Minutes 2012-06-18.pdf - East Ilsley Parish Council

East Ilsley Parish Council
Minutes of the Parish Council Meeting
on Monday 18 th June, 2012
Present:
Cllr. G. Allsop (Chairman), Cllr. B. Gatrell, Cllr. J. Clarke, Cllr. A. Sharp and Dr. S. Marshman (Clerk).
Also present: one member of the public.
1) Apologies
Apologies were received from Cllr. R. Hick, Cllr. B. Studart.
2) To receive any personal or prejudicial declarations of interest
The Clerk declared a personal interest on item 20) mobile phone.
3) To approve the minutes of the meeting held on the 14 th May.
The minutes of the Annual Parish Council Meeting held on the 14 th May, 2012, were agreed by all and
signed by Cllr. Allsop.
4) Open Forum
There was a query about the presence of a cherry picker on the layby on the High Street.
5) Finance report:
a) Bank account totals;
Treasury Account £ 18,733.71
Reserve Account £ 51,907.77
Payments received since the last meeting:
Treasury interest £ 7.22
Reserve interest £ 20.25
Allotment rent £ 240.00
11A Churchside £ 470.40
b) Cheques to approve and sign;
Date Number Payee Payment For Amount
18/06/2012 226 G. Tooke East Ilsley Communicator £ 18.70
18/06/2012 227 Jonjo Stiles Strimming £ 70.00
18/06/2012 228 Simon Stiles Strimming £ 70.00
18/06/2012 229 3 Valleys Lawncare Weedkiller application £ 135.00
18/06/2012 231 Came & Company Tractor insurance £ 154.26
c) Payments made since the last meeting;
Date Number Payee Payment For Amount
14/05/2012 217 East Ilsley Baptist Room hire £ 100.00
Church
14/05/2012 218 S. Ackrill Postage costs £ 20.78
14/05/2012 219 Oakes Bros. Ltd Tractor battery £ 91.99
14/05/2012 220 Kantara Domain name renewal £ 136.80
14/05/2012 221 John Clarke Tree purchase £ 118.15
14/05/2012 222 Came & Company Insurance £ 911.56
14/05/2012 223 SLCC Subscription £ 83.00
21/05/2012 224 S. Ackrill Clerks Fees £ 367.84
23/05/2012 225 Michael Cairns Removal of two trees £ 440.00
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23/05/2012 DD Douglas Tonks Payroll/fees £ 401.85
d) To consider making an application for a new bank account;
No contact has been received from Barclays. It was suggested that the Co-op Bank has a charity
account. Cllr. Allsop will find out further information in order to discuss making an application at
the next meeting. Cllr. Allsop
At this point, the meeting was reverted to the open forum in order to allow PC Matt Allen to speak. He stated
there had been approximately 4 burglaries in the area in the last 6 months. PC Allen will look in to the
presence of a cherry picker that has possibly been abandoned in the layby on the High Street. Speeding was
discussed, Cllr. Allsop has recently completed training to use a speed gun and PC Allen will soon be looking for
volunteers for Community Speed Watch.
e) To update the bank mandate.
The bank mandate was updated in order to remove Sandi Ackrill, add Sarah Marshman and
update the address details. All six councillors will be signatories for the account.
6) Annual audit
The report from the internal auditor was read out and payment for her invoice for £175 was agreed.
The annual audit, completed by the Acting Clerk Sandi Ackrill, was agreed and signed.
7) Planning Applications:
a) To consider planning applications received;
12/00892/LQN – Crown and Horns Inn
The following questions /comments were made:
Adequate public notice has not been given for this application.
Does development of the external courtyard requires planning permission
How do they propose to control the noise from the smokers outside late at night
How do they propose to control the noise from the fans late at night
How do they propose to control the noise of people coming and going late at night
What is the definition of ‘bonafide guests’
How will they police the sale of alcohol
There are concerns that the application form is incomplete and therefore does not address what
steps will be taken to promote the following licensing objectives as a result of the proposed
variation:
The prevention of crime and disorder;
Public safety;
The prevention of public nuisance;
The protection of children from harm.
It was agreed to object to the variation of this license.
b) To receive a report on recent West Berkshire Council planning decisions.
None.
8) Prestwell Field
Cllr. Clarke provided the documents to register Prestwell Field to the Clerk to sign.
9) Fencing
Cllr. Clarke is attempting to contact Michelle Sherman to discuss the fencing at Prestwell Field.
10) Recreation Ground Safety Inspection
The report provided by Digley Associates was discussed. There were some concerns raised about the
accuracy of the report as some of the information is out of date and there are inconsistencies as some
items listed have been rectified previously. The report will be compared to the previous report and this is
to be added to the agenda for the next meeting.
