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Minutes of the meeting of the Parish Council held on Wednesday 11th September 2024 at 7.00 pm in the Melland Room at the Blewbury Clubhouse.

In attendance: - Vice-Chairman Lydia Inglis
Councillors Lee Robinson, Sheila Austin, Mark Shayler, Julia Saunders, Anne
Millman, Andrew Calder, Andy Evason
Clerk Liz Cooper
Lengthman Iain Wood
District Councillor Hayleigh Gascoigne

1. To receive & approve apologies for absence

Dermot Mathias

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

None.

3. To receive a report from the County Councillor

No report was received from the County Councillor.

4. To receive a report from the District Councillor

Received ahead of the meeting & copied to the Council.

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

  • KAP inspections & repairs

All in order apart from a small amount of graffiti.

  • Play Space & Trim Trail inspections & repairs

Small repairs made to the picnic table, otherwise all in order.

  • General work & observations
    • The Pound & Play Close have been mowed by hand, but will be mowed using the Kubota when back from its service.
  • The Melland Room sign at the top of the slope down to the Clubhouse is frequently broken & glued back together. This may need to be moved & replaced with something more robust.

6. 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.

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

7.1 Minutes of the BPC meeting held on 10th July 2024

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

7.2 Minutes of the BPC extraordinary meeting held on 4th September 2024

Those present from the extraordinary meeting agreed the minutes were a true record.

 

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/V1848/S73 Millbrook Cottage, Berry Lane, Blewbury

Variation of C2 on P22/V1588/HH. Reduction of scale of east elevation.

Deadline 25.9.24

Council agreed no objections to this consultation.

 

8.1.2 P24/V1678/HH Oak Hall, Nottingham Fee, Blewbury

Replacement of existing glass room with single storey extension.

BPC returned no objections 15.8.24

 

8.1.3 P24/V0956/FUL amendment no. 1, Abners, Church Road, Blewbury

Amended plans & supporting docs.

BPC returned no objections 15.8.24

 

8.1.4 P24/V1397/FUL Fieldside Farm, Westbrook Street, Blewbury

Replacement dwelling with garage & outbuilding.

BPC returned no objections 20.8.24

 

8.1.5 P24/V1616/S73 Lowmans, South Street, Blewbury

V of C2 on P24/V0533/HH changes to external materials following specialist design input.

BPC returned no objections 15.8.24

 

8.1.6 P24/V1476/HH & P24/V1477/LB The Cleeve, South Street, Blewbury

Install EV charge point on external wall of garage.

BPC returned no objections 31.7.24

 

8.1.7 P24/V1485/HH Mill Lodge, Berry Lane, Blewbury

Proposed conservatory to front of property.

BPC returned no objections 13.7.24

 

8.1.8 P24/V1305/LDE Blewbury Riding Centre, Bessels Way, Blewbury

Certificate of lawful development for mobile homes.

BPC understands this property is the subject of enforcement action by the Vale, and in view of this does not wish to submit any comment on this planning application.

 

8.1.9 P24/V1493/Da & P24/V1494/DA Land to the north west of the Red Lion public house car park.

Installation of an OOD house on Hall Barn land & associated affects. Alleged breach – no planning permission applied for.

Deadline 10.9.24. Returned 9.9.24

Council agreed the following response: –

The Parish Council wishes to emphasise that the Red Lion is an important community asset and is recognised as such in our Neighbourhood Plan.

                    As a hearing on the appeals is scheduled for 29th October 2024, the Parish Council agrees that it is not appropriate to comment.

8.2 To note planning permissions received during the month

8.2.1 P24/V1379/S73 6 Chailey Gardens, Blewbury

Planning permission 19.8.24

8.2.2 P24/1218/HH 9 Chailey Gardens, Blewbury

Planning permission 26.7.24

8.2.3 P24/V1179/HH amendment no.1, The Lintols, Church Road, Blewbury

Selective demolition of existing house to allow rear extension at ground floor & extension at first floor.

