Minutes of the meeting of the Parish Council held on Wednesday 10th July 2024 at 6pm in the Melland Room at the Blewbury Clubhouse.

1. To receive & approve apologies for absence

Chairman D Mathias

2. To co-opt a new Councillor

• • Council to propose, second & agree to co-option

Following a proposal & seconder, Council agreed to co-opt Andy Evason to the Council.

• Co-optee to complete Declaration of Office

Duly signed by Andy Evason & the Clerk

• Co-optee to complete Register of Member’s Interests

Completed & signed by Andy Evason

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

Cllr L Robinson – planning application

Cllr A Evason – planning application

4. To receive the County Councillor report

No report was received from the County Councillor

5. To receive District Councillor report

Received in advance of the meeting & sent to Council. In addition HG stated:-

– the next round of the Joint Local Plan (section 19) would be in September

– the new boundary map was open for consultation for a period of 10 weeks, & that responses were important.

– LR asked how climate funding for projects is agreed & HG stated there is a scoring process.

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

IW stated that all paths were mowed in the past week & would be due again week beginning 15^th. He  reported a problem with starting the Kubota & MS will advise. MS was also thanked for his help in  additional repairs to the skate ramp. IW was unable to remove the graffiti in KAP, but as it is not offensive  it will remain until such time as it can be painted over.

7. Open Forum

To receive representations from members of the public if present. Maximum 15 minutes (3 minutes per person). No members of the public were present.

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

Minutes of the BPC meeting held on 12^th June 2024

Council agreed the minutes were a true record of the meeting.

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

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

9.1.1 P24/V1167/FUL Blewbury Barn Cottage, Blewbury Hill, Blewbury

Demolition of existing dwelling & associated outbuildings. Construction of replacement dwelling  & carport/storage building. Associated external works.

Deadline 30.07.24

Council agreed no objections to this consultation.

9.1.2 P24/V1379/S73 6 Chailey Gardens, Blewbury

Variation of Condition 2 on P22/V1945/HH

Deadline 18.07.24

Council agreed that due to ongoing Vale enforcement action, there would be no comment on this planning application.

9.2 To note planning permissions received during the month

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

Planning permission 20.06.24

9.2.2 P24/V0945/LB Corrydon House, London Road, Blewbury

LB consent 14.06.24

9.2.3 P24/V0430/HH The Manor House, Berry Lane, Blewbury

Planning permission 28.06.24

9.3 To hear an update on Blewbury Conservation Area Appraisal adoption – LI

LI confirmed that the Blewbury Conservation Area Appraisal had been adopted by the Vale & was now part of the Local Plan. 

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

A report was provided by J Ingoldby & sent to Council ahead of the meeting. LR stated that the SIDs were now switched off for a month, although still collecting data. Also, a safe position for the post by the allotments had been agreed with Highways & would be moved so that the final SID can be installed. OCC Councillor S Povolotsky raised the requirement for zebra crossings in Blewbury at an OCC cabinet meeting & the next step should be an on-site meeting. LR will meet with K Forman to discuss a zebra crossing petition.

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

11.1 Financial updates

11.1.1 Bank Reconciliation

The end of month reconciliation for June sent in advance of the meeting to the Vice-Chair. Agreed & signed by the vice-chair at the meeting.

The reconciliation now includes the balance in the 32-day notice deposit account, opened in June.

11.1.2 Receipts in June: –

– Cemetery related £505.00

– BT credit of £522.71                            –

– Croquet Club maintenance contribution £100.00

11.1.3 Lloyds Bank account funds as of 30.06.24 were: –

Current Account £87,456.32

Deposit Account £83,216.00. Interest for June is £57.00

11.1.4 Deposit Account Reserves include: –

• £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

11.1.5 Any other Financial updates

i. Q1 results had been scrutinised by LR & sent to Council ahead of the meeting.

ii. The Clerk had run a Q1 VAT report & Council agreed to quarterly returns.

iii. The Clerk had proposed a £250 share of the Scout Hut electricity costs be requested from BlewShed. Council unanimously agreed. Clerk also asked that a new agreement be reached                               regarding electricity costs, as most of this is now created by BlewShed activity. Council agreed. Clerk to notify BlewShed treasurer.

iv. Council had previously agreed not to replace the water heater in the Plant Room of the Clubhouse, following a quote from DHPH. Council agreed the cost of replacing the tap in the disabled toilet in the Clubhouse was too high & the Clerk would find alternative quotes.

