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BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Wednesday 14th September 2011 at 7.30 pm in the Vale Room
Councillors present: Mr R Farrell (Chairman), Ms J Gibson, 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, District Councillor Janet Shelley, 4 members of the public
Matters resolved:
1. It was decided to appoint Thames Ceilings to install acoustic panels on two walls in the Melland room.
2. All payments were approved
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Actions arising from the meeting |
Target date |
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1. Clerk to circulate police report |
As soon as possible |
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2. Clerk/RF to contact the Vale’s enforcement officer the Ashdown House |
By next meeting |
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3. Clerk to write to Mr Reade at the Vale to withdraw objection to the removal of the sycamore trees at Cleveden |
As soon as possible |
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4. Clerk to investigate funding possibilities for skate ramp refurbishment |
By next meeting |
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5. Clerk to contact Brian Duckett re landscaping |
As soon as possible |
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6. Clerk to appoint Thames Ceilings to provide acoustic panels for the Melland Room |
As soon as possible |
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7. RF & clerk to write to Cholsey FC |
As soon as possible |
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8. Clerk & RF to write to clubs re equipment store security |
As soon as possible |
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9. Clerk & RF to scrutinise Playbuilder contract to see if insurance is required |
By next meeting |
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10. Clerk to investigate if the salt came in separate bags or one big bag |
By next meeting |
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11. Clerk to request a copy Bonfire Night risk assessment from the BVS |
By next meeting |
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12. Clerk and RF to review of effectiveness of internal audit process |
By next meeting |
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13. Clerk to review upkeep requirements |
By next meeting |
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14. Clerk to arrange play area inspections |
By next meeting |
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15. Clerk to contact Highways re Eastfields road surface |
As soon as possible |
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16. Clerk to circulate Downland project grant application |
As soon as possible |
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17. RF to reply to Electoral Review of Oxfordshire County Council |
As soon as possible |
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18. Clerk investigate drainage issues on the car park |
As soon as possible |
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Actions carried forward from previous meeting |
Target date |
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1. RF to investigate charges for FOI enquiries |
On-going |
1. Apologies for absence: PCSO Denise Clements
2. Declarations of interest. No declarations were made at this stage of the meeting. MC declared an interest during the County Councillor’s report
3. Minutes of the meetings held on 13th July 2011, 15th August 2011 and 31st August 2011 were accepted and signed as a true record.
4. County Councillor’s report. The County Councillor reported on funding for community projects (documents circulated prior to meeting) and the proposed timetable changes to the 94/95 bus services. It was reported that Thames Travel has won most contracts for OCC bus services in this area and will take over this service too. The extension of the 30mph down Bessels Way was discussed and it was reported that documents were sent out for consultation. If no objection was made, the 30 mph zone will be extended before Christmas. The Local Enterprise Partnership meant good news in terms of capital funding to provide infrastructure for the expanding Milton Park Business Park, Harwell and Didcot which includes the funding of the Harwell relief road. The repatriation of fallen soldiers through Brize Norton has started and it went well. Cllr Lilly will be awarded money via the Area stewardship fund to spend in this area. Cllr Lilly reminded the Council about the 1 tonne of salt available. Cllr Lilly mentioned that in the review of boundaries, Blewbury will be added to the Hendred area and we will loose our county councillor. In response to a question, Cllr Lilly responded that the use of the A34 is considered when the expansion of areas are planned for. There is concern that too much reliance is placed on the already congested A34. RF asked MC to leave the meeting in order to discuss issues around Manor Cottage. MC declared a prejudicial interest and left the meeting temporarily. RF asked Cllr Lilly why the OCC did not use its discretion in this matter and expressed concern that the response to the “complaint” was heavy handed. Cllr Lilly responded that the OCC had no choice in the matter as the threat was that the matter would escalate and further properties would be affected. RF pointed out the OCC could have issued a licence for the fence to remain or another compromise. Cllr Lilly said a compromise was reached and he felt that the solicitor should have made the owners aware of the risk.