Deadline 28.8.24

BPC returned no objections 28.8.24

Planning permission 3.9.24

8.2.4 P24/V1485/HH Mill Lodge, Berry Lane, Blewbury

Planning permission 5.9.24

8.2.5 P24/V1476/HH & P24/V1477/LB The Cleeve, South Street, Blewbury

Planning permission 6.9.24

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

LR stated there is no update from OCC on moving the vacant SID pole to a more appropriate site. There was no Speed Watch activity in August, but downloaded data from the SIDs showed:

  • Bessels Way top speed towards East Hagbourne 91 mph & from E Hag 71 mph
  • London Rd top speed towards village (from Streatley) 64mph & towards the garage 105 mph
  • Dower House top of Westbrook Street, from Upton top speed 70 mph & towards Upton 99mph
  • A meeting with Bransgore Parish Council has been arranged to discuss their ‘ unofficial’ crossings & an update will be given at the October meeting.
  1. To hear an update on Finance & Administration from the Clerk

10.1 Financial updates

10.1.1 Bank Reconciliation

The end of month reconciliations for July & August sent in advance of the meeting to the vice-chair. Agreed & signed at the meeting by the vice-chair.

10.1.2 Lloyds Bank account funds as of 31.08.24 were: –

Current Account £84,819.22

Deposit Account Reserves £83,633.09. Interest for July was £188.43 & August £171.66

10.1.3 To discuss any other Financial updates

i. Council to agree the amount of a contribution it will make towards the upgrade of the churchyard gravel path.

Council agreed a donation of £500 to the PCC for this work.

ii. Council to agree to remedial work to four trees in the Churchyard by Complete Tree Services, following a quote obtained from Complete tree services by the PCC, at a cost of £950 + vat.

Council agreed to this work, but Clerk to confirm if this covers 4 or 5 trees.

iii. To agree whether to renew CPRE membership, & if so at the rate of £36 or £60?

Council agreed to renew at £36.

10.2 Administrative updates

10.2.1 To hear an update on the External Audit Conclusion

The Clerk explained the results of the External Audit conclusion to the Council as follows: –

i. Letter from Moore re the AGAR for 2023/4

The letter contained two points.

  1. The approval of Sections 1 & 2 of the AGAR must be contained in individual minutes.
  2. As the Council does not run a petty cash system, this should be removed from the bank reconciliation. Clerk to speak to Scribe. iii. External Auditor Report & Certificate 2023/4

Further feedback was as follows: –

  1. On the accounting statements the prior year was not marked as ‘restated’ as required in the JPAG Practitioner’s Guide. The ‘prior year restated accounts’ was included in the covering email sent to Moore.
  2. ‘Insufficient data’ was submitted with the new I&E accounts. This data was sent to Moore when subsequently requested.
  • Notice of Conclusion of Annual Audit

This was published on the village web site, Parish Council pages on 16.9.24, & on the village noticeboard on 23.8.24.

  1.      Moore invoice

The invoice was higher than budgeted as this was the first year of an Income & Expenditure audit. £420 was in the budget, but the actual cost is £630 (ex vat).

On behalf of the Council, the Vice-Chair thanked the Clerk for all her hard work in bringing the audit to its conclusion.

 

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

i. Tactical Facilities Management engagement ceased on 31.7.24

ii. Churchyard maintenance contract for Whitehorse Horticulture signed on 14.7.24, with a commencement date of 1.7.24 & for a period of 18 months, at £200 per cut.

iii. The Lengthman is responsible for cutting the Pound & Play Close from 1.8.24.

Council agreed & ratified all of the above decisions.

 

10.2.3 To discuss any other Administrative updates

i. Blewbury website accessibility audit £160.00

Council agreed for this audit of the Blewbury website to go ahead.

ii. Application for a bench in the Blewbury cemetery

Council agreed in principle to the application & asked the Clerk to speak to the originator.

Council agreed that this meant that further applications for benches in the cemetery may not be successful as the number of benches was sufficient.

iii.  Poppy appeal – A Millman

AM asked that the Council donate £50 towards a wreath. Council agreed & this will be organised nearer the time.

 

10.3 To agree two authorisers for payments as detailed below

AC & LI agreed to authorise payments.

