OM 2/10

Present: Cllrs. Woodman; Goff; Kay; Osselton; Savin; Smith. Sheila Thompson (Clerk) Fiona Sawyer (Minutes Secretary)
14 members of the public; 2 members of the press; Borough Councillor Osselton County Councillor Chapman

Action

2/10.1

APOLOGIES: none

2/10.2

DECLARATIONS OF INTEREST: Cllr Savin (ref item 4.1, member of PCC)

2/10.3

MINUTES

3.1                    

The minutes of Ordinary Meeting held on 25^th January 2010 were signed as a true record.

The dates given for the minutes of the Finance & Establishment Committee and the Extraordinary Ordinary meeting were corrected to read December, not November.

2/10.4

MATTERS ARISING

4.1

OM1/10/4.1 Churchyard trees: a 3 year rolling contract has been proposed, but tenders had only been received from one contractor. The Clerk gave details of the work to be carried out. Urgency required as birds will begin nesting soon.  Cllr Peach asked that details of any costs be circulated by email as there may be other tenders to come.  This was agreed.  It was further agreed that Cllr Peach and the Clerk go ahead with the necessary arrangements.

RP/Clerk

4.2

OM1/10/4.2 Salt/grit bins: an appeal had gone out in the Tower for suggestions as to where these might best be placed.

Clerk

4.3

OM1/10/4.3 Mowing & Maintenance contracts: have gone out to companies.  Three have already been returned.   A review panel to be set up consisting of Cllrs Peach and Kay with the Clerk to oversee.

RP/LK/Clerk

4.4

OM1/10/5:  It was agreed to change the wording of the second sentence to read…”the figures on which the accusation were based were incorrect…”

2/10.5

KINGSCLERE PARISH COUNCIL BY ELECTION

A letter with 11 signatures seeking an election had been received and notices put up on 18.2.2010 asking for nominations, the closing dates for which would be Thursday 26^th February. Polling day will be March 25^th @ the Fieldgate Centre

2/10.6             

ANNUAL REPORT

Cllr Goff asked for reports from all councillors with responsibilities and all village organisations for the Annual Report to be with him by March 30th

All

2/10.7

HOLDING FIELD WORKING PARTY; REQUEST FOR AN UPDATE

Cllr Smith asked who is spending money on the proposed building as the HFWP hasn’t met for months and the new company remains a shell.The WP has asked to be wound up, as reported at the October meeting, but in November a resolution to achieve this was defeated, Cllr Smith himself voting against it.  There are considerable discussion on this issue, but it was finally agreed unanimously that Cllr Smith be appointed Chair the HFWP and until this is fully operating, a panel of 3 councillors would vet any further expenditure on the new building

RS/RP/LK

2/10.8

AUDIT ARRANGEMENTS

HALC has negotiated a reduced fee for audit, using a panel of auditors, of whom Terry Marsh, our current Auditor, is one.  Given that he would probably continue to do the work, should the council sign up to this scheme which would bring a saving of £300 per annum.  This was agreed

Clerk

2/10.9

HMRC

HMRC was now requiring that all VAT returns be completed on line. Parish Councils are currently not permitted to make electronic payments but these are unlikely to occur. Salaries are currently paid via a BACS transfer signed off by two councillors.  It was agreed that of the VAT situation required it, the Clerk could set up a similar system. Meanwhile electronic returns will be initiated.

Clerk

2/10.10

JOHN LAWSON’S CIRCUS
The circus had asked to use the Holding Field for a circus from 7-9^th May 2010.  It was agreed to issue a licence at a cost of £100, so that any damage would be covered.

Clerk

2/10.11

BRIDGES AT KINGSCLERE LAKE

Work to dismantle the two bridges was scheduled for March 6^th & 7^th. The working party is to meet at the Malthouse Open Space @9.00am.  Work to the abutments is to be done professionally.  There had been a correction to the width of the larger bridge from 1.2m to 1.8m to allow for access.  The whole cost is being met from grants.  A letter was read out from a householder objecting to the use of the name Kingsclere Lake and asking the Parish Council to stop using it.  However, lifetime residents confirmed that it had always been know as this or the Mill Pond.

AB

2/10.12

TWINNING

A good working group had been set up following the open meeting and grants were being sought to fund the activity.  The next meeting will be at the Fieldgate Centre on March 1^st @7.30.  It was agreed to fund a return gift, following the gift of two bottles of champagne) to an amount of £50.

AB

2/10.13

JAG update

The key local planning document will be replaced in 2011 with a Local Development Framework and Core Strategy, which will mean new planning regulations.  West Berkshire appears to be attempting to pre-empt the Core Strategy by rushing through planning for some 400 homes on the racecourse site, which would certainly have an impact on traffic volumes.

2/10.14

PLANNING No report

2/10.15

ROLLING LIST No report

2/10.16

POLICE LIAISON No report

2/10.17

CHAIRMANS REMARKS

17.1

The Chairman had received two bottles of champagne from the Mayor of Cormicy, which he will give to the Twinning Committee to find a suitable use for. 

17.2

He remains very concerned about speeds through the village especially as the HCC review of speed limits has apparently happened without consultation as it would take too long! We will continue to pursue matters with Hampshire Highways.

PW/Clerk

Recess was resolved at 8.41

1. Was the council aware of a car that had been left for months in The Dell causing a possible obstruction for emergency vehicles? The police are aware
2. Why is another planning application needed for the Youth Club? The size of the building was being reduced to match the available funding.  It was a legal requirement.  The land owned by B & D is to be given on a peppercorn rent 
3. Was the council aware that the hedge at the Malthouse Open Space which it was proposed to cut to 6’ had been cut to 4’ at the request of the police? Would the circus owner be warned not to damage the all-weather cricket pitch? Yes
4. Hedges @ 38 South Road AND 8 Link Road are growing well across the pavements  The Clerk will write to householders
5. Has the money for the cutting of hedges on the Holding Field been reclaimed form the Youth Club? Not yet
6. The Holding Field is still being used by dog walkers. The Parish Council needs the names of offenders, then they can be fined.

Recess ends 8.54

Clerk

2/10.18

COUNTY COUNCILLOR

Cllr Chapman noted the additional expenditure needed to repair potholes and    other road damage.  He has now been made Chair of the Policy & Resources Committee which has a supervisory role over other committees and will be investigating the question of Winter Resilience.  This will include looking at gritting criteria, school closure regulations and new arrangements for stockpiling salt/grit.  His will include two additional silos, and an 18 day supply.  He noted that pre-ordered supplies heading for Hampshire during the snow, were diverted elsewhere by central government.
The Council Tax increase this year will be 1.9%.  Care for the elderly and how to pay for it remains a central issue.
The quest for 20mph limits in villages will be via the re-formed HATS, which will also look at HGV use of minor roads.

2/10.19

BOROUGH COUNCILLORS REMARKS

Cllr Osselton advised that through her work with housing she will be meeting with Developers for Longcroft Road.

2/10.20

CLERKS REPORT

20.1

Request for a Grant for £200 for Tadley CAB was agreed but payment to be delayed until April.

20.2 & 20.3

CPRE & Opens Spaces Annual Membership Subscriptions to be presented with all others at AGM

20.4

Request for clerk to attend HALC Annual Conference in April at a cost of £40 was agreed

20.5

South & South east in Bloom to be reviewed by Cllrs Osselton and Kay

20.6

Date for Volunteer of the Year agreed for September

FS/Clerk

2/10.21

ACCOUNTS FOR PAYMENT

These were considered and approved. 

2/10.22

DATE OF NEXT MEETING:

Monday 29^th March 2010 at 7:30pm