Ashampstead Parish Council

Agendas & Minutes of Ordinary & Annual Meetings June 2021 to May 2022

 

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ASHAMPSTEAD PARISH COUNCIL

 

Minutes of an Ordinary Meeting of the Parish Council

held in the Jubilee Hall on Monday 1st November 2021 at 7.00pm

 

Present: Councillors R Fisken (Chairman), A Keeley, R Butler and G Light          

 

In attendance: Paul Thompson (Clerk) 

 

1.     Apologies: Councillors A Dick and C Butler and District Councillor Alan Law

 

2.     Declaration of Interests:

The Clerk confirmed that the Councillors held dispensations to consider the draft budget for 2022/23 under item 15 of the agenda. There were no other declarations of interest.

 

3.     Minutes of the Last Ordinary Meeting:

The Minutes of the ordinary meeting held on 6 September 2021 were approved and signed by the Chairman.

 

4.     Matters Arising Not Covered in the Agenda: There were no matters arising that were not covered by the agenda.

 

5.     Minutes of the Extraordinary Meeting held on 12 October 2021:

The minutes were approved and signed by the Chairman.

 

6.     District Councillor's Report:

District Councillor Alan Law had circulated a detailed report prior to the meeting. The main points affecting local residents were Alan's support in enforcing planning conditions at Redwood, Burnt Hill and WBC's concerns regarding overgrown vegetation. WBC will be asking landowners to cut back vegetation where it is considered to be a risk to pedestrians and motorists, due to it overhanging or otherwise interfering with a public highway.

 

7.     Police Matters:

Councillor Alex Dick had submitted a report from the Thames Valley Police Rural Crime Group prior to the meeting. The Chairman said that it was pleasing that action being taken against organised crime groups, regarding the theft of machinery for sale overseas, is now having some success. Alex had also updated his whatsapp group.

Alex also advised that criminals are known to take advantage of the clocks changing with walk in burglaries shortly after you return from work and before you have locked up. This has happened in the parish before! 

 

8.     Footpaths and Byways:

Councillor Colin Butler had advised Councillors prior to the meeting that he had nothing to report other than that Highways had installed the steps leading from Footpath 13 onto the Aldworth Road. The Chairman advised that he had also visited the steps but thought that the footpath sign had been removed. The Clerk was asked to check and advise WBC if necessary.

 

9.     Roads:

Lay-by at The Green:  The Chairman reported that the work had been completed.

SID training:  The Chairman will seek resident's views at the next pub evening.

Highways winter service plan:  It was noted that the B4009, Aldworth Road and Yattendon Lane were the only parish roads included in West Berkshire Council’s snow clearance and primary treatment routes. Roads through and within the main village will qualify for secondary treatment only. Salt bins are available on Noakes Hill, Palmers Hill and Pykes Hill to help clear those particular roads.

Maintenance review:  The Clerk was asked to report drainage issues which were causing flooding on the Aldworth Road to WBC. He was also asked to write to the landowner regarding a hedge leaning significantly into the road on Palmers Hill.    

 

10.   Planning Applications:

Updates:

21/01014 - Gate Cottage, Haw Farm, Hampstead Norreys (as adjacent parish): Two storey and single storey rear extension and other alterations.  Approved by WBC.

21/01678/HOUSE - Lye View, Holly Lane, Ashampstead: Infilling the rear under croft and conversion of the loft.  Approved by WBC.

20/01336/OUTMAJ - The Institute for Animal Health, Compton:  Hybrid application for up to 185 residential units.  Awaiting decision from WBC.

21/02346 - Quicks Green House, Quicks Green:  Replacement of existing attached annexe with new single storey extension to accommodate new swimming pool, gym, plant and changing room.  Awaiting decision from WBC.

 

11.   Open Spaces Review:

WBC ‘Blossom into Spring’ project and ‘Greening Campaign’: The Clerk confirmed that WBC would not provide bulbs. The Chairman will seek residents' views.

Playground: Councillor Graham Light advised that ART had set up a funding page on ‘The Good Exchange’ to raise monies for the proposed improvements to the playground.

Trees on Flowers Piece: No problems reported.

