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BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Wednesday 12th October 2011 at 7.30 pm in the Vale Room
Councillors present: Mr R Farrell (Chairman), Ms J Gibson, Mr M Shayler, Ms V Fox, Mr M Carey.
Also present: E de Ridder (clerk), 4 members of the public
Matters resolved:
1. Blewbury Parish Council will enter into a lease and management agreement with the Blewbury Village Community Interest Company for the management of the Clubhouse and Recreation Ground.
2. The audit for the year ended 31 March 2011 has been concluded and the Annual Return has been approved and accepted by the Parish Council.
3. All payments were approved
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Actions arising from the meeting |
Target date |
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1. Clerk to write to planning officer re Ashdown House lights |
As soon as possible |
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2. Clerk, RF and JG to sign management agreement and lease with BVCIC |
By 31/10/2011 |
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3. Clerk to email councillors to ask for volunteers for Recreation Ground working party. |
As soon as possible |
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4. Clerk to ask the lengthman to do leaf clearance at the Recreation Ground |
By next meeting |
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5. Clerk to investigate alternative lighting at the car park |
As soon as possible |
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6. Clerk to remind lengthman about the Melland Stone |
By next meeting |
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7. RF to put a note in the Bulletin re more directors and volunteers for the Clubhouse. Clerk to email councillors about becoming a CIC director. JG to draft minutes of the meeting with CIC. |
As soon as possible |
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8. Clerk to enquire about the possibility of a dropped kerb opposite Caudwells on the A417 |
By next meeting |
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9. Clerk to make changes to FOI policy |
By next meeting |
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10. Clerk to ask BVS to include leaf clearance to the Village Day |
By next meeting |
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11. Clerk to write to the resident to thank them for storing the salt bag |
As soon as possible |
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12. Clerk to reply to BVS re Bonfire Night |
As soon as possible |
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13. Clerk to circulate risk management plan |
By next meeting |
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14. Clerk to circulate cemetery regulations to cemetery committee |
By next meeting |
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15. RF to contact County Councillor re alternative entrance to Cossicle Mead |
As soon as possible |
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16. Clerk to write to Ed Vaizey. RF to look at planning reform and draft a response |
As soon as possible |
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17. Clerk to invoice Tennis Club for the insurance of their shelter |
By next meeting |
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18. Clerk to speak to TFF playspace about the emptying of the bin by volunteers |
As soon as possible |
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19. Clerk to forward email to Mark Sumner at OCC |
As soon as possible |
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20. Clerk to reply to Mr Saunders. |
As soon as possible |
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21. Clerk to forward details of tree grants to the Environment Group |
As soon as possible |
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22. Clerk to circulate South and Vale Training |
By next meeting |
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23. Clerk to write to SSE about Westbrook Street |
As soon as possible |
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Actions carried forward from previous meeting |
Target date |
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1. Clerk and RF to review of effectiveness of internal audit process |
As soon as possible |
1. Apologies for absence: Mr B Cooper, Mr C Lakeland, Mr M Blythe, Mr M Shread, County Councillor Lilly, District Councillor Janet Shelley
2. Declarations of interest. No declarations were made.
3. Minutes of the meetings held on 14th September 2011 were accepted and signed as a true record following a few minor adjustments.
4. County Councillor’s report. Not present.
5. District Councillor’s report. Ms Shelley sent a written reported which was read by RF. Most importantly she reported back on the concerns the PC expressed about the allocation of the Cossicle Mead (affordable housing) which included a letter from the Shared Housing Needs Manager. See annex B for a copy of the letter.
6. Police liaison. A written report was circulated in by PCSO Denise Clements. There was a spate of burglaries in Blewbury and the public was asked to be vigilant. Action: Clerk to circulate police report.
7. Lengthman’s report: As no-one had a rake to spare, the lengthman was given permission to buy a new one.
8. Open Forum. No comments were made.
9. Matters arising.
9.1. 08/06/11 Parish Council pickup truck. The brakes were fixed and the tyres inspected. The tyre does not need to be replaced as the spare tyre is in good condition. Item closed.
