The Memorial Hall, Oxford Street, Lambourn, Berkshire. RG17 8XP
Telephone: 01488 72400
Clerk: Mrs Karen Wilson
Assistant Clerk: Amy Allen email:
MINUTES OF
A MEETING OF THE FULL COUNCIL
ON WEDNESDAY 4 JUNE 2014 AT 7.30PM
IN THE MEMORIAL HALL, LAMBOURN
Apologies:Cllr Iveson, Cllr Dowdeswell.
Cllr Billinge-Jones informed all that Cllr Corney has resigned.
Present: Cllr Bracey, Cllr Mooney, Cllr N. Spence, Cllr E. Spence, Cllr Barregner, Cllr Cocker ,Cllr Billinge-Jones (Chairman), Miss Allen and Mrs Wilson (Clerks)
3 members of public.
DECLARATIONS OF INTEREST
Cllr Bracey declared an interest in the Fireworks as a committee member of the Festival Committee.
Cllr Cocker declared an interest in the Fireworks request as she assists in the fireworks display.
PUBLIC PARTICIPATION
Suspension of standing orders to allow members of the public to raise issues of concern.
Mr. Dacey is unhappy about the lack of response from West Berkshire Council regarding all the safety issues along Hungerford Hill. He explained the impact of increase in speed and the stopping distances, and the inherent dangers thereof.
Ms. Claire Skelton requested that the Parish Council follow up on the cutting down of healthy chestnut trees in Rockfel Road. Clerk to follow up with West Berkshire as this is on West Berkshire land.
Re-instatement of Standing orders.
Mr Dacey and Ms Skelton left.
12MINUTES OF THE PREVIOUS MEETING AND MATTERS ARISING FROM MINUTES
The Minutes of the meeting of 7 May 2014 for approved and signed.
Minutes of the Annual Assembly accepted.
13 COOPTION OF NEW COUNCILLOR
Mr Graham White has been invited along to introduce himself as a prospective new councillor.
Suspension of standing orders.
Mr White introduced himself to the Parish Council and gave a brief history of this career to date.
He would like to become a member of the Parish Council in order to give back to the community.
Cllr Spence asked whether the time commitment would be an issue and Mr White has confirmed that it would not.
Re-instatement of standing Orders.
14COUNCILLORS REPORTS
Cllr Cocker/Billinge-Jones to report back on Chairman training.
The training was useful and informative with both learning opportunities and practical examples.
Cllr Holding to report back after discussion with the trainers re: racing committee. Unfortunately Cllr Holding was not at the meeting to be able to update.
15FINANCIAL REPORT
Accounts settled:
Wages2505.97
Scofell Landscape (contract)2057.70
Superior Interiors (Blocked drains) 98.00
Auditing Solution420.00
M. Billinge-Jones (Annual Assembly costs) 30.65
Accounts to be settled:
BALC816.46
Viking Direct147.36
Thames Water 6.07
Biffa846.42
Scofell Landscapes Ltd2380.00
16PLANNING APPLICATIONS
14/01005/HOUSE – Thatch Croft, Eastbury – Proposed single storey side extension. Action MBJ. No Objection.
14/01123/HOUSE- 32 Northfields, Lambourn – Single storey rear extension. Action SC. No Objection.
14/01134/FULD – Redundant Garage site adjacent to 40 Woodbury – The construction of 4 no. 2-bed- 4 person houses and 1 no. 1bed – 2-person house together with external works and car parking. Action SM. Object
Overdevelopment of the site
Lack of drainage facilities
Concern regarding the impact on SSSi River
Concern over increase in traffic on a single track road
Removal of facilities which are not being restored.
14/01152/HOUSE – 1 Close End, Lambourn – Conservatory. Action SC. No Objection.
14/01216/FUL – Woodlands St Mary Village Hall – To re-surface an existing car park with Tarmac, where the existing surface is compacted stone chippings. Actions PB. No Objection.
14/00467/COMIND – Dixon Farm, Lambourn Woodlands – Change of use from agricultural to equestrian, New stable Block and new 20m x 60m open Riding Arena (Manege) Action PB. No Objection subject to being tied to Main House
17PLANNING CORRESPONDENCE
To note: Weekly lists of planning applications and decisions.
14/00385/COMIND – Land to the West of Membury Services Westbound, Membury – Solar farm, comprising the erection of solar arrays of photovoltaic panels, inverter and transformer sheds, fencing, site storage cabin, combined DNO and EPC switchgear housing, internal gravel access road and associated equipment. Action PB.
Revised area of solar array, additional screen planting, and fence relocated.
14/00660/HOUSE – Bumblebee Cottage, Eastbury – Construction of a conservatory to the front of the property. Action SC. No Objection subject to flood risk analysis. REFUSED
13/03060/HOUSE – Ivy Cottage, Ermin Street, Lambourn Woodlands – Appeal Allowed.
14/00583/FUL – Barn Opposite and North of Chipping Lodge, Long Hedge, Lambourn – Retrospective – construction of dual pitched roof to replace mono pitched roof and recladding of structure with metal profile sheeting. No Objection. REFUSED.
14/00595/HOUSE – 1 Batten Farm Cottage, Lambourn Woodlands – Replacement of single storey rear extension, construction of two storey side extension. No Objection. APPROVED.
14/00674/8HOUSE – 29 High Street, Lambourn – Replacing windows and doors to the front of the property, re-rendering and replacing the guttering. No Objection. APPROVED.
