BLEWBURY PARISH COUNCIL

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Minutes

Of the Parish Council meeting of Blewbury Parish Council.

Held on Wednesday the 12^th January 2011 at 7.30 pm in the Vale Room

Councillors present: Councillors present: Mr C Whatmore (Vice-Chairman), Mr M Brassell, Mr M Shayler (MaS), Mr R Farrell, Ms C Duckett, Ms S Loy, Ms J Gibson

Also present: E Smit (clerk), County Cllr S Lilly

Matters resolved:

1. It was agreed that PC should continue to support village organisations of a non-commercial nature by charging peppercorn rents, as referred to within in individual leases, as long as those organisations continued to exist in their current form

2. It was also proposed that a grant of £2000 be given to the CIC for the next financial year

3. It was proposed that the precept be raised to £40,000

4. All payments were approved

Actions arising from the meeting	Target date
1. Clerk to order a Salt Bin for the Village Hall. CW to discuss the location of the bin with the VHMC.	By next meeting
2. Clerk to put notices on salt bins	As soon as possible
3. CW to contact residents on the Neighbourhood Watch list to confirm that they are continuing in their role	Ongoing
4. Clerk to respond to the VAT query as soon as possible	By 14 Jan.
5. Clerk to obtain quotes for CCTV	As soon as possible
6. Clerk to check the OALC website to see if any new financial regulations were issued	By next meeting
7. Clerk & RF to review pay rate and make recommendation to the Council	Ongoing
8. Clerk to investigate solution to Brass Band complaints	As soon as possible
9. Clerk to circulate Dibleys Heritage letter	By next meeting

Actions carried forward from previous meeting	Target date
1. RF & clerk to follow up on land values	Ongoing
2. Response to cemetery plans to be drafted	Ongoing
3. Clerk to follow up on new litter bins	Ongoing
4. AC to pass on detailed drawings to CD to ascertain if plants needed to be ordered in advance	As soon as possible

1. Apologies for absence: Mr A Cooper, Mr M Shread.

2. Declarations of interest. CW declared a non-prejudicial interest in the Recreation Ground as his wife is a member of a tennis club. MB & RF both declared an interest in the Recreation Ground due to family tennis club membership. SL declared an interest in items relating to the CIC and Recreation Ground as she is a director of the CIC. She also declared an interest in the payments as she is a resident of Grahame Close (Wind in the Willows RA).

3. Minutes of the meetings held on 8^th December 2010 were accepted and signed as a true record.

4. Police liaison. No Police liaison present.

5. County Councillor’s report. Cllr Lilly congratulated the PC on winning the BT Infinity campaign. He reported that he has presented Highways with the PC’s request to extend the 30mph area on Bessels Way and was due to meet with them on 1^st February. He also reported on the budget cuts and that fire and rescue and child protection services are protected. It was mentioned that there were currently in excess of 230 children on the “at risk” register. It was felt that over all Highways coped well with the adverse weather.

6. Matters arising.

6.1. 12/12/07 Future Didcot cycle links. Nothing to report.

6.2. 10/02/10 Salt bins. The finance committee recommended that a Salt Bin should be ordered for the Village Hall. Action: Clerk to order a Salt Bin for the Village Hall. CW to discuss the location of the bin with the VHMC. The notice to be put into the salt bins has been approved. Action: Clerk to put notices on salt bins.

6.3. 09/06/10 Temporary car park signs. Nothing to report.

6.4. 13/10/10 Neighbourhood Watch. The website list needed to be updated and vacancies advertised. Action: CW to contact residents on the Neighbourhood Watch list to confirm that they are continuing in their role.

7. Open Forum. No members of the public present.

8. Recreation Ground.

8.1. 28/11/06 Management Committee Structure/CIC. CW reported that prior to the finance committee meeting the CIC sent the PC a letter setting out their expectations. The draft lease and management agreement were also circulated. A brief was sent to the CIC responding to the financial points raised with a summary of what the finance committee would be recommending at this meeting. The handover of the building to the PC was postponed twice but it should take place within days. The handover from the PC to the CIC was dependent on the agreement of the lease and the legal requirements to give public notice of the intention to grant a lease. SL reported that the PC’s letter was well-received and that they were studying the lease and management agreement. The Cholsey football team should play their first game on 30^th January. The clerk reported that the application for the post code is in the process of being process by the VWHDC and Royal Mail. The post code is necessary for emergency vehicles and for future users. The CIC wanted to host a preview on 5^th February.