5. District Councillor’s report. Ms Shelley reported that the free parking will hopefully be implemented by 1st December. She also mentioned that new sacks will be delivered to households who do not have wheelie bins. She also mentioned that a resident complained about missed collections since October 2010 but that this was resolved. Bins stickers for dog waste bins were available. The Town and Council forum meeting was mentioned. Highways are planning for issuing grit. JG mentioned that Biffa does not empty the Playclose bins completely. Replacement bags are put on top of rubbish in the bottom of the bin. Cllr Shelley will follow up on this matter. RF asked that Ms Shelley mention the planning situation at a future meeting.
6. Police liaison. A written report was sent in by PCSO Denise Clements. Action: Clerk to circulate police report.
7. Lengthman’s report: The report was circulated during the meeting. Most importantly the skate ramp will need major refurbishing in the near future. It was mentioned that funding information was received earlier in the day. Action: Clerk to investigate funding possibilities for skate ramp refurbishment.
8. Open Forum. Mrs Jarvis complained about the lights at Ashdown House. The chairman informed her that retrospective planning permission for these lights has been refused. It was not clear from the information sent from the Vale what action needed to be taken by Ashdown House. Action: Clerk/RF to contact the Vale’s enforcement officer the Ashdown House. Clerk to write to Ashdown House. Mrs Stockdale from Cleveden made enquiries about the issue surrounding the removal of the trees and land ownership. Mrs Stockdale’s solicitors advised her that the bank belongs to them but that Spring Lane and the Cleve are common land. RF brought forward item 22.1 and summarised the findings so far re land ownership following enquiries with OCC. The clerk and RF came to the conclusion that the sycamores were most probably on Cleveden land and the documents were circulated to the PC prior to the meeting. Following consultation with the Environment Group, the PC will also withdraw its objection to the removal of these trees provided that they are replaced by indigenous species that will be more beneficial to the water levels in the Cleve. Action: Clerk to write to Mr Reade at the Vale to withdraw objection to the removal of the sycamore trees at Cleveden. Mrs Smith mentioned her earlier letter which indicated that Spring Lane was not common land. Further investigation would be necessary and she asked that as this lane is the only vehicular access to the Cleve, it should be preserved for the village.
9. Matters arising.
9.1. 08/06/11 Parish Council pickup truck, MOT and road tax. It was agreed that the tyre should be replaced as soon as possible. Concern was expressed about the cost of fuel and voluntary assistance was needed to reduce it.
9.2. 14/09/11 Recreation Ground signs. The clerk reported that the signs have been ordered and will be installed by MaS. Item closed.
10. Recreation Ground.
10.1. 09/07/08 Recreation Ground Enhancement Project progress report. Nothing to report.
10.2. 09/12/09 Recreation ground leases & renewal of licence. The licence was renewed until 31st October 2011 while the PC’s solicitors negotiate with WREN who has expressed concern about the terms of the lease.
10.3. 10/11/10 Landscaping. Autumn landscaping should be planned for. Action: clerk to contact Brian Duckett re landscaping
10.4. 13/04/11 Crime prevention officer’s report. The Band has confirmed that they were happy to proceed with the light at the outside of the Band Hall but requested that a meter be installed to monitor electricity usage. The clerk made enquiries and it was reported that such a device would cost more than £25. MB calculated the annual running cost if the light is on for 5 minutes every day for a year is 20p. The matter was delegated to the clerk in consultation with the chairman. Action: RF to contact Jag Cook re light and meter.
10.5. 11/05/11 Melland stone. Nothing to remove.
10.6. 08/06/11 Acoustics. It was reported that representatives of the Parish Council and the CIC met with Thames Ceilings following quotes received in July. Thames Ceilings was of the opinion that a noticeable difference would be made by installing a smaller amount of acoustic panels on 2 sides of the Melland Room and if that was not deemed sufficient, more panels could be added later. Following this consultation a new quote was obtained. It was decided to go with option 1 and 3 on the quote for a total of just over £2200. JG proposed, MiS seconded, all agreed. Action: Clerk to appoint Thames Ceilings to provide acoustic panels for the Melland Room.
