Meetings 2023/24 | ashampstead

Ashampstead Parish Council

Agendas & Minutes of Ordinary & Extraordinary Meetings 1st April 2023 to 31st March 2024 and the Annual Meetings held in May 24.

ASHAMPSTEAD PARISH COUNCIL

Minutes of an Ordinary Meeting of the Parish Council
held in The Jubilee Hall on Monday 6th November 23 at 7.00pm

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

In attendance: Paul Thompson (Clerk) and District Councillor Laura Coyle

1. Apologies: Councillor Alex Dick

2. Declarations of interest: None

3. Minutes of the Ordinary Meeting held on 4th September 2023:

The Minutes were approved and signed by the Chairman.

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

5. District Councillor's Report:

District Councillor Laura Coyle confirmed that the ‘Member's Bid’ that she had made on behalf of our proposed playground equipment would go before the selection committee on 28th November. Success would very much depend on competition and the funds available at WBC.

Laura advised that in future neighbouring properties will be advised of planning applications. The consultation period will run from the date that orange notices are posted. The Chairman thanked Laura for providing the weekly reports of planning applications and decisions.

Laura also reminded Councillors that the WBC consultation on the Rights of Way Improvement Plan would close on 23rd November and that on Nature Recovery Strategy would close at the end of December.

Laura advised that she would send notes of the recent Community Speed Watch seminar to the Clerk. If our volunteer is still having difficulty in setting up training, Laura offered to intervene.

6. Police Matters:

Councillor Alex Dick had advised, prior to the meeting, that he had nothing to report.

7. Footpaths and Byways:

Maintenance review: The Chairman advised that he had received complaints regarding the state of byway 33 which has been damaged by forestry work. It was acknowledged that there were other footpaths damaged in a similar way. The Estate has already undertaken to make good any damage to these rights of way once the works have been completed.

8. Roads:

Maintenance review: The Clerk was asked to report the pothole in Chapel Lane near to the access to footpath 18.

9. Planning Applications:

Updates:

23/00487 - Winton House, Aldworth Road: Detached garage. Approved by WBC.

23/01747 - 2 Stubbles: Two storey extension. Approved by WBC.

23/01790 - Long View, Burnt Hill: Enclose both the existing porch canopy and car port and erect summer house. Awaiting decision from WBC.

23/01892/LBC - The Forge, Ashampstead Common: Air to air heat pump on the wall of the annexe. Awaiting decision from WBC.

23/02307 - Slade Gate Cottage, Buckhold (as adjacent parish): Two storey side extension, replacement porch and garage. Comments had been submitted to WBC.

10. Open Spaces Review:

Fencing at The Green: Councillor Graham Light will obtain quotations as he had a number of contacts.

Playground: Councillor Graham Light confirmed that the fence and also the wooden surround at the climbing frame were to be removed on 11 November. An external inspection of the playground is be carried out in November.

Graham advised that ART were fund raising, including via The Good Exchange, for further improvements to the playground.

11. Community Infrastructure Levy Reserve:

Proposed playground item: It was agreed that the adventure ship would be ordered by the Council once the outcome of the WBC Member's Bid is known. The Clerk confirmed that this will utilise the remaining CIL funds held.

12. Finance:

Financial report: The Clerk presented his report for the year to date explaining that there may be merit in delaying the fence at The Green until the next financial year to ease cash flow. The final outcome for the current year will depend on the Member's Bid.

Payment authorisations: The payments schedule was approved and signed by the Chairman.

Donation requests: It was agreed that a donation of £30 should be made to Sue Ryder for the Duchess of Kent Hospice.

Draft budget for 2024/25: The Clerk presented the draft budget to the meeting with a proposed precept of £9,000, against £7,048 for the current year. The final budget and precept will be formally agreed at the next meeting.

13. Clerk's Appointment:

The Clerk confirmed that Jean Lindsell will take over as Clerk from 1st January 2024. .

