Minutes of the Blewbury Parish Council Meeting held on Wednesday 6th March 2024
Anne Millman, Andrew Calder, Jane Gibson. Clerk Liz Cooper & Lengthman David
Hollick.
Also in attendance: - Karen Forman (SpeedWatch), Mike Magnay, Paul Sanders & Mike Wrottesley
(BlewShed), Hayleigh Gascoigne (District Council)
1. To receive apologies for absence
L Inglis, S Austin
2. To record any declarations of interests relating to this meeting
L Robinson – expenses payment.
3. To receive the County Councillor’s report
Not received in time for the meeting.
4. To receive District Councillor’s report
Not received in time for the meeting.
5. To receive the Lengthman’s report from David Hollick
5.1 David stated that hedge cutting was carried out at the end of February, & no further hedge cutting would take place before September at the earliest.
David also stated that he would be resigning as Lengthman with effect from the end of April. Jane Gibson led the Council’s thanks to David for his almost ten years of dedication to the Council & his hard work in the upkeep of Blewbury, & how much the Council will miss him.
6. Open Forum
BlewShed
The BlewShed team presented a report to Council ahead of the meeting, concerning the maintenance & use of the Scout Hut. Three members of the BlewShed team joined the meeting to present their concerns regarding the building, & the potential of the building to support the Council’s needs, together with the good work of BlewShed in the community & for others who also use the space. The Council confirmed it was reviewing its storage needs overall, & would look more closely at the work required in the Scout Hut. BlewShed are to produce a feasibility study on the condition of the Scout Hut, its usage & storage.
7. To approve previous minutes & report on any matters arising – All Cllrs
Minutes of the BPC meeting held on 14th February 2024
Council agreed the minutes were a true record.
8. To hear the Planning Committee Report & Planning Responses – L Inglis
8.1 To agree or ratify the Council’s response to the following consultations
8.1.1 P24/V0350/LB Corrydon House, London Road, Blewbury
Various works to whole house (external & internal) including sensitive removal of impervious materials, structural repairs, joinery refurbishment, insulation upgrade, replace rainwater goods & decoration.
Deadline 13.03.2024. Councillors agreed no objections.
8.1.2 P24/V0384/S73 Ashbrook House, Westbrook Street, Blewbury
Variation of condition 9 (wildlife protection) & 10 (Ecology) on application P23/V1825/HH – amended impact plan & certificate (Ashbrook House annex).
Deadline 13.03.2024. Councillors agreed no objections.
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)
Karen Forman attended to represent the SpeedWatch group. Council confirmed that their preferred contractor was Mac Traffic Solutions (MTS), as they provided traffic management & L Robinson reported that he was meeting with the appointed contractor on Friday 8th March to discuss the initial installation of the SIDs. The Council confirmed it had agreed in the last meeting to the installation by this contractor for £540 + vat. Rotation of the SIDs is the same price. Council is awaiting further information from OCC regarding rotation of SIDs before a final decision is made.
10. To hear an update on Finance & Administration from the Clerk
10.1 Financial updates
10.1.1 End of month reconciliation for February sent in advance of the meeting to the Chair. Agreed & signed by D Mathias at the meeting.
10.1.2 Receipts in February included: –
– Cemetery related £705.00
10.1.3 Lloyds Bank account funds as of 29.02.24 were £62,826.13
This sum includes reserves of: –
- £16,594.16 remaining village hall refurb funds
- £10,521.53 CIL funds
Net funds available £35,710.44
D Mathis asked that other ring-fenced reserves be included in future, such as the £5000 EV charger grant.
10.2 To discuss the advantages or otherwise of opening an interest-bearing account for Reserves
L Robinson proposed an interest-bearing account with Lloyds Bank. AC suggested other banks may have better rates, & council agreed & asked LR to look into this. To be reviewed further.
10.3 Administrative updates
10.3.1 To hear an update on Councillors roles & responsibilities
Draft updates to both the List of Parish Council Members & the Parish Councillors Responsibilities were issued ahead of the meeting. Clerk to make minor changes & issue to all.
10.3.2 To receive an update on the allotment administration changes
The Clerk is waiting for a formal request from the PCC for their proposed increase in rent. Otherwise, all documentation had been reviewed & updated. Letters to Winterbrook Farm & the PCC to be drawn up by the Clerk, together with confirmation of the agreement between BPC & the BVGA.
10.3.3 To discuss & agree any necessary changes to existing leases – Croquet club
– Tennis Club
– Band Hut
The Council confirmed its agreement that a fee should be paid towards maintenance. DM will speak to D Long on behalf of the croquet club. DM & AM will speak to the tennis club.