 

12.   Community Infrastructure Levy Utilisation:

Update: The Clerk confirmed that a sum of £2,812.25 had been received regarding the development at Redwood. The funds held now totalled £6,434.62. It was suggested that picnic furniture could be provided on the recreation ground.

Proposed flagpole: The Clerk produced one quotation in the sum of £1,936.00 plus VAT. No response had been received from the other firm that he had approached. It was agreed that this should be considered further at the next meeting as there were a number of issues involved. 

 

13.   Website Accessibility:

Councillor Rita Butler confirmed that she was carrying out an audit of the accessibility to the website. Rita was not convinced that it met all criteria and that it may be advisable to have a website solely for the Parish Council hosted by a company geared to the new legal requirements. This would probably cost £250 per annum with a set up cost of £500. The Clerk advised that this could be met within the overall budget. It was agreed that Rita should provide her recommendation for approval at the next meeting.

It was also agreed that the Parish Council would continue to meet the cost of the village website. Links could be provided between the two.

 

14.   Demand Responsive Transport Survey:

The Chairman advised that one bus was provided fortnightly for shopping trips to Newbury. He will try to ascertain the number of regular users.  

15.   Finance:

The Clerk produced his financial report for the year to date which showed that income and expenditure would be broadly in line with the revised budget. It was likely, however, that much of the maintenance budget and also the CIL reserve would be carried forward. 

Payments were authorised as follows:

Scofell Landscapes Ltd                             £607.46 Grass cutting for September and October

P Thompson                                               £228.80 Clerk's salary for October and November    

P Thompson                                                 £76.88 Clerk's Expenses 

                                              

It was agreed that the Council would subscribe to the mapping software provided by Parish Online for one year at a cost of £50. 

Donation requests: It was agreed that a donation under Section 137 of £30 would be made to Sue Ryder Duchess of Kent Hospice.

Draft Budget 2022/23:

The Clerk presented his draft budget for the year to 31st March 2023 which indicated that the precept should be increased by 2% to £6,910. The eventual outcome would very much depend on maintenance requirements for Flowers Piece. Any underspend on maintenance would be carried forward as a separate reserve due to the very high cost of tree surgery when carried out. Most other costs are not subject to significant variations. The final budget would be approved and the precept formally set at the next meeting.

16.   Any Other Business:

There was none.

 

17.   Date of Next Meeting:

The next Ordinary Meeting will be held on Monday 10th January 2022 at 7.00pm.

 

18.   The meeting closed 8.37pm

19.   Parishioners’ Questions: There were none.

ASHAMPSTEAD PARISH COUNCIL

 

An Ordinary Meeting of the Parish Council

will be held in the Jubilee Hall

on Monday 1st November 2021 at 7.00pm

 

      Agenda

 

1.     Apologies

 

2.     Declaration of Interests

 

3.     Minutes of the Last Ordinary Parish Council Meeting

 

4.     Matters Arising Not Covered in the Agenda

 

5.     Minutes of the Extraordinary Parish Council meeting held on 12th October 2021

 

6.     District Councillor’s report

 

7.     Police Matters:

        AD to report

 

8.     Footpaths and Byways:

        Maintenance review

 

9.     Roads:

        Lay-by at The Green

        SID training

        Highway winter servicing plan

        Maintenance review

 

10.   Planning Applications:

        Updates:

        21/01014 - Gate Cottage, Haw Farm, Hampstead Norreys (as adjacent parish): Two
        storey and single storey rear extension and other alterations

        21/01678 - Lyeview, Holly Lane: Infilling the rear under croft and conversion of the
        loft.

        20/01336/OUTMAJ - The Institute for Animal Health, Compton: Hybrid application
        for up to 185 residential units.

        21/02346 - Quicks Green House: Replacement of existing attached annexe with
        new single storey extension to accommodate new swimming pool, gym, plant and
        changing room.

