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BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Monday 11th May 2011 at 7.30 pm in the Vale Room
Councillors present: Mr A Cooper (Out-going Chairman), Mr R Farrell (New Chairman), Ms J Gibson, Mr M Shread, Mr B Cooper, Mr C Lakeland, Ms V Fox.
Also present: E de Ridder (clerk), PCSO Gary Kirby, 3 members of the public
Matters resolved:
1. Richard Farrell was unanimously elected as chairman to the Council
2. The play policy was adopted
3. It was decided to enter into a new long-term agreement with Came & Co for Parish Council insurance.
4. It was decided to purchase the retiring lengthman’s pickup truck for £500 for transporting mowing equipment
5. The response to the transport survey was adopted.
6. All payments were approved
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Actions arising from the meeting |
Target date |
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1. Clerk to write to District Councillor and County Councillor re boundary issues in South Street |
As soon as possible |
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2. Clerk to set up a meeting between the PC and BVCIC |
As soon as possible |
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3. Clerk to email JG crime prevention officer’s report. |
By next meeting |
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4. Clerk asked to contact OALC re the possible purchase of the pickup |
As soon as possible |
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5. Clerk to contact Brian Duckett re a suitable place for the Melland Stone. |
By next meeting |
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6. RF to follow up on water charges arrangement between Croquet Club and PC for TFF playspace |
As soon as possible |
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7. RF and clerk to review Freedom of Information charges |
By next meeting |
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8. Clerk & JG to investigate the purchase of new litterbins |
On-going |
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9. Clerk to write to Mark Shayler and the BVS to thank them for the gravel on the footpaths |
By next meeting
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10. Clerk to add registration of land to the agenda |
By next meeting |
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1. Apologies for absence: County Councillor Lilly
2. Election of chairman and vice chairman. The outgoing chairman asked for nominations for the office chairman of the newly elected Council and Richard Farrell was unanimously elected. MiS proposed, JG seconded, all agreed. RF thanked Mr Cooper for leading the PC with distinction during the arduous period over the last couple of years.
3. Appointment of members to committees. It was decided that some of the positions on committees would be filled at a later date when new councillors are more familiar with the working of the Council. JG will become the new Bulletin correspondent. It was explained that a small group of the planning committee would look at straight forward planning applications. Where the application was more contentious, it would either be circulated to the committee as a whole or the entire PC. The planning committee will consist of MiS and RF and if contentious, it would be circulated to the PC. It was decided that MiS would be added as a signatory for the bank accounts.
4. Declarations of interest. RF explained the difference between personal and prejudicial interests (regulatory matters like planning or a financial matter) and why it was necessary to declare any interest. No declarations were made.
5. Minutes of the meetings held on 13th April 2011 and 21st April 2011 were accepted and signed as a true record after one minor amendment.
6. Co-option of councillors Following the uncontested election of 7 councillors, 2 more vacancies exist which should be filled by co-option at the next meeting. Councillors were asked to approach potential candidates.
7. Police liaison. PCSO Gary Kirby reported that no crimes have been reported in the previous weeks. He mentioned that they were continuing with speed checks and automatic number plate recognition operations.
8. County Councillor’s report. No County Councillor present.
9. Matters arising.
9.1. 10/02/10 Salt bins. The clerk reported that the VHMC had no objection to the tree being trimmed to deter children climbing on the salt bin. It was decided this would only be done if it continued to be a problem. Item closed.
9.2. 09/06/10 Temporary car park signs. The clerk has ordered some temporary signs to be used during the Festival and Open Gardens.
10. Open Forum. Mr Carey came to ask the PC for assistance following a letter he received from Oxfordshire Highways re the boundary of his property and the fence he has erected 8 years ago. This fence was only erected after consultation with the Vale’s planning department who did not flag any potential issue at the time and who recently stood by their advice. Mr Carey was seeking independent legal advice and will also be meeting with the County Councillor. It was explained that the PC would not have any real influence but that a letter would be written to the County Councillor to express the PC’s support for the Careys in the matter. The PC expressed concern that if this trend was to continue, many more properties could also be affected and the fabric of the village will be altered. The chairman also expressed concern that the advice received from the planning department seemed flawed. Action: Clerk to write to District Councillor and County Councillor re boundary issues in South Street.
AC left the meeting.
The new lengthman, Paul Skelton, was introduced to the PC. Item 15.5 was discussed and it was decided that the clerk could go ahead with the purchase of the retiring lengthman’s pickup truck for £500 for transporting mowing equipment provided that the insurance was not more than £200. The pickup would be classed as a “pool vehicle” for the PC. The alternative was acquiring a trailer but the safekeeping of it could be a problem and this was not deemed to be a viable alternative.
11. Recreation Ground.
11.1. 28/11/06 Management Committee Structure/CIC. The lease has not been agreed but it is running it under a temporary licence. It was reported that the problem seemed to be that the lease is a full repairing lease and that the CIC is unwilling to take on such a lease.