18AUDITORS REPORT AND FINANCIAL YEAR-END
Proposal from the Finance & Admin Committee to accept the following:
For the completion of the External Auditors Information
Proposal to confirm the Annual Governance statement:
The accounting statements prepared in accordance with the requirements of the Accounts and Audit regulations and proper practices.
An adequate system of internal control including measures designed to prevent and detect fraud and corruption and review its effectiveness.
No matters of non-compliance with laws, regulations and proper practices that could have a significant financial effect on the ability of the Council to conduct business or on its finance.
Proper opportunity during the year for the exercise of electors rights in accordance with the requirements of the Accounts and Audit Regulations.
Confirmation of risk assessment and appropriate steps to manage these risks
Confirmation of internal audit
Confirmation of appropriate action on all matters raised in reports from the internal auditor and external auditor.
Consideration of Litigation, liabilities or commitments, events or transactions, occurring either during or after the year-end, have a financial impact on the Council and where appropriate have included them in the accounting statements.
From the Internal Auditor:
Proposal to confirm the review of the Asset List to be handed to the Asset committee for review
Proposal to retrospectively confirm the Precept request of £106190.
Proposal to approve and adopt the Risk Assessment.
All Agreed and the documentation was signed off.
19FINANCIAL BREAKDOWN AND AGREEMENT OF BUDGET FOR 2014/5.
Proposal from the Finance committee to accept the budget for 2014.
Admin & Finance £ 55 000
Assets£ 45 940
Burial£ 2 000
Racing£ 3 000
Archive£ 250
All in agreement to the budgeted figures.
20REQUEST FOR THE 1929 PHOTO TO BE BORROWED FOR THE PHOTO DISPLAY.
Cllr Cocker was approached and has put this request forward for approval form the Full Council.
It was agreed to support the PCC in this endeavor.
It was noted that they would need to remove and replace the photo.
21FLOODING UPDATES
Update on the flooding situation and resolution.
Cllr Spence reminded all that the next Flood Forum meeting was due on the 17 July and requested the new assistant Clerk minute the meeting.
22HOUSING SITE ALLOCATION DPD
Proposal to discuss the public consulation for the Housing Site Allocation DPD (previously SHLAA). All agreed that the feedback consultation would follow this format
1 x Morning session
1 x Afternoon session
1 x Evening session
1 x weekend session.
All present in agreement to assist when the dates are known.
23PARISHIONER DEFINITION
Proposal from the Burial committee to accept the following definition of Parishioner to allow the increase in burial fees as per attached. A Parishioner is someone born in the Parish or, currently resides (or a resident at time of death) in the Parish or, has lived in the Parish for a period of at least twelve months in the previous ten years.
All in agreement that this definition is correct and acceptable.
Clerks to send out the increase in Burial fees letter to the Funeral directors with a start date of the 1 July for the new fees.
24CORRESPONDENCE
WBC – WBDC Adopted Charging Schedule
Penny Post
SLCC – Brach Report 29/04/14.
NHS – Patient and Information Directorate Open House Day 17 June 2014 10am – 3pm at The Ark Conference Centre, Basingstoke, Hampshire RG24 9NN.
Empowering West Berkshire – What’s On May & June
Lambourn Festival Committee – Request permission to use the following facilities:
The Market Square on 13 August for the Brass Band and provide changing facilities for the band
Mill Lane Grounds – 19 -26 August for the Fair.
A request a donation towards the bonfire night and Fireworks party on 8 November.
This was discussed at length and it was decided by a vote of 4 to 1 with 1 abstention to increase the donation mount to £300.
WBC – Council Permits Scheme – Consultation.
WBC – Consultation on the Draft Revision Statement of Community Involvement for West Berkshire from 23 May to 4 July 2014.
Thames Valley Police – Open Day at Thames Valley Police Training Centre in Sulhamstead near Reading on 2 August between 10am – 4pm.
WBC – Reminder of the surveys to be completed by 6 June 2014, for Residents, Business and Flood Wardens.This was pointed out to the two remaining Flood wardens. Cllr Spence to attend the office to complete the survey.
Email received from Castle Piece stables – requesting additional road to be salted. Responded that this will be handed to the Racing committee.
WBC–District/Parish Conference 14 October 2014 in the Council Chambers at West Berkshire Council Offices, Market Street from 6pm.
CCB – Action for All E-Bulletin.
Richard Benyon MP – Update on the ongoing discussions regarding the work that Thames Water are scheduling and carrying out.
Letter received from Mr Dacey regarding the speeding on Hungerford Hill and Children’s school crossing.
Richard Benyon – eNewsletter May
WBC – Empowering West Berkshire – The Big Ask
Royal Berkshire Fire and Rescue Services – Flood Survey
WBC – Highway Improvement schedule
WBC – SID training on Wednesday 16 July 2014 at West Berkshires Council Offices, Market Street, Newbury.
WBC – Standards Committee Annual Report
CPRE – Annual General Meeting to be held at The Long Gallery, Englefield House on 13 June at 7pm.
Resignation Cllr Corney
WBC – Flood survey deadline 6 June 2014.
25EXCLUSION OF PRESS AND PUBLIC FOR A VOTE ON THE NEW COUNCILLOR
Mr White was asked to leave and theProposal to vote on co-option of Mr White was discussed.
All were in favour of Co-opting Mr White on the Council.
26AGENDA ITEMS
Cllr E. Spence would like additional Road signs as an agenda item. Specifically at the Wantage/Mill Lane Intersection showing the route to Newbury.
Meeting closed at 8:55pm.
Chairman:Date: 18 June 2014.