 

11.   Open Spaces Review:   

         WBC ‘Blossom into Spring’ project and ‘Greening Campaign’                                                   Playground

         Trees on Flowers Piece

 

12.   Community Infrastructure Levy Utilisation:    

         Update

         Proposed flagpole

 

13.   Website Accessibility:

         RB to report

 

14.   Demand Responsive Transport Survey:

         Review current public transport options

 

15.   Finance:

        Financial report and payment authorisations

        Mapping software (parish online)

        Donation requests

        Draft budget 2022/23

 

16.   Any Other Business (only for discussion)

 

17.   Date of next Ordinary Meeting

 

18.   Parish Council Meeting Closes

 

19.   Parishioners’ Question Time

ASHAMPSTEAD PARISH COUNCIL

 

Minutes of an Ordinary Meeting of the Parish Council

Held in the Jubilee Hall on Monday 6th September 2021 at 7.00pm

 

Present: Councillors R Fisken (Chairman), A Dick, R Butler and G Light          

 

In attendance: James Hole (Yattendon Estate) 

 

1.    Apologies: Councillors C Butler and A Keeley and Paul Thompson (Clerk)

 

2.    Declaration of Interests: None

 

3.    Minutes:

The Minutes of the Ordinary Meeting held on 5th July 2021 were approved and signed by the Chairman.

 

4.    Matters Arising Nor Covered by the Agenda: There were none.

5.    Minutes:

The Minutes of the Extraordinary Meeting held on 26th July were approved and signed by the Chairman.

 

6.    District Councillor's Report:

District Councillor Alan Law had advised by email that he had nothing to report other than the refusal of a planning application at Burnt Hill which is reported under item 10 on the agenda.

 

7.    Police Matters:

Councillor Alex Dick reported that the Thames Valley Police Rural Crime Group were meeting tomorrow. At this time of year hare and deer coursing are particular issues. Any such activities should be reported to the police along with registration numbers of suspicious vehicles. Ask for a crime number when reporting incidents and advise Alex. 

 

8.    Footpaths and Byways:

Footpath 13: James Hole advised that the Estate are drawing up plans to create a permissive footpath to connect with footpath 16 on the opposite side of the road. The Chairman will contact residents advising them of the Estate's intentions and request that they should continue to only use the existing public rights of way, including that of footpath 13, until the permissive path has been formally created and signposted

Maintenance review: Councillor Colin Butler had confirmed prior to the meeting that he had no problems to report.

 

9.    Roads:

Lay-by at The Green: James Hole confirmed that the Estate were expecting the scalpings to be delivered tomorrow. Once on site, volunteers will be asked to spread them.

SID portal registration: The Clerk had advised prior to the meeting that the Parish Council is a registered user and can now set up volunteers for training and use of the equipment. The resident who had volunteered cannot undertake training and operate the equipment at the present time due to work commitments. 

Maintenance review: It was agreed that the whole of Holly Lane and Palmers Hill needed resurfacing. The Clerk should put in another request to WBC to bring the date of resurfacing forward. It is currently scheduled for 2022/23.     

 

10.   Planning Applications:

Updates -

21/01014 - Gate Cottage, Haw Farm, Hampstead Norreys (as adjacent parish): Two storey and single storey rear extension and other alterations.  Awaiting decision from WBC.

21/01174 - The Old Bakery, Aldworth Road: Three bay garage with first floor room above for home office and storage area.  Approved by WBC.

21/01363 - Walnut Tree Cottage, Burnt Hill: Application for a lawful certificate for an existing use including those in breach of a planning condition. ‘The site is used for the storage of a personal collection of vehicles’.  Approved by WBC.

21/01366/LBC2 - Slade Gate Cottage, Buckhold (Bradfield Parish): Convert one of the five bedrooms into an en-suite for one of the bedrooms.  Approved by WBC.

21/01645/FULD - Redwood, Burnt Hill: Section 73A application to vary condition 2 (approved plans) of approved planning permission 20/02001. Councillor Alex Dick confirmed that he had attended the WBC committee meeting, via zoom, and that the application was refused. The formal decision notice is still to be received. The committee had visited the site previously and noticed contraventions of the existing planning conditions. The Chairman thanked Alex for his work on this issue.

21/01678/HOUSE - Lye View, Holly Lane, Ashampstead: Infilling the rear under croft and conversion of the loft.  Awaiting decision from WBC.

20/01336/OUTMAJ - The Institute for Animal Health, Compton:  Hybrid application for up to 185 residential units.  Awaiting decision from WBC.

