Minutes of the meeting of the Parish Council held on Wednesday 13th September 2023 at 7.00 pm in the Melland Room at the Blewbury Clubhouse.

1.     To receive apologies for absence

County Councillor S Povolotsky

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

None.

3. To receive the County Councillor’s report

None received.

4. To receive District Councillor’s report

Received in advance of the meeting & issued to the Council.

HG / DD stated there is a GWPHC update in their report. This is in the hands of Taylor Wimpey & the ICB (who have not submitted a plan for a surgery as yet). HG / DD urged the Council to contact the ICB & push for progress.

HIF1 (OCC led 4 projects – A4130 dualling, Didcot Science Bridge, Didcot – Culham river crossing, Cliften Hampden bypass) – due for determination by Secretary of State for Levelling Up, Housing & Communities Now subject to an 8-day public inquiry in December.

5. SpeedWatch / Speed Reduction Measures

(Moved to here from item 13.1)

5.1 SIDs

JI stated the SID poles were installed. 3 SID units are to be installed on the poles & rotated to an agreed timetable. LR to investigate how this installation will take place & how the rotation will be managed. R Loyd of the Speed Watch team keen to have the SIDs installed asap. JI, RL, LR to coordinate & form a plan, including how to download speed data from the units. They will endeavour to have one installed by the end of the month.

5.2 White Gates

JI is chasing the white gates & road markings.

6. To receive the Lengthman’s report

DH reported that he had dealt with several cases of vandalism in the Clubhouse/Scout Hut area.

DH recommended, & the Council agreed, to engage a contractor to remove the lavender hedge & other foliage.

7.   Open Forum

No members of the public were present. However, S Austin spoke as a resident about problems that another park home site, under a different parish council were experiencing. These same problems had been experienced by Ladycroft in Blewbury. SA asked if any support could be offered to the other Parish Council? Council in favour of offering written assistance. AM has access to previous documents & will develop outline of steps previously taken. JS urged caution & advised any correspondence to be legally checked.

8.   To approve previous minutes & report on any matters arising

Minutes of the BPC meeting held on 12th July 2023

Council agreed previous minutes as a true record.

9.   To hear the Planning Committee Report & Ratify/Agree Planning Responses (LI)

9.1 To agree the council’s response to the following consultations

9.1.1 P23/V1943/HH 29 Bridus Mead, Blewbury

Enclose existing porch, loft conversion with rear dormer & roof lights.

Deadline 15.09.23

Council agreed no objections. Returned 08.09.23

9.1.2 P23/V1825/HH Ashbrook House, Westbrook Street, Blewbury

Proposed construction of an annexe tied to Ashbrook House.

Deadline extended to 18.09.23

Council agreed no objections, but with comments. Returned 15.09.23.

9.2 To note planning permissions / withdrawals received during the month

9.2.1 P23/V1265/HH Winterbrook Farm, Bessels Way, Blewbury

Demolish existing plant room & build new summerhouse.

Planning permission 26.07.23

9.2.2 P23/V0446/LB Corrydon House, London Road, Blewbury

LB consent 12.09.23

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

10.1 Financial Updates

10.1.1 End of month reconciliations sent in advance of the meeting to the Chairman.

Agreed & signed by the Chairman in the meeting.

10.1.2 Lloyds Bank account funds as of 31.08.23 were £81,843.52

This sum includes reserves of:-

–     £17,269.51 remaining village hall refurb funds

–     £10,521.53 CIL funds

–     S106

The Clerk stated that there had been no response to the request to draw down funds allocated to the village artwork project. DD to make enquiries on behalf  of the Council. Net funds available £54,052.48.

10.1.3 Receipts

10.1.3.1 Cemetery fees for August total £505.00

10.1.3.2 Donations

The Chairman announced an anonymous donation of £50,000 was to be made to the Council. The donor has asked to approve any suggested spend, for the benefit of the village, based on the Council’s judgement. DM to relay the Council’s thanks to the donor.

10.1.3.3 The Clerk also stated that the second half of the precept was received on 08.09.23 in the sum of £42,500.

10.1.4 Scottish Power – Clubhouse Electricity

Direct Debit 01.09.23 £1109.21. Reduced on 04.09.23 to £631 (meter reading submitted 05.09.23). Direct Debit subsequently further reduced to £424 with effect from 01.10.23.

10.2 Administrative updates

10.2.1 To hear an update on the external audit

External Audit letter, conclusion report & invoice received 23.08.23 & copied to Council. ‘AGAR (Annual Governance & Accountability Return) in accordance with proper practices.’

10.2.2 To hear an update related to the Malthus Trust (LI)

The Malthus Trust is an educational charity – it exists to support children in Blewbury and owns the building occupied by the Pre-school. Currently there are only 11 children enrolled in the Pre-school, and numbers willing to serve on the committee that runs the Pre-school are very low. LI asked Council to ratify a proposal by the Trust to set up a working party to look at ways of making the Pre-        school more sustainable in future. This may include a representative from the Trust, BPC, the Pre-school, the primary school and potentially OCC. Council gave its support to this idea. LI will report back on this in due course.