9.2. 12/10/11 Skate ramp repairs. The clerk spoke to the contractor who installed the new skate ramp in Didcot. That particular ramp is made of concrete and in their opinion it lasts longer. They have an engineer who works for them and would contact the clerk.
9.3. 12/10/11 Dibleys Heritage letter. Following the AOB item of the previous meeting, the clerk made enquiries about the letter and the original of the complaint and it was clear that the complaint was made by a councillor without informing the clerk. Councillors were reminded that they should not use the title “councillor” unless they have the backing of the parish council in a matter. If using the title “councillor” the implication is there that the PC is aware of it. Councillors should also be aware of issues where they have a personal or prejudicial interest. RF explained that councillors have no rights or powers individually. Item closed.
9.4. 12/10/11 Lights at Ashdown House. RF reported that a letter was sent to Mr Woods to ask him to switch off the lights following the refusal of his retrospective application. The planning officer was also contacted about this issue. A concerned member of the public wrote to the council and the letter was read out. Even though some panels have been blacked out, it still radiates very bright light and these lights remain on through the night. Action: Clerk to write to planning officer re Ashdown House lights, copied to Janet Shelley.
10. Recreation Ground.
10.1. 09/07/08 Recreation Ground Enhancement Project progress report. The clerk and RF met with Alan Cooper, previous chairman to discuss the project, the anticipated fees, anticipated balance of funds and phase 2. The clerk reported that it is likely that the project would come in under budget as considerable savings were made by the QS and contingencies were not used. On the wish list for phase 2 would be another equipment store/garage big enough to take the tractor which was included in the original planning application, as well as a brise soleil or awning. RF reported on the on-going problem with Oxford Pipeworks who still have not provided the PC with a manual or training. RF has spoken to the architects to ask them to put pressure on Oxford Pipeworks as they were subcontractors. MaS volunteered to be present at any training for the plant room. The clerk mentioned that the inspection of the alarm system took place and no problems were found.
10.2. 09/12/09 Recreation ground leases & renewal of licence. The clerk reported that the leases were issued following WREN’s approval. It was agreed that Tickers Folly should not be included in the management agreement. Declaration LTBT2 has to be signed 2 weeks prior to the signing of the leases. It was resolved that Blewbury Parish Council will enter into a lease and management agreement with the Blewbury Village Community Interest Company for the management of the Clubhouse and Recreation Ground. RF proposed, JG seconded, all agreed. Action: Clerk, RF and JG to sign management agreement and lease with BVCIC.
10.3. 10/11/10 Landscaping. The clerk reported that a meeting is planned between Brian Duckett, the PC and the Tennis Club to discuss future planting. The clerk confirmed that she has spoken to Kevin Barlow who will be doing more grass seeding. VF asked if the some leaf clearance could take place at the Rec. RF volunteered to help with weeding. Action: Clerk to ask the lengthman to do leaf clearance at the Recreation Ground.
10.4. 13/04/11 Car park lighting. It was reported that the Band still has concerns about the light on the Band Hall. Action: Clerk to investigate alternative lighting at the car park.
10.5. 11/05/11 Melland stone. Nothing to report. Action: Clerk to remind lengthman about the Melland Stone.
10.6. 08/06/11 Acoustics. The work to the Melland Room has been carried out to great effect. JG was thanked for her efforts in this regard. Item closed.
10.7. 14/09/11 Goal post sleeves. Nothing was heard from Cholsey. Item closed.
10.8. 12/10/11 Phase 2 working party. JG and MaS volunteered to join phase 2 working party. Action: Clerk to email councillors to ask for volunteers for Recreation Ground working party.
10.9. 12/10/11 Meeting with BVCIC. Members of the PC met with the BVCIC following their request to meet. Although questions were asked if a CIC was the correct vehicle for the management of the clubhouse but they could see the advantages. Some concern was expressed about the perceptions in the village, e.g. that directors received payment for their work and that they do not have enough directors. It was agreed initially that the Parish Council would have a representative but when Sheila Loy left the Parish Council, she was not replaced. RF expressed willingness if there was no other volunteer. Action: RF to put a note in the Bulletin re more directors and volunteers for the Clubhouse. Clerk to email councillors about becoming a CIC director. JG to draft minutes of the meeting with CIC.
