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BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Wednesday 13h July 2011 at 7.30 pm in the Vale Room
Councillors present: Ms J Gibson (acting chair), Mr M Shread, Mr M Shayler, Mr B Cooper, Mr C Lakeland, Ms V Fox, Mr M Blythe, Mr M Carey.
Also present: E de Ridder (clerk), County Councillor Lilly, 7 members of the public
Matters resolved:
1. Motion to change standing orders as follows: 32 b. A motion to add to or vary or revoke one or more of the Council's Standing Orders, not mandatory by law, shall be proposed by a special motion, the written notice whereof bears the names of at least three councillors.
2. The quote for the installation of a PIR light on the Band Hall has been accepted.
3. All payments were approved
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Actions arising from the meeting |
Target date |
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1. Clerk to send a copy of email detailing the works to trees carried to the Environment Group |
As soon as possible |
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2. Clerk to reply to Mr Osbourn |
As soon as possible |
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3. Clerk to investigate rumours about the affordable housing and reply to Mr Allen |
As soon as possible |
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4. Clerk to confirm with Jag Cook that light can be installed on the Band Hut. Clerk to instruct GA Electrical to install light. |
As soon as possible |
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5. JG to take quotes for acoustic solutions to BVCIC. Clerk to obtain samples |
As soon as possible |
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6. Clerk to reply to Mrs Stockdale re the trees. |
As soon as possible |
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7. Clerk to update the document register |
By next meeting |
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8. Clerk to write to Mr Vaizey in support of Mr Tankard’s views. |
By next meeting |
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9. Clerk to circulate Town & Parish Council planning training. |
By next meeting |
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10. Information re benches to be passed on to Mrs Corderoy |
By next meeting |
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11. Clerk to circulate consultation re support services. |
As soon as possible |
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Actions carried forward from previous meeting |
Target date |
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1. Clerk & JG to investigate cost of new litterbins |
On-going |
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2. RF to investigate charges for FOI enquiries |
On-going |
Prior to the meeting Peter Cockrell a presentation about Sustainable Blewbury’s Downland Project. The three requests made by Sustainable Blewbury is attached to these minutes (see Annex A)
1. Apologies for absence: Mr R Farrell (Chairman), District Councillor Janet Shelley
2. Declarations of interest. No declarations were made.
3. Minutes of the meetings held on 8th June 2011 and 30th June 2011 were accepted and signed as a true record.
4. County Councillor’s report. The County Councillor reported that the 30mph speed limit will be extended towards Didcot by at least 50m and the rest towards the junction with the Astons will be 40mph. This is subject to approval by cabinet and road traffic orders being issued. It was reported that a serious fire took place at Didcot power station but was contained by the fire service. An evacuation plan was put in place. A charity event for the fire service was also mentioned. It was furthermore reported that all parishes will be supplied with 1 ton of salt by September/October if they wanted it but own storage had to be supplied. It was mentioned that the fire service will be expanding into community safety partnerships. Central government have given a grant to the County Council to extend the Thornhill Park & Ride. It was finally reported that the Didcot Railway Station forecourt redevelopment will start next month. The bus review and bus subsidies were also discussed. Budget cuts relating to services to the elderly was briefly mentioned and although some cuts have been made reassurances were given that people will not be left homeless. A successful operation to crack down on illegal loan sharks have been introduced in conjunction with the Trading Standards.
5. District Councillor’s report. Ms Shelley report was circulated prior to the meeting.
6. Police liaison. A written report was sent in by PCSO Denise Clements and read by JG. The clerk mentioned that the graffiti in the play area was discussed with PCSO Clements and that they would make enquiries and speak to the young person believed to be responsible.
7. Open Forum. The clerk reminded everyone present that the meeting was being recorded to help with minute keeping.
Dr Mike Marshall spoke on behalf of the Environment Group and asked the PC not to permit the removal of the trees at Clevedon as there appears no good reason to remove them as they appeared healthy and are in a conservation area. They also provide a habitat for wildlife, including a kingfisher. The Environment Group is currently drawing up a management plan of the Cleve with the help of the Environment Agency and until such a plan is in place, it would be appreciated if the area is not disturbed.
Mrs Anita Rendel also spoke on behalf of the Environment Group and reported that she is conducting a survey of old trees in the village. They complained about the lack of the forewarning about the work to trees carried out by the County Council. JG explained that the PC was merely informed and was not consulted. Action: Clerk to send a copy of email detailing the works to trees carried to the Environment Group.
