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BLEWBURY PARISH COUNCIL

Minutes

Of the Parish Council meeting of Blewbury Parish Council.

Held on Wednesday 9^th November 2011 at 7.30 pm in the Vale Room

 

Councillors present: Mr R Farrell (Chairman), Mr C Lakeland, Mr M Shayler, Ms V Fox, Mr M Carey, Mr B Cooper.

Also present: E de Ridder (clerk), P Skelton (Lengthman), County Councillor Lilly, District Councillor Janet Shelley, 3 members of the public

 

Actions arising from the meeting	Target date
1.     Parish Council to respond to the Draft Interim Housing Supply Policy	By 25/11/11
2.     Clerk to confirm with internal auditor that the refurbishment of the Equipment Store could be paid from capital funds	By next meeting
3.     Clerk to ask lengthman to remove vandalised trees at the car park.	As soon as possible
4.     Clerk to send copy of complaint to Playspace installer for their comment	As soon as possible
5.     Clerk to write to the planning officer to request that the lights be switched off until the new planning application for the light at Ashdown House has been received and resolved	As soon as possible
6.     Clerk to contact football club re landscaping proposals	As soon as possible
7.     Clerk to contact Simon Barlow to discuss drainage problems	By next meeting
8.     Clerk to investigate alternative lighting at the car park	By next meeting
9.     Clerk to arrange Phase 2 meeting	As soon as possible
10.  Clerk to order keys for clubhouse	By next meeting
11.  Clerk to thank Festival committee for grant towards bins	As soon as possible
12.  Clerk to reply to Resident and the BVS to inform them of the money earmarked for renovating the play areas	As soon as possible
13.  RF & clerk to draft formal response to Playspace letter of complaint	As soon as possible
Actions carried forward from previous meeting	Target date
1.           Clerk and RF to review of effectiveness of internal audit process	As soon as possible

 

1.           Apologies for absence: Ms J Gibson, Mr M Blythe, Mr M Shread.

2.           Declarations of interest. No declarations were made.

3.           Minutes of the meetings held on 12^th October 2011 were accepted and signed as a true record following a few minor adjustments.

4.           County Councillor’s report. Cllr Lilly confirmed that he has approved the cost of the dropped kerb opposite Caudwells on London Rd to come from his special fund. The Parish Council thanked Mr Lilly. Cllr Lilly reported that the County Council has had more resources made available for child protection issues. He reminded the PC that a new bus time table will take effect when the new contractor Thames Travel takes over. Cllr Lilly also reported that a policeman will now assist Trading Standards on a permanent basis and this has proven very successful. The Fire Service has been named the best in the UK. Cllr Lilly also mentioned the access to Cossicle Mead from Bridus Way and that he would have supported the alternative.    

5.           District Councillor’s report. Ms Shelley updated the PC on various issues which have been brought to her attention. She has been in contact with the planning officer re the light pollution coming from Ashdown House. A new planning application is awaited. It was also confirmed that the Waste Team is looking into a solution for the emptying of the proposed Playspace bins. They could not confirm if a bin would be approved for the car park. Cllr Shelley suggested that the Playspace bin liners could be collected and left with the bin at the car park. That proposal was acceptable to the PC and would be put to the Waste Team. Cllr Shelley reported that she has not heard anything else about the allocation of the affordable housing. She also reminded the PC to respond to the Draft Interim Housing Supply Policy. RF pointed out that this draft would have a significant impact on local plans and normal planning procedures would be set aside, which is a cause for concern. It was also pointed out that the consultation period is very short and does not give Parish Councils enough time to digest the whole document. Action: Parish Council to respond to the Draft Interim Housing Supply Policy.

6.           Police liaison.  None present.

7.           Lengthman’s report: The lengthman reported that he is continuing with the refurbishment of the equipment store and setting up a workshop. Storage allocation will be done and a meeting with the Croquet Club will take place. The clerk asked the PC confirm that the cost of the refurbishment will be funded from Capital Funds. Action: Clerk to confirm with internal auditor that the refurbishment of the Equipment Store could be paid from capital funds. The lengthman asked that bins be installed very soon on TFF and the car park as dog faeces are a huge problem. He has also received complaints that dog faeces have become a problem on the football pitch.