8.2. 08/12/10 BT telephone & internet. The lines should be installed and Redcare connected on Friday morning, in time for the anticipated handover in the afternoon.

8.3. 09/12/09 Recreation ground leases. No objections were received following the notice to inform the public of the lease. The Tennis Club and Band leases have been signed and sent to the solicitor. The Croquet Club still had serious reservations especially about the rent review but their questions have been answered in a letter and a reply was awaited. The Parish Council wished it to be minuted that it continues to support village organisations of non-commercial nature, such as the Croquet Club, by charging only a peppercorn rent as referred to within in individual leases, as long as those organisations continued to exist in their current form. MB proposed, JG seconded, all agreed. The Croquet Club also enquired if they were likely to get a new lavatory but they were told that this would only be known once the final cost of the Recreation Ground Enhancement project has been calculated.

8.4. 09/07/08 Recreation Ground Enhancement Project progress report. Handover was expected by Friday 14^th January. CD reminded the Council that the snagging list should be with the architects prior to the certificate of practical completion being issued. The clerk reported that following the recent VAT claim, a report on the nature of the project and copies of invoices were requested. She spoke to the VAT advisor who was confident that the claim would not be rejected as all invoices were addressed to Blewbury PC, the funds were the PC’s own funds and the nature of grant was acceptable, and would not make any money from the building. Action: Clerk to respond to the VAT query as soon as possible.

8.5. 10/11/10 Borehole. The borehole pumps were installed and were working. Item closed.

8.6. 12/11/08 Memorial bench. Nothing to report.

8.7. 21/10/09 MUGA / Play area. Open exhibition to be held on 16^th January. Two quotes were received on time and one was a clear front runner.

8.8. 13/10/10 Cricket nets & future square maintenance. Nothing to report. Item closed.

8.9. 10/11/10 Landscaping. Action brought forward: Detailed drawings to be passed on to CD to ascertain if plants needed to be ordered in advance.

8.10. 06/01/11 Fire safety. The clerk reported that the fire extinguishers have been installed. The fire alarm is working. A letter was received from the Oxford County Council Fire & Rescue Service advising about risk assessments etc. This letter was passed on to the CIC.

9. Risk Management.

9.1. 14/07/10 Emergency planning. Nothing to report.

9.2. 14/07/10 Review of effectiveness of internal audit process. No further comments were received by the internal auditor.

9.3. 13/10/10 Annual Review of Risks & Events. This was reviewed but it will adopted one the CIC takes over the running of the new clubhouse and items relating to the CIC have been added.

9.4. 13/10/10 KAP & skate park inspections. A quote was received from Mr Bedford-Clark and another recommendation has been received for a RoSPA inspector. Item closed.

9.5. 10/11/10 New insurance schedule. The insurance for the new clubhouse has been paid but will only be put on risk once handover has taken place. Item closed.

9.6. 08/12/10 BVS Risk Assessment for Boxing Day. Received. Item closed.

9.7. 08/12/10 Future security of new pavilion. The PC discussed a possible CCTV system. Quotes were obtained from DIY CCTV systems but the PC asked the clerk to obtain quotes from companies who would supply, install and maintain the CCTV system. Action: Clerk to obtain quotes for CCTV.

9.8. 12/01/11 Review of NALC financial regulations. Action: Clerk to check the OALC website to see if any new financial regulations were issued.

10. Planning & Housing.

10.1. 02/02/06 Planning Committee Report: No decisions were received. Two new applications were received (Downside and Stocks).

10.2. 02/02/06 Exception Site. Nothing to report.

11. Finance & Administration

11.1. Budget report. CW read out the budget report and recommendations of the finance committee. Please refer to Annex B. It was agreed that the Village project reserve be vired into the general reserve. It was also proposed that a grant of £2000 be given to the CIC for the next financial year. CD proposed, JG seconded, agreed.

11.2. Clerk’s salary

11.2.1. Review of hours for 2010-2011. Following the exceptional increase in the clerk’s hours due to the Recreation Ground Enhancement Project, it was agreed that the clerk be paid for 20 additional hours per month (also retrospectively) for the 2010-2011 financial year.