Council acknowledged that they do not own the Band Hut, but will consider introducing a ground rent. The Clerk will look at the data that needs updating on the leases.
10.3.4 To discuss the grass cutting contract for this year.
A quote had been received from one contractor. Clerk to obtain more quotes for comparison.
10.3.5 To discuss the format of this year’s Annual Parish meeting currently scheduled for Wednesday 15th May.
Council acknowledged that the APM was largely attended by the group who provide reports. Council is keen for more villagers to attend & therefore D Mathias, J Saunders & A Millman will discuss how to create a more social affair. Clerk to send last year’s APM details to D Mathias, J Saunders & A Millman.
10.3.6 Any other administrative updates
None.
10.4 To agree authorisers for this month’s payments
D Mathias & A Calder.
10.5 To approve payments to be made under the general power of competence and within budgeted amounts as detailed in the table below – All Councillors
PAYEE | Description | Amount |
| E Cooper/D Hollick/ E Holroyd | Clerk, Lengthman & Hall Administrator salaries & expenses for February | £2402.47 |
| NEST DD | Clerk’s pension February | £113.65 |
| HMRC | PAYE Clerk, Lengthman, Hall Admin & Employer NIC contributions February | £469.84 |
| Biffa Waste Services Ltd DD | Waste services February | £144.24
|
| BT DD | Clubhouse line rental February | 84p |
| Scottish Power DD | Clubhouse electricity 01.03.24* | £242.00 |
| J Newman | Clubhouse cleaning February | £216.00 |
| L Robinson | Expenses SID clips* | £48.83 |
| OALC | Annual membership fee | £369.32 |
| L Inglis | Artwork project planning application fees* | £210.50 |
| EE | Clerk’s phone top up* | £25.00 |
| SSE DD | Scout Hut electricity 07.11.23-06.02.24 | £246.47 |
| *Paid to be ratified | Total | £4489.16 |
Receipts | Description | Amount |
| Reeves Memorial | Gilbert memorial | £90.00 |
| T Griffin | Plot reservations | £615.00 |
| Scot Pow | Credit balance refund | £2167.14 |
| Total | £2872.14 |
11. To receive an update from VHEMC – D Mathias
11.1 EV charger update – L Robinson
L Robinson is looking at ‘pod point’ suppliers, as this will need to be installed on the side of the Village Hall to accommodate the charger. This will affect where the charger is installed. How the unit will be administered is under discussion. A Millman will introduce A Evison to L Robinson for further discussion.
11.2 Any other updates
None.
12. To receive an update on the Community Art project – L Inglis
LI reported in advance of the meeting that there is now a live planning application for the installation of the artwork in the Play Close, to which villagers can respond. JG reported that following requests for ideas of words to go on the artwork, nothing was as yet forthcoming.
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 Fitting of remaining 2 speakers in Melland Room
This was carried out on the 5th March.
13.1.2 ECIR & fire risk assessment remedial work update
Walters Electrical had been engaged to look at the advisories from the ECIR report & this would take place on 19th March. Other electrical work regarding outside lighting would also be examined.
13.2 Tennis Club
See 10.3.3 above.
13.3 Recreation ground update
None.
14. To receive an update on all aspects of TFF & car park – M Shayler, D Hollick
14.1 Play area / trim trail update
The zip wire would remain out of use until better weather enabled the remedial work to take place.
The play area minor repairs had been carried out by DH.
14.2 Inspections
14.2.1 To receive an update on remedial actions resulting from the last inspection
See 14.1 above. Remedial actions requiring ground works (entrances to TFF, goal mouth area) would be carried out in better weather.
14.2.2 Weekly visual & monthly recorded inspections update
Continue to be carried out.
14.3 Skate Park future refurbishment / replacement update
DM had spoken to Radii Ramps (the regular contractor) & agreed that major changes to the skate ramp & cycle track should be considered together. Replacing the skate ramp with something similar would cost in the region of £35-45k. The cycle track could certainly be improved, but at a much lower cost. A Calder had spoken to an interested party regarding the cycle track & agreed it is not currently fit for purpose & needs to be rebuilt. There was also a question over what age the cycle track would be aimed at. Investigations in to both of these items are continuing, D Mathias would obtain a proposal from Radii Ramps.
14.4 Cycle Track – potential refurbishment / replacement update
See 14.3 above.
14.5 Any other updates
None.
15. To receive an update on Risk Management & Compliance – A Calder
A Calder is looking at Health & Safety guidance to manage risk & ensuring that the Council is doing all it can.
16. To receive an update on issues relating to the Environment – A Millman
16.1 Information from Sustainable Blewbury
The SB AGM is on Wednesday 24th April.
The nature reserve is closed in April due to nesting.
Thames Water ecologists would be visiting the nature reserve to see progress.
