1.     To receive apologies for absence

D Mathias, S Austin. J Saunders.

2.     To record any declarations of interests relating to this meeting

M Shayler – VH bike rack installation.

3.     To receive the County Councillor’s report

Report received in advance of the meeting & sent to Council.

4.     To receive District Councillor’s report

Report received in advance of the meeting & sent to Council. In addition:-

• HG urged the Council to look at the Joint Local Plan
• The consultation on boundary changes would be issued soon
• JG asked for an update on the new DC building in Didcot? HG to provide an update
• D Dewhurst has chased progress on the called in planning consultation P23/V2635/FUL
• HG to check on progress of requested dog waste bin re-siting on Berry Lane

5.     To receive the Lengthman’s report from David Hollick

DH produced a list of actions to be carried out in his absence.       Clerk to provide LR with inspection sheets.

6.   Open Forum

To receive representations from members of the public if present. Maximum 15 minutes (3 minutes per person).

6.1 Croquet Club to present a proposal for the addition of gazebos to the croquet clubhouse – David Long

Mr Long presented a proposal for the addition of open gazebos at the Croquet Club for the Council’s consideration. After the presentation, Council agreed that it was happy with the proposals in principle,  & subject to any planning permission. Clerk to write to Mr Long accordingly.

7.   To approve previous minutes & report on any matters arising – All Cllrs

Minutes of the BPC meeting held on 13^th December 2023

Council approved the minutes as a true record.

8. To hear the Planning Committee Report & Planning Responses – L Inglis

LI to look at the Joint Local Plan & create a response from the Council.

8.1 To agree or ratify the Council’s response to the following consultations

8.1.1 P23/V2746/HH 33 Bridus Mead, Blewbury

Single storey side & rear extension.

Deadline 13.01.24.

Council agreed no objections to this consultation. Returned 11.01.24.

8.1.2 MW.0166/23 Collard Environment Ltd, Chilton Recycling Facility, Chilton

S73 app permitted dev (P22/V1914/CM-MW0098/22) proposed extension etc.

Deadline 14.01.23

Council agreed no objections by email. Returned 14.12.23

8.2 To note planning permissions received / withdrawn during the month

None.

 9. To hear an update on Speed Watch & Speed Reduction Measures (L Robinson / J Ingoldby / W Carless)

All parties agreed the securing of a contractor to install & rotate the SIDs on a regular 6-week basis was crucial. LR to obtain SID spec & pass on to JI/WC. WC to examine requirements, speak to R Lloyd & investigate potential contractors, & report back via LR. A job specification & risk assessment must also be written to engage the right contractor.

10. To hear an update on Finance & Administration from the Clerk

10.1 Financial updates

10.1.1 End of month reconciliation for December sent in advance of the meeting to the Vice-Chair. Agreed & signed by the vice-chair at the meeting.

10.1.2 Lloyds Bank account funds as of 31.12.23 were £76,156.56

This sum includes reserves of: –

• £17,269.51 remaining village hall refurb funds
• £10,521.53 CIL funds

Net funds available £48,365.52

10.2 Administrative updates

10.2.1 BPC Finance Committee Meeting (held on 20.12.23) – Committee proposals as detailed below were unanimously agreed by full council:-

10.2.1.1 Cemetery fees increase of 5% with effect from 01.01.2024

10.2.1.2 Lengthman salary increase of 5%

10.2.1.3 Hall Administrator salary increase of 5%

10.2.1.4 Clerk salary will be reviewed again by the Council following the NALC pay award at some point in 2024/5, which will be backdated to April 2024.

10.2.1.5 The current Post Office grant of £1200pa is to be discussed & formalised with the VHEMC & new post mistress. DM to discuss with VHEMC.

10.2.1.6 The Committee did not reach any agreement on the payment of a grant to the CAB.

10.2.1.7 The Committee agreed to review the gardening work carried out under contract, with a view to including other work & tendering to other contractors. Clerk to draw up a           list of contractors.

10.2.1.8 OALC & SLCC memberships to remain. All other memberships to be reviewed as they arise.

10.2.1.9 The Committee proposed that Reserves should be maintained where provided for a specific purpose & that an interest-bearing account should be investigated for this                       purpose. LR to find an appropriate interest-bearing account & recommend to Council.

10.2.1.10 Precept – Committee recommended an increase of £28,000 (32.94%) on the precept for 24-25, to a total of £113,000. This equates to a tax base increase of c£3 per month based on a band D property. Council acknowledged this was largely due to the huge increase in insurance premium following the flood at the Clubhouse in December 2022.

10.2.1.11 The Committee was satisfied with the adequacy of the following & recommended no changes to:-

i. Finance Committee Terms of Reference (other than the date)

ii. Record of physical assets & liability

iii. Risk Management Policy

iv. Financial Regulations (other than a change to item 4.4)

v. The Council’s insurance cover – this was scrutinised prior to its renewal in October 2023.

