WPC Council Minutes, 17th November 2020

Minutes of the Meeting of Parish Council held virtually via Zoom on Tuesday 17th November 2020 from 7.30pm – 9.23pm

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Those present: Chairman: Cllr Ms V Browne

Councillors: Cllr N Atkinson Cllr G Barber Cllr O Barreto Cllr T Blakemore Cllr Ms E Blyth Cllr M Fernandez Cllr P Frewer Cllr Ms M Gaw Cllr Mrs V Griffin Cllr Mrs D Hayes MBE Cllr Mrs A Michie Cllr G Paxton Cllr N Polydorou Cllr R Warren Cllr D Wall

Officers: Marcia Milsom, Clerk Lindsay Dale, Finance Officer

CM 9000 APOLOGIES FOR ABSENCE

No apologies were received.

CM 9001 DECLARATION OF INTEREST

Cllr Polydorou declared an interest in item 3 – Vacancies in the Office of Councillor.

CM 9002 VACANCIES IN THE OFFICE OF COUNCILLOR

WPC had one vacancy in the Martins Hero & The Warren Ward and one vacancy in the Ascot Priory Ward to be filled by co-option.

Applications had been received from four candidates:

Michael Karim Karl D’Souza Jon Liska Ian Harvey-Brown

Only two candidates were in attendance – Ian Harvey-Brown and Karl D’Souza. Both candidates gave a short presentation to the meeting and answered Councillors questions.

Following a vote for the Martins Heron & The Warren ward vacancy, one candidate received a majority of those present and voting.

It was proposed by Cllr Barreto, seconded by Cllr Wall and with 14 votes for and 1 against

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WPC Council Minutes, 17th November 2020 RESOLVED that Ian Harvey-Brown be co-opted to Winkfield Parish Council representing the Martins Heron & The Warren ward.

Following a vote for the Ascot Priory ward vacancy, one candidate received a majority of those present and voting.

It was proposed by Cllr Barber, seconded by Cllr Ms Blyth and with 14 votes for and 1 against

RESOLVED that Karl D’Souza be co-opted to Winkfield Parish Council representing the Ascot Priory ward.

The Clerk advised she would arrange for Cllrs Harvey-Brown and D’Souza to sign their Declaration of Acceptance of Office and complete the Register of Interest forms.

CM 9003 MINUTES OF THE PREVIOUS MEETING

As the joining details for the WPC meeting on 20th October 2020 were not made available on the website for the public to attend, the notes of the meeting were attached as Appendix 2.

A list of recommendations from the meeting was as follows:

i. Minutes of the Previous Meeting – it was proposed by Cllr Mrs Michie and seconded by Cllr Warren with 1 abstention to sign as a correct record the Minutes of the Meeting of Council dated 15th September 2020.

ii. Permission to open shop at Carnation Hall – it was proposed by Cllr Mrs Hayes and seconded by Cllr Fernandez that the Clerk respond to the resident thanking him for his interest and requesting a full business plan and feasibility study to be submitted to enable members to fully consider the proposal. iii. Lead Leisure Member – it was proposed by Cllr Barreto and seconded by Cllr Ms Browne that Cllr Blakemore become the Lead Leisure Member with support from other experienced Councillors.

iv. Working Party Membership – it was proposed by Cllr Mrs Michie and seconded by Cllr Barber that the Working Party membership be amended as per the notes of the meeting.

v. Remembrance Day:

It was proposed by Cllr Paxton and seconded by Cllr Mrs Michie that the Clerk purchase 5 ‘Help for Heroes’ flags to display at Locks Ride, Parish Office, Allsmoor Field, Ascot Jubilee and Carnation Hall.

It was also proposed by Cllr Paxton and seconded by Cllr Mrs Hayes that the Clerk purchase a 6ft ‘Unknown Tommy’ figure to place outside the Parish office.

