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Minutes of the Blewbury Parish Council Meeting held on Wednesday 8th February 2023

In attendance:- Vice Chair Lydia Inglis (LI)
Councillors Lee Robinson (LR), Anne Millman (AM), Vaughan Humphries
(VH), Michael Penington (MP)
Clerk/RFO Liz Cooper
District Councillor Hayleigh Gascoigne (HG)
County Councillor Sally Povolotsky (SP)

1.     To receive apologies for absence

Received in advance of the meeting from Councillors D Mathias, C Burrow & M Shayler, & Lengthman D Hollick. The Council acknowledged the resignation Councillor Mark Blythe, received on 8th February. County Councillor S Povolotsky & District Councillor H Gascoigne also gave apologies in advance.

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

None.

3.     To receive the County Councillor’s report

Received in advance of the meeting & forwarded to Council.

4.     To receive District Councillor’s report

Received in advance of the meeting & forwarded to Council.

5.     To receive the Lengthman’s report

In the Lengthman’s absence, the Clerk reported that DH had spent a great deal of time in the past month dealing with tasks related to the Clubhouse post the flood in December. He also kept up with litter picking & emptying of bins. No mowing has been required.

6.   Open Forum

No members of the public were present.

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

Minutes of the BPC meeting held on 11th January 2023

Item 10.4.2 should read Shayler Concrete Pumping, not M Shayler expenses.

Council unanimously approved the previous minutes with this one amendment.

8. To hear the Planning Committee Report & Planning Responses – LI

 

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

8.1.1 P22/V3020/LB Charity School House, Church Road, Blewbury

Closure of existing loft entrance in front bedroom doorway & re-site on landing.

Deadline 09.02.23

BPC majority no objections. Returned 01.02.23.

 

8.2 To note planning permissions received / withdrawn during the month

 

8.2.1 P22/V2460/HH Orchard Dene Cottage, South Street, Blewbury

Planning permission 24.01.23

8.2.2 P22/V2682/FUL Savages Nurseries, Style Acre Tea Room, London Road, Blewbury

Planning permission 12.01.23

8.2.3 P22/V1513HH Amendment no.1 Pilgrims Rest, Pilgrims Way, Blewbury

Planning permission 03.02.23

 

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

 

9.1 Financial updates

 

9.1.1 End of month reconciliation for January sent in advance of the meeting to the Vice-Chair.

Signed at the meeting by LI.

9.1.2 Lloyds Bank account funds as of 31.01.22 were £107,521.95

This sum includes reserves of: –

  • £21,909.51 village hall remaining refurb funds
  • £10,521.53 CIL funds

Net funds available £75,090.91

9.1.3 Scottish Power (Clubhouse electricity)

Refund of £1330.29 received 19.01.23. Direct Debit reduced to £286.13 with effect from  01.02.23.

 

9.2 Administrative updates

 

9.2.1 To receive an update on 2023 local elections – Clerk

The Clerk confirmed that a timetable for this year’s local elections had been received & she would forward this to all Councillors. The Clerk also explained that nomination forms need to be downloaded, completed by individuals & delivered by hand to the District Council offices in Abingdon. Council asked the Clerk to collect nomination papers, check them & take them to the DC offices at the appropriate time.

Clerk’s note:-The deadline for receipt of nominations is 4pm on 4th April 2023. Nomination papers should not be dated/returned before 4th March 2023.

9.2.2 To hear details of the lease of allotment land at Winterbrook Farm, Blewbury & agree whether to extend the lease.

The Clerk explained she was investigating all aspects of the village allotments as they pertain to the Council, as this was not clear from documentation held. Clerk to advise the Council further     as this becomes clear.

 

9.3 To agree authorisers for this month’s payments – All current signatories

LR & LI

 

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

The Clerk asked for the following additional payments to be considered as they were received after the issue of the agenda:-

  • Didcot Plant £374.76
  • Shayler Concrete Pumping £2003.04
  • ICO renewal fee £40 by DD

Council agreed unanimously to the additional payments.

 

PAYEE

Description

Amount

E Cooper/D Hollick/

E Holroyd

Clerk, Lengthman & Hall Administrator salaries & expenses for January£2224.22
NEST DDClerk’s pension January£97.81
HMRCPAYE Clerk, Lengthman, Hall Admin January£341.82
Biffa Waste Services Ltd DDWaste services February£123.84

 

BT DDClubhouse line rental February£40.66
Scottish Power DDClubhouse electricity 01.02.23£286.13
SSE DDScout Hut electricity£200.01
Vale of White Horse DCClubhouse borehole water sampling£307.60
Community First OxfordAnnual membership£70.00
Sutcliffe Play South West LtdGoal mouth panels (paid to be ratified)£788.53
Witney Plant Hire LtdHire of plant & cost of diesel for TFF Play Space repairs£506.70
ElanCitySupply of 3 x SID units£7740.00
BVHEMCHall hire£29.25
OPC Drain ServicesSeptic Tank emptying£240.00
Starboard Systems LtdScribe accounting system renewal 23-24£673.92
Winterbrook FarmAllotments Rent£300.00
 Total Payments£13,970.49

Receipts

Description

Amount

Scottish PowerCredit£67.00
Scottish PowerRefund of credit balance£1330.29
BVHEMCClubhouse Hire fees£2938.00
Co-op MemorialsChapman memorials£100.00
BVHEMCHall Admin Village Hall salary share£1449.50
 Total Receipts£5884.79

  1. To receive an update from VHEMC – DM

10.1 Trustees / Counsel opinion update

10.2 Cycle rack update – Penny Brassell, VH trustee, is pursuing the Vale for a grant for the cycle rack.

10.3 Any other updates

All updates carried forward to the next meeting.