 

11.   Open Spaces Review:

Grass cutting at The Green: A resident had suggested that the area should be left as a wild meadow and cut once a year, in part to avoid unnecessary signage to prevent vehicles being driven over it. The Council agreed that the grass should continue to be cut monthly, from April to October, in accordance with the three year contract. The Chairman confirmed that he and the Clerk had visited a resident to discuss the path cut through the green and understand that this was not specifically requested but carried out by another resident to make access on foot easier, due to exceptional growth at the time.

WBC ‘Blossom into Spring’ project and ‘Greening Campaign’:  As the Council does not own any land it was agreed that residents could be asked to plant bulbs on their verges. The Clerk was asked to investigate whether WBC would provide the bulbs.

Playground: Councillor Graham Light advised that ART had arranged repair of the damaged seats on the roundabout at a cost of £400. Graham was not sure whether ART wished the Parish Council to meet this cost. Replacement of the climbing frame and a new soft crumb surface would cost £46,000.

Trees on Flowers Piece: Graham advised that ART are awaiting a survey by Michael Cairns.

 

12.   Community Infrastructure Levy Utilisation:

Councillor Graham Light advised that ART's proposed community orchard and pond had been put on the Good Exchange. Specific quotations of the cost are required before the appeal goes live.

A flagpole was suggested. The Clerk was asked to ascertain probable cost.  

 

13.   Finance:

The Clerk had, prior to the meeting, produced his financial report for the year to date which showed that income and expenditure would be broadly in line with the revised budget. The only variance to date was a saving of £13 on insurance.

Payments were authorised as follows:

Scofell Landscapes Ltd                             £607.46 Grass cutting for July and August

P Thompson                                               £232.05 Clerk's salary, August and September, plus    

                                                                                     Expenses £3.25                                                

HM Revenue & Customs                           £ 85.80 PAYE on Clerk's salary, July to September

Donation requests: It was agreed that the Council would contribute £375 to the library service for the current year.

Annual Return 2020/21: The Clerk confirmed that no requests for information had been received from residents in response to the notice of public rights.

 

14.   Any Other Business:

It was suggested that a beacon could be set up for the next Jubilee, perhaps arranged by ART with a contribution from the Parish Council.

A resident of Burnt Hill had indicated that she may be interested in becoming a councillor in the future if an opportunity arises. She has a planning background.

The Estate has made a deposit under Section 15(1) of the Commons Act 2006 in conjunction with a declaration under Section 31(6) of the Highways Act 1980. The former seeks to protect established village greens and the latter records the public rights of way which run across the Estate. 

 

15.   Date of next Ordinary Meeting:

The next Ordinary Meeting will convene at 7.00pm on Monday 1st November 2021.

 

16.   There being no further business the meeting closed at 7.40pm

17.   Parishioners' Question Time:  There were none.

ASHAMPSTEAD PARISH COUNCIL

 

An Ordinary Meeting of the Parish Council

will be held in the Jubilee Hall

on Monday 6th September 2021 at 7.00pm

 

AGENDA

 

1.    Apologies

2.    Declaration of Interests

3.    Minutes of the last Ordinary Parish Council meeting

4.    Matters arising not covered in the agenda

5.    Minutes of the Extraordinary Parish Council meeting held on 26 July 2021

6.    District Councillor’s Report

7.    Police Matters:

       AD to report

8.    Footpaths and Byways:

       Footpath 13

       Maintenance review

9.    Roads:

       Lay-by at The Green

       SID portal registration

       Maintenance review

10.  Planning Applications:

       Updates:

       21/01014 - Gate Cottage, Haw Farm, Hampstead Norreys (as adjacent parish): Two storey and single
       storey rear extension and other alterations.

       21/01174 - The Old Bakery, Aldworth Road: Three bay garage with first floor room above for home office
       and storage area.

       21/01363/CERTE - Walnut Tree Cottage, Burnt Hill:  Application for a lawful certificate for an existing use
       including those in breach of a planning condition. 'The site is used for the storage of a personal
       collection of vehicles'.

       21/01366/LBC2 - listed Slade Gate Cottage, Buckhold (as adjacent parish): Convert one of the five
       bedrooms into an en-suite for one of the bedrooms.