It was also proposed by Cllr Paxton and seconded by Cllr Atkinson that the Clerk purchase 3 poppy wreaths to be placed at St Mary’s Church (Cllr Ms Browne), St Peter’s Church (Cllr Paxton) and St Martin’s Church (Cllr Atkinson) either during a civic service if held, or over the weekend of 7th/8th November 2020. 2

WPC Council Minutes, 17th November 2020 vi. Bus Services – it was proposed by Cllr Atkinson and seconded by Cllr Wall that more information would be obtained on the existing service and both Town and Parish Councils would be approached to gauge their reaction towards joint support. vii. Green Flag Award – it was proposed by Cllr Warren and seconded by Cllr Ms Browne that Asher Recreation Ground be submitted for a Green Flag award in 2021 in addition to the existing 4 sites. viii. Locks Ride Cabin – it was proposed by Cllr Barreto and seconded by Cllr Paxton to continue customer serving from the window and the Clerk to investigate options to increase food provision. ix. Parish Newsletter – it was proposed by Cllr Barber and seconded by Cllr Fernandez that the editorial content and layout of the newsletter be referred to the Re-Branding Working Party. x. Health Routes – it was proposed by Cllr Ms Gaw and seconded by Cllr Wall that walking health routes be installed at one or more sites including Asher Recreation Ground, Ascot Jubilee Recreation Ground or Allsmoor Field. xi. Festive Event – it was proposed by Cllr Ms Blyth and seconded by Cllr Ms Browne that the Events Working Party meet to arrange an online festive event. xii. Investments – it was proposed by Cllr Atkinson and seconded by Cllr Fernandez that an additional £100,000.00 be invested with Nationwide, Natwest, United Trust and Clydesdale banks. xiii. Bank Signatories – it was proposed by Cllr Atkinson and seconded by Cllr Paxton that Cllr Ms Browne and Cllr Atkinson be added to the signatories for HSBC. xiv. Orders for Payment – it was proposed by Cllr Mrs Michie and seconded by Cllr Ms Browne that the list of payments covering the period 6th September 2020 – 12th October 2020 be approved. xv. Requests for Financial Assistance:

It was proposed by Cllr Ms Gaw and seconded by Cllr Mrs Michie that a grant of £1,000.00 plus a ‘one-off’ payment of £500.00 be paid to Keep Mobile.

It was also proposed by Cllr Paxton and seconded by Cllr Mrs Michie that a grant of £250.00 be paid to Sunningdale Bowling Club.

Cllr Mrs Michie noted that item 9(b) of the notes should read Cllr Atkinson attended the Winkfield Parochial Charities meeting.

Cllr Atkinson noted that the item 6 should include a request for investigation into the cost of direct services for the KGV toilet.

It was proposed by Cllr Wall, seconded by Cllr Polydorou and unanimously

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WPC Council Minutes, 17th November 2020 RESOLVED that with the above amendments, the notes of the virtual meeting held on 20th October 2020 be confirmed and that the recommendations therein be adopted.

CM 9004 COMMUNICATIONS/CORRESPONDENCE

i. A complaint has been received from Cllr Marc Brunel-Walker regarding the agenda for the meeting of 20th October 2020 not being published on the Parish Council website – attached as Appendix 3. The Clerk has responded to Cllr Brunel-Walker apologising for the oversight and outlining the process being taken above.

ii. All copies of agendas and minutes of Borough Council are available on its website. Bulletins from the SE Employers organisation are now only available on its website.

CM 9005 MEETINGS OF COMMITTEES OF COUNCIL AND SPECIAL MEETINGS OF COUNCIL

Staffing & Strategy meeting held on 27th October 2020 – draft minutes were attached as Appendix 4.

It was proposed by Cllr Barber, seconded by Cllr Atkinson and unanimously

RESOLVED that the minutes of the Staffing & Strategy meeting held on 27th October 2020 be confirmed and signed.

CM 9006 CLERK’S REPORT

The Clerk’s report was attached as Appendix 1. Noted

CM 9007 QUESTIONS

None received.

CM 9008 REPORTS FROM BFC WARD COUNCILLORS

No written reports had been received.

Cllr Mrs Hayes reported on the following items:

• The poppies had been displayed around the Borough and had not been collected back in. None had been stolen. • Lapland – the site was under construction in preparation for socially distant opening. • Palm Hills – the application for 81 properties had been refused. • Food recycling – she would be hosting a display of the new scheme at the Lexicon on 22nd December. Cllr Ms Gaw reported on the following items:

• North Street safety scheme works were commencing on 6th December to deal with potholes and install double yellow lines. • works were due to start 30th November. • The Polo Ground operations were due to conclude on 26th November.