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

 

PAYEE

Description

Amount

E Cooper/

E Holroyd/I Wood

Clerk, Lengthman, & Hall Administrator salaries & expenses for July*£3636.31
E Cooper/

E Holroyd/I Wood

Clerk, Lengthman, & Hall Administrator salaries & expenses for August     £3737.84

 

NEST DDClerk’s pension July*£113.65
NEST DDClerk’s pension August£113.65
HMRCPAYE Clerk, Lengthman, Hall Admin & Employer NIC contributions July*£737.64
HMRCPAYE Clerk, Lengthman, Hall Admin & Employer NIC contributions August£1013.68
Biffa Waste Services Ltd DDWaste services July* & August£144.24

£144.24

BT DDClubhouse digital fibre package July* & August£36.86

£36.86

Scottish Power DDClubhouse electricity 01.08.24 & 01.09.24*£187.56

£187.56

J NewmanClubhouse cleaning July*£270.00
J NewmanClubhouse cleaning August£162.00
White Horse HorticultureChurchyard maintenance July* & August24£200.00

£200.00

Amazon Debit CardNew defib pads (Clubhouse)*

Toilet rolls*

Blue rolls*

Post it pads*

Document dividers*

Document boxes*

Copier paper*

Clubhouse tap*

£88.40

£22.99

£11.45

£10.98

£7.01

£58.00

£16.98

£99.99

EE Debit CardClerk phone top-up*£30.00
The Zip Wire Co. Debit CardParts for zip wire*£269.98
ONPA membershipMarch 24 – March 25*£50.00
SCSWork on South Street edge of Pound*£2827.20
RoSPA (Play Safety)Play area inspections July24*£499.20
Bibby (TFM)Pound & Play Close mowing July24*£210.00
Bibby (TFM)Additional inv following canx of contract*£141.60
VHEMCPO rent Q2 July-Sept24*£300.00
Moore SAExternal Auditor conclusion of audit 23-24£756.00
Dave WoodsBlewbury website accessibility audit (tbc)£160.00
SSE DDScout Hut electricity – 16.4.24-6.8.24£281.45
 Total£16,763.32

*Paid to be ratified

Receipts

Description

Amount

Cemetery feesVarious£165.00
BlewShedScout electricity charge contribution£250.00
VWHDC S106Community artwork funds£9595.01
HMRCVAT refund Q1£583.23
VHEMCClubhouse receipts Q1£4240.75
VHEMCHEH salary contribution Q1£1403.00
BTCompensation for overcharging£95.30
Lloyds BankCompensation£25.00
 Total£16,357.29

11.    To receive an update from VHEMC

11.1 EV charger update – L Robinson

LR is gathering further information in order to progress this matter.

11.2 Post Mistress letter of confirmation

The Clerk wrote a letter of confirmation of the appointment of the Post Mistress & the content was agreed by D Mathias & A Forman.

Clerk’s note: – The letter was delivered to Mrs Cantwell in the post office on 13.9.24.

11.3 To hear any other updates

None.

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

12.1 To review ‘order personalisation’ from D Harber

Council agreed unanimously to the order personalisation detail. LI signed the form. Clerk to return form to D Harber.

Clerk’s note: – Form returned on 12.9.24.

12.2 Corderoy bench / replacement bench – L Inglis / J Saunders

LI confirmed that the Corderoys do not want to retain the bench on the Play Close, but would like the plaque returned. The bench will be removed by the Lengthman. AM (on behalf of SB) to       arrange a discussion on hedge trimming in the area of the bench. JS to follow up on new bench request.

13.    To receive an update on all things relating to the operation of the Clubhouse, recreation ground & other concerns in this area – E Holroyd, I Wood

 

          13.1 Clubhouse

13.1.1 Clubhouse Admin report – E Holroyd

Clubhouse income for July £1255 & August 2024 c£1312

13.1.2 Clubhouse solar panels update – L Robinson

LR is gathering further information on solar panels for submission to Council.

13.1.3 Clubhouse deep clean proposal & quotes

Council agreed to pursue the quote from Pro Clean for £435.60 inc vat.

13.1.4 To hear any other updates

  1. Clubhouse disabled toilet basin tap (new tap waiting to be installed)

Clerk reported that T Houseman had looked at the installation work & would come back with a date & costs.