Mr Bob Osbourn asked about scope of work of the lengthman and wanted to know who decides about the schedule of the cutting of the churchyard. Action: Clerk to reply to Mr Osbourn.
Mr Alan Cooper and Mr Richard Allen expressed some concerns about the allocation of the affordable housing. The clerk reported that she investigated it prior to the meeting and the assurance has been given that rural exception sites are governed by law and that a link has to be demonstrated. Action: Clerk to investigate rumours about the affordable housing and reply to Mr Allen.
Mrs Smith enquired about the maps for the area around the Cleve from OCC and assurances were given that RF has been in contact and that further enquiries will be made.
8. Matters arising.
8.1. 08/06/11 Parish Council pickup truck, MOT and road tax. It was reported that the pickup passed its MOT. A tyre will need to be replaced in the near future.
8.2. 08/06/11 Revision of standing orders. Motion to change standing orders as follows: 32 b. A motion to add to or vary or revoke one or more of the Council's Standing Orders, not mandatory by law, shall be proposed by a special motion, the written notice whereof bears the names of at least three councillors. MiS proposed, CL seconded, all agreed. Item closed.
9. Recreation Ground.
9.1. 09/07/08 Recreation Ground Enhancement Project progress report. It was reported that a new electricity supply has been ordered for the Tennis Club shelter as it was much cheaper than getting a supply from the clubhouse. Unfortunately there is a wait of up to 6 weeks for the new supply to be installed.
9.2. 09/12/09 Recreation ground leases & renewal of licence. The clerk reported that the BVCIC has agreed to the terms of the lease. The public notice to that effect will be published in the newspaper for 2 consecutive weeks. The management agreement will still need to be agreed. The licence will have to be renewed as it will expire before the lease can be signed. It was agreed to extend the licence until 31st August 2011.
9.3. 10/11/10 Landscaping. While the landscaping is getting established volunteers are needed to do weeding. VF volunteered. MaS reported on the new bin store and that some more landscaping around that area will be needed.
9.4. 13/04/11 Crime prevention officer’s report. The clerk obtained a quote for £85 for a PIR light on the gable of the band hut. This quote was approved. MiS proposed, VF seconded. all agreed. Action: Clerk to confirm with Jag Cook that light can be installed on the Band Hut. Clerk to instruct GA Electrical to install light.
9.5. 11/05/11 Recreation ground maintenance and mowing of grass. The clerk reported that the lengthman was made aware that he should be mowing the outfield. The Cricket Club has confirmed that this has been done and thanked the Council. Item closed.
9.6. 11/05/11 Melland stone. The stone will be moved in due course.
9.7. 08/06/11 Acoustics. JG reported that following the report from Sound Analysis, quotes were sought to do the work. It has become clear that the only way forward was to put panels on the wall. Thames Ceilings provided a quote and their quote came in at £4000+. Panels will be white. Two more quotes were obtained. One quote was not comparable to the others as the solution they suggested was different. The third quote was obtained from ACE Acoustics. Their panels were available in colour and the initial quote came to £5756.Samples would be sent. It was decided that the 2 quotes from ACE Acoustics and Thames Ceilings be pursued. It was important to consult the CIC before any decision was made. Action: JG to take quotes for acoustic solutions to BVCIC. Clerk to obtain samples.
10. Equipment store. The clerk has written to all the clubs to remind them that the store has to be locked at all times and to ask that equipment be labelled and other people’s property respected.
11. Tickers Folly Field play space. Very good progress is being made. Questions were asked about the location of the bonfire in November.
12. Risk Management.
12.1. 13/04/11 Recreation Ground risk assessment. The CIC will do the risk assessment and it will be published on the website.
12.2. 03/05/11 Review of Freedom of Information policy and charges. Action brought forward: RF to investigate charges for FOI enquiries.
12.3. 08/06/11 Tree register and risk management of trees. CL reported that he is compiling an electronic copy of the register and checking all of them. MaS reported that he called on Mrs Stockdale from Clevedon re the 3 sycamores they wanted to have removed. He also spoke to Mrs Smith from Springhead. It was not entirely clear who owned the land. An email from the Environment Group was read and following some discussion it was decided to not give permission for these trees to be removed until such time as the Environment Group has had time to make recommendations re a management plan for the Cleve. The Parish Council preferred the trees to be reduced and not to be felled unnecessarily as Mr Reade from the Vale deemed these trees safe. Action: Clerk to reply to Mrs Stockdale re the trees.