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WPC Council Minutes, 17th November 2020 Cllr Atkinson reported on the following items:

• Church Road/North Road 20mph roundels had now been installed. • A noise abatement notice had been served on Woodstock, Kings Ride CM 9009 REPORTS OF COUNCILLORS/OFFICERS REPRESENTING THE COUNCIL ON OTHER BODIES

a. The Chairman’s report was attached as Appendix 6. Noted. b. Verbal Reports – no verbal reports were given. CM 9010 SCHEDULE OF MEETINGS

A draft schedule of meetings for 2021 was attached as Appendix 7.

It was proposed by Cllr Mrs Michie, seconded by Cllr Wall and unanimously

RESOLVED to accept the schedule of meetings for 2021.

CM 9011 COUNCILLOR ATTENDANCE REPORT

A report of Councillor meeting attendance for the past 12 months was attached at Appendix 8. Noted.

Cllr Mrs Hayes advised that she would be checking dates as the report did not concur with her diary.

CM 9012 PREVIOUS CHAIRMAN

Cllr Ms Browne noted that previous Chairman, David Parkin had served the Council for a number of years and felt it appropriate that a gift be purchased to mark his commitment as Councillor.

It was proposed by Cllr Wall, seconded by Cllr Paxton and unanimously

RESOLVED that up to £150.00 be used to purchase an appropriate gift for David Parkin for his garden to thank him for his services to Winkfield Parish Council.

CM 9013 CAPITAL PROJECT UPDATE

An updated position of 2020-21 capital projects was attached as Appendix 9. Noted.

Cllr Paxton noted that he had queried the need to purchase two marking machines.

LEISURE ITEMS

CM 9014 LOCKS RIDE

Notes of the Working Party meetings on 20th October, 3rd November and 10th November were attached as Appendix 10.

A report prepared by Cllrs Atkinson and Fernandez was forwarded to all members prior to the meeting (attached as Appendix 10a). 5

WPC Council Minutes, 17th November 2020

Cllrs Atkinson and Fernandez expanded on the actions to date and noted that the project was still in the early stages of planning and substantial discussions were still required to move the project forward. They asked that the proposals from the Working Party for instructing professional services be agreed.

It was proposed by Cllr Wall, seconded by Cllr Ms Gaw and with 14 votes for, 1 against and 1 abstention

RESOLVED that the recommendations of the Working Party be accepted.

Cllr Mrs Hayes noted that she would be checking a few things out on the pavilion paper and report back at or before the next meeting.

It was proposed by Cllr Ms Browne, seconded by Cllr Mrs Michie and with 12 votes for, 1 against and 2 abstentions

RESOLVED that Cllr Fernandez be formally added to the Working Party.

CM 9015 VANDALISM

The grounds team had reported recent vandalism at two sites:

i. A waste bin next to the play area at Allsmoor Field. The bin had been burnt, probably with an accelerant and was not repairable. The Clerk had reported this to and this was not the first incident of this kind at Allsmoor. It was proposed by Cllr Wall, seconded by Cllr Mrs Michie and with 1 abstention

RESOLVED that a replacement bin be purchased and installed at a cost of approximately £500.00.

Cllr Blakemore gave a brief overview of recent grounds works.

CM 9016 CLIMATE CHANGE

Notes of the Climate Change Working Party meeting were attached as Appendix 11.

Cllr Wall was asked to prepare a full briefing paper for the next meeting to enable consideration to be given to allocating a budget to Climate Change mitigation.

CM 9017 FESTIVE EVENT

Notes of the Events Working Party meeting were attached as Appendix 12. A virtual Festive Event was planned for Sunday 13th December at 3.00pm

FINANCE ITEMS

CM 9018 INVESTMENTS

The following sums are currently invested:

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WPC Council Minutes, 17th November 2020 Account Name Amount Current interest rate invested HSBC Money Market Call Account £150,188.62 0.01% Nationwide 95 day notice £150,000.00 0.25% Natwest 95 day notice £102,406.87 0.15% Santander 30 day Time Deposit £150,000.34 0.60% United Trust Bank £150,000.00 1.10% Clydesdale (Yorkshire) Bank £150,000.00 1.75%

An additional £100,000 is in the process of being invested with Santander, United Trust Bank and Clydesdale Bank. The Clerk, Assistant RFO and Cllr Atkinson continue to investigate and arrange other potential investment opportunities. Noted.