10.2.2 Other administrative updates

10.2.2.1 Simon Barrett confirmed via email on 31.12.23 that the CIC was dissolved on 26.12.23

10.2.2.2 Harry Hood of Abbott Denton has agreed to carry out this year’s internal Audit.

10.2.3 To agree a change to Clerk’s working hours

The Clerk explained that she would like to confirm her working hours as between 9am & 1pm, Monday to Friday, & to include this information within emails. Council agreed to                           formalising this change.

10.3 To agree authorisers for this month’s payments (current signatories only) –  LR & AC.

10.4 To approve payments to be made under the general power of competence and within budgeted amounts as detailed in the table below – All Councillors

*Paid to be ratified

11.    To receive an update from VHEMC

11.1 Cycle hoops update – E Cooper

The cycle hoops will be ordered as soon as payment has been made on 11.01.24. Delivery is 3 weeks from order.

MS confirmed the groundwork would be carried out between 12^th & 15^th January.

11.2 Any other updates

None.

12.    To receive an update on the Community Art project – L Inglis

LI stated that a location & block plan were required, together with a full specification for the artwork & it’s installation. JG to set up a meeting with JS & L Shayler to discus engaging the school on what wording would be appropriate for the artwork plaque(s).

13.    To receive an update on the all things relating to the operation of the Clubhouse & the recreation ground – D Hollick, J Gibson, E Holroyd

           13.1 Clubhouse

13.1.1 Entertainment licence details

The Clerk is investigating if such a licence is required for the Melland Room.

13.1.2 Frost stat heaters/pipe lagging update

DH confirmed that this work is complete.

13.1.3 Other updates

13.1.3.1 Borehole risk assessment & water sampling to be carried out on 11.1.24.

13.1.3.2 Fire risk assessment to be carried out on 29.1.24.

13.2 Clubhouse usage December

A total of 41.5 hours were booked during December, with this tailing off towards Christmas.

13.3 Recreation ground update

The Cricket Club & Amazons Football Club representatives had met to agree usage & upkeep of the recreation ground.

14.    To receive an update on all aspects of TFF & car park – M Shayler, D Hollick

14.1 Play area / trim trail update

A recently reported problem with a swing was fixed & the replacement part for the zip wire awaited better weather.

14.2 Inspections

14.2.1 RoSPA Annual inspection

Scheduled for Monday 29^th January (inc. KAP)

14.2.2 Weekly visual & monthly recorded inspections update

Low level inspections continue on a regular basis.

14.3 Skate Park future refurbishment / replacement update

Council agreed that with the increase in minor repairs, a replacement skate park should be considered. MS to provide details of other skate parks to be considered together with any ideas on a     new design.

14.4 Any other updates

14.4.1 Council agreed there is some remedial work required in the TFF car park. MS to investigate.

Council also agreed to look at what funding may be available for ongoing car park maintenance (LR/MS).

14.4.2 It was reported that cut foliage was being placed on the bonfire site on TFF. This would prevent the area from being re-seeded. Clerk to make arrangements to have the foliage                     removed.

15.    To receive an update on Risk Management & Compliance – A Calder

15.1 Village defibrillators update – E Cooper

The Clerk reported that the defib at the Clubhouse would shortly be registered & ready for use. All three village defibs would then be in operation.

15.2 Any update or information on risk management & compliance

AC was in touch with Marsh regarding a risk management checklist.

16.   To receive an update on issues relating to the Environment – A Millman

16.1 Information from Sustainable Blewbury

• A Musson has agreed hedge plan with DH
• Finalisation of lease on Quaker Wood still under way
• Query sent to Sustainable Blewbury: along the Millbrook beyond the equestrian centre a number of the large poplars have been marked with fluorescent orange paint – some with numerals and others a double ‘X’. More were marked a bit further on in the small copse between the old mill and the Didcot road. Can anyone shed light on who might be responsible for this and why?
• Flooding on Berry Lane – Thames Water were contacted & did visit the site, but no further information is known.

16.2 Any other environmental issues

None.

17.   To receive an update on any issues relating to Footways, Footpaths, rights of way and open spaces – J Gibson, M Shayler

17.1 Parking on the Pound

Council previously agreed to low level planting on the corner at the top of South Street. MS / JG to agree what this will consist of & what other work may take place to prevent further erosion of the   edge of the Pound.

17.2 Footpath gravelling

MS to report where gravelling may be required.

17.3 Any other update on Footways, Footpaths, Rights of Ways & open spaces in & around the village

None.

18.   To receive an update on any outstanding consultations – All Councillors

None.

19. To agree the date/venue of the next meeting(s) of the Council – All Councillors

Next full council meeting Wednesday 14^th February 2024 at 7.00pm in the Melland Room at the Clubhouse.

The meeting finished at 9pm.

Appendix A