11.2. 09/07/08 Recreation Ground Enhancement Project progress report. The clerk reported on a few outstanding issues. The new and outgoing lengthmen replaced the retainers on the shutters. The draft final account from Farnrise was sent to the Quantity Surveyor for verification but it seemed as if the project might come in under budget, which would potentially mean that there would be some funds left over.
11.3. 08/12/10 BT telephone & internet. The clerk reported the cancellation charge was refunded. Item closed.
11.4. 09/12/09 Recreation ground leases & renewal of licence. Since the lease has not been agreed the extension of the licence has discussed. It was decided that a meeting should urgently be set up between the CIC and PC (RF & MiS) to agree the lease. Action: Clerk to set up a meeting between the PC and BVCIC.
11.5. 12/11/08 Memorial bench. The clerk reported that the footballers and Mrs Malone were still keen on installing a bench, which they will pursue in their own time. Item closed.
11.6. 10/11/10 Landscaping. Landscaping was completed but as it was so dry, watering might have to be done by volunteers. The clerk thanked Brian Duckett for his work on this aspect.
11.7. 06/01/11 Fire safety & alarm system. Discussed with 11.10 and 11.11. The clerk believed that the CIC’s questions re fire safety and alarm system were resolved. Pin numbers were going to be set up so that no new key fobs were necessary. Item closed.
11.8. 09/02/11 Equipment store. The clerk reported that the electrician will attend on the 23rd of May to rewire the Equipment Store. She also thanked Mark Shayler for clearing out the Scout Hut and taking away the old furniture and rubbish. This included the items left behind the Band Hall by the cricket club (see correspondence item from Band). It was also reported that the lengthman will put brackets on the wall to hold Cholsey’s football posts.
11.9. 14/03/11 WREN report. The report to WREN was completed and it was pointed out the final figures will only be available in January 2012. The clerk thanked AC for his assistance. Item closed.
11.10. 13/04/11 Crime prevention officer’s report. The clerk asked for a volunteer to look at the report and to action appropriate response to it. Action: Clerk to email JG crime prevention officer’s report.
11.11. 13/04/11 Emergency lighting. The CIC were informed where the switches were to test emergency lighting. Item closed.
11.12. 13/04/11 Final figures and funds for phase 2. It was reported that the final figures will only be known in another 12 months but the clerk and AC will start preparing preliminary figures.
11.13. 11/05/11 Recreation ground maintenance and mowing of grass. The clerk was requested to confirm the BVCIC that the gang mowers and line marker were gifted to them. Following a short notice request to mow TFF for use by the junior cricketers as well as a complaint that the football pitch had 2 lengths of grass on it, it became clear that greater co-ordination was needed. It was explained that the latter arose when the cricket club mowed their grass with the gang mowers but did not include the entire football pitch. Unfortunately the PC was unable to rectify this as the PC’s mowers cannot give such a close cut as the gang mowers.
11.14. 11/05/11 Melland stone. RF explained that the Melland sisters bequeathed the Old London Rd Tennis Courts which were sold and the proceeds were used towards the build of the new clubhouse. It was felt that the stone should be moved to an appropriate place at the new Clubhouse. Action: Clerk to contact Brian Duckett re a suitable place for the Melland Stone.
12. Tickers Folly Field play space. Planning permission was granted and the cheque which was approved at the special meeting was sent. Construction should start in a few weeks. Action: RF to follow up on water charges arrangement between Croquet Club and PC for TFF playspace.
13. Risk Management.
13.1. 08/12/10 Future security of new pavilion. Discussed with 11.10. Item closed.
13.2. 09/02/11 Play policy. The play policy was adopted. JG proposed, MiS seconded. All agreed. Item closed.
13.3. 09/02/11 Review levels of insurance cover and new long-term agreement. Answers were received in relation to the questions the PC had following the review. It was decided to enter into a new long-term agreement. RF proposed, JG seconded, all agreed. Item closed.
13.4. 14/03/11 BVGA risk assessment for allotments. Risk assessment received. Item closed.
13.5. 14/03/11 Pest control. Pest control to be carried out by the end of the week. Item closed.
13.6. 13/04/11 Recreation Ground risk assessment. The clerk asked the BVCIC to do a risk assessment of the Recreation Ground.
13.7. 03/05/11 Review of Freedom of Information policy and charges. Action: RF and clerk to review.
14. Planning & Housing.
14.1. 02/02/06 Planning Committee Report: See attached planning report.
14.2. 02/02/06 Exception Site. The reason why the affordable housing site was called an “exception site” was explained to the new councillors. The clerk reported that construction is well under way and that the contractors are being considerate to the neighbours.
14.3. 10/11/10 Bessels Way 30mph zone. Nothing to report.
15. Finance & Administration
15.1. Statement of accounts 2010-2011. The clerk is in the process of preparing the statement of accounts for approval at the June meeting.
15.2. Audit. Audit date has been set for 29th July 2011.
15.3. Small Grants. An application has been received from St John’s ambulance. It was decided to wait with a decision on this application until the committees have been finalised.
