Minutes of the Blewbury Parish Council Meeting held on Wednesday 14th February 2024 in the Melland Room at the BLewbury Clubhouse

1. To receive apologies for absence
D Mathias, A Millman, D Hollick

2. To record any declarations of interests relating to this meeting
M Shayler – invoice

3. To receive the County Councillor’s report
No report received this month.

4. To receive District Councillor’s report
Received in advance of the meeting & circulated to the Council.
In addition, HG asked about the Council’s response to the JLP? LI stated there would be a response from the Council. HG also stated that they would be responding to the Boundary changes consultation. JG expressed the Council’s appreciation of the District Councillors questions regarding health care.

5. To receive the Lengthman’s report from David Hollick
No report this month as DH had only just returned from holiday.

6. Open Forum
Wendy Carless attended to discuss progress on finding a suitable contractor to install the SID units & rotate
them on a regular basis.

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

7.1 Minutes of the BPC meeting held on 10th January 2024
Council approved the minutes as a true record & were signed by LI.

7.2 Minutes from the Finance Committee meeting held on 20th December 2023. These minutes have
been agreed via email by those present at the meeting; D Mathias, L Robinson, J Gibson. Minutes were signed by LR.

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/V0217/HH Collis Moor, Nottingham Fee, Blewbury
Demolition of existing annex. Erection of single storey side extension.
Deadline 28.02.24
BPC no objections, returned 02.02.24.

8.1.2 P23/V2653/HH Amendment no.1, I Bohams Cottages, Westbrook St, Blewbury
Certificate of ownership
BPC no objections, returned 01.02.24.

8.1.3 P24/V0249/PIP Workshop adjacent to Pilgrims Way, Blewbury
Application for residential development on the site.
Council agreed to object, with additional narrative & reference to NDP P1.

8.2 To note planning permissions received / withdrawn during the month

8.2.1 P23/V2746/HH 33 Bridus Mead, Blewbury
Planning permission 25.01.24

8.3 Ratification of the new conservation area appraisal for Blewbury Council agreed unanimously to ratify the new conservation area appraisal.

9. To hear an update on Speed Watch & Speed Reduction Measures (L Robinson / W Carless)
Following the discussion under 6 above, LI clarified the position. Council will confirm the budget position for the installation of the 3 SIDs. The Speed Watch group will need to confirm initial installation points. A contractor can then be appointed to carry out the work. Further discussion is required as to frequency of rotation of the SIDs, bearing in mind the cost per rotation. LI to speak to OCC regarding the moving of one pole on Bessels Way as it is too close to the road.

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

10.1 Financial updates

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

10.1.2 Receipts in January included: –
– Cemetery related £405
– Oct-Dec Clubhouse income £2622.50
– VH HEH salary repay Q3 £1558.75

10.1.3 Lloyds Bank account funds as of 31.01.24 were £62,826.13
This sum includes reserves of: –
– £16,945.26 remaining village hall refurb funds
– £10,521.53 CIL funds
Net funds available £35,359.34

10.1.4 The Clerk explained the VAT reclaim position to date, where a total of c£26,000 in VAT (including February invoices) could be claimed. Council agreed for the claim to go in before the end of the month, in the hope that the refund would be made before the end of March.

10.2 Administrative updates

10.2.1 To agree on whether to continue with CFO membership or not (2024 £70).
Council agreed not to renew this membership this year.

10.2.2 To discuss the current allotment administration proposal from the PCC

The Clerk explained that the PCC want to increase their rent considerably, & the Clerk was waiting for a final proposal from the PCC for the Council’s consideration.

10.2.3 Other administrative updates
i. Defibrillator status update
The Clerk confirmed that the data on one defib unit was holding up its registration & would be resolved asap.
Clerk’s note: – Confirmed that all three defibrillators are registered with The Circuit & are emergency ready.

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

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

10.4.1 To ratify the agreement made via email (7 councillors in agreement) to make a donation of
to the CAB. Council unanimously agreed to a donation of £150.

10.4.2 Council also agreed to the payment of the following invoices:- i. £163.84 PPL/PRS Clubhouse music licence fee
ii. £600.00 Shayler Concrete for the VH bike rack base

*Paid to be ratified

11. To receive an update from VHEMC

11.1 Cycle hoops update
The installation of the cycle hoops was completed w/b 29.01.24.

11.2 Any other updates
Clerk to speak to the VH Chairman regarding the Kings Portrait.

12. To receive an update on the Community Art project – L Inglis LI to provide Armillary dimensions, materials, installation & exact location. History group will input suggestions for the Armillary engravings, & a request will also go out to the village for suggestions that capture the nature of the village. JG has spoken to the school regarding the insertion of a time capsule in the Armillary.

