HAZLEMERE PARISH COUNCIL

Transcription

1 Page 1 of 5 HAZLEMERE PARISH COUNCIL MINUTES OF THE FULL COUNCIL MEETING HELD AT CEDAR BARN, CEDAR AVENUE, HAZLEMERE ON TUESDAY 4 th MAY, 2010 at 8:20 pm Present: Cllr. Miss J. Weaver. Charman Cllrs. Cllrs. David Cox, Trevor Fazackerley, Graham Phillips, Alan Kenyon, Alex Slater, William MacLeod, David Thompson, Ralph Ashenhurst and Bob Bate. Tony Howard: Brian Mapletoft: Lawrence Clark (Hazlemere Tennis Club): Josephine Bate: Janet Burrows: Wanda Brown: Georgia Evans: Darryl Brunswick: Angela Beecroft, Helen Brennan and Janet Field (Playgroup): Hilary Castle and Julian Castle (Architect): Milly Roberts (Hazlemere Bowling Club and Sports Association): David Brown: PCSO Roger Brooks: Hugh McCarthy (District Councillor). The Chairman reported the actions she has taken, much of which has been on behalf of the Council in the absence of the Clerk, as follows: 1. APOLOGIES FOR ABSENCE: There were none. 2. APPROVAL OF MINUTES ( ): Cllr Fazackerley pointed out an error on page 2 Chairman s Report, second line: the AGM on 19 th April should read 4 th May. The Chairman amended the minutes and signed them as a correct record. 3. DECLARATIONS OF INTEREST: There were None. 4. MATTERS ARISING: a) Antisocial behaviour/local Crime: i) The Chairman advised that councillors have received extensive reporting by Thames Valley Police via ringmaster on local crime. She referred to Correspondence Received letter No. 7 from the Police regarding graffiti in the Rose Avenue area. She explained that it is not our policy to remove graffiti on parishioners private walls and fences because, should we deface them, we could face subsequent litigation. PCSO Roger Brooks spoke of the pay back offenders carrying out such work. ii) A further date for Have Your Say and Neighbourhood Watch event Tuesday 18 th May 2.00 pm to 3.30 pm. outside South Bucks Hospice Charity Shop, Park Parade, Hazlemere. iii) Neighbourhood Action Group (N.A.G.) Community Day Sunday 9 th May noon 4.00 pm on the green outside Highworth School on Totteridge Lane. iv) The Chairman read out Letter No. 26 a complaint of noisy youths on the recreation ground at the rear of Cedar Avenue but explained that we cannot be in control of youngsters behaviour. v) The Chairman said we have also received complaints of litter in the vicinity of the Sir William Ramsay School and Community Centre,

2 Page 2 of 5 particularly Centre Walk, presumably much of this emanating from the students themselves. The Chairman had written to the Head Teacher of the school requesting that litter is brought to the attention of the young people. Maybe the Community Police could also follow this up. vi) PCSO Brooks spoke of the Road Safety Schools competition. We were looking for a donation of 250 to cover the shortfall in money raised. Council will respond at June full council meeting. b) Pavillion i) The Chairman had actioned the decision at the last meeting that the name of the hall would be changed to the Ken Williams Memorial Pavilion. ii) Helen Brennan, Playgroup Leader, explained there were no monies yet available from Early Years funds. iii) The storage of equipment was discussed and a base made for lean-to storage, complimentary to what we are already building, was felt to solve the problem. Mr Julian Castle had submitted prices to Mr Russell Thomas, council will be notified. Mr Castle also advised that the completion date for the pavilion was on target, around 29 th May iv) The Chairman said that, despite being without our Clerk, we do need to progress some of the issues raised and have a date for a further Steering Group Meeting later this month, with particular reference to the storage lean-to. c) Newsletter Spring The Chairman said a big thank you to all the distributors and asked a special vote of thanks to be recorded to Cllr A Kenyon for all his preparation for this twice yearly communication. He has come a long way since starting these newsletters. However, despite the proof reading, we have not resolved the technological problems and she suggested that we now divide this onerous task, ie Cllr Kenyon continues to assemble and collate all the material and passes the issue to another councillor, Cllr D Thompson, who has the advanced software to proof and stabilise the format before downloading direct to the printers. Council now has this facility and it would be remiss not to take up this offer. Cllrs Kenyon and Thompson were happy to work together in this direction. It was felt wrong to have an article in the newsletter from a parliamentary candidate. The Chairman advised that an edited version of the newsletter is now on the Website. d) Bowling Green Lease. The Chairman said that Cllr T Fazackerley has kindly taken on the issue of leases for both the Bowling Green and Hazlemere Pavilion. Cllr Fazackerley advised that when he had completed reading through the leases he would talk to our local solicitor and then speak to those involved and take matters through. Milly Roberts pointed out that Sport England etc were against short leases. e) War Memorial:

