MINUTES OF A MEETING HELD ON 15 JULY 2002

AT

7.00 PM IN SPEEN PARISH HALL, SPEEN

 

Present:           Cllrs: Butcher, Calder, Foulkes, John, Martin, Murray, Snook,      Titcombe, Tolcher, Tyler, Vandyk, Woodhead.

 

In attendance:   3 members of the public

 

In the absence of a Clerk or a volunteer, the Minutes were taken by the Chairman.

 

Apologies received from Cllrs Thomas.

 

1.       On a point of order Cllr Tolcher stated that he had been made aware that Notices of the Meeting (and Agendas) had not been posted on the Notice Boards within the three day period and that the decisions of Council might, accordingly, not be valid. Cllr Vandyk stated that whilst this was an unfortunate oversight and a divergence from normal practice the absence of a Clerk did make the day to day running of the Council somewhat difficult. Cllr Vandyk further went on to state that the Web Site contained a notice of the next meeting as did the minutes of the previous meeting, such minutes being posted in each notice board and, in reality, few if any decisions as such were required at the Meeting. It was then put to a vote as to whether to proceed with the meeting or not. It was resolved unanimously to proceed.

 

2. Minutes were read.  Cllr Faulkes queried the arithmetic of the voting on the appointments at the previous meeting. Following discussion it was agreed to change the minutes to reflect that 9 Councillors voted in each case where 10 were recorded. The minutes were then signed as a true record.

 

3. Matters Arising. Cllr Butcher suggested that as no further sets of keys had been located that, in future, sets of keys be signed for. This was agreed. Cllr Butcher reported the repairs to the Speen Pavilion roof had been carried out. Cllr Tyler reported that current account balances had been reduced from £5,000 to £700.

 

4. Appointment of Committees. Cllr Vandyk stated that he was not sure the minutes of the previous meeting reflected what was intended by council and therefore proposed that Cllr Foulkes be on the F&GP Committee, that Cllr Murray be on the Planning & Highways Committee. Cllr Vandyk also stated that Cllr Woodhead could not be the Street Lighting warden from Bagnor as Bagnor had no Street Lighting. Cllr Vandyk then reported that Cllr Butcher had decided to retire from the Speen Recreation Ground Committee. It was agreed unanimously to record a vote of thanks to Cllr Butcher. It was agreed to appoint Cllr Murray to the Speen Recreation Ground Committee and that a complete list would be circulated.

 

5. Planning & Highways

 

a)     List of applications received this month as circulated and to be added to Agenda as matter of record - no queries raised to 2002/3 Planning Applications.

b)     B4000 Weight Restriction – Cllr Snook reported that the restriction had been approved by WBC and would come into effect in October, hopefully.

c)          Speen Lane Traffic – A draft Traffic Order is being prepared by WBC

which when in place, will have the effect of prohibiting vehicles from driving the complete length of Speen Lane. The question as to whether residents will have permits or some other form of exemption has still to be decided. It is anticipated that the Order will be advertised during September.

d)     Speen Railway Cutting – Right of Way – Cllr Martin reported that it may be too late to do anything about this situation but that Speen Conservation Group would come back to council should it be appropriate.

e)     BALC Information Day on Planning – Cllr Snook reported this was to be held on 29 September and any Councillor wishing to go should see him. A Development Control training day at WBC on 22 August is also available to Councillors who wish to attend. Names to Cllr Snook by 19 July please.

 

6. Finance

 

a)     Q2 2002/03 Parish accounts for approval.  Parish Council approved list of cheques as on agenda. Cllr Tolcher queried why cheque numbers 12, 13 and 14 were not on the schedule. Cllr Tyler, who had temporary control over the finances, said he would look into this and report back. Cllr Vandyk also reported that due to no cheque signing facilities being in place and a time deadline he had ordered, and paid £25 for dog fouling posters and that in order to get the best price for the advert for the new Clerk he had paid £43.78 (including £6.52 of recoverable VAT).

b)     Cllr Foulkes reported that no Internal Auditor had yet been appointed as although he had discussion with a suitable party (Julia Huntingford – see agenda item 7) it may well be appropriate to offer her the position of Clerk, in which case Julia Huntingford could identify a suitable candidate for the position. Cllr Snook also stated he knew of a suitable person to approach.

c)     Cllr Vandyk reported that the Community Council for Berkshire membership had risen from £12 to £25 p.a and offered their explanation. Cllr Tolcher queried whether or not we belonged to CBC and Cllr Vandyk indicated this was a matter of fact which the new Clerk, when appointed, could deal with.

d)     Cllr Foulkes reported that the Audit Commission had approved the appointment of Hacker Young as auditors and that a provisional date for the audit of 30 August had been set. Notice had to be given some 38 days prior to this and Cllr Foulkes undertook to give such notice. There also had to be a further meeting of Council in August to approve the accounts. There was a discussion about the cost of the audit.

e)     Cllr Foulkes reported that the cost of the electrical inspection at Speen Pavillion (£223.25) was in excess of the sum agreed by Council and that this was unavoidable. Council ratified the overspend.