12.4. 08/06/11 Festival risk assessments. The clerk reported that she was assured that all the risk assessments were done on time and that the necessary insurance was in place but she has not yet received copies of all the documents. It was recommended that in future the clerk insist on seeing copies of the insurance prior to the festival.
12.5. 08/06/11 Parish emergency plan. The clerk scanned the plan but was unable to circulate due to the size of the file. The hard copy was given to RF for his comments.
12.6. 08/06/11 Registration of Parish Council land. The clerk is in the process of compiling a list of areas which are believed to be Parish Council land.
12.7. 13/07/11 Council document register update. Action: Clerk to update the document register.
13. Planning & Housing.
13.1. 02/02/06 Planning Committee Report: See attached planning report.
13.2. 10/11/10 Bessels Way 30mph zone. See item 4.
14. Finance & Administration
14.1. Audit. The clerk reported that the audit is nearing completion.
14.2. Budget report. The clerk gave a short budget report and said that although receipts were more, expenditure has also been much more than anticipated, mainly due to higher staff and associated NI, telephone and fuel costs. This was due to the fact that the clerk’s hours have not yet reduced and a new lengthman has been employed. This meant that he was working alongside the previous one and both had to be paid. The necessity for the pickup and the associated cost (insurance, MOT, fuel) has also made a significant impact on the expenditure which was not specifically budgeted for. Concern has been expressed about the electricity cost for the Clubhouse as no bill has yet been received. The clerk warned that caution on future spending was necessary.
14.3. Small Grants.
14.4. Money received from ITV (earmarked for cemetery). The clerk reported that there was a total of £4500 earmarked for work in the cemetery, £2500 of which came for ITV. All the ITV money has been spent. Item closed.
14.5. Tractor. The cost to repair the tractor was much lower than anticipated. See payment to Lister Wilder below. Item closed.
14.6. Payments for approval to be made under ancillary powers and within budgeted amounts
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Description |
Amount |
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Post Office Ltd (PAYE & NI Clerk) |
£573.44 |
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Post Office Ltd (PAYE lengthman) |
£166.40 |
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E de Ridder |
£893.66 |
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E de Ridder (Expenses) |
£105.99 |
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P Skelton |
£394.52 |
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BT Payment Services Ltd (direct debit) |
£35.97 |
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White Horse Horticulture |
£180.00 |
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Post Office Ltd ( Road tax for VW caddy) |
£215.00 |
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Thames Water Utilities Ltd |
£43.93 |
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Lister Wilder Limited |
£96.85 |
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CPRE |
£29.00 |
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Chris Lewis Fire and Security Ltd |
£114.00 |
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Southern Construction & Surfacing Ltd (cemetery) |
£3544.80 |
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Southern Construction & Surfacing Ltd (car park and paving) |
£2821.20 |
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Southern Construction & Surfacing Ltd (landscaping) |
£930.00 |
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Blewbury Tennis Club |
£495.18 |
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Woodeson Drury Ltd |
£1,200.00 |
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Oxfordshire Association of Local Councils |
£120.00 |
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K Pottle |
£78.43 |
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Sound Analysis Ltd |
£300.00 |
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E de Ridder (refund for public notice in newspaper) |
£247.20 |
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TOTAL |
£12,585.57 |
It was explained that the payment to Woodeson Drury was amended from £1175 to £1200 as they incorrectly charged 17.5% VAT. The last 3 invoices were received after the agenda deadline and did therefore not appear on the agenda. All payments were approved. MiS proposed, BC seconded, all agreed.
15. Cemetery Development Plan.
15.1. Fundraising. It was reported that the Sue Corderoy’s proposal to have raise money through Bingo at the Barley Mow has been well received. Nothing further to report. Item closed.
16. Parish Plan
16.1. Litterbins at TFF car park entrance and Pilgrims Way. It was reported that the clerk and JG will meet to make recommendations re the location of more litterbins for consideration at the next budget meeting. The Parish Council would supply the bins and if the location is approved by the Vale, their contractors would empty them.
17. Allotments. Nothing to report.
18. Footways, Footpaths and rights of way. It was mentioned that the Highways responded to Manor Cottage and insisted that the highway be reinstated within 28 days. MC declared an interest in this item. It was explained that homeowners are responsible for both sides of their hedges and therefore the Parish Council was not responsible for the upkeep of the lane leading to the Playclose past Church Villas.
