Minutes of the Blewbury Parish Council meeting held on Wednesday 12th June at 7pm in the Melland Room at the Clubhouse.

1. To receive & approve apologies for absence

Iain Wood

2.     To elect a Vice-Chairman

Cllr Lydia Inglis was proposed & seconded to be the vice-chairman for a further year.

3.     To complete Declaration of Acceptance of Office form (for 2. above)

L Inglis completed her Declaration of Office form.

4.     To complete Register of Members Interests form (for 2. above as necessary)

L Inglis stated there were no amendments to her previous Register of Members of Interests.

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

LR – 9 Chailey Gardens planning consultation.

6.     To discuss the Council’s Councillor vacancy

Two potential candidates were approached, where one could not guarantee availability for meetings & was therefore declined. Council agreed that a formal approach should be made to the second candidate, with a view to co-option at the July meeting.

7.     To receive the County Councillor’s report

Sally Povolotsky (SP) joined the meeting via a Zoom link & gave an update on: –

7.1  A417 pedestrian crossing update between Westbrook Street & Boham’s Road, & on Bessels Way.

All & any pedestrian crossings previously discussed as part of the speed reduction/road safety measures for Blewbury were no longer within any OCC budget. One reason given is that traffic speed is TOO HIGH for a zebra crossing. SP raised other methods of refocusing attention on crossings & would continue to pursue what can be done & advise the Council accordingly. This includes a self-manned, part time crossing (i.e. to coincide with school foot traffic). The Parish Council would need to pay for the training of any crossing operators. There is the potential for data lines across the road at appropriate spots, back up by SID data. A village petition for crossings is an additional option. SP has raised this subject at a full OCC meeting & a response is awaited. The Parish Council believes that OCC’s speed data analysis, carried out before the SIDs were installed, should be re-run to see if average speeds have reduced sufficiently to allow a zebra crossing. SP agreed to ask OCC officers for this.

SP will send petition guidelines to the Clerk. AM will take the lead on this subject.

7.2  Coffin Way path Blewbury-Upton

SP confirmed that there was no action on this subject. The Clerk had been in touch with Arthur McEwan-James from OCC, who stated: –

‘Having taken advice from colleagues, unfortunately without the support of the landowners then it will not be possible to upgrade the status of Coffin Way from footpath to that which can be cycled upon. I’m aware the landowners have been written to a number of times in recent years and they aren’t willing to permit the status to be upgraded, we therefore appear to have reached a dead-end with this project.’

8.     To receive District Councillor’s report

Hayleigh Gascoigne’s report was received in advance of the meeting & sent to Council.

9.     To receive the Lengthman’s report from Iain Wood

9.1 Iain Wood had submitted a report in advance of the meeting as follows: –

– grass cutting was last carried out 3 weeks ago. Council agreed no further grass cutting was required until IW returned.

– the Kubota has a damaged wheel which MS has agreed to fix.

– although a repair to the skate park ramp was carried out on 7^th June, further damage has been caused since. Council asked that BlewShed be made aware to see if they can assist in repairs. Clerk to action.

– there is some graffiti at KAP and the bus stop on London Road . IW to see if can be removed with graffiti gel remover.

– the undercover area of the TFF play area was vandalised & has been fixed by IW.

– other tasks such as litter picking are being covered by Councillors in IWs absence.

9.2 Council stated that two other areas need cutting back & these are Rubble Pit Lane & Cow Lane. This raised the subject of ownership & responsibility of various areas in the village & Council agreed this needed looking at more closely. AM agreed to lead (see also 20.1.1).

10. Open Forum

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

None present.

11.T o approve previous minutes & report on any matters arising – All Cllrs

11.1 Minutes of the BPC Annual meeting held on 8^th May 2024

11.2 Minutes of the Annual Parish Meeting held on 15^th May 2024

11.3 Minutes of the Finance Committee meeting held on 30^th May 2024 (Cllrs present at meeting only)

Council agreed all minutes were a true representation of the meetings.