 

 

7. Clerk to the Council. Cllr Vandyk reported that there had been 8 applications and interview requests had been sent to 6 people of whom only one had turned up and one was on holiday. Cllr Vandyk asked Council how it wished to proceed and pointed out the difficulties of not having a Clerk. Cllr Foulkes proposed and Cllr Snook seconded that Julia Huntingford, who had attended the meeting earlier, be appointed the Clerk on a three month trial basis. It was reported she was currently the Clerk to Chaddleworth and Compton and had previously been Clerk to Great Shefford and Hamstead Marshall. Cllr Vandyk circulated copies of her CV and said he would supply on to any Councillor requesting the same. Cllr Murray asked whether a person could be Clerk to three Councils and Cllr Vandyk indicated he would clear this Point with the proposed new Clerk. Following discussion it was resolved to appoint Julia Huntingford as Clerk to the Council initially for a three month trial period on the same terms and conditions as the previous Clerk.

 

8. Councillors Code of Conduct. Cllr Vandyk reported that every Councillor had signed an acceptance of the Code and Declaration of Interest.

 

9. Race Relations (Amendment) Act 2000. Cllr Vandyk indicated that this had been previously circulated and thus proposed, seconded by Cllr Foulkes, that Council take Step 1 and adopt the following resolution :-

 

Speen Council acknowledges the general duty placed upon it by the Race Relations (Amendment) Act 2000. The Council will continue with its’ functions and policies to have due regard to the need to eliminate discrimination, promote equality of opportunity and promote racial equality between people of different racial groups.

         

          The resolution was adopted unanimously.

 

10. Recreation Grounds

 

a)     i. Stockcross & Marsh Benham – Cllr Snook tabled a paper about the options open to Council were it to consider building new changing facilities. It was agreed that a discussion would be held, and a decision made, at the next meeting of Council.

ii. Cllr Snook reported about further negotiations with the Football club whereby he hoped to increase the rental to £750 p.a.

iii.Cllr Snook stated there was nothing to report at Marsh Benham. Cllr Titcombe stated that the Notice Board was coming apart and he would attempt to repair it.

b)     i. Speen – Rubbish Bin – This was regarded as unsatisfactory by Cllr Butcher, a view supported by other Councillors. After debate it was agreed to ask Cllr Calder, who declared an interest as the contractor, to rectify the design faults which he agreed so to do.

ii. Speen - Vandalism - Cllr Titcombe had nothing to report.

 

11. Stockcross Bus Shelter Cllr John reported this was in a dilapidated state and Council confirmed it was their responsibility. Cllr John agreed to obtain quotes for its repair or replacement and report back.

 

12. Public Information Concerning Councillors Cllr Vandyk raised the question as to what information about Councillors should be in the public domain. Following debate it was agreed that this should remain unchanged being name and address only. Cllr Murray stated he would prefer name and e-mail address.

 

13. Village Design Statement

 

a)     Cllr Foulkes reported there had been no objections to the Speen VDS and he hoped it would be adopted shortly.

b)     Cllr John reported little response at Stockcross to the questionnaire circulated.

 

14.  Reclassification Modification order / Footpath 29 (Speen) – Cllr Vandyk reported that this footpath had been reclassified from a ‘Road used as a Public Path’ to ‘Byway Open to All Traffic’.

 

15.  Adoption of Local Plan. Cllr Vandyk reported the Local Plan had been adopted on 14 June 2002 and that following the period for objections WBC would be publishing a new ‘user friendly’ version of the plan.

 

16.  Any Other Business

a)     Cllr Snook reported the abandoned vehicle at Stockcross Recreation Ground was the responsibility of WBC and that it had now had the appropriate notices prior to removal attached to it.

b)     Cllr Vandyk reported that WBC was undergoing a Comprehensive Performance Review and Council could, if it wished, make representations. Council did not express such wish.

c)     Cllr Snook requested members to advise him of any persons in the parish who they felt would qualify for addition to the Majendje charity list. Cllr Butcher responded with interesting facts but without new names.

d)     Cllr Butcher raised the question of rubbish tipping at Speen Recreation Ground and it was agreed to deliver a circular letter similar to that sent in 1994 to local households.

e)     Cllr Murray raised the question of canvassing by charities in Newbury and requested Council to write to WBC to support any initiative to deal with the problem. Following discussion it was agreed Council would so write.

f)      A letter from the WRVS had been received in June, asking for money. The Council were negative in agreement, and the Chairman was asked to write and inform.

 

 

 

The meeting closed at 21.10.

Date of next meeting: Monday 19 August 2002 at 19.30– Speen Parish Hall, Speen.