Minutes of the meeting of the Parish Council held on Wednesday 9th October 2024 at 7.00 pm in the Melland Room at the Blewbury Clubhouse.

1. To receive & approve apologies for absence

Cllr Lydia Inglis

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

None.

3. To receive a report from the County Councillor

No report received.

4. To receive a report from the District Councillor

Report received in advance of the meeting & sent to Council.

Clerk had previously raised the two deliveries of many new business rate bills received from the District Council, which contradicted each other & previous zero business rate notifications on both the Clubhouse & the Old Scout Hut. Although information had been passed to, & requested of, a business rates manager, the response was not clearly understood by Council. D Dewhurst suggested speaking to an Andy Crawford for clarification.

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

• KAP inspections & repairs
• Play Space & Trim Trail inspections & repairs
• General work & observations

With reference to all 3 points above, IW stated that there were no major issues with any of the play equipment, & minor repairs to wooden elements (as per the last RoSPA Report) had been carried out by BlewShed. Graffiti continued to appear especially at the Skate Park. The Sustainable Blewbury wild flower meadow on TFF had been mowed & raked by hand. IW noted a high level of dog fouling in this & the orchard area, as well as on footpaths through the village. IW had also strimmed the corners by the garage to increase visibility splays at this junction.

JS suggested reminding villagers via the Bulletin & Facebook, to pick up their dog poo, deposit it in a bin or take it home & dispose of it there.

6. Open Forum

To receive representations from members of the public if present.

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 11^th September 2024

Council agreed minutes were a true representation of the meeting.

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/V1864/HH Orchard Dene House, Watts Lane, Blewbury

Erection of a storage shed.

Deadline 16 or 23.10.24

BPC agreed no objections by a majority.

8.1.2 P24/V1901/HH & P24/V1902/LB Ashbrook House, West6brook Street, Blewbury

Annex tied to Ashbrook House, resubmission of P23/V1825/HH & P23/V1826/LB

Deadline 2.10.24. BPC majority no objections to both. Returned 18.9.24.

Note: – P24/V1902/LB withdrawn 26.8.24

8.1.3 P24/V2122/LB Naylesbridge Cottage, Church Road, Blewbury

Removal of small top section of internal wall between kitchen & dining room.

Deadline 24.10.24

Council agreed no objections by a majority.

8.2 To note planning permissions received during the month

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

Planning permission 13.9.24

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

9.1 SID movement costs

LR & JI stated the SID movement plan included checking if the redundant pole on Bessels Way had been moved (LR), & then obtain a formal quote from the previous contractor to move the SIDs around (LR). Council agreed that a SID should be installed on the new pole (if the pole has been moved to a  more appropriate place), & to spin the other two SIDs to face the opposite direction.

9.2 Speed Watch report for September

Received ahead of the meeting & issued to Council.

9.3 Any other updates on Speed Watch or Speed Reduction Measures

JI had obtained information from two other councils where bollards were installed to mimic a crossing point on a road & she asked for the Council’s support/backing for such a thing in Blewbury. Council asked for more information, including data on how existing bollard systems came in to being & what difference they are making as a crossing point. JI will circulate more data & evidence. The Council agreed in principle to the idea of bollard crossings, but wanted to understand Highways logistics, together with more data & evidence.

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

10.1 Financial updates

10.1.1 Bank Reconciliation

The end of month reconciliation for September sent in advance of the meeting to the  Chairman. Agreed & signed at the meeting by the D Mathias.

10.1.2 Lloyds Bank account funds as of 30.09.24 were: –

Current Account £133,852.19

Deposit Account Reserves £83,810.84. Interest for September £177.75

10.1.3 To hear any other Financial updates

i. End of Q2 reports

These reports were sent to Council ahead of the meeting. Chair requested that all budgeting was quarterly. Clerk to make adjustments in Scribe.

ii. New business rate demands on old scout hut & Clubhouse received by Clerk. Email to Council 3.10.24 refers.

The Clerk reported that in September she received 9 Business Rate Bills from the Vale of

White Horse District Council (4 for the Old Scout Hut / 5 for the Clubhouse) dating back to  20/21, with a total business rates bill of £14,110.46. This was raised with the District                         Councillor for an explanation. The District Councillor raised it with Trevor Gaffney, Revenues & Benefits Officer, of South and Vale District Council, who responded by email with an explanation that is not understood by the Council. Mr Gaffney stated that further               bills would be issued & the total bill should be nearer £4,844.86. A further 6 bills were received on 8.10.24, with a total bill of £2805.75.

Council agreed that a satisfactory explanation was yet to be received & asked the Clerk to  speak to the relevant officers at South and Vale.

10.2 Administrative updates

10.2.1 To hear an update on the Trailers currently held by the Council

i. Trailer belonging to Mr D Hollick & in use by the Lengthman

MS confirmed both trailers are advertised for sale on Facebook Marketplace. Council agreed that the trailer should be replaced with a larger version to accommodate the Kubota.