3 Page 3 of 5 Cllr. David Thompson was still pursuing the addition of recent deaths in service and hoped to have the matter sorted out by November. 5. CORRESPONDENCE: The Chairman outlined correspondence received in April and raised a few issues including: i) Full Council 6/4/10: She had actioned the Council s recommendation for PCSO Roger Brooks to be nominated to Thames Valley Police as a member of staff deserving recognition. ii) Full Council 6/4/210: She had investigated the piece of land from an enquiring purchaser and written advising that we were not wishing to sell. iii) From Thames Valley Police Meeting venues for High Speed Rail proposal are sometimes inadequate for numbers of members of the public wishing to attend, with reference to Health & Safety and Fire limitations. iv) Bucks CC - Community Gangs programme of work was due to start after this bank holiday 1 st May. v) Dates for the visiting circus have been delayed to th May due to the bad weather. 6. CHAIRMAN S REPORT i) A thank you letter has been sent to Lisa Moore. ii) She mentioned at the last Full Council the possibility of a locum clerk and pursued this through BALC with no success. She had therefore, thanks to the support of councillors, been continuing the Clerk s role. There are various issues needing to be ratified: 1. June Ash has kindly agreed to minute our meetings. 2. The use and payment of Barrie Dancer assisting the Chairman as he did the Parish Clerk with the end of year accounts. 3. In order to gain access to the financial package on the computer the Chairman had to make contact with Edge Design verifying who she was and gain authorisation. 4. With the sanction of three other councillors she outsourced to a local accountancy company on recommendation and that also serves other councils: to: Enter March Data Reconcile Bank Account Reclaim outstanding VAT Reconcile Treasury Funds Fulfil all necessary requirements for financial year end March Fulfil Payroll for April, Salaries, pensions and NI. Provide P11 and P35 year ends and produce P60.

4 Page 4 of 5 Cllr D Cox congratulated the Chairman for what she has done and proposed that we ratify all, and Bob Bate seconded. Council unanimously agreed all above issues. The Chairman advised 24½ hours overtime for April. This is for Rachel, our Hall Administrator, who normally works 8 hours a week and had risen to the occasion with excellence and worked 60½ hours in April. 7. CLERKS REPORT: There was none. 8. COMMITTEE REPORTS: i) Planning: Cllr G Phillips spoke of the applications for April. 9. REPORTS FROM OUTSIDE BODIES: i) LCP - Cllr A Slater had attended the last meeting on target budgets. Some bids were submitted, but were not supported. We need to work on bids and he asked councillors if they were happy to bombard them with as many as possible. This was agreed. 10. RECEIPTS AND PAYMENTS: The Chairman read out the list of payments that needed approval agreed. 11. NEW BUSINESS i) Playground at Rose Avenue: Cllr A Slater had received a concern from a resident that dogs were left in the playground while children were playing. There were no signs stating No Dogs. The Chairman said she would action this request and, if there were no signs in the workshop, she would order some. ii) Queensway: Cllr D Cox spoke of this piece of land which is mainly scrubland and owned by the Parish Council. He had been told by a gentleman who lives in Queensway, and whom he visited, that some houses along the Penn Road are encroaching on this land, cutting down trees etc and adding to their gardens. Cllr Cox asked if councillors felt we should investigate this matter further which may cost us money. Councillors discussed the matter and what would happen with the Land Registry if those people who have obtained the land sell their houses. Cllr Cox asked if councillors would take a look and we will pursue the matter if they feel it is advisable. It would be an agenda item for June. PUBLIC TIME: Cllr Hugh McCarthy (District Councillor) spoke of community gangs who are there to work within the public highway on our behalf. He also advised that the long term aim was to put the running track in the New Stadium. The proposition of using the Ramsay school had ended. Mr B Mapletoft of the Hazlemere Residents Association spoke on what he felt was a point of order that the public should have been allowed to speak after the preceding AGM. He was advised that, as a point of order, public speaking is not allowed after an AGM. Mr Mapletoft asked why the accounts were not provided to year end March and was told that the Council were in an unprecedented difficult position due to illness of the Parish Clerk. Mr Mapletoft was advised that the accounts

5 Page 5 of 5 would be presented, unaudited, to the Annual Parish Meeting on 17 th May Mr Mapletoft complained that Hazlemere Residents Association had support from the Parish Council late in the day and that the running track would have been competition with the new community hall. This was categorically denied by councillors and Cllr D Cox stressed how much work local councillors had put in to obtain refusal of the running track at the Sir William Ramsay school. Josephine Bate expressed an interest in being co-opted on the Parish Council and spoke to councillors giving her reasons. Bob Bate declared an interest. It was agreed that Josephine Bate be co-opted at the next full council meeting. There being no further business the meeting meeting closed at 9.58pm and moved to closed session.