10.7. 14/09/11 Goal post sleeves. Cholsey FC’s letter was circulated prior to the meeting and the PC recommended that liability should not be accepted for the damage as it was believed that the sleeves were fitted incorrectly. If fitted correctly no damage would have occurred. Action: RF & clerk to write to Cholsey FC.
11. Equipment store. The clerk has written to all the clubs to remind them that the store has to be locked at all times. Despite this, the cricketers left their key in the lock and the lock disappeared (taken away by the footballers) and was therefore left open. Assurances were given to the clerk that this would not happen again. The following weekend RF discovered that the equipment store was open and unlocked with nobody about. The cricket club was asked to lock it immediately. It was agreed that if the store was left open again and it was clear which club was responsible, the doors and locks be changed so that doors closed and locked automatically and the club responsible would be charged. Action: clerk & RF to write to clubs re equipment store security.
12. Tickers Folly Field play space. It is reported that the play space has been opened for use and is proving very popular. The PC expressed concern that the safety inspection carried out by RoSPA has not yet been made available. Assurances were given that all safety matters have been resolved but this was not yet done in writing and the RoSPA inspector was away on holiday. It was agreed that payment would be withheld until all H&S matters have been resolved and documented. It was confirmed that the PC’s existing public liability insurance will cover the playspace as well. A quote for the insurance of the equipment was obtained and came to £293.18. The PC felt that this was excessive. The clerk pointed out that all other play equipment was included in the PC. RF expressed concern that if the equipment was not insured any other claim might be subject to averaging. RF asked if insurance was a condition of the Playbuilder grant. If this was the case, it should be insured. It was decided that this matter would be delegated to the clerk in consultation with the chairman. Action: clerk & RF to scrutinise Playbuilder contract to see if insurance is required.
13. Risk Management.
13.1. 13/04/11 Recreation Ground risk assessment. Awaited from CIC
13.2. 03/05/11 Review of Freedom of Information policy and charges. Action brought forward: RF to investigate charges for FOI enquiries.
13.3. 08/06/11 Tree register and risk management of trees. CL compiled an extensive register of the trees and carried out the risk assessment. As the register now included photos of the trees, future risk assessments would be easier. No action is required at the moment. Item closed.
13.4. 08/06/11 Festival risk assessments. Insurance documents received. Item closed.
13.5. 08/06/11 Parish emergency plan. MiS will be putting the new emergency plan on disk for circulation. It was agreed that the Red Lion be kept as a central meeting point. RF asked that an executive summary be produced.
13.6. 08/06/11 Registration of Parish Council land. The matter is ongoing.
13.7. 13/07/11 Council document register update. Action: Clerk to update the document register.
13.8. 14/09/11 Snow preparation, salt bins. A request for further salt bins were made. The clerk replied that there was no budget for more salt bins this year. Existing salt bins would be filled free of charge by the County Council. The offer of an additional 1 tonne of salt was discussed and approved. Action: clerk to investigate if the salt came in separate bags or one big bag.
13.9. 14/09/11 BVS Bonfire Night Risk Assessment due. Action: Clerk to request a copy Bonfire Night risk assessment from the BVS.
13.10. 14/09/11 Review of effectiveness of internal audit process. The clerk mentioned that this is no longer a requirement of the external audit but it was recommended that it should be carried annually. RF mentioned that the best guarantee of the effectiveness was that the internal auditor is a chartered accountant with experience in auditing and that he has been very effective in this role over the years. Action: Clerk and RF to review of effectiveness of internal audit process.
13.11. 14/09/11 Annual review of Village Upkeep requirements. The clerk asked councillors to let her know if they had any specific areas they would like to add to the Village Upkeep. Action: Clerk to review upkeep requirements.
13.12. 14/09/11 Play area inspections. Action: Clerk to arrange play area inspections.
14. Planning & Housing.
14.1. 02/02/06 Planning Committee Report: See attached planning report. RF reported that a resident came to see him re the Downside application. There was one significant aspect of the application and it was the impact of the amenity of the neighbouring property. It was recommended that the resident make their concerns known to the District Council
14.2. 10/11/10 Bessels Way 30mph zone. See item 4. Consultation documents were circulated prior to the meeting.