11.    To receive an update on the Community Art project – CB & LI

 

LI would continue to try & speak to Mr & Mrs Harber regarding the community art project. Council was mindful that it may need to consider alternatives.

 

12.    To receive an update on the all things relating to the operation of the Clubhouse & the recreation ground – MP, DH

 

          12.1 Clubhouse – Remedial Work Update   Clerk/DH

The Clerk confirmed that all the stripping out work was complete & the drying out process was ongoing (review towards the end of February). Three contractors had viewed the reinstatement work required & quotes were awaited. The Clubhouse remains closed to all.

12.2 Recreation ground – Update on any other aspect of the recreation ground

The Clerk reported that the Amazons Football Club was continuing to use the recreation ground.

The possibility of an Amazons tournament in April has been raised with the Hall Administrator,  who will ask J Webster to write formally to the Clerk with details.

The Scout Hut kitchen & toilet facilities are available for Amazons’ use. The Clubhouse  cleaner is now cleaning this area for one hour a week.

13.    To receive an update on all aspects of TFF & car park – LR, MS, DH

 

13.1 Play area / trim trail update – MS

13.1.1 Play space remedial work

Three items await completion:-

– multi swing plank replacement & swing reinstatement

– reinstallation of all other swings

– zip wire replacement

13.1.2 Goal remedial work

MS to replace parts.

13.1.3 Update on table tennis table on TFF – LI / MS

– The table tennis table is being sited between two items of the trim trail on the cemetery side of TFF.

– Council agreed to the installation of a concrete base, surrounded by a gravel base with timber surround.

– Council agreed to the cost of c£1050 / £1100

– BVS Chair C Pettigrew had asked LI if funds from the Comedy Night could be put towards something particular in the village rather than the usual maintenance of the Kids At Play                   playground. Council agreed that if the BVS offered the PC funds from this event, they would go towards the cost of installing the table tennis table. There are no pressing maintenance issues at KAP.

13.2 Inspections

13.2.1 Annual inspection by RoSPA update – Clerk

The Clerk confirmed that RoSPA had been engaged to carry out an annual inspection of the TFF Play Space, the TFF Trim Trail & the KAP play area. Date to be agreed (post                              reinstatement of all items / early March).

13.2.2 Weekly visual & monthly recorded inspections update – DH

DH continues to record monthly inspections.

13.3 Any other updates on all aspects of TFF & car park

None.

 

14.    To receive an update on Risk Management & Compliance

 

14.1 Speed Watch Update – JI

JI reported by email that following a single Speed Watch session in January, of the 91 cars observed, 27.5% were over the speed limit.

14.2 Speed Reduction Measures update – CB/LI

The Clerk reported that the SIDs were on order & expected by the end of the week.

LI reported that the siting of one pole on Bessels way was yet to be finalised.

MS to speak to Mr Allen regarding a possible placement near the farm entrance.

14.3 Village defibrillators update – Clerk/VH

Clerk to speak to the electrician re progressing the installation of a defib unit at the Blueberry.

14.4 Any update or information on risk management & compliance – VH

None.

 

15.   To receive an update on issues relating to the Environment – from CB

 

15.1 Information from Sustainable Blewbury

AM reported that a draft lease was with Thames Water for the new nature reserve. The nature reserve launch would take place on 25th February.

The Quaker burial ground is to be gifted to, & managed by, Sustainable Blewbury. In order to do this SB had made an application to become a CIO (Charitable Incorporated Organisation). This application would be completed in the next week.

15.2 Any other environmental issues – None.

 

16.   To receive an update on any issues relating to Footways, Footpaths, rights of way and open spaces – from MP, LI

 

16.1 Parking on the Pound

Council agreed to source rocks to place on the edge of the Pound to prevent further damage caused by parked cars.

16.2 Play Close Footpaths update

None this month.

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

16.3.1 Planting on TFF – MS

This has been deferred to Autumn 2023.

 

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

None.

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

 

18.1 Next full council meeting Wednesday 8th March 2023 at 7.00pm in the Vale Room at the Village Hall.

The meeting with Matthew Barber, the Police & Crime Commissioner for Thames Valley, is now being arranged for the Council’s meeting on 12th April & will be confirmed in due course.

 

18.2 Annual Parish Meeting, following the BVS AGM, Wednesday 26th April 2023, from 7pm.

 

The meeting finished at 8pm.

 

Appendix A

 

NO. ACTIONS FROM FEBRUARY MEETINGWHEN BY
1.Clerk to forward election details to all CouncillorsActioned
2.Clerk to advise Council further on allotment matters.Ongoing
3.LI to speak with Mr & Mrs Harber regarding the community art projectASAP
4.MS to confirm date for completion of TFF Play Space remedial workASAP
5.Clerk to confirm RoSPA inspection dateASAP
6.MS/LI to confirm siting of or SID pole on Bessels WayASAP
7.Clerk to speak to P Walters regarding the installation of the defib unit at the Blueberry pub.ASAP
8.MP & MS to organise placing of rocks on the edge of the Pound being damaged by parked cars.ASAP

 

NO. ACTIONS FROM JANUARY MEETINGWHEN BY
16.Council to let AM know of engaging ideas for the APM.ASAP

 

NO.ACTIONS FROM OCTOBER MEETINGWHEN BY
1.CB to look at a hedge cutting management plan for 2023.Ongoing