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BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Monday 14th March 2011 at 7.30 pm in the Melland Room, Blewbury Clubhouse
Councillors present: Councillors present: Mr A Cooper (Chairman), Mr C Whatmore, Mr M Brassell, Mr M Shayler (MaS), Mr R Farrell, Ms C Duckett, Ms S Loy, Ms J Gibson
Also present: E Smit (clerk), 5 members of the public
Matters resolved:
1. It was proposed that the gang mower and line marker be gifted to the BVCIC and removed from the Parish Council’s asset register
2. To carry over to the next financial year as earmarked reserves the amounts budgeted but unspent on projects that are in hand but not complete. It was clarified that these projects included the TFF play space, KAP funds and the cemetery paths
3. It was proposed to delegate a decision re the cemetery footpaths to the chairman and clerk, provided that the quote came in on budget.
4. Patrick Clarke was appointed as internal auditor for 2011-2012.
5. 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 |
By next meeting |
|
2. CW to discuss pruning tree with VHMC |
By next meeting |
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3. CD to follow up on temporary car park signs |
By next meeting |
|
4. Clerk to complete BVCIC membership form |
By next meeting |
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5. Clerk to reply to CIC re modification of bar area |
|
|
6. Clerk to follow up on electricity supply to old pavilion and new clubhouse |
By next meeting |
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7. RF to speak to Croquet Club about Thames Water bills |
By next meeting |
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8. Clerk to ask CD to investigate permanent car park signs as well |
|
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9. Clerk to follow up with Brian Duckett re quotes for additional landscaping |
By next meeting |
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10. AC to follow up electricity quote |
By next meeting |
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11. Clubs to be contacted to clear out unnecessary items from the equipment store |
As soon as possible |
|
12. Clerk & AC to ascertain if more volunteers were needed to clear out Scout Hut |
By next meeting |
|
13. AC & clerk to draft report to WREN |
By next meeting |
|
14. Clerk & CW to follow up with APES on their appointment and cash flow problems |
As soon as possible |
|
15. Clerk to investigate extending the Playbuilder contract |
As soon as possible |
|
16. Clerk & CW to contact insurers re new play area. |
As soon as possible |
|
17. Clerk to contact Came & Co re questions arising from insurance review |
By next meeting |
|
18. CW & Clerk to check if a copy of village hall risk assessment was received |
As soon as possible |
|
19. Clerk to contact BVGA re risk assessment |
By next meeting |
|
20. Clerk to obtain quotes for pest control at the recreation ground and cemetery |
As soon as possible |
|
21. AC & Clerk to review data protection obligations |
By next meeting |
|
22. Small grants committee to consider Sye Ryder homes request |
By next meeting |
|
23. Clerk & AC to interview candidate for lengthman vacancy |
As soon as possible |
|
24. Clerk to obtain quote for cemetery works from Kevin Barlow. |
As soon as possible |
|
25. Clerk to reply to Mrs Robertson re litterbin situation |
As soon as possible |
|
26. Clerk to respond to Dibleys Heritage |
As soon as possible |
|
27. Clerk to reply to Springline Church. Clerk to write to Highways and the BVS re Chapel Lane |
By next meeting |
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28. Clerk to write to schools re rubbish at the Chalk Pit |
As soon as possible |
|
29. JG to investigate revised household recycling centre strategy |
By next meeting |
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30. Clerk to respond to the Downland Project |
By next meeting |
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31. Clerk to respond to Didcot Volunteer Centre car scheme survey |
As soon as possible |
|
|
|
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Actions carried forward from previous meeting |
Target date |
|
1. Clerk to follow up on new litter bins |
Ongoing |
1. Apologies for absence: Mr M Shread, PCSO Clements.
2. Declarations of interest. SL declared a non-prejudicial interest in the Recreation Ground Enhancement project as she is a director of the BVCIC. CD declared an interest in the Recreation Ground Enhancement project due to family membership of the Tennis Club, and involvement in junior football and junior cricket clubs. She also declared a prejudicial interest in the planning item as she has a personal planning application awaiting a response from the PC.
3. Minutes of the meetings held on 9 February 2011 were accepted and signed as a true record.
4. Police liaison. The police report was received by email. It was reported that the Police will be issuing tickets to people parking dangerously at the entrance of South Street. Action: Clerk to circulate police report.
5. County Councillor’s report. Cllr Lilly reported that the contract for the incinerator in Ardley has been signed. He also reported that an application for a commercial plant to process waste mechanically and biologically at Sutton Courtenay was still being pursued. It was reported that the government announced help towards Highway maintenance and Oxfordshire should receive about £1.2million. Revision of county boundaries meant a reduction in County Councillors. The construction of new highways as part of the local transport plan of South Oxfordshire was discussed. Local Transport Review is taking place. Bus subsidies are going down and new hybrid busses will be introduced at the Oxford Park & Ride. Didcot Locality review was mentioned, as well as the availability of funding for community projects. The new station forecourt in Didcot has had to be delayed due to the Milton Park works not being finished on time. Finally, the extension of the 30mph zone on Bessels Way was discussed as the response from Highways was unsatisfactory.