14.3. 14/09/11 Planning reform. The Parish Council was in support of Leiston Town Council’s efforts to empower local councils. Action: Clerk to respond to Leiston Town Council request. RF asked that in future the clerk emails the PC when planning applications were received and responses sent in by email. Some councillors were not in favour of changing the existing system. RF asked that MiS informs the PC what will be submitted to the District Council. It was decided that the existing system be used but that it should be reviewed at the next Parish Council meeting.
15. Finance & Administration
15.1. Audit. The clerk reported that the audit was submitted but that some more information were required very soon after. In particular, the auditors wanted clarification of how Farnrise was appointed. The clerked stressed that the process was not being questioned. The Parish Council was satisfied that financial regulations were followed as competitive tenders were received and a very comprehensive report was drawn up by Woodeson Drury. The Auditors were however questioning that it was reported that Farnrise was appointed and that it was not done by formal resolution. The signing of the contract was done by formal resolution. Previous chairman Alan Cooper, as well as RF and the internal auditor helped the clerk in putting together a response explaining the process and the decisions made in 2009 to give the PC the power to make appointments between meetings when time was of the essence, as was the case in this instance. In a subsequent phone call from the auditor it was made clear that the auditors could see the proper process was followed but they would have preferred if the process was better communicated in the meetings and minutes.
15.2. Budget report. As RF was not at the last meeting, the clerk met with him to discuss the budget for the current year. RF gave a short summary of the budget report and the most significant expenditure was higher than anticipated staff costs due to the clerk’s time. It was mentioned that the previous lengthman has been showing the new one the ropes but the handover has to stop as the council could not afford to pay two people. On the plus side, the budget included election expenses which would be minimal and other savings were made. In summary the PC was reminded that we were running over budget which will be absorbed by reserves.
15.3. Changes to precept timetable. RF mentioned that the District Council has brought forward the precept timetable which means the budgeting process will be starting soon.
15.4. Small Grants. In light of the above, it was decided that apart from giving a donation towards the Didcot CAB, no further donations would be made.
15.5. Insurance – TFF playspace and Tennis Club shelter. The playspace insurance was discussed in item 12. It was agreed that the Tennis Club shelter be added to the PC’s policy. The Tennis Club will reimburse the PC.
15.6. Payments for approval to be made under ancillary powers and within budgeted amounts
Description |
Amount |
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E de Ridder |
£893.66 |
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E de Ridder (Expenses) |
£30.39 |
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P Skelton |
£649.30 |
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K Pottle |
£64.00 |
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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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Broker Network Ltd |
£74.94 |
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Broker Network Ltd |
£293.18 |
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Blewbury Post Office |
£250.00 |
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West Garden Machinery |
£175.75 |
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Adventure Playground Engineers Ltd |
£5625.00 |
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TOTAL |
£8,272.19 |
One additional payment not on the agenda was made to Kingdom Signs Ltd for £160.76. The second payment to Broker Network Ltd (£293.18) for the Playspace insurance will be made if the clerk confirms that it is a requirement under the contract. The payment to Adventure Playground Engineers Ltd will be made subject to all Health and Safety issues being resolved. All other payments were approved. JG proposed, MiS seconded, all agreed.
16. Cemetery Development Plan. As no further work was anticipated on the cemetery in the near future, this time was closed.
17. Parish Plan
17.1. Litterbins at TFF car park entrance and Pilgrims Way. The clerk met with JG to discuss litterbins and they recommend that 2 bins be added to the next year’s budget. As the BVS has confirmed that they will be making a contribution towards the upkeep of the play areas, it was decided that the clerk apply to the Festival committee for funding of the 2 bins. The clerk is still awaiting a reply from the District Council re a suitable location for the bins to ensure that the contractors will empty them. She has also requested that the skate ramp bin be emptied by the Vale’s contractors and a decision was awaited.