       21/01645 - Redwood, Burnt Hill: Section 73A application to vary condition 2 (approved plans) of
       approved planning permission.

       21/01678 - Lyeview, Holly Lane: Infilling the rear under croft and conversion of the loft.
       20/01336/OUTMAJ - The Institute for Animal Health, Compton: 
Hybrid application for up to 185
       residential units.

11.  Open Spaces Review:

        Grass cutting at The Green

        WBC 'Blossom into Spring' project and 'Greening' campaign

        Playground

        Trees on Flowers Piece               
12.   Community Infrastructure Levy Utilisation:

         Update

13.   Finance:

         Financial report and payment authorisations

         Donation requests

         Annual Return 2021

14.   Any Other Business (only for discussion)

15.   Date of Next Ordinary Meeting

16.   Parish Council Meeting closes

17.   Parishioners’ Question Time

ASHAMPSTEAD PARISH COUNCIL

 

Minutes of an Ordinary Meeting of the Parish Council

held in The Jubilee Hall on Monday 5th July 2021 at 7.00pm

 

Present: Councillors R Fisken (Chairman), A Dick, C Butler, A Keeley, R Butler and G Light          

 

In attendance: P Thompson (Clerk) 

 

1.     Apologies: None

 

2.     Declaration of Interests: There were none.

 

3.     Minutes:

The Minutes of the Annual Meeting and the last Ordinary Meeting were approved and signed by the Chairman.

 

4.     Matters Arising Not Covered in the Agenda: There were none.

 

5.     Minutes of an Extraordinary Meeting:

The minutes of an Extraordinary Meeting held on 11th June 2021 were approved and signed by the Chairman.

 

6.     District Councillor's Report:

No report was received. The Clerk was asked to write to the District Councillor and request brief written reports.

 

7.     Police Matters:

Councillor Alex Dick was pleased to advise that he had nothing to report.

 

8.     Footpaths and Byways:

Footpath 13: The Clerk was asked to follow up his request for WBC to cut steps into the embankment. The Estate had advised that they could not provide a permitted path to extend footpath 13 to meet Hartridge Lane. The Clerk was asked to raise the matter again.

Maintenance review: Councillor Colin Butler confirmed that there were no issues. 

 

9.     Roads:

Lay-by at The Green: The Clerk was asked to contact the Estate for a delivery date for the scalpings. This was needed so that a work party could be organised to spread the same. The Clerk was also asked to arrange the removal of the logs.

Litter pick: The Chairman advised that the litter pick was successfully carried out. There was less litter than in previous years but this may be due to uncut verges hiding items.

Maintenance review: The Clerk was asked to raise the poor surface and potholes on Palmers Hill and Holly Lane with our District Councillor. There is a safety issue as drivers try to avoid the potholes in this long narrow lane.       

 

10.   Planning;

Applications -

21/01363 - Walnut Tree Cottage, Burnt Hill: Application for a lawful certificate for an existing use including those in breach of a planning condition. ‘The site is used for the storage of a personal collection of vehicles’. The Clerk was asked to advise WBC that the Council had no knowledge as to how the building in question was used.

21/01366/LBC2 - Slade Gate Cottage, Buckhold (Bradfield Parish): Convert one of the five bedrooms into an en-suite for one of the bedrooms. No comment raised on this application. 

 

It was agreed at this point that an extraordinary meeting would be held on 26th July 2021 to discuss any applications received on or before 21st July 2021, including one at Redwood, Burnt Hill.

 

Updates -

21/00967/LBC2 - Noakes Hill Cottage, Noakes Hill. Replacement of 24 windows with timber double glazed windows. Approved by WBC.

21/00985 - Linden House, Burnt Hill: Single storey side extension to create a granny annex. Approved by WBC.

21/01014 - Gate Cottage, Haw Farm, Hampstead Norreys (as adjacent parish): Two storey and single storey rear extension and other alterations. Awaiting decision from WBC

21/01174 - The Old Bakery, Aldworth Road: Three bay garage with first floor room above for home office and storage area. Awaiting decision from WBC.

