Minutes of the meeting of the Parish Council held on Wednesday 8th January 2025 at 7.00 pm in the Melland Room at the Clubhouse.

1. To receive & approve apologies for absence

Chairman Dermot Mathias, Councillors Sheila Austin, Mark Shayler, Hall Administrator E Holroyd

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

None.

3. To receive a report from the County Councillor

No report received.

LI to email to County Councillor S Povolotsky re attendance & information sharing.

4. To receive a report from the District Councillor

Report received in advance of the meeting & sent to Council. In addition: – LI asked what the length of time might be for planning regarding the doctor’s surgery on Great Western Park. HG stated that although progress is being reported, it is still some way from a spade in the ground. Further information is contained in p2 of the District Councillor’s report.

5. Action points from previous meetings – All

LI went through previous actions & these are recorded in Appendix A.

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

• KAP inspections & repairs

Three contractors were invited to quote for work at the KAP entrance. Two have provided quotes & these were presented. Council agreed to engage to lower of the two quotes from H Pulleyn. Clerk to contact & confirm quotation.

• Play Space & Trim Trail inspections & repairs

Minor repairs/removal of moss carried out.

• General work & observations

Traffic cones were removed from the roof of the Clubhouse & two benches had been damaged at some point over the Christmas break. IW has dealt with both.

• Update on new trailer

IW & MS will restart their pursuit of a new/second hand trailer.

7. Open Forum

To receive representations from members of the public if present. Maximum 15 minutes (3 minutes per person).

• Enquiry into the use of Blewbury Clubhouse kitchen as temporary base of operations – J Richardson

Mr Richardson was not present at the meeting. Deferred to February meeting.

• Ian Bacon on behalf of the Cricket Club, regarding the use of the recreation ground during cricket & football season cross over.

The use of TFF for football training by the Amazons for 2 x sessions of 1.5 hours each a week during May and June only, was discussed and agreed by Council. IB suggested Council consult the Amazons management regarding funding corrective maintenance on TFF, if required. Council agreed the cricket club was the primary user of the recreation ground from May to August.

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

8.1 Minutes of the BPC Finance Committee meeting held on 28^th November (Committee members only)

Committee members agreed the minutes to be a true record of the meeting.

8.2 Minutes of the BPC meeting held on 11^th December 2024

Council agreed the minutes to be 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/V2620/S73 Fieldside Farm, Westbrook Street, Blewbury

Variation of Condition 2 & 7 on P24/V1397/FUL. Make changes to internal & external design &                     materials in order to improve living accommodation & aesthetics.

Deadline 11.1.25

Council agreed no objections.

9.2 To note planning permissions or refusals received during the month

9.2.1 P247/V2378/HH Charity School House, Church Road, Blewbury

Planning permission 18.12.24

9.2.2 P24/V2375/LB New Inn Cottage, London Road, Blewbury

LB consent 10.12.24

9.2.3 P24/V1557/FUL Downside Farm, Woodway Road, Blewbury

Planning permission refused 19.12.24

10. To hear an update on SpeedWatch & Speed Reduction Measures (J Ingoldby/SpeedWatch representatives)

10.1 SpeedWatch report for December

Received in advance of the meeting & sent to Council. See Appendix B for more detail.

10.2 Other Speed Watch / Speed Reduction Measures updates

JI and JS went to visit the Wantage examples but they were not applicable in the Blewbury context being located either in the town centre or in new build areas with street lights and wide roads on outskirts awaiting development.

JI & the Clerk had both looked into the Branscombe village bollard crossings which were more recent & were proving to be useful as working crossings. Council agreed in principle to the idea of unofficial crossings. The next stage is for Council to review a fully costed proposal from SpeedWatch (including drop kerbs & bobble pavings, if required). Fundraising will be required for this in the village, although it was possible that CIL money may be employed. Clerk to check this. AM & JI agreed to speak with           Mark Francis of OCC as a starting point. AM suggested it would be useful to invite Mark Francis to a council meeting or zoom – Council agreed.

JI also raised the subject of the official crossing near Savages on the London Road. Mark Francis of OCC is pushing for this in the 25/26 budget. JI had checked that the presence of unofficial crossings would not lessen the likelihood of an official crossing being passed by OCC. It was agreed that the             petition for OCC would be paused in light of OCC’s efforts to resurrect the crossing.

Regarding a 20mph request on the main roads through Blewbury, AM & the Clerk would check if any formal application was made in or around April 2023.

JI & AM to work on a combined Council/SpeedWatch update for the village & pursue speed reduction posters designed by school children.

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 December sent in advance of the meeting to the Vice Chair. Agreed & signed at the meeting.

11.1.2 Lloyds Bank account funds as of 31.12.24 were: –

Current Account £78,740.43

Deposit Account Reserves £105,215.33. Interest for December £213.66.