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11) Baptist Church
There is no further update at this time.
12) Traffic
The parking arrangements on the High Street (in the area adjacent to Broad Street) were discussed. It was
thought that the land next to this area could be used to form a layby. Cllr. Allsop will contact Glyn Davis at
West Berkshire Council for further advice. Cllr. Allsop
13) Working groups
Traffic group – See the update in item 12).
Environment – There was a query as to whether this relies on the design statement The village clear up
was not carried out this year so it was agreed one should be arranged for Sept/Oct. It was suggested that
there is the ability to use people on community service to do this work. Cllr. Clarke will find the
information for this scheme. Cllr. Clarke
Pond – The grass has recently been cut, but this may need to be done again soon.
14) Village S106 Money Tidy Project
This was moved to next meeting due to the absence of Cllr. Hick.
15) Notice boards
Money has recently been received with regards to 11A Churchside and it was discussed that this money
could now be used to reinstate a notice board near the Recreation Ground. It was agreed to provide a
larger notice board by The Ilsleys Primary School, rather than to place a notice board at the entrance to
the Recreation Ground. It was agreed that the main Parish Council notice board also needs replacing. The
Clerk is to find information on possible replacements. Cllr. Allsop will discuss the matter of the school
notice board with the Headteacher. Clerk/Cllr. Allsop
16) Recreation ground gate
The recreation gate requires rehanging. Cllrs. Clarke and Gatrell will do this. Cllrs. Clarke/Gatrell
17) Cutting and strimming of open areas
Another strim of the village has been carried out since the last meeting, and the invoices for payment to
Simon and Jonjo Stiles for £70 each were presented for payment. Payment of these invoices was agreed.
Another strim will probably be required before the next meeting and it was agreed that another cut
should be done just before the next meeting.
18) Tree surgery
Some residents have raised concerns about the trees in the Recreation Ground. It was agreed that a quote
should be obtained for pruning the trees.
19) Online file backup
The Clerk is to check if some online storage is available through the Parish Online facility that the council
use and, if not, sign up to a free online storage site. Clerk
20) Mobile phone
Recent advice from the SLCC suggests that Clerks should be provided with a phone, owned and paid for by
the Parish Council, rather than receive a taxable expenses payment to cover phone expenses. The Clerk
should check with Douglas Tonks as to the details of this and should research PAYG vs. contract in order to
find the cheapest option through the course of a year. Clerk
21) Christmas lights
This was moved to the next meeting due to the absence of Cllr. Hick.
22) Jubilee
The Jubilee accounts will be presented to the Trust Fund at their next meeting. This item should be placed
on the next agenda.
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23) Matters for consideration and future discussion
Olympic Torch – One East Ilsley resident will be a torchbearer. The torch will be available to purchase and
the idea of the village purchasing this, possibly for display in the school was discussed. This will be placed
on the next agenda and Cllr. Allsop will discuss this idea with the school. Cllr. Allsop
EIC printer – the printer used for the Communicator is broken. This will be placed on the next agenda.
Compilations – Compton Parish Council have contacted EIPC as they have not invoiced EIPC for the copies
distributed in East Ilsley. It was suggested that EIPC purchase a set number of copies in future to put in
places such as the pubs and suggest that Compilations be made available online in future.
Code of Conduct training – Cllrs. Clarke, Studart and Hick and the Clerk to attend.
Superfast broadband event – Cllr. Sharp to attend.
Churchyard – Mick Crockford is no longer able to take this on on a regular basis. It was suggested that Pete
Goddard could take this on, possibly with Richard Vellender using the tractor to cut the open areas. There
is also a large pile of gravel in the Churchyard that could be used to level out ruts. These items will be
placed on the next agenda.
24) Reports and meetings attended
None.
25) Correspondence
West Berkshire newsletter
Audit commission: Consultation on appointment of external auditor for 2012/12 and future years. They
propose to re-appoint Mazars LLP to audit the annual returns of small bodies and request that if there are
any reasons not to, they be advised by the 29 th June.
West Berkshire Council: Request for nominations to the Standards Committee.
West Berkshire Highway Improvement Resurfacing Programme2012/13: Copies of the resurfacing
programme. East Ilsley is listed for the High Street from Church Hill to Broad Street using micro asphalt.
West Berkshire Council: Revised Code of Conduct Training to be held on 30 th July at 6pm.
West Berkshire Council: Flood leaflets.
West Berkshire Council: Superfast broadband for Berkshire event to be held on 17 th July at 7pm.
26) Date of next meeting
There will be an extraordinary meeting on Monday 9 th July at 7:30pm to cover the purchase of a new
printer for the East Ilsley Communicator in time for the next print run.
The next full meeting will be on Monday 23 rd July at 7:30pm.
Meeting closed 9:20pm.
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