14. Date of Next Meeting: 8th January 2024

There being no further business, the meeting closed at 8.24pm

ASHAMPSTEAD PARISH COUNCIL

Minutes of an Ordinary Meeting of the Parish Council
held in the Jubilee Hall on Monday 4th September 23 at 7.00pm

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

In Attendance: Paul Thompson (Clerk), District Councillor Laura Coyle, James Hole of Yattendon Estate and two members of the public

1. Apologies: Councillor Rita Butler

2. Declarations of Interest:

District Councillor Alex Dick advised that he had had dealings with Home Front who had quoted to supply playground equipment which was to be discussed under item 11 on the agenda. He had no financial interest in that business.

3. Co-option of Councillors:

The Chairman advised that no new councillors qualifying to act had yet been found. It was hoped that two may be co-opted once they met the necessary requirements to stand.

4. Minutes of the Ordinary Meeting held on 3rd July 23:

The Minutes were approved and signed by the Chairman.

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

6. District Councillor's Report:

District Councillor Laura Coyle confirmed that no schools in West Berkshire had been identified has having defective concrete within their buildings. There may, however, be problems with school buses as the District Council was having difficulty in finding contractors to cover some service routes.

Laura advised that some of the road surfaces causing concern at the last meeting had been fixed and that the Yattendon Road has been scheduled for resurfacing in 2024/25.

Laura also advised that there was a new round of 'member's bids' which would enable District Councillors to obtain grants from WBC for projects in their wards. Laura will send details of the application process to the Clerk as it was thought that playground equipment may qualify.

7. Police Matters:

Councillor Alex Dick advised that, following the harvest, there were reports of hare coursing at night in the Hermitage/Hampstead Norreys area.

8. Footpaths and Byways:

Maintenance review: The Chairman advised that he had received a complaint regarding the removal of part of the barrier at the top of footpath 11 at Quicks Green. The barrier had been installed to prevent horse riders from using the footpath. James Hole advised that the Estate would put in a new post.

9. Roads:

Maintenance review: No problems were reported.

10. Planning Applications:
Updates -

23/00487 - Winton House, Aldworth Road: Detached garage. Awaiting a decision from WBC.

23/01040 - Walnut Tree Cottage, Ashampstead Common: Garage extension. Refused by WBC.

23/01747 - 2 Stubbles: Two storey extension. The Council had submitted 'no objections' and were awaiting the decision from WBC.

23/01790 - Long View, Burnt Hill: Enclose both the existing porch canopy and car port and erect summer house. The Council had submitted 'no objections' and were awaiting the decision from WBC.

Applications -

23/01892/LBC - The Forge, Ashampstead Common: Air to air heat pump on the wall of the annexe. It was agreed that the Council had no objections to this application. The Clerk was asked to advise WBC accordingly.

11. Open Spaces Review:

Fencing at The Green: Councillor Alex Dick was asked to obtain a quotation for the necessary work although there were still concerns regarding underground cables.

Playground: Councillor Graham Light confirmed that no maintenance is required although ART were proposing to remove the fence. The Council would not be asked to meet the cost.

Tree maintenance: Graham advised that Michael Cairns had checked the trees at The Green and that those needing attention were actually on the land of a resident. He confirmed that ART will continue to maintain trees on the recreation ground.

12. Community Infrastructure Levy Reserve:

Proposed playground item: Councillor Graham Light explained that he had had discussions with Home Front regarding a proposed 'adventure ship'. The company were suggesting that a more expensive item would provide better value in terms of enjoyment! This was of the order of £12,000 which would utilise the unspent CIL monies and much of the maintenance budget which had been earmarked for the fence at The Green. ART, as owners of the recreation ground, were prepared to meet the groundworks, including the removal of the climbing frame, and installation costs. It was agreed that the Council should pursue a member's bid for this item before a final decision is made.

Update: The Clerk confirmed that £6,744.25 is currently held which will be fully utilised on the playground equipment.