 

11.   Open Spaces Review:

Access at The Green: The Clerk advised that under the terms of the lease the public are to have access on foot only and the Council are to ensure that no encroachment occurs in the form of paths or other easements. It had been noted that a path had been cut across the green although seemingly not used. It was agreed that the Chairman and Clerk should try to ascertain why the path was cut and notify the landlord in accordance with the lease.   

Playground: Councillor Graham Light advised that Sovereign Housing had offered a contribution to improve the playground. Graham was pleased to report that the new table tennis table was being used.

Trees on Flowers Piece: Graham advised that a small rowan had been taken down but there were no other problems.

 

12.   Community Infrastructure Levy Utilisation:

The Clerk confirmed there was a total of £3,622.37 to spend on qualifying expenditure by 2024. Councillor Graham Light advised that ART were planning a community orchard and flower meadow on the recreation ground between the lime tress and the chalk path to be met from this fund.

 

13.   Finance:

The Clerk presented his financial report for the year to date which showed that income and expenditure would be broadly in line with the revised budget. The only variance to date was a saving of £13 on insurance.

Payments were authorised as follows:

P Thompson                                               £228.80 Clerk's net salary for June and July

P Thompson                                               £  35.85 Clerk's expenses              

Scofell Landscapes Ltd                             £607.46 Grass cutting for May and June

HM Revenue & Customs                          £  85.80 PAYE on Clerk's salary, April to June

 

It was agreed that donations under Section 137 should also be made of £50 to Thames Valley Air Ambulance, £25 to Macmillan Cancer Support and £25 to Marie Curie South Region.

 

Annual Return: The Clerk confirmed that the auditors had acknowledged receipt of the Certificate of Exemption from audit for the year ended 31st March 2021. He also confirmed that all relevant documents had been posted onto the village website (www.ashampstead.net). The notice of public rights had been placed on both the website and the main notice board. No requests for information had been received to date.

 

14.   Any Other Business:

The Chairman completed the WBC survey regarding Engagement with Local Town and Parish Councils following a discussion.

 

15.   Date of Next Ordinary Meeting:

The next Ordinary Meeting will convene at 7.00pm on Monday 6th September 2021.

 

16.   There being no further business the meeting closed at 8.10pm

ASHAMPSTEAD PARISH COUNCIL

 

An Ordinary Meeting of the Parish Council

will be held in the Jubilee Hall

on Monday 5th July 2021 at 7.00pm.

 

AGENDA

 

1.     Apologies

2.     Declaration of Interests

3.     Minutes of the last Annual and Ordinary Parish Council meetings held on 17th May 2021

4.     Matters arising not covered in the agenda

5.     Minutes of the Extraordinary Parish Council meeting held on 11th June 2021

6.     District Councillor’s Report

7.     Police Matters:

        AD to report

8.     Footpaths and Byways:

        Footpath 13

        Maintenance review

9.     Roads:

        Lay-by at The Green

        Litter pick                   

        Maintenance review

10.   Planning Applications:

        21/01363/CERTE – Walnut Tree Cottage, Burnt Hill: Application for a lawful certificate for
        an existing use including those in breach of a planning condition. "The site is used for the
        storage of a personal collection of vehicles".

        21/01366/LBC2 - listed Slade Gate Cottage, Buckhold, (Bradfield Parish): Convert one of
        the five bedrooms into an en-suite for one of the bedrooms.

        Planning Updates:

        21/00967/LBC2 - Noakes Hill Cottage, Noakes Hill: Replacement of 24 windows with
        timber double glazed windows.

        21/00985 - Gate Cottage, Haw Farm, Hampstead Norreys (as adjacent parish): Single
        storey side extension to create granny annex.

       21/01014 - Linden House, Burnt Hill: Two storey and single storey rear extension and
       other alterations.

       21/01174 - The Old Bakery, Aldworth Road: Three bay garage with first floor room above
       for home office and storage area.
 

11.  Open Spaces Review:   

       Access at The Green                                                 

       Playground

       Trees on Flowers Piece

12.   Community Infrastructure Levy Utilisation:

        Update

13.   Finance:

        Financial report and payment authorisations

        Donation requests

        Annual Return 2021

14.   Any other business (only for discussion)

15.   Date of next Ordinary Meeting

16.   Parish Council meeting closes

17.   Parishioners’ question time