Clerk requested the specification of a new trailer to look at costs? Council agreed that if Mr Hollick wanted to collect his trailer this should be arranged.

ii. Trailer belonging to the Council, but not suitable for use

See also i. above. Clerk suggested the possibility of part exchanging this trailer when purchasing a new one for the Council.

iii. Council agreed to hear an update on CIL funds received by the Clerk after the issue of the agenda.

a. Council agreed unanimously to accept £16,830 from the district council as per a letter received by email dated 8 October 2024. This has resulted from Planning consultation ref. P21/V3076/FUL (replacement house at Churn Cottage, Churn Farm, Boham’s Road, Blewbury).

b. The Clerk confirmed that Council has 5 years to spend these funds.

c. Council agreed unanimously to add this sum to the reserve account when received.

10.2.2 To agree to the recreation ground drainage work quote from T McGill Property Maintenance in the quoted sum of £2200 + vat.

Council agreed unanimously to this work, & although urgent, due to the weather it is not now scheduled before Thursday 17 October.

10.2.3 To hear any other Administrative updates

How to set up a shared folder for Parish Council documents?

AE agreed to help the Clerk set up a shared folder for the Council.

10.3 To agree two authorisers for payments as detailed below

AC & DM

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

Council agreed to the addition of payments for invoices received after the issue of the agenda, for work already carried out. For ProClean, Chandlers, PO Q3 grant & insurance payments (see also 15.2).

*Paid to be ratified

11.    To receive an update from VHEMC – D Mathias

11.1 EV charger update – LR

LR continues to investigate suppliers/installers. The cost for installing 2 chargers is in the region of £9,000. The Council has a grant of £5000, so a further £4000 needs to be raised. AC was aware of a local contractor & would send details to LR. LR will also look at other grant possibilities. Post installation insurance & maintenance of chargers will also need to be considered.

11.2 To hear any other updates

DM confirmed that the village hall is just breaking even.

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

12.1 Armillary production – LI

The Clerk had sent round pictures of the armillary in production to Council.

JS to think about launch ideas & report back to Council.

12.2 Corderoy bench / replacement bench – LI / JS

As already agree, the existing Corderoy bench will be removed, but the engraved plaque must be returned to the Corderoy family. JS to pursue potential replacement bench.

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 update

13.1.1 Clubhouse Admin report – EH

Provided in advance of the meeting & issued to Council. Clubhouse income for September 2024 £1108.25.

13.1.2 Clubhouse solar panels update – LR

LR stated the Council was unsuccessful in obtaining funds towards solar panels for the

Clubhouse. Council acknowledged the possibility of using CIL funds towards costs. LR to  consult with AE on the subject of solar panels.

13.1.3 Clubhouse deep clean

Carried out on 8 October 2024.

13.1.4 Clubhouse disabled toilet basin tap

New tap installed in the disabled toilet wash basin on 7.9.24.

13.2 Recreation ground update – D Mathias, I Wood

13.2.1 To hear an update on drainage problems

See 10.2.2 above, & also 13.4.3 below.

13.2.2 To discuss the replacement of the lavender hedge alongside the tennis courts/car park

Although the Tennis Club have made a request for a replacement lavender hedge, the Council’s preference is for something more manageable (native & hardier) & AM will                         investigate further options. AM/DM to update the tennis club.

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

13.3.1 Storage working group update

The Working Group had agreed with the Amazons for their kit to be stored in the metal shed.

Amazons to sort out all their kit prior to removal & organise removal from the old scout hut & installation in the metal shed.

13.3.2 BlewShed electricity usage

DM asked Clerk for copies of previous SSE bills to understand running costs. Council agreed that most electricity usage in the old scout hut was due to BlewShed activity.

13.3.3 BlewShed Scout Hut rental discussion

No progress on this. It was noted that BlewShed are looking for grants & to obtain charitable status.

13.4 To discuss the use of S106 funds in the sum of c£18,715 by May 2027

To improve the condition of: –

13.4.1 The recreation ground pitches

The Council agreed that the recreation ground was not an ideal ground largely due to rabbit activity. Council also agreed that sports clubs should be contacted to discuss.

13.4.2 Sports equipment storage facilities

Costs associated with improvements to this, either within the Clubhouse or the large shed, are covered by the fund.

13.4.3 Drainage in & around the recreation ground & Clubhouse

Council agreed that as drainage problems affected part of the recreation ground, that funds could be used for remedial work on the drains.

13.4.4 LR & AE to discuss the use of funds for solar panels on the Clubhouse, & any other related                             ideas/improvements. See also 13.1.2 above.

13.5 To hear any other updates

Council acknowledged that the old sleigh was now stored outside of the metal shed, to accommodate the new one (built by BlewShed) which is stored inside. Clerk to check ownership of               the old sleigh & what should be done with it.

Clerk’s note: – Contact made with Adam Stockley & awaiting further information.

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

Although the intention is to repair the zip wire before the next play area inspection (22.10.24), this work depends on the ground being solid enough to take the heavy machinery needed to       complete the repairs.

