Minutes of the Annual Meeting of the Parish Council held on Wednesday 8th May 2024 at 7.00 pm in the Melland Room at the Blewbury Clubhouse.
Councillors: - Dermot Mathias, Lee Robinson, Sheila Austin, Julia Saunders, Anne Millman, Andrew
Calder.
Clerk: - Liz Cooper
Lengthman: - Iain Wood
1. To elect a Chairman
There being no other nominations, Dermot Mathias was elected to continue as Chairman of the Parish Council.
2. To elect a Vice-Chairman
There were no nominations from those present for vice-chairman. Lydia Inglis was unable to attend the meeting, but had indicated her intention to continue as vice-chair. This will therefore be carried forward to the next full council meeting.
3. To complete Declaration of Acceptance of Office forms
D Mathias completed his Declaration of Acceptance of Office form.
4. To complete Register of Members Interests forms
Two Councillors declared changes to their previous Register of Members Interests, & therefore completed an amendment form & handed these to the Clerk.
5. To discuss the Council’s Councillor vacancy
Council agreed that while approaches had been made to potential candidates, to date there were no expressions of interest. The Clerk declared a recent email received from a potential interested party & would respond to this tomorrow.
6. To confirm all Committees & Committee members & Working Groups currently existing for the Council
6.1 Committees: –
- Finance
Confirmed members DM, AC, LR
- HR
Confirmed members AM, DM, LI
6.2 Working Groups: –
– Clubhouse
Confirmed members AM, DM, SA, HEH & J Gibson
7. To receive & approve apologies for absence
L Inglis & M Shayler.
8. To record any declarations of interests relating to this meeting
A Millman declared an interest in any discussion regarding Sustainable Blewbury & the Quaker Wood.
9. To receive the County Councillor’s report
The County Councillor was unable to attend & no report was produced for the meeting.
10. To receive District Councillor’s report
The District Councillor was unable to attend, but a report was received & sent to Council ahead of the meeting.
11. To receive the Lengthman’s report from Iain Wood
IW reported that he was now working on his own following the retirement of DH at the end of April, & that all was in order to date.
12. Open Forum
No members of the public were present.
13. To approve previous minutes & report on any matters arising – All Cllrs
Minutes of the BPC meeting held on 10th April 2024
The minutes were agreed as a true record of the meeting.
14. To hear the Planning Committee Report & Planning Responses – L Inglis (comments provided by email in advance of the meeting)
14.1 To agree or ratify the Council’s response to the following consultations
14.1.1 P23/V2635/FUL Land at end of Coffin Way, Blewbury
Appeal – planning application refused in January 2024.
Construction of single dwelling & associated works.
Deadline 30.05.24
LI suggested that that no further comment was necessary from the Council. Unanimously agreed.
14.1.2 P24/V0945/LB Corrydon House, London Road, Blewbury
Various internal & external renovations.
Deadline 30.05.24
Council agreed by a majority to no objections.
14.1.3 P24/V0956/FUL Abners Barn, Church Road, Blewbury
Proposed renovation, conversion & extension of grade 2 listed barn to create self & custom build 3-bed dwelling house, pursuant to previous planning consents.
Deadline 06.06.24
LI will be asked to speak to the owners then confirm a response from the Council.
14.1.4 P24/V0958/LB Abners Barn, Church Road, Blewbury
LB consent for 14.1.3 above.
Deadline 06.06.24
See 14.1.3 above.
14.2 To note planning permissions received during the month
14.2.1 P24/V0533/HH Lowmans, South Street, Blewbury
Planning permission 26.04.24
14.2.2 Ashbrook House, Westbrook St, Blewbury
Planning permission 10.04.24
14.2.3 P24/V0405/FUL Community Artwork Structure for Play Close, Blewbury
Planning permission 02.05.24
15. To hear an update on Speed Watch & Speed Reduction Measures (L Robinson / J Ingoldby)
LR reiterated that the SIDs were collecting speed data, & one early indication was this reduced the numbers of ‘accidental speeders’. LR confirmed that the previous plans for a crossing on the A417 near Savages / Bohams Road, was no longer in any OCC budget. This was being pursued by S Povolotsky, our OCC representative. LR stated that data already existed to back up the need for a crossing & further data could be provided. A question had been raised about the size of the white entrance gate to the village & these are to remain. The original speed signs on the A417 village entrances have been reported as not working.
16. To hear an update on Finance & Administration from the Clerk
16.1 Financial updates
16.1.1 General Power of Competence
Council resolved to retain the General Power of Competence as it met the criteria.