6. Matters arising.
6.1. 12/12/07 Future Didcot cycle links. As progress was unlikely, item was closed.
6.2. 10/02/10 Salt bins. The Village Hall salt bin has provided children with a platform to climb in the tree. Contents have also been spilt. Action: CW to discuss pruning tree with VHMC.
6.3. 09/06/10 Temporary car park signs. Action: CD to follow up on temporary car park signs.
6.4. 13/10/10 Neighbourhood Watch. CW rang the people on the list of neighbourhood watch and confirmed that they currently receive emails which are sent on to a list. No neighbourhood watch meetings take place. Item closed.
7. Open Forum. Members of the public asked the PC how they could ensure that they get on the list for the housing development. Advice was sought prior to the meeting, a copy of which was given to the enquirers.
8. Recreation Ground.
8.1. 28/11/06 Management Committee Structure/CIC. An invitation for the PC to become a member of the BVCIC was passed on. RF volunteered to attend CIC meetings until the new PC is elected. Action: Clerk to complete BVCIC membership form.
8.2. 14/03/11 Alteration of the bar area. The CIC’s request to modify the bar area to incorporate a bar fridge was discussed. CD pointed out that usually there should be 300mm space next to a sink to make it useable. As the PC was keen to support the CIC in their endeavours and therefore it was agreed that the sink could be moved (as per CIC’s request) or that it could be removed altogether provided that the worktop matches the existing one. Action: Clerk to reply to CIC re modification of bar area.
CD left meeting.
8.3. 09/07/08 Recreation Ground Enhancement Project progress report. RF asked if the electricity supply to the clubhouse has been resolved as the RGMC are still receiving bills for the demolished pavilion. Action: Clerk to follow up on electricity supply to old pavilion and new clubhouse. The old water supply was also discussed. Action: RF to speak to Croquet Club about Thames Water bills. It was also pointed out that clearer signage was needed to alert clubhouse users where the main car park was. Action: Clerk to ask CD to investigate permanent car park signs as well.
8.4. 08/12/10 BT telephone & internet. The clerk has discovered that prior to the cancellation of the broadband, BT has put a minimum committed spend of £500 on the bills. The clerk has asked this to be cancelled.
8.5. 09/12/09 Recreation ground leases & renewal of licence. It was agreed that the licence would be extended until 31st May 2011.
8.6. 12/11/08 Memorial bench. The football club has confirmed that they are still interested in having the memorial bench. They were going to get in touch with the Malone family and will let the clerk know what they say.
8.7. 10/11/10 Landscaping. The landscaping (grass seeding) was due to take place in the next few weeks. Some co-ordination with the Farnrise was needed. Action: Clerk to follow up with Brian Duckett re quotes for additional landscaping.
8.8. 06/01/11 Fire safety & alarm system. There was still no clarification on why two different companies were monitoring the fire and intruder alarms. The clerk will be meeting with the crime prevention officer in the next week.
8.9. 09/02/11 Equipment store. A quote was received to refurbish the store but the cost seemed prohibitive. As for the new quote to restore electricity to the store, the question was asked if the store needed a total rewire or if it just needed to be tested. Action: AC to follow up electricity quote. The clerk also mentioned that a clear out was necessary as the Croquet Club also wanted to store equipment. Action: Clubs to be contacted to clear out unnecessary items from the equipment store. Clerk & AC to ascertain if more volunteers were needed to clear out Scout Hut.
8.10. 14/03/11 WREN report. The clerk reported that a report needed to be submitted to WREN and she asked for help. Action: AC & clerk to draft report to WREN.
8.11. 14/03/11 Warranty Agreements. It was agreed that the warranty agreements be signed by two councillors.
9. Tickers Folly Field play space. Trees were planted. Adventure Playground Engineers (APES) were notified that they were appointed but concern was expressed when they casually mentioned that they had some cash flow problems. Action: Clerk & CW to follow up with APES on their appointment and cash flow problems. As the contract deadline was 30 June, it was decided that enquiries should be made about applying to extend the contract while Howie Watkins was still in office. Action: Clerk to investigate extending the Playbuilder contract. As one of the installations was considered “medium to high risk” confirmation was needed if in the PC’s insurers was happy to insure it. Action: Clerk & CW to contact insurers re new play area.
10. Risk Management.
10.1. 14/07/10 Emergency planning. Nothing to report.
10.2. 14/07/10 Review of effectiveness of internal audit process. Item closed.