11. Equipment store. The clerk reported that the equipment store was left open, probably overnight. Nothing further to report. Item closed.
12. Tickers Folly Field play space. Additional safety matting was installed and the project is now signed off.
12.1. Pedestrian crossing or signs. MaS reported that some concerns about the safety of children crossing the A417 to go to the new play area. It was pointed out that there was already a sign alerting drivers to children. Action: Clerk to enquire about the possibility of a dropped kerb opposite Caudwells on the A417.
13. Risk Management.
13.1. 13/04/11 Recreation Ground risk assessment. The clerk reported that the CIC has been reminded that a copy of the Clubhouse and Recreation Ground risk assessment was needed.
13.2. 03/05/11 Review of Freedom of Information policy and charges. RF made some enquiries and recommended that a small change be made to the last page of the policy, relating to charges. It was clarified that a statutory rate would be charged for enquiries taking more than 18 hours. Action: Clerk to make changes to FOI policy. Item closed.
13.3. 08/06/11 Tree register and risk management of trees. CL asked JG to pass on that clearing leaf litter under horse chestnuts should be cleared to help stop the spread of disease. Action: Clerk to ask BVS to include leaf clearance to the Village Day. It was also mentioned that it would be useful to know which trees are PC responsibility. The clerk reminded that council that in previous years Chris Whatmore tried to get a definitive map of trees from Highways but it was unclear if this was successful.
13.4. 08/06/11 Parish emergency plan. The emergency plan was circulated prior to the meeting and adopted. Item closed.
13.5. 08/06/11 Registration of Parish Council land. The matter is ongoing.
13.6. 13/07/11 Council document register update. Ongoing. RF wondered if some of the documents in the archive could be disposed of as they might be superfluous. RF volunteered to help look at the archive.
13.7. 14/09/11 Snow preparation, salt bins. As a resident kindly volunteered to provide storage for the salt bag, the forms were returned and the delivery of the salt is awaited. Action: Clerk to write to the resident to thank them for storing the salt bag.
13.8. 14/09/11 BVS Bonfire Night Risk Assessment due. The BVS supplied the PC with a new plan for the Bonfire Night as the new Playspace has put constraints on the event. Action: Clerk to reply to BVS re Bonfire Night.
13.9. 14/09/11 Review of effectiveness of internal audit process. The internal audit report was presented to the Council. The review needs to be done by the clerk and chairman. Action: Clerk and RF to review of effectiveness of internal audit process.
13.10. 14/09/11 Annual review of Village Upkeep requirements. No additional upkeep requirements have yet been identified. Action: Finance committee to review at budget meeting.
13.11. 14/09/11 Play area inspections. The clerk has contacted the inspector.
13.12. 12/10/11 Annual Review of Risks. Action: Clerk to circulate risk management plan.
13.13. 12/10/11 Review of Cemetery Fees. Action: Clerk to circulate cemetery regulations to cemetery committee.
14. Planning & Housing.
14.1. 02/02/06 Planning Committee Report: As MiS was unwell and could not attend, there was not planning report.
14.2. 10/11/10 Bessels Way 30mph zone. As the 30mph zone will be extended, RF recommended that one last attempt should be made to see if the alternative entrance to the affordable housing was still a possibility. Action: RF to contact County Councillor re alternative entrance to Cossicle Mead.
14.3. 14/09/11 Planning reform. The CPRE has invited Parish Councils to join their campaign. Action: Clerk to write to Ed Vaizey. RF to look at planning reform and draft a response.
14.4. 12/10/11 Circulation of and responses to planning applications. It was suggested that electronic circulation of planning applications should be tried for a period.
15. Finance & Administration
15.1. Audit.
15.1.1. Approval and acceptance of annual return. The audit for the year ended 31 March 2011 has been concluded. The Annual Return has been approved and accepted by the Parish Council. RF proposed, JG seconded, all agreed.
