
|
18. Clerk to investigate status of bins and request a new bin for Bridus Way |
By next meeting |
|
19. Clerk to request bigger bin for KAP |
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: Mr M Shread (MiS)
2. Declarations of interest. CW declared an interest as his wife is a member of a tennis club. 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 on the Buccaneers committee. She also declared an interest in the exception site as an employee by the HCA but no known conflict of interest was known at the time. JG declared an 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.
3. Minutes of the meetings held on 14th July, 5th August and 24th August 2010 were accepted and signed as a true record. Additional copies of the minutes of the 24th of August were signed to give to new lease holders.
4. Police liaison. PCSO Kirby reported that there has been a spate of metal theft in the area. Stable equipment and a bicycle were also stolen. Enquiries are still ongoing in relation to the theft of the roller. The Police believe that organised crime is behind this theft. As for the situation with the travellers, the Police mentioned that they were on private land and that they have spoken to them. They also confirmed that the Police will be continuing with automatic number plate recognition and speed testing.
5. County Councillor’s report. Cllr Lilly reported that all Oxfordshire County Council’s speed cameras were removed. There will be a report in February to examine closely the statistics about speeding offences and accidents and how this relates to the removal of speed cameras. The Police will however continue to do speed testing. Cllr Lilly also reported on spending cuts and this will impact on the speed of repairs to roads and on subsidies and grants. For the moment the Playbuilder grant was safe but it was not guaranteed. It was reported that the OCC needed to make £10.8million saving within the current financial year and therefore adult care & services, youth organisations, public health and non-statutory aspects of services (e.g. cadets) are not protected. It was finally reported that libraries in Thame and Wallingford now have self-service facilities and that mobile library usage has recently seen an increase.
6. Matters arising.
6.1. 12/12/07 Future Didcot cycle links. MaS reported on the meeting with Oxfordshire Highways who are willing to do some repairs to Coffin Way. Some maintenance at the Blewbury end was needed. The barriers no longer meet with access requirements and one of the 2 barriers will need to be removed. Action: CD to discuss Coffin Way with Phil Rogers.
6.2. 10/02/10 Salt bins. The clerk reported that she rang Highways as no reply has been received since the last enquiry. It became clear that the order for salt bins were put on hold due to a misunderstanding. Hopefully this misunderstanding has been cleared up and the bins will be delivered shortly. Action: Clerk to follow up re salt bins.
6.3. 10/02/10 Old cemetery boundary fence. RF reported that he has carried out a survey of what needed to be done and will report back to the PCC.
6.4. 09/06/10 Temporary car park signs. CD reported that she spoken to the BVS and therefore the PC would have to investigate their own temporary signs. Action: CD & clerk to investigate temporary signs.
6.5. 08/09/10 Bridus Way postcode. CW responded to the resident who made the initial enquiry, saying that the PC would support them if they had to apply to the County Council for signs. Item closed.
7. Open Forum. No members of the public present.
8. Recreation Ground.
8.1. 28/11/06 Management Committee Structure. SL reported that all clubs invited to become members have applied. The CIC will have their first meeting on 14th October at the Methodist Chapel. SL & one of the directors met with AC and a number of misconceptions have been cleared up. At the next CIC board meeting they will decide about certain details of the role and governance of the CIC. The clerk reported that following Companies House’s rejection of the first name, the solicitor has confirmed that the new application for Blewbury Village CIC has been submitted and the CIC should be registered shortly.
8.2. 09/12/09 Recreation ground leases. AC & SL reported that slow progress was being made. RF withdrew. The wording in the lease with the Tennis Club was discussed. It was suggested that “Tennis Court and ancillary building” be used throughout the lease. As for the question about assurances about future rent increase, the PC understood the concern of the Tennis Club but was unable to give any guarantees as it was not in the position to know how future Parish Councils will be funded. However as members of CIC they will have some influence on how the Recreation Ground would be run in future. RF rejoined the meeting. Following comments received from the Band, AC & SL would be meeting with the Band. Action: Clerk to set up meeting with Band.