10.3. 13/10/10 Annual Review of Risks & Events. Circulated prior to the meeting.
10.4. 08/12/10 Future security of new pavilion. Nothing to report.
10.5. 09/02/11 Play policy. Discussed with item 9.
10.6. 09/02/11 Review levels of insurance cover. The clerk & RF reviewed the insurance cover prior to the meeting. Action: Clerk to contact Came & Co re questions arising from insurance review.
10.7. 14/03/11 Village Hall risk assessment. Completed. Action: CW & Clerk to check if a copy of village hall risk assessment was received.
10.8. 14/03/11 Appointment of internal auditor for 2011-2012. Patrick Clarke was appointed as internal auditor. CW proposed, AC seconded. All agreed.
10.9. 14/03/11 BVGA risk assessment for allotments. Action: Clerk to contact BVGA re risk assessment.
10.10. 14/03/11 Pest control. Action: clerk to obtain quotes for pest control at the recreation ground and cemetery.
10.11. 14/03/11 Data protection. Action: AC & Clerk to review data protection obligations.
11. Planning & Housing.
11.1. 02/02/06 Planning Committee Report: See attached planning report. It was mentioned that as the PC is seeking planning permission for the new play space, no formal response from the PC was needed.
11.2. 02/02/06 Exception Site. Work has started to the affordable housing development. The entrance was cut out of the hedge but it was much wider than needed. The sewerage pipes will be running along the bridle way to meet up with the Bridus Mead sewer. The construction traffic is using the alternative entrance on Bessels Way and not Bridus Way. A “Meet the Builders” event was planned for the next week.
11.3. 10/11/10 Bessels Way 30mph zone. Discussed with item 5.
12. Finance & Administration
12.1. Approval of RGMC accounts. Nothing to report.
12.2. Small Grants. Action: Small grants committee to consider Sue Ryder homes request.
12.3. Money received from ITV (earmarked for cemetery). The clerk mentioned that a decision needed to be taken re the paths in the cemetery as ashes graves are becoming more popular and in order for new ashes graves to be utilised the landscaping plan should be implemented.
12.4. Review of land values. Following advice received from external auditor, the land values for the asset register has been reviewed and valued at historic cost. The values will be restated for audit purposes. Item closed.
12.5. Asset register. RF sought advice re the gifting of the gang mowers and line marker. As the CIC was happy to take over these items, it was agreed that these items be removed from the asset register. RF proposed, JG seconded, all agreed. Item closed.
12.6. Resolution: To carry over to the next financial year as earmarked reserves the amounts budgeted but unspent on projects that are in hand but not complete. It was clarified that these projects included the TFF play space, KAP funds and the cemetery paths. JG proposed, SL seconded, all agreed. Item closed.
12.7. Appointment of new lengthman. Four applications were received but the one person withdrew and the two people do not have a driving licence. Action: Clerk & AC to interview candidate for lengthman vacancy. It was decided that the appointment was made in consultation with the clerk.
12.8. Barclays free banking. It was noted that free banking has been extended for a further year. Item closed.
12.9. Elections 2011. So far only 3 councillors will be standing for election. More candidates with varied skills were urgently needed.
12.10. Clerk’s computer. As some money was allocated for new computer equipment the clerk was given permission to start looking for a new computer. It was also recommended that an online backup system be used.
Payments for approval to be made under ancillary powers and within budgeted amounts
|
Description |
Amount |
|
E Smit |
£867.43 |
|
K Pottle |
£51.20 |
|
E Smit (Expenses) |
£135.09 |
|
The Churn Benefice |
£50.00 |
|
Blewbury Post Office |
£250.00 |
|
Blewbury Village Hall |
£376.00 |
|
Oxfordshire Association of Local Councils |
£301.73 |
|
The Information Commissioner |
£35.00 |
|
The Didcot & District Citizens Advice Bureau |
£100.00 |
|
Ryder-Cheshire Volunteers Oxfordshire |
£50.00 |
|
BT Payment Services Ltd |
£35.98 |
|
TOTAL |
£2,252.43 |
The clerk asked that the payment to the OALC be held back until April to avoid making two subscription payments in one year. All other payments approved. RF proposed, SL seconded, all agreed.
13. Cemetery Development Plan. It was brought to the Clerk’s attention that the some graves do not comply with the regulations. The cemetery committee was asked to consider their response.
13.1. Quotes and project management. Following quotes previously sought which came in over budget, MaS suggested that Kevin Barlow be asked to provide a quote. It was agreed that the decision be delegated to the clerk and the chairman provided the quote came within the available budget. JG proposed, SL seconded, all agreed. Action: Clerk to obtain quote for cemetery works from Kevin Barlow.