13. Website Hosting Costs:

Councillor Rita Butler had confirmed prior to the meeting that in her view the website was working well and therefore the increase in hosting costs should be accepted. This was agreed.

14. Finance:

Financial report and payment authorisations: The Clerk presented his report for the year to date explaining the variations which could be made to the budget for the year without affecting the final budgeted surplus. This would however need to be reviewed as a result of the anticipated increased cost of the playground item.

The payments schedule was approved and signed by the Chairman.

Donation requests: There were none.

Notice of public rights: The Clerk confirmed that no requests for information had been received.

Bank mandate: The Clerk explained that he had not yet updated the mandate in view of his proposed retirement which would change the address of the Parish Council and contact details. It was agreed that the matter should be dealt with during the change of clerk.

15. Clerk's Retirement:

The Clerk advised that there were two applicants. It was agreed that they should be asked to submit CVs before the Chairman arranges interviews. This could be by zoom if necessary.

16. Date of Next Meeting: 6th November 2023

17. Any Other Business: There was none

18. Close of Meeting: 8.25pm

19. Parishioners' Questions: There were none.

ASHAMPSTEAD PARISH COUNCIL

Minutes of an Ordinary Meetings of the Parish Council
held in the Jubilee Hall on Monday 3rd July 2023 at 7.00pm

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

In attendance: Paul Thompson (Clerk) and District Councillor Laura Coyle

1. Apologies: None

2. Co-option of Councillors:

The Chairman confirmed that no one had been found to stand. Councillors will continue to look for candidates to fill the two vacancies.

3. Register of Councillors' Interests and Disclosure on Website:

The Clerk confirmed that these had been sent to WBC for disclosure.

4. Councillors' Dispensations:

The Clerk confirmed that dispensations were held by existing councillors.

5. Election of Vice-Chairman:

Councillor Alex Dick was elected as Vice-Chairman of the Council.

6. Declaration of Interests: None

7. Minutes of the Annual Meeting and Ordinary Meeting Both Held on 22nd May 2023:

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

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

8. Matters Arising From the Annual Meeting Not Covered in the Agenda: None.

9. Matters Arising From the Ordinary Meeting Not Covered in the Agenda: None.

10. District Councillor's Report:

District Councillor Laura Coyle advised that much of her time so far had been spent on councillor training. Laura is, however, setting up surgeries at Upper Basildon village hall on the second Wednesday of the month between 6.30pm and 7.30pm, commencing 12th July 2023 and at the Morrell Rooms in Streatley on the second Friday of the month between 1.00pm and 2.00pm commencing 14th July 2023 so that local residents can discuss problems with her directly. There will be no surgeries during school holidays.

From attending local parish council meetings, Laura was aware that there are significant complaints regarding potholes and gullies, particularly on the section of the B4009 through Aldworth to Streatley. Laura advised that this road was earmarked for resurfacing in 2024/25. Councillor Rita Butler raised concerns regarding potholes on the Reading Road along the Yattendon Road to Pangbourne, particularly the area near Lower Bowden Farm. The Chairman raised ones on the road known as Common Hill, from the crossroads in Bradfield, particularly through the College sites.

As regards planning matters, Laura advised that Local Plans were being paused and it was possible that targets may disappear.

11. Police Matters:

Councillor Alex Dick advised that he had nothing specific to report in our area but that there had been a number of rural burglaries around Henley. Alex advised that he would issue key points from the TV Police Rural Crime Group meeting that he attended.

Following a request from the Pangbourne Police Team, it was agreed that the Clerk should invite them to the October pub night.

12. Footpaths and Byways:

Proposed waste bin at the junction of byway 25 with Palmers Hill: The Clerk confirmed that he had the bin but was concerned as to where to site it, having cleared the area around the salt bin and notice board which had become significantly overgrown with nettles, brambles and a hawthorn. It was agreed that the Clerk should discuss the matter with nearby residents before installation.

Maintenance review: The Clerk was asked to contact the Estate regarding excess growth on footpath 15 and the new permitted path alongside the Aldworth Road.