16.1.2 To hear an update on the internal & external audits
16.1.2.1 Internal Audit
The internal auditor had been given access to the Scribe Accounting system, & other data is being provided as requested.
16.1.2.2 External Audit
Other than notice of EA requirements, the EA would be contacted on completion of the IA.
16.1.2.3 Council to agree & sign off the Accounting Statements
The Council did not agree to sign off the Annual Governance or Accounting Statements at this point & DM asked that a Finance Committee meeting be convened prior to June meeting.
16.1.3 End of month reconciliation for April sent in advance of the meeting to the Chair.
Agreed & signed by the Chair at the meeting.
16.1.4 Receipts in April included: –
– Cemetery related £90
– VAT refund £25,207.99
– Clubhouse income Q4 £2,740.50
– Hall admin salary reimbursement from VH £1,377.50
– Donated funds towards a new Skate Park £50,000
16.1.5 Lloyds Bank account funds as of 30.04.24 were £180,539.03
This sum includes main reserves of: –
- £16,594.16 remaining village hall refurb funds
- £10,521.53 CIL funds
- £5,000 EV Charger grant fund
- £50,000 Skate Park & Cycle Track upgrades
Net funds available £98,423.34
16.1.6 Any other Financial updates
i. Interest bearing account for reserves – Council to resolve to open a 30-day interest-bearing account with Lloyds Bank.
DM requested that this also be included in a Finance Committee meeting prior to June.
ii. Council to agree whether to retain or decline the Community First Oxford membership renewal (£70)
Council agreed to the renewal of this membership.
16.2 Administrative updates
16.2.1 To hear an update to proposed changes to existing leases – D Mathias
i. Croquet club
A formal letter is required confirming a verbal maintenance fee.
ii. Tennis Club
A meeting is to be arranged in July with DM & AM & the tennis club to discuss maintenance considerations.
iii. Band Hut
The Blewbury Band secretary had recently confirmed plans for internal redecoration, attention to the external sign & parking bollards.
16.2.2 To hear an update on the grass cutting contract for this year
Tactical Facilities Management appointed to maintain the Pound, Play Close & Churchyard for 2024.
16.2.3 To hear an update on the format of this year’s Annual Parish meeting currently scheduled for Wednesday 15th May – J Saunders
JS confirmed arrangements for table discussion grouping of various clubs & societies from the village.
16.2.4 Any other administrative updates
i. Council to approve updated Parish Council Members & Responsibilities lists.
Minor amendments to be made & re-issued.
ii. To confirm the Council’s Standing Orders are in order & any required amendments.
No amendments were highlighted. Clerk to change review date on the document.
16.3 To agree authorisers for this month’s payments (signatories present only)
AC & LR
16.4 To approve payments to be made under the general power of competence and within budgeted amounts as detailed in the table below – All Councillors
PAYEE | Description | Amount |
| E Cooper/D Hollick/ E Holroyd/I Wood | Clerk, Lengthman, trainee Lengthman & Hall Administrator salaries & expenses for April | £3938.15 |
| NEST DD | Clerk’s pension April | £113.65 |
| HMRC | PAYE Clerk, Lengthman, Hall Admin & Employer NIC contributions April | £762.28 |
| Biffa Waste Services Ltd DD | Waste services April* | £180.30
|
| BT DD | Clubhouse digital fibre package* | £80.07 |
| Scottish Power DD | Clubhouse electricity 01.05.24* | £258.00 |
| J Newman | Clubhouse cleaning April | £252.00 |
| Walters Electrical | Various works at Clubhouse* | £523.00 |
| Post Office | BPC stamps* | £17.60 |
| Amazon | Microsoft Office for Hall Admin/Card* | £44.97 |
| Amazon | New equipment for Lengthman: – Overalls & gloves* | £58.31 |
| Amazon | IT for Hall Administrator: new mouse* | £14.98 |
| The Zip Wire Company | Various parts for zip wire* | £187.96 |
| Gallagher | Tractor insurance renewal | £156.65 |
| PWLB DD | PWL 497831 Clubhouse* | £4207.50 |
| Total | £10,795.42 |
*Paid to be ratified
Receipts | Description | Amount |
| VoWHDC | Precept first half | £56,500.00 |
| HMRC | VAT refund | £25,207.99 |
| VHEMC | Clubhouse income Jan-Mar 2024 | £2,740.50 |
| Blewbury Brass Band | Ground rent fee | £5.00 |
| Anonymous donation | Towards new skate ramp | £50,000.00 |
| VHEMC | Hall Admin salary reimbursement Jan-Mar | £1,377.50 |
| Blewbury Croquet Club | Annual Rent arrears & paid up to end of lease in 2036 | £16.00 |
| Amazon | Refund for item not received | £32.49 |
| M&J Didcock | Cemetery fees (Pottle) | £90.00 |
| Total | £135,969.48 |
17. To receive an update from VHEMC – D Mathias
17.1 EV charger update – L Robinson
LR confirmed this remained in progress & would be discussed further at the next VHEMC meeting on 28th June.