11.1.3 To hear any other Financial updates

i. Update on Old Scout Hut Business Rates

No update has been received in relation to the Old Scout Hut business rates since a payment was made.

ii. Update on Clubhouse Business Rates

No update to report since Clubhouse details were provided to the Valuation Office in December 2024.

iii. Clubhouse electricity usage/charges

Current DD £187.56. Recommended by ScotPow new DD £233.00 (with effect from 1.2.25). Council unanimously agreed to raise the ScotPow DD to £233 from February 2025. Clerk                           actioned on 9.1.25.

11.2 To hear an update on the Finance Committee Meeting held on Thursday 28^th November

The following are the financial proposals from the Finance Committee for full Council               consideration/agreement. Council resolved unanimously to accept the proposals contained in items 11.2.1 to 11.2.14 below.

11.2.1 That the budget for 25/26 (devised by the Finance Committee & sent to Council for advance                           consideration on 2.1.25). Agreed & ratified.

11.2.2 That the precept be increased by £5000 from £113,000 to £118,000. Agreed & ratified.

11.2.3 Employee salaries

i. It was proposed, agreed & minuted at the December meeting that the salaries for the Lengthman & Hall Administrator would be increased by 5.5%, with effect from 1.4.25.

ii. It was proposed, agreed & minuted at the December meeting that no percentage increase would be recorded for the Clerk’s pay. This would be reviewed after the NALC annual                             increase was received (Clerk’s note: – usually in November of each year). Other elements regarding the Clerk’s salary & hours, as recorded in the Finance Committee minutes, have                           subsequently been reviewed & discussed with the Clerk, with the following agreement: –

a. Following the NALC pay increase in November 2024 & to bring the Clerk in line with the increase in hourly rate of other employees, & in agreement with the Clerk’s contract, the Clerk will move up one point on the NALC salary scale. All increases are backdated to 1.4.24.

b. An additional 30 hours at the new salary point will be paid to the Clerk to partially cover additional hours worked.

c. The change to number of working hours proposed by Finance Committee members of an additional 5 hours per week (from 65 to 87 hours per month) was rejected by the Clerk, with a counter proposal of an additional 2.5 hours per week (76 hours per month). The additional proposal of up to an additional 5 hours per week to cover heavy workload periods, was accepted. The proposed start date for this is 1.1.25.

Items a, b & c above were unanimously agreed by full Council.

11.2.4 Direct Debits

The following direct debits will remain: –

Biffa

BT

NEST

Scottish Power

SSE

Full Council agreed & ratified.

11.2.5 Cemetery Fees

The Finance Committee proposed that the cemetery fees be increased by 6% (rounded to                             nearest £5), with administration fees to remain the same, with effect from 1^st January 2025.

Full Council agreed & ratified. Clerk to notify all relevant parties.

11.2.6 Contracts

The Finance committee proposed to continue with the two contracts in place; White Horse                             Horticulture for the upkeep of the Churchyard, & J Newman for the Clubhouse cleaning.

Council agreed & ratified.

11.2.7 Memberships / Subscriptions

The Finance committee agreed to continue with the following membership, with each being                             reviewed as the renewals arose: –

• Oxfordshire Association of Local Councils (OALC) £295pa
• Society of Local Councils & Clerks (SLCC) £188pa
• Community First Oxford (CFO) £70pa
• Information Commissioners Office (ICO) £39pa
• Oxfordshire Neighbourhood Plans Alliance (ONPA) £55pa

Council agreed & ratified.

11.2.8 Reserves

The Finance Committee proposed to continue with the holding of specified reserves in the 32-                          day Lloyds Bank account.

Council agreed & ratified.

11.2.9 Capital Projects

The Finance Committee agreed that the replacement of the Skate Ramp constituted a Capital                       Project. £50,000 is currently reserved for this project. Suitable contractors have been identified for a tender exercise.

Council agreed & ratified.

11.2.10 Financial Regulations

The Finance Committee proposed acceptance of the updated Financial Regulations 2024.

Council agreed & ratified.

11.2.11 Physical Assets & Liability

Cllr A Calder agreed to plan a formal audit of all Council assets.

11.2.12 Risk Management Policy

The Finance Committee agreed the Risk Management Policy was adequate for the Council’s                         needs & proposed acceptance.

Council agreed & ratified.

11.2.13 Insurance & Liability

Cllr A Calder had carried out a great deal of work prior to the renewal of the Council’s                               insurance policy in September of this year, & Council had previously agreed to the renewal terms. Due to the reduction in premium, the Committee agreed to propose the same budget         for 25/26, in the hope that the premium would reduce further with a claim free year.

Council agreed & ratified.

11.2.14 Internal Auditor for 24/25

The Finance Committee agreed to propose retaining the same internal auditor for the 24/25                             audit, H Hood of Abbott Denton.

Council agreed & ratified. Clerk’s note: – H Hood of Abbott Denton has agreed by email to                               carry out the internal audit for 24/25.

11.3 Administrative updates

11.3.1 Council to agree or otherwise to sign up to Council Charter

Council agreed to sign up to the Oxfordshire Councils Charter, a framework for better                           partnership working in                                                          Oxfordshire.

11.3.2 To hear any other Administrative updates

Clerk asked for Council’s decision on the purchase & installation of a new blind spot mirror at                         the junction of Westbrook Street, Heather Way & Church End. Cllr AE to deal.

