Burghfield Parish Council

BURGHFIELD PARISH COUNCIL

A meeting of the Parish Council was held at the Village Hall on Thursday 10th May 2012, commencing at 7.45 p.m.

Present: Mr J Valentine (Chairman), Mr Paul Lawrence, Mr S Hill, Mr I McFarlane, Mr C Greaves, Miss M Cresser, Ms A Trueman, Mr C James, Dr R Longton, Mr N Morse, Mr M Paterson-Borland, In Attendance: Clerk to the Parish Council Apologies: Mr R Hannington, Village Hall Manager, Dr R Longton, Mrs C Jackson-Doerge Absent: Mr J Sayer

Open Meeting

The low attendance and the absence of any questions resulted in a brief open meeting.

Declarations of Interest

There were no agenda items requiring Members to declare either a personal or prejudicial interest.

023. Election of Chairman of the Parish Council for the ensuing Municipal Year

Resolved unanimously that John Valentine be elected Chairman of the Parish Council for the ensuing municipal year. (John Valentine signed the Declaration of Acceptance of Office and resumed the Chair)

024. Election of Vice-Chairman of the Parish Council for the Ensuing Municipal Year

Resolved unanimously that Paul Lawrence be elected Vice-Chairman of the Parish Council for the ensuing municipal year.

025. Minutes of the last Parish Council meeting

Resolved that the minutes of the meeting of the Parish Council held on 12TH April 2012 be approved as a true and correct record and signed by the Chairman.

026. Matters Arising on the Minutes

All arrangements have been put in place for this week’s upcoming May Fayre.

Training has been undertaken by the clerk for the progression of legal documentation in relation to the operation of the Burial Ground.

027. Chairman’s Report

The Chairman gave a brief report on activities and events attended since the last meeting. Mr J Valentine advised the council that Mr M Hall, Mr S James and Mr S Hill had presented their resignation to the council with immediate effect. The vacancies upon the council are to be advertised accordingly. Resolved to amend the banking mandate accordingly with immediate effect following councillor resignations.

028. District Council Report

No report due to the absence of a District councillor.

029. Village Hall

The Village Hall Manager forwarded a report highlighting the activities at the hall during the previous month and presented the schedule of payments for April 2012, which are appended to the minutes.

030. To receive the minutes of the meeting of the Planning Committee meeting held on 12 April and the draft minutes of the meeting held on 26 April 2012

The minutes of the meeting of the Planning Committee held on 12 April and 26 April 2012 were received and the proceedings endorsed and adopted.

031. To receive the minutes of the Parish Plan Committee meeting held on 26 April 2012

The minutes of the meeting of the Parish Plan Committee held on 26 April 2012 were received and the proceedings endorsed and adopted.

032. Reports from Parish Council Representatives attending meetings of Outside Bodies to which they have been appointed.

No reports

033. To implement the revised Committee structure upon the Council for the ensuing year

Resolved to adopt and implement the restructure of the Committees upon the council. Proposed by Mr J Valentine, seconded by Mr M Paterson-Borland and carried unanimously.

1 BURGHFIELD PARISH COUNCIL Each Committee is to determine the terms of reference within which they will operate, for approval by the parish council.

034. To appoint members to serve upon the revised committees:

Resolvedthat the following appointments be confirmed.

a) Communications Mrs C Jackson-Doerge, Mr C James, Mr N Morse, Ms A Trueman, Mr P Lawrence

b) Community Mr I MacFarlane, Mr R Hannington, Miss M Cresser, Mr J Sayer, Mr C Greaves, Dr R Longton

c) Finance & governance Mr J Valentine, Mr M Paterson-Borland and the Chairman of the Committees.

d) Infrastructure Mr P Lawrence, Dr R Longton, Mr C Greaves, Miss M Cresser, Ms A Trueman, Mrs C Jackson-Doerge

e) Diamond Jubilee Mr I MacFarlane, Dr R Longton, Ms A Trueman

During the above appointments the Parish Council meeting was adjourned to permit the Committee Chairman to be elected. These meeting have separate minutes))

035. Appointment of Representatives to Serve on Outside Bodies

Resolved that the following appointments be confirmed.

AWE Liaison Mr N Morse Bland’s Trust Dr R. Longton BMNAG Dr R. Longton Miss M Cresser Burghfield Charities Ms A Trueman Mrs C Jackson-Doerge Burghfield and Mortimer Volunteer Centre Miss M Cresser Cleaner Kennet Campaign Dr R. Longton Willink Recreation Centre Mr M. Paterson-Borland Mr I MacFarlane Wokefield Common Mr C Greaves Dr R. Longton

036. Minutes of the Annual Parish Meeting

The minutes of the Annual Parish Meeting held on 19th April 2012 were received and noted. The small attendance resulted in no actions being referred to the Parish Council.

037. Financial Matters:

i. Accounts Reconciliation as at 30th April 2012. The figures were not available due to the fact that the year ended 31March 2011 had not yet been subject to internal audit scrutiny or year-end close down. Copies of the bank statements for the period ended 30 April 2012 were tabled. ii. Accounts for Payment. Resolved that the items for payment shown on the list attached to the minutes be authorised for payment, such sums to be debited to the account of the Parish Council. iii. Notice of internal audit schedule The statutory end date for the completion of the Annual Return is stated as being30th June. The year-end close down of the computerised accounts has been completed. The preparation of the accounts schedule has been completed with the statement of accounts scheduled to be presented to the finance committee scheduled for 31st May 2012. iv. To approve the Insurance Renewal for the ensuing year Resolved to instruct Came & Company to undertake the full insurance of the council’s assets and obligations as per policy schedule from 1st June 2012. Resolved to enter into a 3 year long term agreement with Came & Company for the councils insurance cover.

038. To receive a report from the Diamond Jubilee Celebrations committee and consider any issues in relation to the event

Mr I MacFarlane advised that good progress was being made in relation to the overall the organisation of the event. Advertisement of the event will begin in due course. Further volunteers are sought to assist with the event and ensure its success. A further request was presented for stewards on the eve of the event.

039. To finalise the arrangements for the upcoming May Fayre on Sunday 13 th May 2012

2 BURGHFIELD PARISH COUNCIL A rota for the manning of the Parish Council stall at the May Fayre has been circulated to members. Leaflets have been formulated along with information sheets, the walks leaflet and various competitions for distribution at the May Fayre advising local residents of the work of the council. Mr C Greaves was thanked for his efforts in progressing on behalf of the council. Prizes have been allocated for the Treasure Hunt. Due to the weather, no vehicles are to enter the Hatch Recreation ground to ensure the area remains in good order for the purpose intended. Resolved to impose a £100 fine for any vehicle seen on the recreation ground prior to the event. The fee is to cover the potential cost of any damage caused.

040. To receive the PCSO report for April 2012 and consider any issues in relation thereto

The PCSO partially funded activity report for April 2012 was received and noted.

041. To receive the draft notes form the BNAG meeting held on 17 April 2012

The draft notes from the BNAG meeting held on the 17 April 2012 were noted by members present.

21. Clerks items for information

The Clerk advised that a request had been forwarded to the council for financial assistance in the purchase of a 4 x 4 first responder vehicle in the Burghfield & Mortimer area. Details are to be circulated to members. The application will be considered in further details by the Finance Committee.

22. Matters for future discussion

The Chairman declared the meeting closed at 9.00p.m.