8.           Open Forum.

A member of the public complained that the lights at Ashdown House are proving to be distracting while driving. She also mentioned that these lights have also resulted in the loss of amenity of the houses opposite. The PC was informed by the District Council that the owners have been asked to submit a new planning application. RF explained that enforcement is seen as a last resort for the DC. The public was advised to wait until the new application has been published and to respond to that.

 

It was reported that the Play space committee has met and they will continue to play a role, e.g. with maintenance and fundraising. The committee also asked that a route be established for complaints and that it would not go back to the committee. They also asked that injuries and complaints be logged so that appropriate action could be taken. The absence of a bin is still a problem and although they might be able to get some volunteers to empty them, it would be best of a permanent solution could be found. The vandalised trees were mentioned and asked if the remains could be removed. Action: clerk to ask lengthman to remove vandalised trees at the car park. It was also reported that cars have been going on to TFF and shining their lights into the shelter. It was suggested that a barrier might be necessary to stop cars going onto TFF. The letter of complaint received from a Wantage resident was also discussed. It was explained that there was a clear paper trail to show that various people were consulted throughout the process and that it was declared safe for use. The clerk reported that the annual inspection was due to take place and it would give an independent view of the play space. Action: Clerk to send copy of complaint to Play space installer for their comment. The clerk asked the committee to think about being involved in a future project involving the skate ramp.

9.           Matters arising.

9.1.      12/10/11   Skate ramp repairs. The clerk reported that she met with Bendcrete who installed the new skate ramp in Didcot. They mentioned that grants were available and that assistance was available from the OPFA. “Bendcrete” also mentioned that it is almost impossible to repair a wood and steel structure.

9.2.      12/10/11   Lights at Ashdown House. Discussed during Open Forum. Action: Clerk to write to the planning officer to request that the lights be switched off until the new planning application for the light at Ashdown House has been received and resolved.

 

10.        Recreation Ground.

10.1.   09/07/08   Recreation Ground Enhancement Project progress report.  Following a question at the finance meeting, the clerk reported that the total spend on the Rec project has been £686,147.58 so far. This included all consultants’ fees, the WREN match funding of £17,930 and various related works, e.g. works to the cricket pitch, tennis courts and the grant to the Croquet Club. The clerk also confirmed that a meeting re the plant room was due to take place.

10.2.   09/12/09   Recreation ground leases & renewal of licence. The clerk reported that the leases have been signed and returned to the solicitor for registration with the land registry. Item closed.

10.3.   10/11/10   Landscaping. RF and the tennis club met with Brian Duckett to discuss the landscaping. Action: Clerk to contact football club re landscaping proposals. MaS mentioned that there was a problem with drainage at the bottom of the slope going towards the clubhouse. Action: Clerk to contact Simon Barlow to discuss drainage problems.

10.4.   13/04/11   Car park lighting. The clerk reported that a new quote has been received for a PIR light at the Scout Hut. The quote was acceptable to the Parish Council but it did not include any bollard lights. Action: Clerk to investigate alternative lighting at the car park.

10.5.   11/05/11   Melland stone. Nothing to report.

10.6.   12/10/11   Phase 2 working party. CL and BC volunteered to join JG and MaS in the  phase 2 working party. Action: Clerk to arrange Phase 2 meeting.

10.7.    12/10/11  Meeting with BVCIC. It was reported that a successful meeting took place between the BVCIC and the PC. It was agreed that the PC buy more keys to enable volunteers to help open the clubhouse up to £200. Action: Clerk to order keys for clubhouse.

11.        Tickers Folly Field play space. Discussed during Open Forum

11.1.   Pedestrian crossing or signs. The clerk reported that it was not possible to have a pedestrian crossing without street lighting. It was reported earlier that Cllr Lilly has agreed to fund the dropped kerb.