11.4 To agree two authorisers for payments as detailed below

Cllr AC & LR agreed to action payments.

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

11.5.1 To agree cross charge to the Croquet Club for PAT testing.

Council agreed to cross charge the Croquet £36 for PAT testing carried out in November

2024. Clerk to action.

11.5.2 Council agreed to an additional payment of £8.77 to Travis Perkins for the purchase of wood                              glue for the Lengthman to fix a bench outside the Clubhouse.

*Paid to be ratified

12.    To receive an update from VHEMC if available

12.1 EV charger update – LR

LR stated that no business proposal had yet been received.

12.2 To hear any other updates

None.

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

LI confirmed by email prior to the meeting that Harbers had sent information about how securely the artwork was installed. Council agreed to JS’s proposal that a formal launch take place after April, with details to follow.

14.    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

          14.1 Clubhouse update

14.1.1 Clubhouse Admin & income report for December – EH

Report received post meeting & sent to Council. Details of Q3 Clubhouse receipts were provided by the VHEMC, & a payment of £3867.82 was pending.

14.1.2 Clubhouse solar panels update – LR

To be discussed at the Clubhouse Working Group meeting this month.

14.2 Recreation ground update – D Mathias, I Wood

No significant update this month.

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

14.3.1 Storage working group update

It was confirmed that all the Amazons equipment had been moved to the metal shed from the old scout hut.

14.4 To hear any other updates

Cllr AE reported that the water damage to a wall in the plant room did not look like it was structural. As water testing is taking place on 9.1.25, IW will ask the contractor about the water   damage.

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

15.1 Play area / trim trail update

– Zip wire repair update, inc timescale & inspection. Carried forward to February.

15.2 Skate Park / Cycle Track update. Carried forward to February.

15.3 To hear any other updates

15.3.1 Use of TFF for Amazons football training

Council agreed for 2 x sessions of 1.5 hours each of training per week on TFF, during May & June only.

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

16.1 Marsh had issued a refund of £780.88 following a ‘Sums insured adjustments following valuation’.

16.2 The Clerk had asked Marsh to advise on the insurance of the three speed indicator devises.

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

17.1 Information from Sustainable Blewbury

AM confirmed that all the trees were now planted in Quaker Wood. There was less progress on village flooding issues, despite repeated contact with OCC.

17.2 Any other environmental & bio diversity issues

17.2.1 To hear any updates on: –

i. Highways Engagement activity

Clerk to contact Mr D Depp for an update on activity in the village.

ii. Fixmystreet super users

The Council were now aware of two Fixmystreet superusers in the village. Council is very grateful to the anonymous superuser who has made brilliant progress fixing numerous potholes around the village.

17.2.2 To hear any other updates

None.

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

18.1 Footpath gravelling – MS/IW

Gravelling was planned to take place over the weekend of 11/12 January, conditions depending. IW to check with MS.

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

All

None.

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

None.

20. To agree actions from this meeting – All

See Appendix A.

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

Next full council meeting is on Wednesday 12^th February 2025 at 7.00pm in the Melland Room at the Clubhouse.

The meeting finished at 8.20pm.

Appendix A

 Appendix B

Parish Council Report for Blewbury SpeedWatch Group.

Reporting between 01-12-2024 and 31-12-2024

Current Volunteers = 18

Summary for this Period

Number of Sessions this period = 4

Total Vehicles exceeding limit = 17

DVLA Valid vehicles = 17

Accuracy = 100%

Maximum Speed recorded in 30 limit = 42 mph(+40%)

Police Actions this Period

Reported to TVP = 17

From all Group records

My group started Recording* on = 31-07-2021

Number of Sessions since start date = 249

Vehicles recorded exceeding limit since start date = 2886

Maximum Speed recorded in 20 limit = 27 mph(+35%)

Maximum Speed recorded in 30 limit = 68 mph(+126%)

Maximum Speed recorded in 40 limit = 53 mph(+32%)

Date Time Type Location

Traffic Heading Recorded Letters All Vehicles Percent

20-12-2024 14:30 -> 15:30 London Road-on the boundary of 10 and 12 London Road

traffic heading East 3 289 1%

18-12-2024 08:00 -> 09:00 London Road-outside the Blueberry pub when the pub is closed

traffic heading East 1 236 0%

04-12-2024 14:30 -> 15:30 Bessels Way-grass verge by the entrance to Winterbrook Farm

traffic heading South 10 127 7%

Totals 17 0

The type field shows if the Session was

Ad-Hoc – one not booked using the Campaign Calendar.

Booked – one in the Campaign Calendar awaiting results or with zero offenders(shown in yellow).

Scheduled – one in the Campaign Calendar with records booked to this session.

NOTE:- Recorded column is the total number of vehicles recorded during this session.

Letters column is the total number of Offence letters sent for this session.

All vehicles column shows the count of vehicles passing if recorded by group.

Percent column shows the percentage of offending vehicles vs total passing.

* Start Date is date of first recorded internal batch id not necessarily your groups original start date.