11.2 Administrative updates

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

i. Tactical Facilities Management appointed to maintain the Pound, Play Close for 2024

Council agreed that this work should be cancelled with TFM & taken over by the Lengthman. The Clerk advised that this work must be written into the Lengthman’s work                               schedule & formally agreed that it can be done without any impact on his other duties. Clerk to write a letter of cancellation to TFM.

ii. Churchyard maintenance contract for Whitehorse Horticulture

Council agreed that this contract should be signed. Clerk to sign & send to contractor for signature.

iii. Following discussions with members of the PCC on the footpath leading round the eastern side of the church, MS asked that the Council consider a contribution towards the gravelling                                of this path. Council agreed in principle to a contribution, subject to a quote being provided for the work.

11.2.2 To accept & sign S106 contribution letter with reference to funds for the Community

Artwork in the amount of £9595.01

Council agreed unanimously to accept & sign the Acceptance of Conditions letter from the Infrastructure Obligations department at the Vale for S106 contributions for the community       artwork project. The form was signed by Cllrs L Inglis & A Calder & was returned to the Vale on 11.07.24. LI also to speak to the owners of the Play Close bench, which is in a poor state.

11.2.3 To agree updates to the following Council Policies: –

i. Model Publication Scheme

ii. Management of Green Spaces

Council agreed to the minor updates to both the above policies.

11.3 To agree authorisers for payments as follows: –

11.3.1 July payments as detailed below

LR & AC

11.3.2 August payments to be made on Thursday 15^th August (or as they arise)

Council agreed & authorisers would be agreed nearer the time.

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

Council agreed to all payments & in addition to pay an invoice from Lawncare for a replacement belt on the Ferris for £71.64, & the June invoice from TFM for £139.20.

*Paid to be ratified

12.    To receive an update from VHEMC

12.1 EV charger update – L Robinson

LR reported that the VHEMC agreed in principle to the siting of an EV charger on the post office side of the village hall. LR had also applied for a top up fund of between £5000 & £8,000. LR is also to meet with a funding body on site on Friday 12^th July.

12.2 Any other updates

None.

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

See also 11.2.2 above. LI has sent information to D Harber regarding inscriptions, and awaits the artwork for sign off, which has been promised. LI to check with Harber whether installation is included in the cost of the armillary. If the Corderoy family do not wish to renew the bench that is in poor repair, JS stated she knew of a lady in the village who wanted to donate a bench & would make contact (once the Corderoys have been consulted).

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

          14.1 Clubhouse

14.1.1 Clubhouse Admin report

Clubhouse income for June 2024 estimated at £1,729.75.

AM to send Clubhouse financial information to the members of the Finance Committee.

14.1.2 Any other updates

Clubhouse (& Scout Hut) solar panels funding update – L Robinson

LR has applied for solar panel funding for the Clubhouse from the Vale’s Climate Fund.      Also, he confirmed that the Scout Hut is not suitable for solar panels.

14.2 Recreation ground update – I Wood

All in order.

14.3 Scout Hut update – A Calder

14.3.1 Storage working group update

The group was looking at how to accommodate the football club equipment into an area within the changing room in the Clubhouse. The logistics of all areas of storage continue to                       be investigated.

14.3.2 BlewShed electricity usage fee

See 11.1.5 iii above. Council agreed that electricity usage in the Scout Hut was mainly down to BlewShed & that the cross charge would need to be renegotiated for 24-25.

14.4 Any other updates

To discuss drainage problems highlighted by drainage investigation work carried out by the tennis club

The tennis club engaged a contractor to investigate a drain problem at their premises. This in turn has highlighted problems across the area, some of which may be the Council’s responsibility,     including other blockages & potentially a collapsed drain. DM & AM are meeting with the tennis club this month & will discuss.