Councillor Graham Light advised that there had been complaints about growth on other footpaths and that he would check them out before reporting them to the Estate or WBC.

13. Roads:

Maintenance review: The Clerk was asked to report ash trees requiring attention on Holly Lane, between Lye View and Farthings, to WBC.

14. Planning Applications:

Updates -

23/00220 & 00221/LBC - Blorenge House: Formation of bedroom and en-suite together with new staircase and installation of new wood burning stove, flue and replacement windows in the coach house. Still awaiting a decision from WBC. The Clerk advised that a new Heritage Statement had been submitted by the applicant which may be the reason for the delay.

23/00487 - Winton House, Aldworth Road: Detached garage. Awaiting a decision from WBC. It was noted that a new roof design had been submitted to WBC but the Parish Council had not been informed. The Clerk was asked to contact WBC regarding the matter.

23/00511 and 23/00512LBC - Pyt House, Aldworth Road: Single storey extension to create kitchen, together with internal alterations. Approved by WBC.

23/01040 - Walnut Tree Cottage, Ashampstead Common: Garage extension. The Council had submitted an objection to this application. Following representations by the applicant and a site visit by the Chairman and Councillor Rita Butler, the Clerk was asked to write to WBC withdrawing the objection subject to conditions.

The Chairmen commented that it would be advisable for applicants to discuss their plans with the Parish Council before it is asked to make observations thereon.

15. Open Spaces Review:

Parking at The Green: Councillors were pleased that there appeared to be less regular parking on the passing point/lay-by.

Fencing at The Green: It was agreed that this should be delayed until the ground is less hard. Councillor Alex Dick would obtain quotations after consulting contractors.

Dog waste bin on the recreation ground: This is now being emptied on a regular basis.

Playground: No maintenance required.

Tree maintenance: Councillor Graham Light advised that Michael Cairns had carried out work on the trees at the recreation ground with the cost met by ART. The oak tree at The Green was still to be inspected. The cost of any work required will be paid by the Council.

16. Community Infrastructure Levy Reserve:

Update: The Clerk confirmed that £6,744.25 is currently held after meeting the cost of the dog waste bin. Councillor Graham Light advised that he was still having difficulty in persuading suppliers to install just one item of playground equipment. District Councillor Laura Coyle advised that Streatley Parish Council had installed a single item and she would let Graham have details of the supplier.

17. Finance:

Financial report and payment authorisations: The Clerk presented his report for the year to date explaining that it was too early in the year to calculate any variances from budget although a significant sum will be saved on election costs due to a lack of candidates. The payments schedule was approved and signed by the Chairman.

Donation requests: Donations under section 137 were made to Thames Valley Air Ambulance £50 and Macmillan Cancer Support £25.

Annual Return 2022/23 and notice of public rights: The Clerk confirmed that all necessary documents appeared on the website, ashamsteadpc.org, and that the notice had been posted on the three notice boards with details of the website address. The Clerk also confirmed that the Certificate of Exemption from Audit had been submitted to the external auditors.

18. Any Other Business:

Due to difficulties in finding a replacement for the Clerk, it was suggested that he discuss the matter with our District Councillor and WBC. Nobody had responded to the advertisements on the website or in The Leaflet. Direct approaches had also failed.

The Clerk was asked to put 'website charges' on the agenda of the next meeting.

19. Date of Next Meeting: Monday 4th September 2023

20. Close of Meeting: 8.40pm

21. Parishioners' Questions: There were none.

ASHAMPSTEAD PARISH COUNCIL

Minutes on an Ordinary Meeting of the Parish Council
held in the Jubilee Hall on Monday 22nd May 2023 at 7.03pm

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

In attendance: Paul Thompson (Clerk), James Hole of Yattendon Estate and three
parishioners

1. Apologies: None

2. Declaration of Interests: None

3. Matters Arising from the Ordinary Meeting held on 6 March 2023: There were none.

4. Police Matters:

Councillor Alex Dick advised that he had reported the fly tipping on Whitemoor Lane to the landowner. It had also been reported to WBC. Alex also advised that he was to attend a meeting of The Thames Valley Police Rural Crime Group on the following day (23rd May).