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

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

12.1.1 P24/V0956/FUL & P24/V0958/LB 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

BPC agreed to object with narrative & this was returned on 31.05.24

12.1.2 P24/V0887/HH Thatchers Cottage, Church Road, Blewbury

Proposed extension & upgrade to existing cottage & extension to garden room studio. Works will include demolition of conservatory & garage.

Deadline 06.06.24

Council agreed no objections. Returned 13.06.24

12.1.3 P24/V1018/FUL & P24/V1005/LB Ashbrook Mews, Westbrook Street, Blewbury

Application for inset PV roof panels.

Deadline 13.06.24

Council agreed no objections. Returned 13.06.24

12.1.4 P24/V1179/HH The Lintols, Church Road, Blewbury

Selective demolition of existing house to allow for rear extension at ground floor & extension over first floor inc. new roof & loft space above first floor extension.

Deadline 26.06.24

Council agreed no objections. Returned 13.06.24

12.1.5 To hear any comments of the Enforcement Investigation VE23/87 – Land north west of Red Lion

public house car park, Chapel Lane, Blewbury (email from South & Vale 31.5.24 refers, for information only).

No response from Council required.

12.1.6 P24/V1218/HH 9 Chailey Gardens, Blewbury

Garage conversion & single storey extension.

Deadline 26.06.24

Council agreed no objections. Returned 13.06.24

12.2 To note planning permissions received during the month

12.2.1 P24/V0430/HH & P24/V1004/LB The Manor House, Blewbury

Planning applications withdrawn 18.05.24.

12.2.2 P23/V1169/FUL Blewbury Service Station

Planning permission (retrospective) 10.05.24

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

13.1 Speed Watch

LR stated the Speed Watch team may have found a way of switching the SIDs around without using a contractor. DM requested that this be put in writing to the Council. LR to speak to the Speed Watch team.

13.2 Speed Reduction Measures – A417 pedestrian crossing update

Following the update from SP earlier, Council agreed that time should be allowed for more data to be collected & used from the SIDs, before any other actions are considered. LR stated that the data is already influencing the times of the Speed Watch sessions.

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

14.1 Financial updates

14.1.1 To hear an update on the internal & external audits

14.1.1.1 Internal Audit – to hear the IA report

The internal audit report was circulated to Council ahead of the meeting. The internal  Auditor (H Hood of Abbott Denton) concluded the overall internal assurance rating           as VERY GOOD.

14.1.1.2 Council to agree & sign off the annual Governance Statement & Accounting Statements

The annual governance statement, having been agreed by Council, was signed by the Clerk & Chair at the meeting.

The accounting statements, having been completed & signed by the Clerk, were sent to Council in advance of the meeting. With agreement of the Council, the Chair                               signed the statements in the meeting.

14.1.1.3 Council to agree the dates for the Notice of Public Rights

Council agreed to the Clerk’s submission that the Notice of Public Rights should be announced on Friday 14^th June, with the 30-day period for inspection running from                                       Monday 17^th June to Friday 26^th July.

14.1.1.4 External Audit update

As all audit documentation was complete, this would be forwarded to Oxon Sa (Moore) on 13.06.24 by the Clerk.

14.1.2 End of month reconciliation for May sent in advance of the meeting to the Chair.

Agreed & signed by the Chair at the meeting.

14.1.3 Receipts in May included: –

– Cemetery related £215.00

– Savages donation £350.00                            –

– Hall admin equipment contribution from VH £210.83

– Donation from BVS (Comedy Night) for KAP maintenance £1100.00

14.1.4 Lloyds Bank account funds as of 31.05.24 were £175,570.30

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 Ramp upgrade
• £1,100 KAP maintenance

Total specified reserves £83,215.69

Net funds available £92,354.61

14.1.5 Any other Financial updates

A meeting of the Finance Committee was held on 30^th May & the Committee recommends the following for agreement by full Council: –

i. To agree the revisions to the budget, brought about by changes since the budget was agreed in December 2023.

Revised budget sent to Council in advance of the meeting & agreed by Council.

ii. To agree the updated reserves list.