11.2.2. Review of rate of pay for 2011. Action: Clerk & RF to review pay rate and make recommendation to the Council.

11.2.3. Review plan for 2011-2012. It was suggested that the clerk’s hours be reviewed quarterly in the next financial year.

11.3. Resolution to approve precept for 2011-2012. It was proposed that the precept be raised to £40,000. The raise was mainly due to loan repayments. CW proposed, CD seconded, all agreed.

11.4. Approval of RGMC accounts. Nothing to report.

11.5. Small Grants. Nothing to report.

11.6. Money received from ITV (earmarked for cemetery). Nothing to report.

11.7. Review of land values. Clerk & RF met and drafted a document to be sent to the Vale’s expert.

11.8. Asset register. RF recommended that equipment previously bought by the Parish Council but where clubs have contributed towards them be gifted to the CIC. A letter was drafted and circulated.

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

Description	Amount
E Smit	£690.81
K Pottle	£70.40
E Smit (Expenses)	£29.14
Post Office Ltd (PAYE & NI clerk)	£346.12
Post Office Ltd (PAYE lengthman)	£156.80
Blewbury Village Hall (Youth Club & Toddlers)	£286.00
Blewbury Cob Wall Fund	£400.00
Wind in the Willows Residents Association	£50.00
Thames Water Utilities Ltd	£43.97
Woodeson Drury Limited	£2350.00
CBG Consultants Ltd	£951.16
Sutton Griffin Architects	£1,192.86
Farnrise Construction Ltd	£106,775.82
TOTAL	£113,343.08

The clerk reminded the council that a payment of £656.03 was made to The Broker Network between meetings for the clubhouse insurance. It was also agreed that the clerk can make the payment to the newspaper for the legal notice of the CIC lease and claim it back on expenses. All payments were approved. CW proposed, JG seconded, all agreed.

12. Cemetery Development Plan

Quotes and project management. Nothing to report.

13. Parish Plan

13.1. Litterbins at TFF car park entrance and Pilgrims Way. Nothing to report.

14. New Waste services. JG asked that a reminder be published in the Bulletin that information is available on the VWHDC’s website and via the Bulletin emails.

15. Allotments. Nothing to report

16. Footways, Footpaths and rights of way.

16.1. Dibleys footpaths. Nothing to report

16.2. Cob walls. Nothing to report

17. Roads, Road safety and public transport.

17.1. Bridus Way & Bessels Lea junction. Nothing to report

17.2. South St bus stop. The clerk reported that Highways were investigating another location closer to the wall for the bus stop flag.

Due to time constraints no further items apart from the one correspondence item were discussed.

18. Village Hall management committee report.

19. Environment.

20. District Councillor’s report.

21. Correspondence. Urgent correspondence to be emailed to councillors.

21.1. Items requesting a reply

21.1.1. Insurance testimonial for Came & Company Parish Council Insurance

21.1.2. Blewbury Brass Band letter 03-01-2011. Action: Clerk to investigate solution to Brass Band complaints.

21.1.3. Reply from Dibleys Heritage. Action: Clerk to circulate Dibleys Heritage letter.

21.1.4. Didcot Town Council – closer working

21.2. Items for information

21.2.1. OCC Snow guide

21.2.2. Insurance guide on weight of snow

21.2.3. OALC update

21.2.4. SLCC branch conference 26 February 2011

21.2.5. Santander: information for A&L customers

21.2.6. White Horse Harriers - poster

22. Any Other Business.

23. Details of the next meeting.

The next scheduled meeting would be on the 9^th of February 2011.

The meeting closed at 21h58

Annex A

planning applications from February 2011 Bulletin

Decisions by the District Council

BLE/21357: Proposed side extension with room in roof, extension of existing front and rear dormers and infilling of the front of the property to provide a flush front elevation. 30 Eastfields. Permitted with conditions re external building materials.

Comments by the Parish Council to the District Council

BLE/16725/2: Demolition of existing redundant hay barn and lean-to roof area. Erection of new building for office and commercial use. Mockbeggars Farm, Church End. BPC has no objection.

BLE/21410: Demolition of existing rear conservatory. Erection of a single storey rear extension. Ashcroft, Bridus Way. BPC has no objection.

BLE/20976: Remodelling and extension of existing property to provide improved living accommodation. Downside, Westbrook Street. BPC is considering this application.

