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BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Monday 13th April 2011 at 7.30 pm in the Vale Room
Councillors present: Councillors present: Mr A Cooper (Chairman), Mr C Whatmore, Mr M Brassell, Mr M Shayler (MaS), Mr R Farrell, Ms J Gibson, Mr M Shread
Also present: E Smit (clerk), 1 member of the public
Matters resolved:
1. It was agreed that the PC would be willing to spend up to £500 for a suitable hose for the recreation ground.
2. The landscaping quote was accepted
3. The quote for the electrical work to the equipment store was accepted
4. The risk management plan was adopted
5. The quote for pest control was accepted.
6. The clerk’s hours to remain unchanged and to be reviewed again in 3 months.
7. All payments were approved
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Actions arising from the meeting |
Target date |
|
1. Clerk to remind CD about temporary car park signs |
As soon as possible |
|
2. Clerk to ask the Environment Group to send Cllr Lilly a copy of their report |
As soon as possible |
|
3. Clerk to respond to the Tennis Club |
As soon as possible |
|
4. AC & Clerk to respond to cricket club |
By next meeting |
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5. Clerk to contact Band re possible PIR lights |
By next meeting |
|
6. Clerk to circulate crime prevention officer’s report to PC and BVCIC |
By next meeting |
|
7. Clerk to invoice for Recreation Ground leases |
On-going |
|
8. Clerk to finalise report to WREN. |
As soon as possible |
|
9. CW to circulate new play policy to be adopted by the new council |
By next meeting |
|
10. Clerk to contact CIC re risk assessment. |
As soon as possible |
|
11. MiS to sign up to free Ordnance Survey PSMA facility |
By next meeting |
|
12. Clerk to remind BVS to contact MaS about a donation of gravel |
As soon as possible |
|
13. Clerk to send bus pass information to CW for the Bulletin. |
As soon as possible |
|
14. AC & clerk to draft a reply to Mrs Fraser |
As soon as possible |
|
15. RF to investigate CPRE's Campaigns on planning reform |
By next meeting |
|
16. Clerk to pass on copy of A History of the Best Kept Village Competition in Oxfordshire to BVS-EG |
By next meeting |
|
17. Clerk to order 10 more copies of UP! On the North Wessex Downs |
By next meeting |
|
|
|
|
Actions carried forward from previous meeting |
Target date |
|
1. Clerk to follow up on new litter bins |
Ongoing |
|
2. Clerk to contact Came & Co re questions arising from insurance review. |
As soon as possible |
1. Apologies for absence: Mrs S Loy, Ms C Duckett
2. Declarations of interest. Both MB and CW declared a non-prejudicial interests in the Recreation Ground Enhancement as their wives are members of the Tennis Club.
3. Minutes of the meetings held on 14th March 2011 were accepted and signed as a true record.
4. Police liaison. PCSO Tim Deane reported on criminal damage to a vehicle as well as some damage to the Church End bridge in Blewbury. Parking in Dibleys and Westbrook Street was also discussed and PCSO Deane reported that hare coursing has gone quiet. He thanked the public for their support and the information in relation to hare coursing. Speed monitoring has been taking place close to the Savages entrance.
5. County Councillor’s report. Cllr Lilly thanked the out-going councillors for their work and help. He reported on the bus subsidy review and said that he be supporting the representations made by the Environment Group. Action: Clerk to ask the Environment Group to send Cllr Lilly a copy of their report. Cllr Lilly reported on the extension of the 30mph zone on Bessels Way and as the response from Highways was unsatisfactory, the issue will now be heard by the cabinet. A planning application for an anaerobic digester for the commercial plant in Sutton Courtenay will be dealt with by the Vale. Cllr Lilly will be writing to the Bulletin to ask people to get in touch if they are experiencing difficulties following the cuts in services by the County Council.
6. Matters arising.
6.1. 12/12/07 Future Didcot cycle links. Item closed.