12.        Risk Management.

12.1.   13/04/11   Recreation Ground risk assessment. Received. Item closed.

12.2.   03/05/11   Review of Freedom of Information policy and charges. Changes were made to the policy and it was uploaded to the website. Item closed.

12.3.   08/06/11   Tree register and risk management of trees. CL reported that he had an answer from OCC but it did not help to get a definitive map of trees. The clerk reported that the dead tree at the Cleve has been reported to the OCC and will be dealt with.

12.4.   08/06/11   Registration of Parish Council land. RF suggested that he would go to the County offices to make further enquiries.

12.5.   13/07/11   Council document register update. Nothing to report.

12.6.   14/09/11   Salt bag.  The salt bag was delivered but it has proven to be very big and is causing some concern. Volunteers will meet urgently to make a plan to divide the salt it into more manageable bags.

12.7.     14/09/11 BVS Bonfire Night Risk Assessment due. Received. Item closed.

12.8.   14/09/11   Review of effectiveness of internal audit process. The review has been carried out by the clerk and chairman.  Item closed.

12.9.   14/09/11 Annual review of Village Upkeep requirements. The new Play space will be added to these requirements. Item closed.

12.10.        14/09/11 Play area inspections. The clerk has contacted the inspector and the inspections will take place in the next 2 weeks.

12.11.        12/10/11 Annual Review of Risks. Circulated.

12.12.        12/10/11 Review of Cemetery Fees. The committee recommended that fees will not be increased. Item closed.

 

13.        Planning & Housing.

13.1.   02/02/06   Planning Committee Report: As MiS was unwell, there was no planning report. The clerk reported that an application for work to trees at Springhead was received. The Bulletin planning report will be added to the minutes.

13.2.   10/11/10 Bessels Way 30mph zone. RF reported that a final attempt was made to get an opinion from Highways about an alternative entrance to Cossicle Mead. Highways replied that access must be taken from a minor road for the sake of “highway safety and community integration”.

13.3.   14/09/11   Planning reform. The clerk reported that she has written to Ed Vaizey in support of the CPRE campaign. Item closed.

13.4.   12/10/11   Circulation of and responses to planning applications. Electronic circulation seemed to be working.

 

14.        Finance & Administration

14.1.   Budget and precept 2012-13. RF gave a summary of the budget report and recommendations of the finance committee. Please refer to Annex B. The finance committee recommended that the precept be left unchanged at £40,000. On the payments side there were a few items in need of comment, most notably the clerk’s salary which will result in an overspend of +/-£2500. It was anticipated that the hours the clerk worked would decrease following the completion of the clubhouse, but this has not proven to be the case. For 2012-13 the budget was again based on reduced hours but a contingency was built into the budget for in case this was not the case. It was also reduced that the lenghtman’s hours were to be capped at 500 hours per year and the expenses of running the machinery. Fuel for the pickup and tractor would be capped to £40. The clerk reported that advice was sought about the interest which was earned on the capital resulting from the sale of the London Road tennis courts. The OALC confirmed that this interest was revenue to the council and therefore the PC is free to spend that money as it wishes. The usual restrictions on capital funds would not apply. The finance committee recommended that the interest be vired into general reserve to help with the shortfall in the next financial year. £5000 will be set aside for work to the old play area and the skate ramp.

 

The clerk was asked to leave the meeting while her pay scale was discussed. RF explained the pay scale and spinal points as set out by NALC and that there has been no increase to the hourly rates for clerks in the last few years. RF recommended that as the clerk has gained experience in the past few years, she be moved up on the pay scale (to spinal point 33) starting the next financial year. RF also suggested that a one-off special payment be made towards the end of the financial year in recognition of the additional hours she has worked. The PC agreed to these proposals.

 

The grant to the BVCIC was set to £1500 I can also confirm that at last night’s meeting the Parish Council approved the grant for next year. We propose to give a grant of £1500 in two installments of £750, as well as paying for the internet telephone line, which is £14.99 per month (£179.88). This comes to a total grant of £1679.88

 

RF proposed that the precept be left unchanged at £40,000. MC seconded, all agreed.