  1. IW expressed his concern regarding the state of the walls in the Plant Room. One wall in particular is crumbling & needs work.

Clerk’s note: – Photos of wall taken & sent to Council for comment 16.9.24.

13.2 Recreation ground update – D Mathias, I Wood

13.2.1 To discuss drainage problems highlighted by investigation work carried out by the Tennis Club (Drainage Working Group meeting 11.9.24)

One quote has been received & Clerk to obtain a second.

 

13.3 Scout Hut & Tractor Shed update – A Calder / D Mathias

13.3.1 Storage working group update

i. BlewShed continue to work on the building of a new, smaller sleigh in the old scout hut. It was suggested that the old sleigh should be removed from the metal shed to create more space for the storage of sports club items. This is subject to further discussion on the             dismantling & repurposing of the old sleigh parts, & discussions with the cricket & football clubs regarding storage.

ii.Work is ongoing regarding the sorting out/boxing up of Parish Council documents, currently stored in two rooms in the old scout hut.

13.3.2 BlewShed electricity usage

Council agreed that the majority of the electricity usage in the old scout hut was due to BlewShed usage. This would form a part of 13.3.3 below.

13.3.3 BlewShed Scout Hut rental discussion

Council agreed that some form of rental or lease agreement was required with BlewShed taking over the majority use of the old scout hut. Clerk to draft a letter to open discussions.

13.4 To hear any other updates

None.

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

 

14.1 Play area / trim trail update

– Zip wire repair update

MS planning to action repairs prior to next quarterly inspection on 22nd October.

14.2 Inspections

Reports produced monthly & nothing major to report.

14.3 Skate Park / Cycle Track

14.3.1 Replacement update – A Calder / S Austin

Discussions are ongoing regarding design & costs. Council agreed the plan/design would be cost driven. Clerk had asked other parish councils for information on their skate parks &        would feedback to Council.

14.3.2 Skate Park name update

Council was largely in agreement that the skate park should have a name & this would be discussed at a later date.

14.4 Any other updates

None.

 

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

15.1 BPC Insurance 24-25

BPC insurance is due for renewal in October & discussions are underway with Marsh. This included answering pre-renewal questions & an up-to-date remote assessment of the buildings. A renewal quote is expected in the next week.

 

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

 

16.1 Information from Sustainable Blewbury (SB)

AM confirmed that SB now had ownership of Quaker Wood. The planting of new trees would be undertaken by a contractor in November. AM also to look at the council’s Green Spaces Policy with IW & MS.

16.2 Any other environmental & bio diversity issues

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

OCC Highways representative had been asked to contact the owners of Church Moor regarding installing drainage across the land to alleviate flooding in Church End.

Also, the OCC Highways Engagement team are due to meet with members of the Council on 8.9.24 to discuss 15 points of issue around the village.

16.2.2 To agree actions regarding the Blewbury Bus Shelter

The Council agreed that there was no immediate solution to the misuse of the bus shelter near the Blueberry on the London Road. The Council at this point could only ask via village           communications, for people not to abuse this community asset. LR to draft a communication for approval by Council.

 

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

 

17.1 Parking on the Pound update – All

 

17.1.1 Council to ratify decision to install posts along South Street side of the Pound, together with top soil & seeding. Work carried out on 9th & 10th August by SCS of Blewbury for a total             cost of £2356 + vat.

Council unanimously agreed to ratify the actions taken.

 

17.1.2 To discuss the need for ‘no parking’ sign(s) on the Pound.

Council agreed that a singular sign, attached to an existing pole on the London Road side of the Pound, should be investigated by the Clerk.

 

17.2 Footpath gravelling – M Shayler

Council agreed that footpath gravelling should go ahead this year. Dates to be agreed in October meeting for work to go ahead in October or November.

 

17.3 Maintenance of trees in the Churchyard – D Mathias

Work is going ahead in October on trees in & around this area. Clerk to clarify with CTS how many trees that fall under the Parish Council’s responsibility, will be dealt with at that time.