17.2 Any other updates
None.
18. To receive an update on the Community Art project – L Inglis
In the absence of LI, it was confirmed that planning permission had been received on 2nd May & that a further communication regarding the siting of the artwork should be agreed.
19. To receive an update on all things relating to the operation of the Clubhouse & the recreation ground – E Holroyd, I Wood
19.1 Clubhouse
19.1.1 Clubhouse Admin report
Clubhouse income for April 2024 estimated at £1033.50
19.1.2 Any other updates
None.
19.2 Recreation ground update
All maintenance work on the gang mowers was now complete & the Council expressed its thanks to BlewShed for this work.
19.3 Scout Hut update
The Council agreed that a working party to follow up on the BlewShed feasibility study, would consist of IW, AC, MS, DM & J Gibson.
19.4 Any other updates
None.
20. To receive an update on all aspects of TFF & car park – M Shayler
20.1 Play area / trim trail update
Minor items from the RoSPA inspections were dealt with.
20.2 Inspections
Weekly visual inspections by the Lengthman continue.
The last RoSPA inspections were in April.
20.3 Skate Park future refurbishment / replacement update – D Mathias/A Calder
Discussions with contractors with specialist knowledge in skate parks & cycle tracks were underway & led by DM & AC.
20.4 Cycle Track – potential refurbishment / replacement update – D Mathias/A Calder
As 20.3 above.
20.5 Any other updates
None.
21. To receive an update on Risk Management & Compliance – A Calder
AC stated that he was already planning towards the next review/renewal of the Council’s liability Insurance (expires 12.10.24).
22. To receive an update on issues relating to the Environment – A Millman
22.1 Information from Sustainable Blewbury
AM confirmed that an ‘Expression of Interest’ form for potential flood funding had been completed & incorporated two significant areas of flooding: – London Road/top of Westbrook Street, & Church End leading up to the Churchyard.
22.2 Any other environmental & bio diversity issues
AM confirmed that the end of the legal process regarding Quaker Wood was reaching an end regarding the transfer of land ownership.
23. To receive an update on any issues relating to Footways, Footpaths, rights of way and open spaces – M Shayler, I Wood
23.1 Parking on the Pound update
MS to confirm plans.
23.2 Any other update on Footways, Footpaths, Rights of Ways & open spaces in & around the village
JS raised the point of disabled access to certain footpaths, & will confirm where there in Blewbury this might exist.
24. To receive an update on any outstanding consultations – All Councillors
None outstanding.
25. To agree the date/venue of the next meeting(s) of the Council – All Councillors
Next full council meeting is the Annual Parish Council meeting on Wednesday 12th June 2024 at 7.00pm in the Melland Room at the Clubhouse.
The meeting finished at 9pm.
Appendix A
| NO. | ACTIONS FROM MAY MEETING | WHEN BY | |
| 1. | Clerk to arrange a Financial Committee meeting | ASAP | |
| 2. | DM & AM to meet with the tennis club to discuss maintenance | ASAP | |
| 3. | Clerk to re-issue updated list of council members & responsibilities. | ASAP | |
| 4. | JS to investigate disabled access to footpaths | June meeting | |
| NO. | ACTIONS FROM APRIL MEETING | WHEN BY | |
| 1. | BPC to review its overall storage position with the set-up of a working group – DM | Actioned | |
| 5. | DM & AM to speak to the Tennis Club re introduction of a maintenance charge | June meeting | |
| 10. | LR to obtain further quotes re EV charger at VH – update | ||
| 13. | AM & JS to consider draft community engagement statement regarding ‘water problems’ in the village | ASAP | |
| NO. | ACTIONS FROM PREVIOUS MEETINGS | WHEN BY |
| 1. | HG to provide an update on the new DC building in Didcot. | C’fwd |
| 2. | HG to check on progress of requested dog waste bin re-siting on Berry Lane. | C’fwd |
| 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 |
| 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 |
| 8. | MS to investigate possibility of installing steps in to TFF from Rubble Pit Lane | To be installed |