Updated Reserves list sent to Council in advance of the meeting & agreed by Council.

iii. Interest bearing account for reserves – a 32-notice day account to be opened with Lloyds Bank with an AER of 2.53%, interest calculated daily & paid monthly, with a minimum opening deposit of £83,215.69. Council unanimously agreed. Clerk to action.

iv. Grounds maintenance contract – to pursue a churchyard grounds maintenance only contract with the previous contractor. Council agreed to a quote of £250 from White Horse Horticulture to bring the churchyard under control. To review the contract details for the new contractor with the removal of the churchyard grounds. Council to review subsequent costs available at the time of the meeting.

v. BT – continue to invoice incorrectly. Clerk is dealing. Email to Council 5.6.24 refers.

Clerk’s note: – The sum of £522.71 credited to BPC account on 13.06.24.

14.2 Administrative updates

14.2.1 To hear an update to proposed changes to existing leases – D Mathias

i. Croquet club – maintenance payment agreement pending

ii. Tennis Club – meeting arranged for July to discuss grounds maintenance contribution

iii. Band Hut – updating of lease required.

14.2.2 To hear an update on the grass cutting contract for this year

i. Whitehorse Horticulture

See 14.1.5 iv above.

ii. Tactical Facilities Management maintenance of the Pound & Play Close for 2024.

See 14.1.5 iv above.

14.2.3 To discuss a ‘postbox for loved ones’ in the Blewbury Cemetery – L Robinson

LR explained the idea behind this, however, Council agreed not to introduce.

14.3 To agree authorisers for this month’s payments (signatories present only)

AC & LR

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

14.4.1 In addition the Clerk asked that two further payments be authorised: –

1. TFM for maintenance work on the churchyard in the sum of £450
2. OCC for the annual rent of the KAP land in the sum of £310.08

Council agreed to both the above payments.

*Paid to be ratified

15.    To receive an update from VHEMC – D Mathias

15.1 EV charger update – L Robinson

LR will attend the VH meeting at the end of June to discuss this topic.

15.2 Any other updates

15.2.1 New surgery lease to be approved

Council agreed the terms of the new surgery lease & that it could proceed to signature.

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

LI confirmed the following: –

– that the engravings on the sphere had been agreed

– that the plaque on the plinth would reference what it is & who designed it

– there would be no religious statements, following direction from the Vale’s infrastructure team

– all the above is with Fr Jason for consideration

– J Gibson will provide an update on further suggestions received, & these will be considered as appropriate

– following planning approval, S106 money is expected from the Vale of White Horse DC

17.    To receive an update on all things relating to the operation of the Clubhouse & the recreation ground – E Holroyd, I Wood

          17.1 Clubhouse

17.1.1 Clubhouse Admin report

Received in advance of the meeting & forwarded to Council.

Clubhouse income for May 2024 estimated at £1579.50

Next Clubhouse working group meeting 25^th June.

17.1.2 Any other updates

Clubhouse (& Scout Hut) solar panels funding update – LR

LR met with two contractors to discuss the possibility of solar panels on the clubhouse &

Scout Hut. Although the two quotes were similar, one contractor provided more detail than the other. LR is to apply for c£10K funding for this project. If installed, it would significantly           reduce the electricity costs of the Clubhouse, which are c£3k pa. Panels for the Scout Hut cannot be linked to the Clubhouse & would require significant investment from the Council to be installed. Therefore, Council will concentrate on the Clubhouse only, with a potential cost of c£3.5k to the Council. The Council agreed in principle to go ahead if the numbers were right & a grant was obtained.

17.2 Recreation ground update

Council agreed all was in order.

17.3 Scout Hut update

BlewShed feasibility study & working group update

Clerk to arrange first working group meeting. Clerk’s note: – arranged for 27^th June at 6.15pm at the Scout Hut.

17.4 Any other updates

None.

18.    To receive an update on all aspects of TFF & car park – M Shayler

18.1 Play area / trim trail update

– Zip wire parts update

Parts for the zip wire remain unobtainable at present. MS to look at alternatives.