6.2. 10/02/10 Salt bins. As reported at the previous meeting, the new salt bin has provided children with a platform to climb in the neighbouring tree. This would be discussed at the next VHMC meeting.
6.3. 09/06/10 Temporary car park signs. Action: Clerk to remind CD about temporary car park signs.
6.4. 13/10/10 Neighbourhood Watch. Item closed.
7. Open Forum. Mr Richards made the case for the extension to the Croquet Club’s clubhouse extension, asking the PC to consider making a grant of £4000 towards the cost of it. Mr Richards was informed that the Parish Council would consider this request and a special meeting would have to be called to formalise the decision.
8. Recreation Ground.
8.1. 28/11/06 Management Committee Structure/CIC. It was reported that the lease was discussed at the last directors’ meeting.
8.2. 09/07/08 Recreation Ground Enhancement Project progress report. The Tennis Club wrote to the PC about the provision of services to their proposed shelter. They also asked that the path be restored next to the Tennis Courts. The painting of the courts was also mentioned. Action: Clerk to respond to the Tennis Club. The BVCIC complained to the PC about the acoustics in the Melland Room. AC has gone back to the architects to ask for advice. The retainers for doors and hatch were discussed. The contractor insisted that the mirrors were installed properly and it was decided that they would not be replaced at present. Following questions from the cricket club about the maintenance of the cricket square it was reiterated that this would be down to the cricket club but the long-term maintenance of the cricket square would be determined by circumstances. It was decided that the tap should not be moved but it was agreed that the PC would be willing to spend up to £500 for a suitable hose. JG proposed, MB seconded, agreed. Action: AC & Clerk to respond to cricket club. The need for outside emergency lighting was discussed and PIR lights on the equipment store and Band Hall were discussed. Action: Clerk to contact Band re possible PIR lights. Clerk to circulate crime prevention officer’s report to PC and BVCIC. It was reported that the issue surrounding the electricity bills for the demolished pavilion has still not be resolved.
8.3. 08/12/10 BT telephone & internet. The clerk has reported that the cancellation of the minimum committed spend has proven to be difficult but she has been assured that it would be done at no extra cost. The cancellation charge would be refunded.
8.4. 09/12/09 Recreation ground leases & renewal of licence. The licence has been renewed until May 31st 2011. Following a phone call from the Band, the clerk was asked to invoice for the rent due on the Recreation Ground leases. Action: Clerk to invoice for Recreation Ground leases.
8.5. 12/11/08 Memorial bench. Nothing to report.
8.6. 10/11/10 Landscaping. It was reported that only one company was willing to quote at short notice to do the work at the recreation ground prior to the opening in May. The quote was accepted. JG proposed, MS seconded, all agreed. Grass seeding took place recently and the cricketers offered to help with the watering.
8.7. 06/01/11 Fire safety & alarm system. Discussed with 8.2.
8.8. 09/02/11 Equipment store. The electricity bill for the usage of the electricity during construction was received and should be reimbursed by Farnrise. It was reported that following investigations it would be necessary to have the equipment store rewired. The quote for the work was accepted. CW proposed, JG seconded, all agreed. The chairs and tables in the equipment store do not belong to the cricket club and should be disposed of. It was proposed that they should be put on Freecycle. JG & CW volunteered to help with the disposing of some items.
8.9. 14/03/11 WREN report. The clerk and AC drafted a report to WREN. Action: Clerk to finalise report to WREN. The position of the plaque was discussed.
8.10. 14/03/11 Warranty Agreements. It was reported that the warranty agreements were signed by two councillors. Item closed.
8.11. 13/04/11 Crime prevention officer’s report. External CCTV was not recommended. Discussed with 8.2
8.12. 13/04/11 Emergency lighting. Discussed with 8.2
8.13. 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.
9. Tickers Folly Field play space. Planning permission was awaited. The insurers confirmed that they would be willing to insure the new play space.