15.1.2. Issues arising report. Two issues were reported. An explanatory note was given about the restatement of the fixed assets. The fidelity guarantee was deemed insufficient. As in the previous years the Parish Council felt that the cost of the additional premium would be prohibitive and most of the capital would be spent on the Recreation Ground project during this financial year. Cheques over £5000 are required to have 3 signatures. The Council agreed that their security measures were robust enough and that it was not necessary to have increased fidelity guarantee.
15.2. Budget. Finance committee to meet in November.
15.3. Small Grants - WWRA. The Wind in the Willows Residents Association has applied for a grant toward grass verge maintenance and it was recommended that this grant be paid for this year.
15.4. Insurance – TFF playspace and Tennis Club shelter. The Playspace has been insured following the inspection of the Playbuilder grant contract. The Tennis Club shelter was also insured. Action: Clerk to invoice Tennis Club for the insurance of their shelter.
15.5. Parish Council communication protocol. The protocol was circulated after it was updated and adopted.
15.6. Payments for approval to be made under ancillary powers and within budgeted amounts
Description |
Amount |
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Vale of White Horse District Council |
£100.00 |
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E de Ridder |
£893.86 |
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E de Ridder (Expenses) |
£33.80 |
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P Skelton |
£528.64 |
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BT Payment Services Ltd (direct debit) |
£35.97 |
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Post Office Ltd (PAYE & NI clerk) |
£573.64 |
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Post Office Ltd (PAYE Lengthmen) |
£342.32 |
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BDO LLP |
£2,376.00 |
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PWLB (direct debit) |
£5,520.00 |
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Wind in the Willows Residents Association |
£50.00 |
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Chris Lewis Fire & Security Ltd |
£144.00 |
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Thames Water |
£35.58 |
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Thames Ceilings Ltd |
£2,650.30 |
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TOTAL |
£13,284.11 |
A cheque for £240 to Adventure Playground Engineers was added to the payments above, making a new total of £13,524.11. All payments were approved. JG proposed, MC seconded, all agreed.
16. Parish Plan
16.1. Litterbins at TFF car park entrance and Pilgrims Way. Following the intervention of the District Councillor, an answer was received from the Waste Team who informed the PC that only bins on “relevant land” (i.e. Highways) will be emptied by their contractor. As the new bin will not be on Highways they will not empty it but they could supply a bin for the car park, so be placed on relevant land. The clerk asked for clarification of this as she was told previously there was no budget for more bins. Action: Clerk to speak to TFF playspace about the emptying of the bin by volunteers.
17. Allotments. Nothing to report.
18. Footways, Footpaths and rights of way. See item 22.1.1. Action: Clerk to forward email to Mark Sumner at OCC. Clerk to reply to Mr Saunders.
19. Roads, Road safety and public transport.
19.1. Eastfields road surface. It was reported that potholes on Eastfields would be filled in shortly and that the whole area was scheduled to be resurfaced in the New Year. Item closed.
20. Village Hall management committee report. Nothing to report.
21. Environment.
21.1. Village Day. The BVS Village Day is planned for December.
21.2. Funding for trees. The PC was informed that there would be some funding would become available for trees. Action: Clerk to forward details of tree grants to the Environment Group.
22. Correspondence.
22.1. Items requesting a reply
22.1.1. Email re Coffin way. Discussed with #18.
22.1.2. Planning reforms. Action: RF to draft a response.
22.1.3. Response to Defra Consultation on Village Greens. Noted.
22.1.4. Minerals and Waste Plan consultation; reminder. Noted.
22.1.5. South and Vale training. Action: Clerk to circulate South and Vale Training.
22.2. Items for information
22.2.1. CPRE Oxfordshire Campaign Briefing: September 2011. Noted.
22.2.2. OALC planning training
22.2.3. Oxford inspires newsletter
22.2.4. Didcot Community Forum
22.2.5. Oxfordshire Playing Fields Association AGM - Monday 17th October
22.2.6. SLCC newsletter - Code of Recommended Practise on Data Transparency. This was noted but as the Parish Council’s budget did not exceed £200,000 it did not apply.