 

14.2.   Small Grants. Requests from South and Vale Carers and Abingdon CAB were received.

14.3.   Parish Council communication protocol. The protocol was circulated after it was updated and adopted but as a few councillors could not attend the previous meeting, they were reminded about it. Item closed.

14.4.   Payments for approval to be made under ancillary powers and within budgeted amounts

 

Description	Amount
E de Ridder	£893.66
P Skelton	£454.61
E de Ridder (Expenses)	£34.79
BT Payment Services Ltd (direct debit)	£35.97
Blewbury Village Community Interest Company	£1,000.00
White Horse Horticulture	£290.00
Post Office Ltd (for Southern Electric – equipment store)	£29.40
TOTAL	£2,738.43

 

The clerk’s expenses have been updated to £34.79. It was also agreed that an advance be paid to the lengthman in December as the January meeting will be later than usual. All payments approved. MC proposed, RF seconded, all agreed.

 

15.        Parish Plan

15.1.   Litterbins at TFF car park entrance and Pilgrims Way. The clerk has narrowed down the choice of bins and will discuss with JG and the lengthman.

15.2.   Festival grant. The clerk reported that a grant of £300 towards a litterbin for the Recreation Ground car park. The clerk spoke to Mrs Mattimore and she confirmed that although they made some suggestions about the location of the bin, they will leave it to the PC’s discretion. Action: Clerk to thank Festival committee for grant towards bins.   

16.        Allotments. Nothing to report.

17.        Footways, Footpaths and rights of way. The clerk reported that she was contacted by Mark Sumner who informed her that the steps at the Upton end of Coffin Way will be removed. They will also be investigating the complaint about the overgrowth.

18.        Roads, Road safety and public transport.

19.        Village Hall management committee report. Nothing to report.

20.        Environment.

20.1.   Village Day. The BVS Village Day is planned for December. Volunteers needed.

20.2.   Funding for trees. The clerk mentioned that apart from the 2 trees lost at the Recreation Ground car park and the one on the Pound, no other need for trees were identified.

20.3.   Cleve path trees. These trees have now been removed. Item closed.

 

21.        Correspondence.

21.1.   Items requesting a  reply

21.1.1.          Feedback on playground – safety (KAP). The PC was asked to consider making some equipment safer for use by small children and it was also pointed out that the play area was looking tired and neglected. The clerk has spoken to the manufacturer of the equipment and there are certain compliance issues if the equipment was altered. Action: clerk to reply to Resident and the BVS to inform them of the money earmarked for renovating the play areas.

21.1.2.          Feedback on TFF Play space safety. A visitor to Blewbury wrote to the PC with some serious concerns about the safety of the Play space. A response was drafted by Anthony Stiff pointing out the steps taken to assure the safety whilst introducing the latest guidelines by Play England to introduce risk and natural play into play spaces. Action: RF & clerk to draft formal response.  

21.1.3.          Consultation on the draft Interim Housing Supply Policy. Discussed with item 5.

21.2.   Items for information

21.2.1.          CPRE's Campaigns Update. Noted

21.2.2.          Carers Oxfordshir​e Monthly Update – October. Noted

21.2.3.          Vale News - October 2011. Noted

21.2.4.          OPFA “Playing Field”. Noted

22.        Any Other Business. RF mentioned that at a previous meeting it was decided that a councillor should become a BVCIC director. He pointed out that as a director that person would be obliged to seek the best interest of that company which would mean that as councillor he/she would have a prejudicial interest, which means that he/she would be excluded from meetings. RF will seek clarification from the monitoring officer to see if an exemption would be possible. MaS volunteered to be the councillor/director.