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

15.1 Play area / trim trail update

– Zip wire parts update

Parts not yet available. MS to consider other suppliers or fabrication.

Clerk’s note:- The Zip Wire Company notified Clerk on 15^th July that parts were available. Parts ordered on 16^th July.

– Table Tennis Table

It was noted that most of the bats & balls had disappeared. LI to put a request in the Bulletin for donations of bats & balls.

15.2 Inspections

Next quarterly inspection due in September 2024.

15.3 Skate Park future refurbishment / replacement update – A Calder / S Austin / M Shayler

Working group meeting held on 1 July 2024. The group agreed that the bike track would form a part of the new skate ramp & were looking at initial suggestions for a replacement. Initial findings indicate that the half pipe feature is popular, & that a junior section should be added. MS to propose other contractors for comparison.

15.4 Cycle Track – potential refurbishment / replacement update – A Calder / S Austin

Included as part of 15.3 above.

15.5 Any other updates

None.

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

AC confirmed he would be attending an online Risk Assessment course run by OALC.

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

17.1 Information from Sustainable Blewbury

AM confirmed the nature reserve would be open to the public in August. Also that SB was close to signing the legal agreement on Quaker Wood.

17.2 Any other environmental & bio diversity issues

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

Following last month’s confirmation that OCC had allocated funding to alleviate flooding problems in Church End, an OCC flooding representative attended a meeting on site with                 AM & the Clerk. In short, the gullies will be dug out to make good the channels to divert water into the stream here. An identified contractor would work directly with OCC & the funding would not come through the Council.

In addition:-

i. The perpetual leak at the junction of Westbrook Street, Heather Way & Church End was also discussed. Water is coming up through the Open Reach pavement covers.

Previous sample results from Thames Water are unavailable. There is no obvious source, so investigations will need to continue (to be arranged with advice from OCC). AM has written letters to nearby residents. LR to include information on FB.

ii. The area of flooding at the London Road, close to the top of Westbrook Street, was also discussed, together with three residents who live near by. A funding application for this problem area was unsuccessful. The nature of the problems were discussed.

The potential of digging new gullies down Boham’s Road was suggested & AM will speak to the relevant land owners.

17.2.2 To agree actions regarding the Blewbury Bus Shelter

MS will speak to a contractor identified by LI. No information was as yet available regarding the dedication on the back wall of the bus shelter.

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

18.1 Parking on the Pound update – M Shayler

MS has requested a quote from S Barlow to build up the bank on the South Street edge of the Pound, prior to installing posts.

18.2 Footpath gravelling – M Shayler

No update

18.3 Any other update on Footways, Footpaths, Rights of Ways & open spaces in & around the village – A Millman

18.3.1 The Clerk stated that an agreed generic overgrown hedge/tree/foliage letter was ready to properties where this was the case. LI said that where properties with overgrown boundaries             are obvious, this letter should be personalised and sent.

18.3.2 Chalk Pit Sign

LI & JS met with a horse rider complainant regarding the siting of the chalk pit sign, between a bridleway leading to the downs & the footpath leading to the Chalk Pit. It was made clear to the           complainant that bridleways are the responsibility of OCC & that their maintenance should be addressed directly with OCC (a relevant link has been provided to the complainant). Council                   agreed with the assessment of LI & JS that the sign could be moved back half a metre, as long as this could be dug (there are tree roots in the vicinity). LI agreed to go up there with MS in September. JS has asked the complainant not to use the bridleway until the sign is moved, given the previous threat of legal action. LI to send an update to the complainant.

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

Formal consultation on the proposal by Oxfordshire County Council to designate certain streets as traffic-sensitive – by 26.07.2024.

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

Next full council meeting is on Wednesday 11^th September 2024 at 7.00pm in the Melland Room at the Clubhouse.

JS stated that she would be unable to attend this meeting.

There is no Parish Council meeting in August.

The meeting finished at 7.30pm.

Appendix A