10.2.3 To hear an update on Council Roles & Responsibilities (DM)

DM to complete the draft & issue to all in about 2 weeks’ time.

10.2.4 Poppy Appeal

AM asked if the Council could make a donation towards a wreath for this year’s poppy appeal. Council unanimously agreed to a donation of £50. AM to provide the Clerk with details for the payment to be made.

10.3 To agree authorisers for this month’s payments

LI / LR

10.4 To approve payments to be made under the general power of competence and within budgeted amounts: –

Council agreed to include a late payment for DHPH in the sum of £169.20.

10.5 To ratify payments made in August 2023 & listed at Appendix A

Council unanimously agreed to ratified payments already made.

11.    To receive an update from VHEMC representative on village hall activities (DM)

11.1 Bike rack update (Clerk)

The Clerk explained that although a business case had been submitted, there had been no response & therefore no way of obtaining the funds. DD to chase on behalf of the Council.

11.2 Any other updates on village hall activities

11.2.1 LR had applied for a grant towards 2 x charging points.

11.2.2 DM stated that he was still waiting for a concrete response from Woodlands Surgery in Didcot regarding the new lease for the part time surgery in the Blewbury  village hall.

11.2.3 Village Clubs & Societies event will be held in the main hall of the Village Hall on Sunday 24^th September between 2 & 4pm. JS & AM were thanked for their huge involvement in organising this event.

12.    To receive an update on all things relating to the operation of the Clubhouse & the           Recreation Ground (DM, JG, DH, Clerk)

           12.1 Clubhouse & Recreation Ground

On behalf of the Council DM thanked the Clerk, D Hollick for all their work from the day of the flood through to the reopening of the Clubhouse. To JG for her sterling work, particularly in organising the kitchen, to MS for enabling the use of the cabins, to SA for sorting out the glassware, crockery & cutlery & to the Hall Administrator for her input.

12.1.1 i. Clubhouse alcohol licence update (Clerk)

Licence received with new DPS 6.9.23.

ii.Melland Room IT update (AM)

Council agreed it must have a formal specification for the required system in order to ask contractors to quote for like systems. Also, that 3 contractors should be asked to quote if possible. Clerk to arrange.

12.1.2 Cricket club considerations

The cricket club has reached the end of their season.

12.1.3 Amazons football considerations

The poor state of the Clubhouse was noted & reported to the Amazons after their tournament in August & the additional cleaning that this required.

A new user agreement was signed this month.

12.1.4 Lavender hedge & other work update (DH)

Previously covered under Lengthman’s update. Contractors to be approached to quote for work. Clerk to arrange. LR has already obtained a grant towards new plants & will refer to previous advice from C Burrow regarding suitable plants for                   this area.

12.1.5 Installation of existing bike rack hoops (MS/DH)

This will be investigated once the lavender hedge & other foliage has been removed.

12.1.6 Any other updates on any aspect of the Clubhouse

None.

13.    To receive an update on all aspects of TFF & car park (DH/MS)

13.1 Play areas update

Clerk to check on last RoSPA inspection & arrange next.

13.2 Any other updates – Trim Trail/TFF/Car Park

3 Towers Hike Checkpoint on TFF agreed for Saturday 14^th October.

14.    To receive an update on Risk Management & Compliance (LI / JI)

14.1 Speed Reduction Measures

Covered in item 5. Above.

14.2 Any update or information on risk management & compliance

LR is now responsible for BPC updates via the Blewbury Parish Council FaceBook page.

LR to add information on camping in the Chalk Pits. This information should also be replicated on the village web site. Clerk to investigate.

15.   To receive an update on issues relating to the Environment (AM)

15.1 Information from Sustainable Blewbury

AM reported that the Nature Reserve was proving successful in a short space of time.

However, progress on the Quaker Wood was moving more slowly.

15.2 Any other environmental issues

Erosion of the edge of the Pound in South Street – see 16.1 below.

16.   To receive an update on any issues relating to footpaths, rights of way and open spaces (All)

16.1 Parking on the Pound (MS)

Reported to fixmystreet 04.09.23 (Clerk). Status ‘in progress’ 13.9.23. Clerk to obtain update.

DM to talk through practicalities with MS & DH.

16.2 Village Artwork installation update (LI)

16.3 Any other updates on footpaths, rights of way and open spaces

JG to advertise for a fixmystreet superuser through the next edition of the Bulletin & on FaceBook (LR).

          17.   To receive an update on any outstanding consultations

None. 

18. To agree the date/venue of the next meeting(s) of the Council & any related matters (DM)

18.1 Next full Parish Council meeting will be held on Wednesday 11^th October at 7.00pm in the Melland Room at the Clubhouse.

18.2 To discuss the introduction of AOB as an agenda item

Appendix A       

 *Paid to be ratified 

       Appendix B