 

17.4 Curtoys Lane cob wall maintenance – L Inglis

17.4.1 LI talked through the condition of the cob wall following a meeting with Kit Davis, together with potential costs of remedial work. Council acknowledged that its current budget allocation was insufficient & this would be reviewed. Also, a written report as to the condition of the cob wall, together with a formal quote would be required. Estimate for work required in this                   financial year is: –

40ft of wall from Play Close end – in need of serious & immediate repair, largely due to overhanging branches from neighbouring property. Costs c£130psf / £600 for 3 workmen per       day. Estimated 5 days’ work over 3-month period, c£3000 + materials + VAT.

17.4.2 The condition of the whole of the cob wall was noted as follows: –

– The cob wall is 240ft long.

– The first 20ft from Westbrook Street is fine.

– The next 40ft is ok.

– The next 40ft the wall is deteriorating partly due to overhanging trees.

– The next 40ft requires maintenance asap.

– The next 100ft requires serious repairs. See 17.4.1 above.

17.4.2 Clerk to write a letter to the owner of the overhanging tree branches regarding their removal, to reduce level of damage to cob wall.

17.4.3 LI to talk to the Grahame Close resident’s association regarding the condition of their side of the cob wall.

17.4.4 Further cob wall costs to be considered in next year’s budget.

 

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

As stated in 16.2.1 above, a meeting between Council members & the new OCC Highways Engagement team is arranged for 18.9.24 to discuss 15 points of issue around the village.

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

None.

 

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

 

Next full council meeting is on Wednesday 9th October 2024 at 7.00pm in the Melland Room at the Clubhouse.

 

 

The meeting finished at 9pm.

 

 

Appendix A

 

NO.ACTIONS FROM SEPTEMBER MEETINGWHEN BY
1.LR, as part of Speed Watch group, to gather information on ‘unofficial crossing’ from other parish council(s).Oct meeting
2.Clerk to confirm number of trees included in work in October in churchyard under PC responsibilityASAP
3.AM to let Council know when £50 donation required for poppy appeal wreathASAP
4.AM to arrange discussion on hedge trimming around old bench on play closeASAP
5.JS to follow up on new bench request for play closeASAP
6.Clerk to obtain 2nd quote for drainage work on recreation groundASAP
7.Clerk to draft letter to BlewShed re formalising use of old scout hutASAP
8.MS to action zip wire repairs prior to next inspection on 22/10ASAP
9.Clerk to feedback on skate park information from other councilsASAP
10.AM to review Council’s Green Space policyASAP
11.LR to draft a communication re misuse of bus shelter for Council to review before publicationASAP
12.Clerk to pursue single no parking sign for PoundASAP
13.Clerk to write to owners of overhanging tree branches regarding their removal prior to remedial work on cob wallASAP
14.Clerk to clarify how many trees with PC responsibility included in work in OctoberASAP

 

NO.ACTIONS FROM JULY MEETINGWHEN BY
1.LR to speak with K Forman regarding a zebra crossing petitionSept meet
6.LI to speak to the owners of the bench on the Play CloseActioned
7.JS to speak to a resident re a new benchASAP
8.AM to send Clubhouse financial information to the Finance CommitteeASAP
11.MS to approach other contractors for skate park refurbishment ideasSept meet
12.LR to provide update on flooding problems on FB for informationActioned
13.AM to speak to land owners on Bohams Road regarding digging new gullies to help alleviate flooding on London RoadSept meet
14.MS to contact contractor identified by LI re bus shelterActioned
15.Clerk to send generic hedge/tree/foliage letter to Council again & Council to identify relevant propertiesDeferred
16.LI to send an update on the PC’s discussions re Rubble Pit Lane bridleway to the complainant.Sept meet

 

NO.ACTIONS FROM PREVIOUS MEETINGSWHEN BY
4.JS to investigate disabled access to footpathsC’fwd
5.DM to open discussions with A Forman re Post Office Post Mistress formal arrangements (appointment/grant)Actioned
10.MS to investigate what remedial work may be required at the TFF car park (filling in of pot holes?).C’fwd
11.LR / MS to see if funding for car park maintenance is available.C’fwd
2.MS to deal with vandalised bench by the TTT on TFFASAP