22.2.7. ORCC news bulletin
23. Any Other Business. The clerk mentioned that a renewal notice from the Open Spaces Society was received but it was decided that due to budgetary constraints, this should not be renewed again. The clerk also mentioned the review of subsidised bus services and passed on the details to Mike Marshall. JG reminded the clerk to write to the BVCIC giving them permission to install IT equipment. JG also propose to do a “Thank you campaign” in the December bulletin and asked for ideas. The clerk mentioned that the Vale’s Chairman’s Awards Lunch would take place the next Saturday and Alan Cooper, Bruce Brock (Village Hall) and Robert Long (Bulletin) were nominated. RF mentioned that the power supply in Westbrook Street has been interrupted recently. Action: Clerk to write to SSE.
24. Details of the next meeting.
The next council meeting will be on 9th November 2011
The meeting closed at 21h54
Annex A
PLANNING APPLICATIONS
For full details see the Vale website:-
http://www.whitehorsedc.gov.uk/services-and-advice/planning-and-building/find-application
Decisions by District Council
11/01252/FUL: Erection of rear extension, Pilgrims Way, The Pilgrims Way, Blewbury, OX11 9NG DC PERMITTED
11/01414/FUL: Proposed new study/home office to replace existing garage,store. Downside, Westbrook Street, Blewbury, OX11 9QA DC PERMITTED
11/01652/OUT: Land rear of Westbury, Westbrook Street, Blewbury, Outline application for the erection of a single detached dwelling and garage. Demolition of existing buildings and change of use from class B1 to residential. DC PERMITTED
11/01629: The Swallows, Church Road, OX11 9PY. Erection of porch, replacement of garage doors and solid wall and window. Replacement of rear windows. DC PERMITTED
Decisions by Parish Council
11/01961/LBC: Winding Way, South Street, OX11 9PR. Installation of 9 photovoltaic panels on roof of kitchen extension. BPC has no objection.
Work to trees
Remove 1 x Conifer and coppice 1 x Ash tree at 15, Grahame Close, OX11 9QE BPC has no objection
35% crown reduction 1 x Sycamore. Above Town Cottage, London Road, Blewbury BPC has no objection
Prune and remove Ivy from overhanging Ash/Elder and Yew Hedge, Turkeys, Nottingham Fee, Blewbury. BPC has no objection.
ANNEX B
Dear Cllr Shelley
In answer to your question, the Council carries out exhaustive checks on all bidders before we confirm an allocation to a section 106 property. I can assure you that this will be the case for the Blewbury properties which are currently being advertised.
Anyone on the Council's Housing Register can bid for these properties. This is because the criteria for s106 properties vary according to site and so it is not possible to define all the different criteria across a wide range of locations into computer code that would allow the database to exclude non eligible applicants.
Therefore when we advertise the properties we clearly state in the marketing information that applicants must have a local connection. When the advertising period for these properties ends, we produce a shortlist of all bidders. All applicants will then be contacted and asked what their local connection is. It is true that if applicants do not respond to this contact then we do not have the resources to follow this up by, for example, attempting to visit them.
If an applicant tells us they do have a local connection we will ask them what this is. We will then verify this information. Verification will vary according to what the local connection is. For example, if it is due to residence we will check the electoral register, Council Tax records, and any other relevant information. This is in addition to the applicant having already provided proof of residence at the point of initial application to the Housing Register. We may also choose to do an unannounced visit to confirm residence. If for example the local connection is due to employment we will request proof which could be contract of employment, payslips and we will also contact the employer.
These checks are very time consuming and it usually takes approx 2 months for us to complete checks for a development of this size which is why we ask the landlord to advertise the properties well before they are ready to let.
In terms of there already being one fraudulent claim, these properties are still being advertised and so we have not even started checking bids yet and we certainly haven't made any allocations to these properties. It sound like the resident you mention has been told that someone is attempting to try to apply fraudulently and it would off course be helpful if we had those details.
I hope this reassures you that proper checks will be done before these properties are allocated. I apologise that you got conflicting information.
Regards
Lyn Scaplehorn
Shared Housing Needs Manager