14. Parish Plan
14.1. Litterbins at TFF car park entrance and Pilgrims Way. The PC received a letter from a parishioner requesting more litter bins. This received considerable support from the PC but as no answer has yet been received from the Vale, no further action could be taken yet. Action: Clerk to reply to Mrs Robertson re litterbin situation.
15. Allotments. Nothing to report
16. Footways, Footpaths and rights of way.
16.1. Dibleys footpaths. Nothing to report.
16.2. Cob walls. It was reported that following some enquiries the clerk was given some reassurances that work would be done to the cob wall soon. Item closed.
16.3. Leaf clearance. It was previously agreed that this would be included in the autumn duties of the lengthman. It was suggested that the BVS was asked to include this in the village day. A letter was received from the Springline (Methodist) Church to complain about the state of Chapel Lane. It was pointed out that the upkeep of the road was for Highways and the District Council but it was pointed out that road sweeping only took place where there are kerbs. The new lengthman could be asked to clear this area when needed but the BVS would be asked to add this to the village day. Action: Clerk to reply to Springline Church. Clerk to write to Highways and the BVS re Chapel Lane. Item closed.
16.4. Gravel. The BVS Village day will be on 30th April. The PC was asked if gravel would be supplied. Due to budgetary constraints the PC decided not to spend money on gravel. MaS offered to see if he can get a donation of gravel for the day.
17. Roads, Road safety and public transport.
17.1. South St bus stop. The bus stop has been installed. Item closed.
18. Village Hall management committee report. Meeting due to take place next month.
19. Environment. The clerk reported that the Chalk Pit was riddled with litter. Action: Clerk to write to schools re rubbish at the Chalk Pit.
20. District Councillor’s report. RF mentioned that the Vale past its budget and the Council Tax remained unchanged. The joint working with SODC was essential in make the necessary savings. Essential services remain the same.
21. Correspondence.
21.1. Items requesting a reply
21.1.1. BVS Village day. Discussed with 16.3 and 16.4
21.1.2. Revised household recycling centre strategy. Action: JG to investigate revised household recycling centre strategy.
21.1.3. Letter re litter bins. Discussed with 14.1
21.1.4. Letter re Chapel Lane. Discussed with 16.3
21.1.5. Dibleys Heritage Ltd – ground survey. This was circulated prior to the meeting. The clerk was asked to write to Dibleys Heritage to clarify that the PC would not contribute towards the survey as the PC has never been in a dispute about the boundary. The request remained that the fence be brought into good order. Action: Clerk to respond to Dibleys Heritage.
21.1.6. OCC - Have Your Say on Services for Children, Young People & Families. Noted.
21.1.7. Blewbury Downland Project. It was noted that the PC supported this endeavour but the PC was not able to support if financially at this time. The new lengthman would be made aware of the TFF aspect of the project. Action: Clerk to respond to the Downland Project.
21.2. Items for information
21.2.1. Internal audit services. Noted.
21.2.2. Cerda Planning services. Noted.
21.2.3. RoSPA Playground inspections. Noted
21.2.4. Harwell-Chilton Campus local stakeholder group meeting. Noted.
21.2.5. The Newbury & District Motor Services Story. Noted.
21.2.6. Didcot Volunteer Centre car scheme. Action: Clerk to respond to Didcot Volunteer Centre car scheme survey.
21.2.7. Memorial safety and inspection. Noted.
22. Any Other Business. Cholsey Football club asked that the Recreation Ground was cut before 28th March.
23. Details of the next meeting.
13th of April 2011
The meeting closed at 22h09
Annex A
BLE21410: Demolition of existing rear conservatory. Erection of a single storey rear extension. Ashcroft, Bridus Way. Permitted with conditions re external materials.
BLE/20976: Remodelling and extension of existing property to provide improved living accommodation. Downside, Westbrook Street. Permitted with conditions re external materials.
BLE/17755/10-LB: Proposed roof light to rear roof slope. Cottrills, London Road. Permitted.
BLE/17755/11: Erection of metal railings around front garden boundary. Cottrills, London Road. Permitted with conditions re external materials.
Comments by the Parish Council to 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. BPC is the applicant.
BLE/11148/7: Proposed extension to north of existing workshop. Blewburton Barns, Hagbourne Road. BPC has no objection.
BLE/12377/4: Proposed two single-storey extensions and associated works. Bakers Cottage, Westbrook Street. BPC has no objection.
BLE/1814/3-LB: Installation of 12 voltaic panels on the clay tiles roof of kitchen extension. Winding Way, South Street. BPC has no objection.
Work to trees: Reduce height of 2 silver birch. Middle Ashbrook, London Road. BPC has no objection.
Work to trees: Remove 1 silver birch. Nottyngham Fee House, Nottingham Fee. BPC has no objection.
Work to trees: Various works. Barnfield, Nottingham Fee. BPC has no objection.
Work to trees: Various works. Church End House, Church End. BPC has no objection.
.