15.4. Money received from ITV (earmarked for cemetery). Invoice awaited for cemetery footpaths.
15.5. New lengthman. New lengthman & transport of mowing equipment was discussed during Open Forum and it was decided that the clerk could go ahead with the purchase of the retiring lengthman’s pickup truck for £500 for transporting mowing equipment provided that the third party only insurance was not more than £200. If this could not be done, all councillors would be consulted via email. RF proposed, MiS seconded. All agreed. As there was not a specific budget item for buying the pickup, the clerk was asked to enquire with OALC if any special powers should be used to purchase the pickup, if can be classed as a capital expenditure and if some of the loan money could be used. Action: Clerk asked to contact OALC re the possible purchase of the pickup.
15.6. Clerk’s computer. The clerk reported that she bought a new laptop and that it came in under budget. It was confirmed that the old one could be disposed of as necessary provided that documents and information were removed. Item closed.
15.7. Payments for approval to be made under ancillary powers and within budgeted amounts
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Description |
Amount |
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E de Ridder |
£893.66 |
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K Pottle |
£472.31 |
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E de Ridder (Expenses) |
£558.56 |
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P Skelton |
£89.60 |
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BT Payment Services Ltd (direct debit) |
£35.97 |
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White Horse Horticulture |
£290.00 |
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A Stiff (reimbursement for hose) |
£351.38 |
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Broker Network Ltd (Parish Council and Village Hall insurance) |
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Broker network |
£145.75 |
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Securitas Security Services (UK) Ltd |
£1,393.02 |
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Broker Network Ltd (Parish Council and Village Hall insurance) |
£4,629.42 |
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TOTAL |
£8,859.67 |
The clerk explained that the last 3 invoices were received after the deadline for the agenda and that the one payment was a cancelled and replaced by another following a query by the clerk.
All payments were approved. JG proposed, MiS seconded, all agreed.
16. Cemetery Development Plan.
16.1. Quotes and project management. The footpaths were put it and a new footpath was put in next to the Tennis Courts. Item closed.
17. Parish Plan
17.1. Litterbins at TFF car park entrance and Pilgrims Way. It was reported that the Vale has decided not to install more litterbins but that PC could do it. Action: clerk & JG to investigate new litterbins.
18. Allotments. Nothing to report
19. Footways, Footpaths and rights of way.
19.1. Gravel & BVS Village clean up day. Action: Clerk to write to Mark Shayler and the BVS to thank them for the gravel on the footpaths.
20. Roads, Road safety and public transport. The response to the transport survey was circulated prior to the meeting. The PC thanked Mike Marshall for his excellent report. The response was adopted. MiS proposed, BC seconded, all agreed.
21. Village Hall management committee report. Two vacancies exist for the PC on the VHMC but Chris Whatmore is also continuing.
22. Environment.
22.1. Chalk pits. JG spoke to some young people who were going to go up the Chalk Pits and she asked them to clear up after themselves after they have spent the night. They said they put everythin into one pile as they did not have black bags. JG explained why leaving broken glass was dangerous, especially prior to the egg rolling event. Item closed.
22.2. Downland project – Tickers Folly. Nothing further to report. Item closed.
23. District Councillor’s report. Janet Shelley was recently elected as new District Councillor but the clerk was unable to contact her.
24. Correspondence.
24.1. Items requesting a reply
24.1.1. Email from the Blewbury Brass Band. Most issues in the letter were resolved but the Band’s concern about maintaining the planting has been noted.
24.2. Items for information
24.2.1. E-learning: new online tools to help community leaders. Circulated prior to meeting.
24.2.2. OALC Members Update for March - April 2011. The role of the OALC was explained to the new councillors. The clerk pointed out the government requires that all land needs to be registered with the Land Registry by 2012. Action: Clerk to add registration of land to the agenda.
24.2.3. CPRE Fieldwork. Noted.
25. Any Other Business. It was mentioned that the cob wall the Parish Council was concerned about will be fixed soon. JG mentioned that overgrown hedges should be reported to the clerk. A note will be put in the Bulletin. The clerk reported that there was an amendment to the Standing Orders which will be added to the next agenda.
26. Details of the next meeting.
18th of May 2011 Annual Parish meeting. Parish Council meeting 8th June 2011.
The meeting closed at 21h32
Annex A
Decisions by the District Council
BLE/485/17: Proposed community play space to include a timber shelter, climbing structures, swings, seats, entrance arch and zip-line, all set within the context of new semi-mature tree planting in the field corner. Tickers Folly Field, Bohams Road. Permitted with conditions re building materials.
Comments by the Parish Council to the District Council
BLE/21574: Erection of conservatory, internal alterations and erection of double garage and store. Borlase, South Street. BPC has no objection.
BLE/1995/9: Erection of a garage/carport/log store building. Revised steps from South Street and new French windows to existing study. The Load of Mischief, South Street. BPC has no objection.
BLE/16493/3: Alterations to dwelling including provision of a dormer window. The Dial House, Church Road. BPC has no objection.
BLE/21546: Erection of 2-story rear extension. The Red House, South Street. BPC has no objection.
Work to trees: Fell 1 sycamore. Millbrook Cottage, Church End. BPC has no objection.