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 – J Gibson
Obtained.

13.1.2 Clubhouse usage January – E Holroyd
In a report received after the meeting, it was stated that regular January bookings started in
the second week of the year, & there were two additional bookings in the month.

13.1.3 Other updates
i. Borehole risk assessment & water sampling carried out on 11.1.24.
Report from SoDC ‘results fully compliant with drinking water standards’. Next test January 2025.

ii. Fire risk assessment carried out on 29.1.24.
Report received on 31.01.24. Examined by AC & DH to work through minor tasks highlighted.

iii. Electrical Installation Condition Report (EICR) update
This report & its recommendations were highlighted during the Fire Risk Assessment visit, & a contractor has been asked to view the tasks required, with a view to carrying out the work.

iv. JG stated that the Working Group’s next meeting will be March.

v. Clerk to speak to TAV re the installation of the remaining two speakers in the Melland Room.

vi. Clubhouse IT AM reported that the equipment has been tested & seems fine, except for the sound. The user guide was lacking in detail so the Hall Administrator is updating this.

13.2 Tennis Club
To discuss the request for additional grounds maintenance. Council agreed to discuss this in the March meeting, with a proposal of a £50 contribution towards the upkeep of the car park. Clerk to
forward the lease to Council.

13.3 Recreation ground update
No update this month.

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

14.1 Play area / trim trail update
Any areas requiring remedial action as highlighted in the RoSPA report would be addressed by DH in due course.

14.2 Inspections – to discuss & agree any remedial work

14.2.1 RoSPA Annual inspection
Carried out on Monday 29th January (inc. KAP).
A number of low-level tasks have been highlighted & will be addressed by DH in due course.

14.2.2 Weekly visual & monthly recorded inspections update – L Robinson
LR had carried out the weekly inspection in DH absence & all was in order. Council thanked LR for his efforts.

14.3 Skate Park future refurbishment / replacement update
Feedback gathered from Facebook & emails on the potential for a new skate park would be considered in due course.

14.4 Cycle Track – potential refurbishment / replacement
Feedback on the potential for a better cycle track will also be considered.

14.5 Any other updates
None.

15. To receive an update on Risk Management & Compliance – A Calder
AC had received a Guide to Risk Assessments from Zurich, & this would be used to check that all elements are covered in the Council’s risk assessment template.

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

16.1 Information from Sustainable Blewbury Update provided in advance of the meeting by AM: –

16.1.1 Environmental news
i. SB members will meet a representative of Bucks/Berks/Oxon Wildlife Trust (BBOWT) who wish to undertake a botanical survey and update their site management plan of the Chalk Pit, Chalk Pit Lane, wildflower strip and sheltering hedge in Tickers Folly Field (these were declared as Local Wildlife Sites in 2011, and were last surveyed in 2020).

ii. Litter pick arranged for 16th March.

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 – to discuss & agree remedies
Council agreed to the following: –
i. To plant a low-level hedge on the corner of South Street to prevent parking too close to the
corner. Finer details to be agreed.
ii. The Council discussed & agreed that other measures must be taken to prevent further erosion of on the edge of the Pound. Council to discuss what budget can be made available. LI to speak to
the landlord of the Blueberry regarding a contribution to costs.

17.2 Footpath gravelling – to discuss any areas in need
Council agreed that it had no plans for gravelling this year.

17.3 Any other update on Footways, Footpaths, Rights of Ways & open spaces in & around the village 17.3.1 The Keep Britain Tidy Great British Spring Clean will be running again this year from Friday 15 March to Sunday 31 March 17.4 LI stated that the closed ‘open access’ area on the Churn Estate had been raised with Natural England.

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

18.1 Ward Boundary changes
Responses discussed.

18.2 Joint Local Plan
Responses discussed.

19. To agree the date/venue of the next meeting(s) of the Council – All Councillors
Next full council meeting Wednesday 6th March 2024 at 7.00pm in the Melland Room at the Clubhouse. PLEASE NOTE this is a week earlier than usual.

The meeting finished at 9pm.

Appendix A