Berks, Bucks & Oxfordshire Wildlife Trust had surveyed the flora and fauna at the Chalk Pit, and would be advising on maintenance of the grass verges in the area.
SB have talked about ground water levels in the village, some of which is linked to sewerage & other
items flushed away in homes. AM to speak to G Meadows re knock on effects, & consider what community engagement statement may help.
16.2 Any other environmental & bio diversity 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 – to formalise immediate remedies to alleviate the parking damage on this area
17.1.1 As previously agreed, a low-level hedge would be planted on the Pound on the top edge of South Street. The type of hedge & exact planting parameters are to be agreed following a site visit. A remedy for parking on the Pound further in to South Street remains under discussion.
Clerk to recommend ‘no parking’ signs for the Pound.
D Mathias will speak to the residents of Turnpike House re parking.
17.1.2 The Clerk was asked to obtain further quotes for the maintenance of the Pound.
17.2 Any other update on Footways, Footpaths, Rights of Ways & open spaces in & around the village
18. To receive an update on any outstanding consultations – All Councillors
18.1 Vision Zero Road Safety Strategy & Action Plan.
Responses underway.
- To agree the date/venue of the next meeting(s) of the Council – All Councillors
Next full council meeting Wednesday 10th April 2024 at 7.00pm in the Melland Room at the Clubhouse.
Advance notices: –
Annual Parish Council meeting on Wednesday 8th May at 7pm in the Melland Room.
Annual Meeting of the Parish on Wednesday 15th May at 7pm in the Village Hall.
The meeting ended at 9.25pm
Appendix A
| NO. | ACTIONS FROM MARCH MEETING | WHEN BY |
| 1. | BPC to review its overall storage position with the set-up of a working group – DM | ASAP |
| 2. | LR to meet with SID installation contractor on Friday 8 March to discuss installation | 8.3.24 |
| 3. | Clerk to speak BVGA re allotment fees | Actioned |
| 4. | DM to speak David Long re introduction of a maintenance charge to the Croquet Club | April meeting |
| 5. | DM & AM to speak to the Tennis Club re introduction of a maintenance charge | April meeting |
| 6. | Clerk to look at lease data that needs to be updated. | ASAP |
| 7. | Clerk to obtain two additional quotes for grass cutting contract. | ASAP |
| 8. | DM, AM, JS to open discussions re format of APM in May | April meeting |
| 9. | Clerk to send details of last year’s APM to DM, AM, JS | Actioned |
| 10. | LR to obtain further quotes re EV charger at VH | ASAP |
| 11. | DM to obtain new skate ramp proposal from Radii Ramps | April meeting |
| 12. | AC to continue investigations in to new pump track | Ongoing |
| 13. | AM & JS to consider draft community engagement statement regarding ‘water problems’ in the village | ASAP |
| 14. | Clerk to recommend No Parking signs for the Pound. | ASAP |
| 15. | DM to arrange on site visit to Pound to establish position, length & type of low-level hedge. | ASAP |
| 16. | DM to speak to resident of Turnpike House re parking. | ASAP |
| NO. | ACTIONS FROM FEBRUARY MEETING | WHEN BY |
| 1. | LI to speak to OCC re moving SID pole on Bessels Way | Actioned |
| 2. | Clerk to submit VAT refund claim to HMRC | Actioned |
| 4. | DH to work through minor tasks highlighted in Fire Risk Assessment | Actioned |
| 7. | DH to work through minor tasks highlighted in the last RoSPA report | Actioned |
| 8. | AC to check Council’s risk assessment template against Zurich’s RA guide | Actioned |
| 9. | LI to speak Blueberry landlord re contribution to upkeep of Pound | Actioned |
| NO. | ACTIONS FROM JANUARY MEETING | WHEN BY |
| 1. | HG to provide an update on the new DC building in Didcot. | Actioned |
| 2. | HG to check on progress of requested dog waste bin re-siting on Berry Lane. | Actioned |
| 5. | DM to open discussions with A Forman re Post Office Post Mistress formal arrangements (appointment/grant) | ASAP |
| 10. | MS to investigate what remedial work may be required at the TFF car park (filling in of pot holes?). | C’fwd |
| 11. | LR / MS to see if funding for car park maintenance is available. | C’fwd |
| NO. | ACTIONS FROM PREVIOUS MEETINGS | WHEN BY |
| 7. | DH / MS to arrange to replace part on zip wire | Ongoing |
| 2. | MS to deal with vandalised bench by the TTT on TFF | ASAP |
| 6. | Clerk to draft new ‘hedges’ letter. | Actioned |
| 8. | MS to investigate possibility of installing steps in to TFF from Rubble Pit Lane | To be installed |