5. Footpaths and Byways:

It had been proposed that a dog waste bin should be placed at the junction of byway 25 with Palmers Hill. With the Landowner's agreement, the Clerk was asked to purchase a bin and arrange its installation. He was also asked to make arrangements for it to be added to the waste collection contract with WBC. Once installed the Clerk was asked to publicise the fact in The Leaflet and on the websites.

At this point our new District Councillor Laura Coyle joined the meeting. The Chairman welcomed Laura and adjourned the meeting so that Laura could say a few words.

Laura advised that she lived in Streatley and was therefore well aware of the problem with potholes in the area. The new administration hoped to address these and other problems. It was intended that letters would once again be sent to neighbours informing them of planning applications. Laura advised that she would support the Parish Council where there were concerns over particular applications and call these into committee, if appropriate. Laura said that she is happy to attend meetings and provide information and support. The Clerk confirmed that he would advise Laura of the future meeting dates.

6. Roads:

Litter pick: The Chairman confirmed that the litter pick in April had been a great success. It was a better time of year to carry this out as the verges were not overgrown.

Maintenance: The Clerk was asked to report further flooding in Dog Lane. He advised that we can report potholes in other areas of WBC via their website.

7. Planning Applications:

Updates:

23/00220 & 00221/LBC - Blorenge House, Holly Lane: Formation of bedroom and en-suite together with new staircase and installation of new wood burning stove, flue and replacement windows in the coach house. Awaiting a decision from WBC.

23/00487 - Winton House, Aldworth Road: Detached garage. Awaiting a decision from WBC.

23/00511 and 23/00512LBC - Pyt House, Aldworth Road: Single storey extension to create kitchen, together with internal alterations. Awaiting a decision from WBC.

The Clerk commented that decisions were seemingly taking a longer time than usual. District Councillor Laura Coyle advised that staff shortages were causing problems.

8. Open Spaces Review:

Parking/fencing at The Green: It was agreed that the lay-by may need to be moved and possibly shortened, subject to the position of the turnaround which would probably be set opposite Field House. Councillor Alex Dick would take the matter forward, liaising with the Clerk. It was agreed that rustic fencing would be used for the whole length with a movable rail to allow access of the grass cutting contractors

Memorial trees: The Chairman will follow up the arrangements for planting these trees on the western side of the recreation ground.

Dog waste bin on the recreation ground: Councillor Graham Light confirmed that the bin was seemingly being emptied although it was not included in the recent invoice from WBC. The Clerk was asked to investigate.

Playground: No maintenance required.

Grass: There have been complaints regarding the recent grass cutting. It was thought that the contractors had allowed too long a gap between cuts. The Clerk was asked to raise the matter with the contractors.

Tree maintenance: Councillor Graham Light will ask Michael Cairns to look at the tree on the Green to ensure that no maintenance is necessary.

9. Community Infrastructure Levy Reserve:

Update: The Clerk confirmed that £6,926.13 is currently held. Councillor Graham Light advised that he was having difficulty in persuading suppliers to install just one item of playground equipment but will continue with the project.

10. Finance:

The Clerk explained that it was too early in the year to produce a financial report. The payments schedule was approved and signed by the Chairman.

Donation requests: Donations under section 137 were made to Ashampstead PCC £250, Ashampstead & Aldworth Leaflet £100 and West Berkshire Citizens Advice Bureau £25.

11. Any Other Business:

The Clerk was asked to forward the advertisement for his replacement to Councillor Rita Butler for inclusion on the websites.

The Clerk was asked to purchase gifts for former Councillors Colin Butler and Tony Keeley.

12. Date of Next Meeting: Monday 3rd July 2023

13. Close of Meeting: 8.12pm

14. Parishioners' Questions: There were none.