BLE/2521/4: Removal of existing windows in west elevation of existing extension and replace with patio doors. Replace existing back door with waney edged larch board and a small window. Stocks, Chapel Lane. BPC is considering this application.

Work to trees: 30% crown reduction of 3 sycamore, 30% crown reduction of one horse chestnut. The Retreat, Chapel Lane. BPC has no objection.

Work to trees: 30% crown reduction of 2 ash, 25% crown reduction of 2 beech, 25% crown reduction and 15% crown lift of 1 beech. Orchard House, Chapel Lane. BPC has no objection.

Annex B

1. Estimates of income and expenditure for 2010/2011

These figures have been reworked since the finance committee meeting

Members of the committee examined the record of income and expenditure to the 1^st of December 2010 and the Clerk’s estimates for the full year 2010/2011. Total expenditure is likely to result in a £11,291.95 deficit. This figure includes payments not specifically budgeted for, e.g. the £2500 paid to the Scout Association to terminate the lease of the Scout Hut and the first instalment of the loan repayment of £3760.25. Since the meeting is was also recommended that the clerk be paid for more hours for this financial year, which if this is agreed by the PC ,would mean an additional spend of £3074.40 in salary & PAYE as well as £285.82 in Employer NI.

Income is much lower than anticipated mainly due to less cemetery fees compared to the previous years. Income from interest remains low but donations from the BVS and the “Recreation Ground Blewbury Appeal Fund” totalling £2054.10 for KAP maintenance was very welcome.

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

Projected total receipts: £29518.26 (which is £323.26 more than anticipated but the ringfenced amount of £2500 for KAP is included in this amount)

Projected expenditure: £37199.99 (which is £375.01 less than anticipated)

This means that instead of the anticipated deficit of £8380 there is likely to be a deficit of £11,291.95.

When the Recreation Ground works are included, the figures which will appear on the annual return are as follows:

Projected total receipts: £417655.76, which includes VAT reclaims, the PWLB loan and the WREN and Playbuilder grants.

Projected expenditure if project remains on budget: £490,810.21

2. Estimates of income and expenditure for 2011/2012

Members discussed the estimates of income and expenditure for 2010/2011. The main items requiring funds for 2011 are the higher audit fee, as well as a new computer and the salary of the clerk, anticipated legal costs and risk management (e.g. insurance and machinery).

Interest on reserves is not expected to be high. The Playbuilder grant was not included in these figures.

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:

· Higher audit fee due to higher income/expenditure.

· Startup cost of the CIC and clubhouse security

· Repayment of PWLB loan

· Electricity for the equipment store (previously Scout Hut)

· Following advice from the PC’s insurers, a salt bin should be provided for the Village Hall car park.

· A new computer for the clerk

The following cost savings were recommended:

· The grant to the Toddler Group to change to a £300 grant instead of paying for all of the Village hall hire.

· Although the grant to the Cob Wall fund was increased to £400 in the previous year, it was recommended that it be decreased to £300 (the same as in previous years).

· Subscription to CPRE to continue for another year but to be reviewed again. Subscription to Open Spaces to be reviewed by the Council and if possible, to cease. As the Oxfordshire Playing Fields Association subscription has proven valuable with the TFF play area development, the subscription should be reviewed at the next budget meeting.

· Total small grants budget to decrease from £500 to £250 with the recommendation that the Didcot CAB should receive a £100 grant, South and Vale carers £50 and £50 each for 2 other worthy local causes.

· No further money would be put aside for the cemetery project.

· Training budget to be reduced to £150

· Tree work is not budgeted for and only £200 remains in the budget for gravel for where it is urgently needed.

In summary, it was recommended that as the PC reserves are fast becoming depleted, it should not budget for a large deficit. As it was highly likely that no election would be necessary, the possible cost of an election was not included. Should the precept be increased to £40,000, the projected receipts for 2011 are £43,070; the projected expenditure is £46,287.50 ; which results in an expected deficit of £3,267.50. These amounts do not include the capital expenditure to finish the Recreation Ground Enhancement Project.

3. Reserves:

Total reserves £ 28,969.37 (4^th January 2011) (excluding capital set aside for Rec project)

Of that

Earmarked reserves:

KAP £1096.35

Cemetery £3500

Future Village project £19000

Emergency Village maintenance: £1000

Total earmarked: £24,596.35

Due to the anticipated deficit is recommended that the “Village project” earmarked reserves be vired back into the general reserves.