19. Roads, Road safety and public transport.
19.1. Traffic Signs Policy Review. MiS reported that the law changed recently and that Parish Councils could now apply for road signs. Item closed.
20. Village Hall management committee report. It was reported that the VHMC wrote to the PC requested information re the insurance as double glazed windows were damaged by someone firing a suspected airgun. CL reported that he attended the VHMC meeting.
21. Environment. Nothing to report.
22. Correspondence.
22.1. Items requesting a reply
22.1.1. Quality Care Commission - Blewbury Surgery. Mr Tankard has written to Ed Vaizey re the potential problem. Action: Clerk to write to Mr Vaizey in support of Mr Tankard’s views.
22.1.2. Land next to Cleve. Mrs Smith’s letter was read. Investigations are on-going.
22.1.3. Town & Parish Council planning training. There are more opportunities for planning training and councillors are encouraged to attend. Action: Clerk to circulate Town & Parish Council planning training.
22.1.4. Blewbury Under17s football. Following the initial request to play on Tickers Folly, it has since been confirmed that they would be able to play at the Recreation Ground.
22.1.5. Blue Plaques. Noted.
22.2. Items for information
22.2.1. Blewbury Croquet Club thank you and answers to questions raised. Noted with thanks.
22.2.2. Neighbourhood Equipment. Information about benches. Action: Information re benches to be passed on to Mrs Corderoy.
22.2.3. Open Spaces Society. Noted.
22.2.4. WREN thank you. Noted with thanks.
22.2.5. SLCC training. Noted.
22.2.6. Land & Property Registration – signup. Noted.
Items not on the agenda:
22.2.7. It was reported that the Vale’s enforcement officers inspected Clevedon following a complaint by a member of the public.
22.2.8. County Council Consultation re the support services which are needed to encourage voluntary and community activity and self-help. Action: Clerk to circulate consultation re support services.
23. Any Other Business. The clerk reported that following a recommendation by RF, Mr Derek Buch was invited to the Queen’s Tea Party in acknowledgement of his services to Blewbury and the village hall.
24. Details of the next meeting.
There will be a short payments meeting in August (date to be confirmed). The next full council meeting will be on 12 September 2011
The meeting closed at 21h38
Annex A
Sustainable Blewbury – Downland Project
How can the Parish Council Help
The best way of controlling scrub and coarse grass is with small hand and power tools. Some initial professional work is needed to establish a basis for work by volunteers. Grant aid is being sought in the region of £5000 - £7000 from North Wessex Downs (NWD) AONB supported by voluntary help and by additional funding from the BVS using proceeds from sales of the book "A View from the Hill". The BVS funding and voluntary help would be used to extend the project from the two year NWD scheme to a ten-year period of maintenance at a much lower cost per year.
Other areas would benefit from similar treatment and it is hoped that cooperation between Sustainable Blewbury and the Parish Council can bring about a better relationship between the village and the natural environment around us.
We have three specific requests at present.
1. Could equipment purchased for the project be kept with other Parish Council equipment and be used by the lengthman to aid the project where his duties overlap with the Project's aims?
2. Could a representative of Sustainable Blewbury discuss this kind of work with the lengthman routinely in order to combine our interests?
3. Could the Parish Council please read and comment on the application for grant aid before it is sent to NWD AONB? The Council's approval would help greatly in obtaining financial assistance.
Annex B
Decisions by the District Council
BLE/12377/4 Bakers Cottage, Westbrook Street. Proposed two single-storey extensions and associated works. PERMITTED
BLE/16493/3 The Dial House, Church Road. Alterations to dwelling including provision of a dormer window. PERMITTED
BLE/21574 Borlase, South Street. Erection of conservatory, internal alterations and erection of double garage and store. PERMITTED
Decisions by the Parish Council
Work to trees. Blewbury Manor, Berry Lane. Cut back branch of one Poplar Tree. BPC has No Objection.
Work to trees. Curtoys, Westbrook Street. Reduce Leylandii Cypress by 3m. BPC has No Objection.
BLE/6692/2 Revised Plans: White House Studio, London Road. BPC has No Objection.
BLE/5085/9 Pilgrims Way, The Pilgrims Way, Erection of a rear extension. BPC has No Objection.
Under consideration:
BLE/13476/3 1 Church Villas, Church Road. Proposed front entrance and cloakroom.
BLE/2835/4 Chapmans, Nottingham Fee. Various alterations and improvements.