8.3. 09/07/08 Recreation Ground Enhancement Project progress report. The clerk reminded the Council of the VAT advice previously sought which implied that if the Tennis Club contributed towards the Rec project, VAT should be included in the contribution as the PC would not be able to claim VAT on it. Action: MB & clerk to investigate VAT and the Tennis Club contribution. AC reported that the building project was on schedule and that they are now putting in the roof trusses. There has been an issue with the block work quality but this was in the process of being resolved. The PC will recommend withholding some payment until this matter has been satisfactorily resolved. The PC expressed concern that the block work has been certified in the first instance. Action: AC & CD to draft an email to the architects to express the PC’s concern about the certification of the faulty block work. The clerk reported that the new cricket square has been installed and that the reseeding of the area has taken place. Urgent pest control had to be undertaken to ensure the quality of the new surface. RF reported that the RGMC will reimburse the PC the cost of this. Action: Clerk to send Tony Salter a copy of the Prokill invoice. AC reported that the architects have been asked to supply the PC with a possible colour chart for the interior finishes of the pavilion. The tennis court extension works would be carried out shortly. In response to a question whether the contractors are using the electricity of the pavilion, it was confirmed that they installed a sub meter. AC reported on “ball park figures” of income and expenditure relating to the project, as well as obligations not included in the main contract e.g. landscaping, drainage of the car park and work to the Scout Hut. It was also reported that it might be possible to keep the old equipment store. Action: AC to enquire if it was possible to keep the old equipment store. The clerk was asked to enquire if all conditions of the planning application have been discharge. Action: Clerk to check discharge of conditions.
8.4. 12/05/10 Loan application. The clerk reported that the application has been successful and that the money has been advanced to the PC. Item closed.
8.5. 14/04/10 Appointment of contractor. The contract with Farnrise is still with them and has not yet been signed.
8.6. 12/11/08 Memorial bench. Nothing to report.
8.7. 21/10/09 MUGA / Play area. Nothing to report.
8.8. 21/10/09 Goalpost safety grant and other grant funding. Applications for goalpost safety grants have closed. Item closed.
8.9. 14/07/10 Scout Hut. The future of the Scout Hut was briefly discussed but for the foreseeable future it would be used as a storage facility. The clerk was asked to obtain quotes for removing graffiti. Action: Clerk to obtain quotes for the removing of graffiti on the Scout Hut.
9. Risk Management.
9.1. 14/04/10 Recreation Ground Risk Assessment due in May. RF inspected the cricket nets and although there were some holes at knee height it was not an H&S hazard. Item closed.
9.2. 14/04/10 Review of insurance cover. The clerk reported following her enquiries the insurers did not point out any specific clauses that the PC should keep in mind. RF asked that the clerk clarify if the public liability insurance would cover the new CIC. Action: Clerk to clarify public liability insurance for the CIC. The insurance that clubs hold was also briefly discussed and it was recommended that this should be checked in future, possibly by the CIC.
9.3. 12/05/10 Council document register to be reviewed and updated. Reviewed. Item closed.
9.4. 12/05/10 Tree register to be reviewed and updated. Reviewed and sent to the clerk. Item closed.
9.5. 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
9.6. 14/07/10 Asbestos inspections for Band Hut, Croquet Clubhouse and Scout Hut. The clerk reported that the asbestos reports have been received and that the Scout Hut was clear of all asbestos. The Band Hall did have some small areas of asbestos. Item closed.
9.7. 14/07/10 Emergency planning. The clerk asked if it was possible to ascertain who the Neighbourhood Watch co-ordinators were and it was decided to put it on the next PC agenda. It was also reported that the BVS has a new chairman, the clerk was asked to remind them about the risk assessment and insurance requirements, especially relating to bonfire night. Action: Clerk to contact Graham Richards re Bonfire night.
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. It was reported that a letter from a resident re the original planning permission for Whites Orchard clearly showed that the speed limit sign should have been repositioned. Action: Clerk to forward email re Whites Orchard to Mr Lilly.
11. Ladycroft Park.
11.1. Site licence conditions. RF reported that the site licence has been issued and Ed Vaizey came met with Paul Staines the Chief Exec of the Vale. The LPRA was unhappy about the depth of the bases of certain units, which was being investigated by the Vale. Item closed.
12. Finance & Administration
12.1. Council Tax Increase Referendum – response to consultation document. CW & RF drafted responses to the referendum. Action: CW & clerk to submit response to Council Tax Increase Referendum. Item closed.
12.2. Appointment of RGMC auditor. AC volunteered to audit the RGMC accounts. Action: AC to enquire if Kathy Edmunds was able to co-audit RGMC accounts.
12.3. Clerk’s hours. The clerk reported that her hours have returned to a more reasonable amount and that an assistant was not needed for the foreseeable future. RF asked that a job description and procedure be put in place so that a quick appointment could be made when needed in future. Item closed.
12.4. Small Grants. Nothing to report
12.5. Money received from ITV (earmarked for cemetery). Nothing to report
12.6. Review of land values. Nothing to report. Action brought forward: Clerk & RF to follow up.
12.7. Grass cutting contract 2011. Action: clerk to invite quotes for grass cutting for 2011.
12.8. Village Hall insurance. The clerk reported that a quote was received for the renewal of the Village Hall insurance and provided that the quote was accepted by the VHMC, the insurance would be incorporated into the Parish Council’s insurance. Item closed.