14.2 Skate Park / Cycle Track update

14.2.1 Skate Park

DM is keen to put together a list of potential contractors & to understand the process to be followed. Clerk to provide procurement/contract information. Although the Council is   holding funds of £50,000 for a new skate park, council is aware that costs could exceed current funds held.

14.2.2 Cycle Track

Council agreed that any work on the cycle track was on hold until a plan was formulated regarding the Skate Park. The cycle track would form part two of the whole project.

14.3 To hear any other updates

None.

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

15.1 BPC Insurance details for 24-25

Following meetings between AC, the Clerk & a representative from Marsh, AC was pleased to report a significant reduction in the insurance premium, although still much higher than pre the last flood in the Clubhouse.

15.2 Council to approve all elements of the insurance proposal as follows: –

15.2.1 Decision on 1 year (£21,465.57 inc IPT) or 3-year (£19,351.21 year 1 inc. IPT) proposal

Council unanimously agreed to the one-year proposal at a further revised cost of £20,824.93.

15.2.2 Decision on whether to include or exclude ‘Marsh Enhance Service for £613 + vat

Council unanimously agreed not to take up this service.

15.2.3 Acknowledge increase fee from £3000 to £3240 for 24-25

Council acknowledged & unanimously agreed to the fee for 24-25.

15.2.4 Final decision on insurance premium from 12.10.24-11.10.25 in the sum of (based on 1 year) £24,789.57 or (based on 3 year) £22,675.21.

15.3 Risk Assessment & Insurance documents received from BVS for bonfire night & firework display on 2.11.24 (weather depending).

Council acknowledged documents received. Clerk to check if protection of the ground at the entrance to TFF was covered? The ground is already in a poor condition & a temporary surface may           be required.

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

16.1 Information from Sustainable Blewbury

AM confirmed that the Quaker Wood launch is scheduled for 17^th November (TBC). A £10,000 grant for this area was received by SB from the District Council. A Green Spaces meeting was held with all interested parties. Rubble Pit Lane & Cow Lane will be discussed with the District Council. AM also to contact Beeswax re drainage & gulley problems on Boham’s Road. AE to assist in this. AM stated         that the Council & SB are aligned on hedges.

16.2 Any other environmental & bio diversity issues

16.2.1 To hear an update on Highways Engagement activity – AM

i. Fixmystreet super users

Council acknowledged that Fixmystreet Superusers from around the village need to be engaged to enable fast tracking of Highways related issues in the village. Training will                               be provided which gives superusers enhanced ability to highlight problems. AE, AM & DM expressed an interest. AM to speak to JG. Information to be included in the Bulletin update. LR to consider Facebook to recruit superusers.

ii. Council agreed the priorities were the run off of water from Boham’s Road on to the London Road. The Corner of Heather Way/Westbrook St/Church Lane. Clerk to obtain an                                update on the works here with D Depp of OCC.

iii. SA confirmed that residents of Ladycroft Prak had engaged the District Council to investigate flooding on the site, noting that drainage ditches were filled in when houses                                were built just north of the park.

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 No parking sign

Council acknowledged that vehicles were now parking entirely on the Pound, a green space owned by the Council & not a designated car park. Council agreed a no parking sign was                         required & Clerk to pursue. Also AM to look into having double yellow lines on the corner of South Street & London Road.

17.2 Footpath gravelling – MS

Council agreed with recommendation from MS to provide 10mm recycled gravel. The date, time & call for volunteers all need to be arranged. Clerk to speak to MS.

17.3 Maintenance of trees in the Churchyard – DM

Council acknowledged work was being carried out this week.

17.4 Curtoys Lane cob wall maintenance – LI

DM stated that LI suggested meeting with a conservation officer & tree officer on site to agree a solution. Also stated that fund raising is needed to raise additional funds for work on cob wall.

17.5 Trees survey (for BPC responsibility trees)

DM to organise a new village wide tree survey for BPC trees, which would include those in the churchyard for which the Council now has responsibility. The last was carried out in 2020. DM had       received a quote for this work from CTS for £795 + vat, which Council deemed reasonable.

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

17.6.1 IW stated that following yet another breakage of the Melland Room sign, BlewShed were now working on a new, more robust sign. This will be sited in a similar position to the old one, but at a lower height.

17.6.2 JS raised the subject of the Chalk Pit sign, stating that it would be difficult to remove as the post was cemented in to the ground. Council agreed this was not worth the time, effort & cost.

Instead, JS to speak to Sustainable Blewbury regarding cutting back foliage on the bridle way & chalk pit path, in order to make them wider.

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

Joint Local Plan in Vale of White Horse & South Oxfordshire District Councils.

Deadline  12.11.24.

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

Next full council meeting is on Wednesday 13^th November 2024 at 7.00pm in the Melland Room at the Clubhouse.

The chair, D Mathias stated that neither he nor the vice-chair L Inglis could attend the next meeting. AM agreed to chair in their absence. Unanimously agreed.

The meeting finished at 9.10pm.

Appendix A