23.        Details of the next meeting.  

The next council meeting will be on 14^th December 2011

 

The meeting closed at 21h52

 

Annex A

PLANNING REPORT FOR DECEMBER BULLETIN

 

PLANNING APPLICATIONS

For full details see the Vale website:-

http://www.whitehorsedc.gov.uk/services-and-advice/planning-and-building/find-application

 

Decisions by Parish Council

Work to trees:

15/20% Crown reduction 1 x Sycamore (amendment to previous application). Above Town Cottage, London Road

Cutdown and remove 1 x Ash, Deneside, South Street

Removal of 1 x Sycamore tree, Cherry Trees, London Road

BPC has No Objection.

 

11/02442/FUL. Installation of 6 solar PV panels sited on south facing wall with an elevation of 60degrees from vertical.

BPC has No Objection

 

ANNEX B

 

1.        Estimates of income and expenditure for 2011/2012
Members of the committee examined the records of income and expenditure to the 30^th September 2011 and the Clerk’s estimates for the full year 2011/2012. Total expenditure is likely to result in a £6000 deficit, mainly due to the higher than expected expenditure on the clerk’s salary (£2,575) and increased machinery fuel and repair cost (£664.64) and insurance, road tax and MOT (£468.42) of the Parish Council pickup which were not budgeted for. It was noted that the increase in clerk’s hours was mainly due to work directly or indirectly linked to the Recreation Ground project.

 

Income is a bit higher than anticipated due to more burials compared to the previous year, resulting in a higher income from cemetery fees. The BVS also promised a generous grant of £3000 to be split between KAP and TFF Play space maintenance.

 

In summary the figures for the ordinary Parish Council budget are as follows:

Projected total receipts: £46047.06 (which is £3027.06 more than anticipated but the ringfenced amount of £3000 for the play areas is included in this amount)

Projected expenditure:   £52,047.53 (which is £5,760.03 more than anticipated)

This means that instead of the anticipated deficit of £3,267.50 there is likely to be a deficit of £6,000.47 (which is £2,732.97 more than anticipated).

2.           Estimates of income and expenditure for 2012/2013

Members discussed the estimates of income and expenditure for 2012/2013. The main items requiring funds for 2012/2013 are the salaries for the clerk and lengthman, the servicing of the PWLB loan, the grant to the BVCIC and risk management (e.g. insurance and machinery). The committee will recommend that if it is possible to vire the remaining interest into revenue, £5000 be spent on the refurbishment of play areas (KAP and skate ramp).

 

Income was budgeted for all monies expected. Increases have been made to items where the clerk has either been notified or where increases are expected (e.g. for subscriptions and contracted work).

 

It was agreed to budget for increase in expenditure to provide for the following:

·             Clerk and lengthman’s salary

·             Grant to the BVCIC and clubhouse security

·             Repayment of PWLB loan.

 

The following cost savings were recommended:

·             The clerk’s hours be reduced to 60 per month (to be reviewed quarterly)

·             The lengthman’s hours be capped at 500 hours per year, with a limit of £40 per month for fuel for the machinery.

·             Total small grants budget to decrease from £250 to £150 with the recommendation that the Didcot CAB should receive a £100 grant and South and Vale carers £50.

·             It will be recommended that as the remote monitoring of the fire alarm was not a condition of the insurance policy and the renewal quotes were more than £300, it should not continue with remote monitoring of the fire alarm.

 

In summary, it was recommended that as the PC reserves are fast becoming depleted, the interest on capital should be vired into general reserve. Should the precept remain unchanged at £40,000, the projected receipts for 2012 are £43,473; the projected expenditure is £52,273.76; which results in an expected deficit of £8,800.76. These amounts do not include the capital expenditure to finish the Recreation Ground Enhancement Project.

 

3.           Precept for 2011/2012.

Provided that the interest on the capital funds could be vired to revenue and therefore general reserves, the committee recommended that the precept remained unchanged at £40,000. It was recommended that as the final cost of the Recreation Ground Enhancement Project was not yet known, any possible capital remaining from the loan should be the kept to ensure that all obligations are met to finish the project properly. The balance should be reviewed at the  next budget meeting in November 2012 where it would be decided if the loan would be partly repaid or if the money should be kept for another project like the Village Hall.