12.9. Payments for approval to be made under ancillary powers and within budgeted amounts.
|
Description |
Amount |
|
E Smit |
£690.61 |
|
K Pottle |
£394.94 |
|
E Smit expenses |
£29.90 |
|
Oxfordshire Association for the Blind |
£50.00 |
|
Didcot Citizens Advice Bureau |
£50.00 |
|
Mrs A King |
£250.00 |
|
Blewbury Recreation Ground Management Committee |
£400.00 |
|
Amiantus Environmental Consultants Limited |
£434.75 |
|
West Garden Machinery |
£39.49 |
|
Farnrise Construction Ltd |
£53,694.97 |
|
The Broker Network Ltd |
£676.20 |
|
Sutton Griffin Architects |
£2,692.10 |
|
CBG Consultants Ltd |
£805.70 |
|
Woodeson Drury Limited |
£2,937.50 |
|
White Horse Horticulture |
£225.00 |
|
TOTAL |
£63,371.16 |
All payments were approved. SL proposed, JG seconded, all agreed.
13. Cemetery Development Plan
13.1. Quotes and project management. The clerk invited quotes but not all the companies were able to respond in time. Action: Clerk to send CD copies of quotes received.
14. Parish Plan
14.1. Litterbins at TFF car park entrance and Pilgrims Way. Action: Clerk to investigate status of bins and request a new bin for Bridus Way.
14.2. Village shop & Savages. Nothing to report. Item closed.
15. New Waste services. Nothing to report. Item closed.
16. Allotments. Nothing further to report.
17. Footways, Footpaths and rights of way.
17.1. Overgrown hedges. Bridus Way has been cleared. Item closed.
17.2. Cleve / Methodist Church footpath. The clerk wrote to the owners of the cob wall and requested that the wire netting be made safe. Item closed.
17.3. Dibleys footpaths. The clerk reported that the OCC was aware of the state of the pavement in front of No 1-9 Dibleys and that they were awaiting an engineers report. Following complaints that the pavement is blocked by bins, the clerk was asked to write to the residents concerned. Action: Clerk to write to No 1-9 Dibleys re bins obstructing pavement.
18. Roads, Road safety and public transport. Nothing to report.
19. Village Hall management committee report. Nothing to report.
20. Environment.
20.1. Light pollution. Nothing to report. Item closed.
20.2. Chalk pits land registration. No further action was necessary for the moment. Item closed.
21. District Councillor’s report. RF reported that the new government required Council to disclose expenditure. The local press picked up on the fact that money was spent on alcohol and computer games. RF clarified that the money spent on alcohol was restocking the bars in the civic buildings which are run commercially. The computer games were part of a day for children run by the Council but the cost of the games were covered by the charges made.
22. Correspondence.
22.1. Items requesting a reply
22.1.1. Oxfordshire’s 6th Local Environment Groups Conference. Noted.
22.1.2. Please take part in the Bucks Debate. Noted.
22.1.3. Emergency Planning - a Community Approach. MiS to attend.
22.1.4. VWHDC new executive arrangements – consultation. Noted.
22.1.5. VWHDC Chairman’s Community Awards Lunch. Action: RF to make nomination for VWHDC Chairman’s Community Awards.
22.1.6. Licensing Act 2003. Noted.
22.2. Items for information
22.2.1. OALC course: Local Councils & Charitable Trusts. Noted.
22.2.2. Vale White Horse DC update. Noted.
22.2.3. The Playing Field. Noted.
22.2.4. Celebrating Community Life in Rural Oxfordshire & invitation to ORCC AGM. Noted.
22.2.5. CPRE – Fieldwork. Noted.
23. Any Other Business. JG mentioned that the bin at the KAP play area often overflows. Action: clerk to request bigger bin for KAP.
24. Details of the next meeting.
The next scheduled meeting would be on the 13th of October 2010.
The meeting closed at 21. 57
Planning applications in Blewbury Bulletin October 2010
BLE/8769/1: Proposed extensions and alterations to form chalet bungalow. Erection of oak framed garage. Brookdene, Watts Lane. Permitted with conditions re external materials, new dormer windows and positioning of first floor windows.
BLE/13074/1: Erection of a first floor extension. Foxgrove, Bessels Way. Refused on the grounds that the scale and bulk of the proposed extension contravenes policy DC1 of the Vale Local Plan.
Comments by the Parish Council to the District Council
BLE/6859/2-LB: Solar panels on roof. Charity School House, Church Road. BPC has no objection.
BLE/21286: Proposed erection of a conservatory. 27 Grahame Close. BPC has no objection.
BLE/1995/7: Revised entrance – removal of former pub ‘platform’ entrance, introduction of steps and internal alterations. Load of Mischief, South Street. BPC has no objection.
BLE/21229/1: 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.
Work to trees: Raise crowns of 2 copper beeches. Hall Barn Close, Chapel Lane. BPC has no objection.