18.2 Inspections

MS to carry out weekly inspections on play areas in the absence of IW & return inspection sheets to the Clerk.

18.3 Skate Park future refurbishment / replacement update – D Mathias/A Calder

– Additional repairs authorised by email 4.6.24

– Radii/DM emails from 31.05.24 refer.

– Clerk to arrange storage working group meeting

Clerk’s note: – first Working Group meeting arranged for Thursday 27^th June, 6.15pm outside the Scout Hut

18.4 Cycle Track – potential refurbishment / replacement update – D Mathias/A Calder

Council confirmed that considerations for the cycle track were to be included in the Skate Park replacement project.

18.5 Any other updates

None.

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

None.

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

20.1 Information from Sustainable Blewbury (SB)

20.1.1 Regarding village hedges, footpaths etc, AM will take a holistic look at various areas village-wide, & would invite John Ogden, Iain Wood, Mark Shayler & others from SB to discuss &             understand ownership & responsibilities.

20.1.2 AM also confirmed that SB had received a legacy of £35,000 from the estate of P Brody for the upkeep of Quaker Wood.

20.2 Any other environmental & bio diversity issues

20.2.1 To hear an update on OCC Flood Funding – A Millman

AM had applied for & been granted funding towards the flooding problems along Church End. The same application was not successful for the same problem on the London Road near                       the Westbrook Street junction. Drayton Engineering are to take up the Church End flooding project & this will be fully funded by OCC. The London Road flooding will be investigated at a later date. AM/Clerk to arrange.

20.2.2 To agree actions regarding the Blewbury Bus Shelter

A resident reported the misuse of the bus shelter, on the London Road near to the Blewbury, making it unpleasant for people to use when waiting for a bus. Council was informed in               advance of the meeting for thoughts of what could be done. AM has asked the History Group for any information relating to the dedication at the back of the shelter. Council is keen to                           retain the bus shelter as it is a community asset, but to look for ways to make it more open & cared for. LI & JS to send details of potential contractors who can help (either to clean or otherwise) to the Clerk.

21.   To receive an update on any issues relating to Footways, Footpaths, rights of way and open spaces – M Shayler, I Wood

21.1 Parking on the Pound update

MS stated the ground along the edge of the Pound would need to be built up & then poles added. MS to speak to DM re number of poles & distance apart. MS to quote for work accordingly. Council unanimously agreed to this work.

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

21.2.1 Work on hedge & path at end of Coffin Way to be discussed

DM has been working with J Ogden to establish ownership of both hedges & the path, & how to deal with the maintenance. DM will work with J Ogden land owners, Messrs Kauntz & Napper to agree a maintenance plan for this year.

21.2.2 Chalk Pits siting of existing sign

Following a request to move the sign, & having examined its position, Council agreed that the sign would stay where it is. Council further established that the path leading up to & past the         Chalk Pit to the left is a bridleway, & the path to the right, curving around the edge of the Chalk Pit is a footpath. Clerk to respond to the originator of the request.

21.2.3 Footpath 24 – overgrown foliage

This footpath was examined by more than one Councillor & it was reported that some work to cut back foliage had taken place. It was acknowledged that footpath gravelling would need to take place later in the year. MS, while acknowledging the Council’s stance on the use of weed killer, suggested this as a course of action prior to gravelling. This will be considered nearer                     the time.

21.2.4 Footpath gravelling work 2024 (cost c£600)

Council acknowledged that footpath gravelling would need to take place later in the year (cSeptember).

21.2.5 Generic tree/hedge cutting letter for residents

A letter to residents was agreed, along with similar communications for the Bulletin & Facebook, at the appropriate time (September, to allow for nesting birds).

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

None outstanding.

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

Next full council meeting is on Wednesday 10^th July 2024 at 7.00pm in the Melland Room at the Clubhouse.

There is no Parish Council meeting in August.

The meeting finished at 9.10pm.

Appendix A