10. Risk Management.
10.1. 14/07/10 Emergency planning. Nothing to report. Item closed.
10.2. 13/10/10 Annual Review of Risks & Events. Circulated prior to the meeting. The risk management plan was adopted. RF proposed, JG seconded all agreed. Item closed.
10.3. 08/12/10 Future security of new pavilion. See 8.2.
10.4. 09/02/11 Play policy. CW drafted a play policy. Action: CW to circulate new play policy to be adopted by the new council.
10.5. 09/02/11 Review levels of insurance cover. Action brought forward: Clerk to contact Came & Co re questions arising from insurance review.
10.6. 14/03/11 Village Hall risk assessment. Copy received. Item closed.
10.7. 14/03/11 Appointment of internal auditor for 2011-2012. Appointed at last meeting. Item closed.
10.8. 14/03/11 BVGA risk assessment for allotments. Awaiting risk assessment.
10.9. 14/03/11 Pest control. The clerk reported that she invited 3 quotes for pest control but only received one quote. As the quote was from the person who carried out the work in 2010 and the quote was roughly same as in the previous year, it was proposed that it be accepted. RF proposed, MiS seconded, all agreed.
10.10. 14/03/11 Data protection. The notification was amended (to that as local authority) and renewed. Item closed.
10.11. 13/04/11 Recreation Ground risk assessment. As this was carried out by the RGMC in the past, the CIC should be asked to consider this. Action: clerk to contact CIC re risk assessment.
11. Planning & Housing.
11.1. 02/02/06 Planning Committee Report: See attached planning report. No decisions received. CW reported that Ordnance Survey was offering a free service to local authority. Action: MiS to sign up to free Ordnance Survey PSMA facility.
11.2. 02/02/06 Exception Site. Work is continuing on the affordable housing development.
11.3. 10/11/10 Bessels Way 30mph zone. Nothing to report.
12. Finance & Administration
12.1. Approval of RGMC accounts. The accounts were signed off and a copy has been given to the clerk. Item closed.
12.2. Small Grants. Nothing to report.
12.3. Money received from ITV (earmarked for cemetery) Following the decision at the previous meeting to accept the quote for the footpaths on the in the cemetery if it came in on budget, the clerk has confirmed that this would be the case and the contractor has been instructed.
12.4. Review of clerk’s hours. As agreed previously that the clerk’s hours was reviewed and it was agreed that the hours remained unchanged at 80 hours per month, to be reviewed in July. MaS proposed, AC seconded, all agreed.
12.5. Appointment of new lengthman. AC, RF and the clerk interviewed Mr Skelton and it was decided that he be appointed as the new lengthman. A handover period would be negotiated between Mr Skelton and Mr Pottle. It was agreed that both of them be paid during this time. It was agreed that Mr Pottle must be thanked publicly for his hard work over the past 13 years.
12.6. Elections 2011. Seven nominations for Parish Council elections were made so the elections would be uncontested, and 2 more councillors will have to be co-opted. As AC has been leading the Recreation Ground project, it would be considered that he remained as a consultant for the project.
12.7. Clerk’s computer. The clerk has identified a few possibilities for a replacement computer. It was confirmed that an online backup system is now used.
12.8. Payments for approval to be made under ancillary powers and within budgeted amounts
|
Description |
Amount |
|
E Smit |
£893.86 |
|
K Pottle |
£94.01 |
|
E Smit (Expenses) |
£62.09 |
|
Post Office Ltd (PAYE & NI Clerk) |
£1,782.00 |
|
Post Office Ltd (PAYE lengthman) |
£36.80 |
|
BT Payment Services Ltd (direct debit) |
£35.97 |
|
White Horse Horticulture |
£180.00 |
|
Hillier Nurseries Ltd |
£4,200.00 |
|
Thames Water |
£38.41 |
|
ORCC |
£30.00 |
|
OALC |
£301.73 |
|
Blewbury Bulletin |
£11.50 |
|
West Garden Machinery |
£129.11 |
|
Blewbury Village Community Interest Company |
£1,000.00 |
|
PWLB (direct debit) |
£5,572.50 |
|
FTS Sportsturf Ltd |
£790.50 |
|
Post Office Ltd (for Southern Electric) |
£1,881.21 |
|
TOTAL |
£17,039.69 |
All payments were approved. JG proposed, RF seconded, all agreed.