CM 9019 FACILITY CHARGES

The proposed facility charges for 2021-22 were attached as Appendix 14. An overall increase of 2% has been added to hall and allotment charges. Charges for sports usage had not increased.

It was proposed by Cllr Atkinson, seconded by Cllr Paxton and with 15 votes for and 1 against

RESOLVED to accept the facility charges for 2021-22.

CM 9020 LILY HILL PARK

A request for a contribution to Lily Hill Park had been received – attached at Appendix 14. The 20/21 WPC budget is £3,150.00.

It was proposed by Cllr Paxton, seconded by Cllr Barreto and unanimously

RESOLVED to agree a contribution to Lily Hill Park of £3,150.00.

CM 9021 ORDERS FOR PAYMENT

A list of all payments covering the period 13th October 2020 – 10th November 2020 was attached at Appendix 15. All payments have been approved and paperwork is available in the Parish office.

It was proposed by Cllr Ms Browne, seconded by Cllr Fernandez and unanimously

RESOLVED that the payments covering the period 13th October – 10th November 2020 be approved.

CM 9022 FINANCIAL POSITION AS AT 31st OCTOBER 2020

Balance of all bank accounts and investments are detailed below.

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WPC Council Minutes, 17th November 2020

Balance of all Bank A/C's & Investments Co-operative 84,153.68 HSBC 913,611.03 Lloyds 130,128.30 NatWest 103,845.17 Nationwide 150,000.00 Santander 150,000.00 Clydesdale / Yorkshire 150,000.00 United Trust 150,000.00 Petty Cash 300.00 Locks Ride Float 350.00 1,832,388.18

Amount Due to Creditors (10,603.61) Amount Due from Debtors 40,056.00

Available Funds 1,863,326.57

Full bank reconciliations are available in the Parish Office. These will be approved by the RFO and the Lead Finance member in due course. Noted.

CM 9023 BUDGET 2021/22

The Clerk had met with the Chairman, Vice Chairman and Lead Finance member to discuss the draft budget. An updated draft budget for 2021/22 was attached as Appendix 16.

The Clerk noted that these were currently indicative operational budget figures and there may well be some movement before the final budget is presented to Council in December. There are indications that there may be a decrease in the tax base which could have an impact on the precept calculation.

Cllr Barber noted that it would be useful to have a summary paper detailing income, expenditure, capital and maintenance costs. He also noted that it would be useful to see a full asset list and the planned and future maintenance of assets. The Clerk advised that a full asset register was held and this could be taken to the next Infrastructure Working Party meeting to review maintenance planning.

CM 9024 REQUESTS FOR FINANCIAL ASSISTANCE

The budget for Donations for the current year is now £13,000 to include General Donations, Churchyard Maintenance Grants and Village Hall Grants.

Details of donations made in 2018/19, 2019/20 and 2020/21 are given in Appendix 6.

a. The Ark Trust

Application form and financial statements attached as Appendix 18. Grant requested – any amount up to £1,000.00 towards running costs.

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WPC Council Minutes, 17th November 2020 It was proposed by Cllr Wall, seconded by Cllr Ms Gaw and unanimously

RESOLVED to grant £1,000.00 to The Ark Trust.

CM 9025 DATES FOR THE DIARY

Wreath Making Workshops – Thursday 3rd & Friday 4th December 2020 Virtual Festive Event – Sunday 13th December 2020

CM 9026 EXCLUSION OF PRESS & PUBLIC

It was proposed by Cllr Mrs Michie, seconded by Cllr Paxton and unanimously

RESOLVED that pursuant to the Public Bodies (Admissions to Meetings) Act 1960, members of the press and public be excluded from the meeting during consideration of the following matters.

CM 9027 CARNATION HALL CAR PARK

Three quotes for re-surfacing of Carnation Hall car park had been received and circulated to members.

It was proposed by Cllr Paxton, seconded by Cllr Atkinson and with 14 votes for and 1 abstention

RESOLVED to defer the matter to the next meeting and a full briefing paper be prepared for consideration, including additional quotes for an environmentally friendly option.

Chairman

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