Peasemore Parish Council Meeting (virtual)

Wednesday 20^th May 2020 at 7pm

Minutes

Present: AC, AF, GP, LP, RW + Pauline Beattie and Deborah Brady

1. Apologies for absence - None

2. Declarations of interest – None

3. Open public forum (members of the public may raise any item for discussion)

Peasemore Committee update from Pauline Beattie

4. Approve minutes of last meeting (18/3/20) - approved

5. Neighbourhood Watch report – None

6. Village Hall and Pavilion report - No formal report

• defibrillator maintenance to be followed up

• AF to keep an eye any rate relief for PCs and ask BALC re any financial assistance available

• AF authorised to change of insurer

7. Treasurer

   1. Treasurer’s Report – approved (see Appendix 1)

   2. Approve payments - approved

   3. Annual accounts 2019/2020 – approved (see Appendix 2)

8. Planning report – update re Mead Bungalow

9. Palmer Close update – in correspondence with WBC, Sanctuary and local MP

10. Additional correspondence - None

11. Any other business – (i) AC to further research PC website options; (ii) Cleaning of Village Hall and possibly the Pavilion was approved; (iii) Agreement that no Annual Parish Meeting would be held this year; (iv) Deborah Brady willing to become a Parish Councillor.

Please find the legal requirements for accounts for the Peasemore Parish Councilf or the period until 31st March 2020

(Updated Dec 2020 with latest documents and conclusion notice)

Conclusion of audit notice

Section 1: Governance Statement - Signed

Section 2: Accounting Statement - Signed

Section 3: External Auditor Report - Signed

2019-2020 Bank Reconciliation and Assetts

2019-2020 Expenditure List

As a local elector, or an interested person, you have certain legal rights in respect of the accounting records of smaller authorities. As an interested person you can inspect accounting records and related documents

Please find details of you rights in the  document "Local Authority Accounts: A summary of your rights"

DRAFT

Peasemore Parish Council Meeting

Wednesday 18^th March 2020

at 8.00pm

held remotely via video and phone link

MINUTES

PRESENT: Alexander Cameron, Adrian Foster, Gill Palmer, Liz Prest, Rob West, Deborah Brady (Peasemore Committee), Rachel Poole (member of public)

1. Apologies for absence

None

2. Declarations of interest

None unless noted below

3. Open public forum (members of the public may raise any item for discussion)

Rachel Poole wished to note the strong community feel in the village wanted to volunteer herself to help

4. Approve minutes of last meeting (23/1/20)

Approved as amended (and now posted as final)

5. Matters arising from minutes of last meeting

   1. Lydia Hiscock and David Pinkney were aware of the new rates for the pavilion and village hall respectively (from 1.4.20) but AC will email to confirm;

   2. AC and RW had checked planning regulations before responding to WBC’s ‘Parish Council’s observations’ form re Walnut Tree Cottage.

6. Neighbourhood Watch report

None

7. Peasemore Committee report

1. The Peasemore Committee (“PC”) had recently held its AGM. It was generally agreed that 2019 had been a very successful year, the new play area and equipment being the highlight. Deborah Brady is to step down as chair of the PC after three years (PPC expressed its gratitude to DB) and the role is to be taken on by Pauline Beattie. GP will continue to be the bridge between the PC and the PPC.

2. Village Hall Condition Report:

The PPC was very grateful for this report and approves moving forward with improvements at the appropriate time.

3. Village Hall improvements incl. potential subscription to ‘Connecting Communities’:

Village Hall improvements will be the next major project for the village but in the current health crisis is to be put on hold together with any application to join ‘Connecting Communities’.

4. VE Day celebration:

This joint event (PC, PPC and PCC) planned for 6/6/20 is to be kept under review, given the current health crisis.

8. Village Hall and Pavilion report

1. Update on registration of sports field and village hall ownership and SSE access:

The deeds have been recovered. LP will store them safely. SSE have been informed. When the current health crisis is over and PPC income streams are restored we will consider registering the land (current quote £650).

2. Pavilion roof repair:

LP will contact Paul Brady to ask for advice / a quote.

3. Management of defribilator:

AC will ask Graham Tillotson to take on this task.

4. Dog bin collection contract alternatives:

Current WBC regime is both good and good value and we will continue with it.

5. Update on grass cutting contract:

Alternative quote obtained. However, Scoffell provide a good service and remain the best value and we will continue with them.

9. Treasurer

   1. Treasurer’s Report (see Appendix 1 attached)

   2. Approve payments:

All payments itemised on Appendix 1 were approved to be paid by cheque or bank transfer as appropriate.