13. Cemetery Development Plan..
13.1. Quotes and project management. See item 12.3. The work was due to be carried out over Easter.
14. Parish Plan
14.1. Litterbins at TFF car park entrance and Pilgrims Way. The clerk is awaiting a response from the Vale.
15. Allotments. Nothing to report
16. Footways, Footpaths and rights of way.
16.1. Dibleys footpaths. Nothing to report. Item closed.
16.2. Gravel & BVS Village clean up day. Action: Clerk to remind BVS to contact MaS about a donation of gravel.
17. Roads, Road safety and public transport.
17.1. Bus passes. Information was circulated prior to the meeting. Action: Clerk to send bus pass information to CW for the Bulletin.
18. Village Hall management committee report. Meeting due to take place next week.
19. Environment.
19.1. Chalk pits: It was reported that more broken glass has been removed by volunteers. A positive response was received from the schools following the PC’s letter.
19.2. Downland project – Tickers Folly. Nothing further to report.
20. District Councillor’s report. RF mentioned that this would be his last report as District Councillor as he would not be standing for re-election in Blewbury. The PC thanked RF for his hard work over the years.
21. Correspondence.
21.1. Items requesting a reply
21.1.1. Email from Mrs Fraser re cost of new clubhouse. A complete breakdown of figures were requested for the Recreation Ground project. The clerk investigated the claims that this has been requested before and no record of such request were found. AC contacted the QS of the project about the breakdown of figures and this was not available without considerable cost to the Council. It was therefore decided that the information which were ready to hand should be supplied to Mrs Fraser pointing out that the final figures would only be known in a year’s time. Action: AC & clerk to draft a reply to Mrs Fraser.
21.1.2. CPRE's Campaigns Update: Planning reform. Action: RF to investigate CPRE's Campaigns on planning reform.
21.1.3. SLCC Survey of internal auditors. Noted.
21.2. Items for information
21.2.1. ORCC – A History of the Best Kept Village Competition in Oxfordshire. Action: Clerk to pass on copy of A History of the Best Kept Village Competition in Oxfordshire to BVS-EG
21.2.2. Replies from schools in response to chalk pits letter. Noted.
21.2.3. UP! On the North Wessex Downs. Action: clerk to order 10 more copies of UP! On the North Wessex Downs
22. Any Other Business. MiS reported that further to his earlier expression of interest about grant funding for children’s projects, he needed to submit more information about possible projects. AC thanked all of the councillors for their hard work and in return the council thanked the chairman for his leadership and hard work relating to the Recreation Ground project. The clerk was asked to convene a meeting to approve a grant to the Croquet Club for their loo.
23. Details of the next meeting.
11th of May 2011 Annual Meeting of the Parish Council
18th of May 2011 Annual Parish meeting
The meeting closed at 22h08
Annex A
PLANNING APPLICATIONS
Decisions by the District Council
No planning decisions have been received from the Vale since the last edition of the Bulletin.
Comments by the Parish Council to the District Council
BLE/18928/1: Demolition of existing garage and conservatory. Proposed ground and first floor extension to provide family room and master bedroom with en-suite. 11 Bridus Mead. BPC has no objection.
BLE/2931/9-A: Erection of non-illuminated aluminium V-shaped signage. Savages Nurseries, London Road. BPC has no objection.
BLE/16493/3: Alterations to dwelling including provision of a dormer window. The Dial House, Church Road. BPC is considering this application.
BLE/21546: Erection of 2-storey rear extension. The Red House, South Street. BPC is considering this application.