18. Allotments. Nothing to report.
19. Footways, Footpaths and rights of way. The clerk received a phone call from Dibleys Heritage Lts after they received a letter of from Highways. It stated that the PC made a complaint. The clerk was unaware of this. MiS mentioned that he made a complaint but in his personal capacity. The clerk was unclear if this related to the same matter and has made a request to Dibleys Heritage for a copy of the letter.
20. Roads, Road safety and public transport. BC reported that he attended his transport meeting. He expressed concern that there were eminent timetable changes for the 94/95 bus but it was yet unclear if they were constituted the improvement that was promised. He also mentioned that the NHS was reducing their ambulance services which would place a bigger burden on voluntary ambulance services. MaS passed on a complaint about the poor state of the road surface in Eastfields. Action: Clerk to contact Highways re Eastfields road surface.
21. Village Hall management committee report. CL mentioned that the VHMC will be looking into CCTV and might ask for a contribution from the PC. It was reported that the VHMC was reluctant to put in a claim for the damage to the windows at the Village Hall. RF pointed out that they had a duty to save public money and although there was an excess of £200 and the no claims bonus would be forfeited for a year, it was still worth putting in a claim.
22. Environment. Nothing to report.
22.1. Cleve trees. Discussed earlier. Item closed.
22.2. Downland project grant application. Action: clerk to circulate Downland project grant application.
23. Correspondence.
23.1. Items requesting a reply
23.1.1. Electoral Review of Oxfordshire County Council - Draft Recommendations published. RF mentioned that the size of divisions would be increased substantially and would make contact with the county councillors difficult. Action: RF to reply to Electoral Review of Oxfordshire County Council
23.1.2. Request for your help: proposal to empower local councils. Discussed with 14.3
23.1.3. OALC – Roles & Responsibilities training. Circulated
As most items were circulated prior the meeting and the meeting has carried on past 9.30pm, it was decided to not discuss these in any further detail.
23.1.4. OCC snow preparation and Snow Day invitation
23.1.5. Fields in trust
23.1.6. Two new consultations on greens and green spaces
23.1.7. Defra consultation
23.1.8. Emergency Response & Winter Preparedness
23.1.9. Consultation re waste managements
23.1.10. Consultation re minerals
23.1.11. Vale White Horse DC planning department customer review. Action: RF to respond to planning department customer review if necessary.
23.1.12. CPRE campaign on the National Planning Policy Framework
23.1.13. Abbey shopping centre – consultation documents
23.2. Items for information
23.2.1. ORCC community networking event
23.2.2. Town and Parish Council Forum 2011
23.2.3. Research Sites Restoration ltd
23.2.4. Unity Trust Bank
23.2.5. Didcot Skatepark Opening
24. Any Other Business. The clerk reported that a complaint was received from the Band re drainage issues on the car park. Action: Clerk investigate drainage issues on the car park.
25. Details of the next meeting.
The next council meeting will be on 12th October 2011
The meeting closed at 21h58
Annex A
Decisions by District Council
11/1652/FUL: Ashdown House, Bessels Way. Retrospective Permission for 2 x lighting columns to entrance. REFUSED
BLE2835/4: Chapmans, Nottingham Fee. PERMITTED
Notification:
11/00312/FUL: White House Studio, London Road. Proposed extensions to include new pitched roof and alterations. APPLICATION WITHDRAWN
Decisions by Parish Council:
11/01891/FUL: Foxgrove, Bessels Way. Proposed 1st floor extension and erection of a rear conservatory. BPC has No Objection
Work to trees:
Remove two limbs from Evergreen Oak tree. Curtoys, Westbrook Street. BPC has No Objection
Reduce crown by 20% to Ash tree. Deneside, South Street. BPC has No Objection
Reduce crown by 30% of 1 x Horse Chestnut. Martins, Westbrook Street. BPC has No Objection
Remove 1 x Apple and 1 x Laburnum. 28, Graham Close. BPC has No Objection
Canopy Reduction of 20% to 1 x Sycamore, remove lower limbs and deadwood. Farthingdown, London Road
Enquiries regarding planning in the Parish may be sent to: planningbpc@googlemail.com
For full details see the Vale website:-
http://www.whitehorsedc.gov.uk/services-and-advice/planning-and-building/find-application