10. Planning report

1. Walnut Tree Cottage application has been withdrawn;

2. WBC Planning Policy response

It was agreed that the Settlement Boundary should remain as it is (LP declared an interest).

RW will circulate a draft response for PPCers to respond to and will then submit a final response within the given time period.

11. Update on communications with WBC re Palmer’s Close

AC read out relevant part of letter from Viv Kirby.

PPC expressed its concern that ‘connections to the village’ were not being sufficiently taken into account.

AC will contact WBC in order to make this concern clear to WBC Housing Department.

12. Potential Covid-19 actions

DB reported that the PC had already leafletted the village, which had been divided up between 15 volunteers, with a note which indicated to the householder that in the event that they needed to self-isolate assistance was available. The inter-relationship between this and the distribution of medication from the Downlands Practice, Chieveley will be coordinated between Pauline Beattie for the village and Karen Thomas for the surgery. AC will cross-circulate the contact details.

DB indicated that the PC would bring forward detail of the volunteer plans for PPC approval.

13. Regulation compliant website

This was briefly discussed and the September deadline was noted.

AC will obtain further information from Mark Holton at MyParishCouncil.

14. Additional correspondence

None

15. Any other business

None

16. Date of next meeting: Wednesday 20^th May 2020 at the Village Pavilion (or just outside it)

Peasemore Parish Council Meeting

Thursday 23^rd January 2020

at 8pm

in the Peasemore Pavilion

MINUTES

Present: AC, AF, GP, LP, RW

1. Apologies for absence

None

2. Declarations of interest

None

3. Open public forum (members of the public may raise any item for discussion)

No member of public present

4. Approve minutes of last meeting (18/11/19)

Approved as amended by AF and AC

5. Matters arising from minutes of last meeting

None other than those dealt with below

6. Neighbourhood Watch report

None – it was noted that caravan had left Green Lane

7. Village Hall and Pavilion report

No written report

Grass cutting for sports’ field discussed

Pete Hiscock will continue to cut grass in play area but does not seek to tender for whole field

PC will now be responsible for paying for all of the grass cutting on the sports’ ground (incl. play area)

8. Treasurer

   1. Treasurer’s Report – all approved (App.1)

2. Approve payments – all approved (App.1)

3. Setting the precept for 2020/2021

The figures presented in the ‘Precept – Estimated Receipts and Payments’ document (App.2) lead to a general discussion of the villages finances.

It was noted that Lydia Hiscock had kindly agreed to handle the sports’ ground / pavilion bookings for another year and that David Pinkney had agreed to do likewise with the village hall. AC to notify LH and DP of the changes below.

The following decisions were made:

1. Village Hall pricing (these hourly rates to start on April 1^st)

Village residents (private) - £9

Non-residents (private) - £12.50

Corporate - £17.50

a 10% discount is available when 10 or more bookings are made and paid for at the same time.

2. Sports’ Field / Pavilion pricing (these hourly rates to start on April 1^st)

For short bookings the same hourly rate will be charged as for the Village Hall. For longer events:

10am-midnight - £120

6pm-midnight - £80

10am-6pm - £70

The deposit requirements to remain unchanged.

AF to amend booking conditions and AC to inform David Pinkney and Lydia Hiscock of the new rates and request they let regular hirers know of the changes in the charges.

3. The precept may be maintained at £3,500.

9. Planning report

Application for garage at Walnut Tree Cottage considered

RW / AC to check planning regulations but concerns were expressed inter alia re. a completely new building in the conservation area, an extension to the village, affect on approach to the village, the second storey, use of agricultural land.

RW to draft a response to WBC for input / approval of other parish councillors.

10. Additional correspondence

1. Draft Environment Strategy and Green Lane – GP will on behalf of the PC respond generally and will specifically suggest that Green Lane should be usable only by electric vehicles. They are lighter and will thus cause less destruction of the lane. They are quieter and will thus reduce noise nuisance. It would be an important contribution to West Berkshire’s move towards carbon neutrality.

2. Local Plan meeting in Hungerford at 10am on Thursday 13^th February 2020 – RW and AC will liaise with one or both to attend.

3. AF has received notification from our insurers of a new ‘village hall specific’ insurance plan being introduced, but no details yet of what the cost implications may be. This will be considered at renewal time.

11. Any other business

None

12. Date of the next meeting

Wednesday 18^th March 2020 in the Village Hall (unless there is a prior booking)