MINUTES OF THE MEETING OF BRILL PARISH COUNCIL
ON TUESDAY june 20th AT 7.45PM
IN BRILL MEMORIAL HALL
Present: Cllr Springs (Chair), Cllr Tuffley, Cllr Hulme Hunter, Cllr Baker, Cllr Slater, Cllr Judge and 3 members of the public.
023/024 To receive apologies for absence.
Apologies were received for Cllr Kent
023/025 To receive any declarations of interest.
Cllr Slater declared a Standing Interest regarding the Windmill
023/026 To approve the minutes of the meeting held on 16 May 2023.
The Minutes were approved as a true record of the meeting
023/027 Planning applications
Applications for review
Planning Ref 20/A3786/DIS
Address The Old Station Yard Ludgershall Road Brill Buckinghamshire HP18 9TY
Proposal Application for approval of details subject to condition 4 (Hard and soft Landscaping), 8 (Boundary treatment), 10 (Bat box detail) and 11 (Ecology statement) of planning approval 20/03786/APP
Comments Deadline June 24th 2023
PC Comments No comments
023/028 Annual Audit
To approve the annual accounts including receipts & payments account and bank reconciliation for year ended 31st March 2023
The Annual Accounts for the year ending 31st March 2023 were reviewed and approved
To approve and sign the Annual Governance Statement 2022/23
The Annual Governance Statement was approved and Signed
To approve and sign the Accounting Statements in the Annual Governance and Accountability Return 2022/23
The Accounting Statements were reviewed and approved
023/029 Councillor roles
Discuss and confirm: present roles; new roles; any additional roles needed
The Council resolved to continue with their current roles.
It was agreed for Cllr Tuffley to draft a Play Area Maintenance Schedule to review at the next meeting based on the advice received from Discovery and the RoSPA Report.
It was also agreed for Cllr Tuffley to be named the Benches representative taking over from Cllr Springs.
Cllr Hulme Hunter requested to relinquish her role in co-ordinating the Village Litter Pick. Paul Norman volunteered to assume this role to which the Council agreed. Cllr Hulme Hunter agreed to continue to help with the publicity of the event.
023/030 Amendment to Standing Orders
To determine process for agreement on small items of expenditure between meetings
Cllr Tuffley proposed amending the Standing Orders to state that a minimum of four Councillors can agree an expenditure of up to £1,000 between the meetings. It was confirmed that orders should normally be placed by the Parish Clerk or the designated Cllr. This was Seconded by Cllr Slater and unanimously approved
Action: Cllr Tuffley to amend the Standing Orders on Dropbox and Cllr Hulme Hunter to amend the website.
Proposal to change wording of ‘Chair’ to ‘Chair Person’
It was agreed that the word Chair will be changed to Chair Person and he/she to be changed to ‘they’
Action: Cllr Tuffley to amend the Standing Orders on Dropbox and Cllr Hulme Hunter to amend the website.
023/031 Playing Field
Proposal to spend approximately £400 on supplementary rubbish bin
Cllr Hulme Hunter proposed purchasing a new larger green ‘Hippo’ bin for the Play area to replace the current bins. This was seconded by Cllr Springs and unanimously approved
Update on response regarding on-going maintenance and decision on way forward
The response from BEG has been received to confirm that there is not currently a formal maintenance plan for the trees on the Playing Field.
Cllr Hulme Hunter proposed the area around the trees be cut back and mulched to stop the weeds from strangling the trees. It was also resolved to ask Rob Timms and Gordon Govier to carry out the work and water the trees on a regular basis. The proposal was seconded by Cllr Tuffley and unanimously approved.
Action: Cllr Tuffley to contact Gordon Govier to enquire about carrying out the work on the trees
Action: Clerk to contact JGH and school to inform them of the decision made.
023/032 BPC Asset Register
To review the Asset Register to check it is up to date
The Clerk to send the Asset register for review at the July meeting
023/033 The Common, Village Greens & Bio-Diversity
Management of Brill Common - Report from recent Brill Common & Village Greens Advisory Group. Any actions or decisions required
Thanks to Cllr Springs for drafting the minutes, Cllr Slater fed back from the meeting and will circulate the minutes which will also be placed on the website.
Cllr Springs proposed having the BCAVGAG meeting in the Memorial Hall for residents to be able to attend in a viewing capacity. Any questions to be raised would have to be submitted prior to the meeting via Cllr Slater. Cllr Hulme Hunter Seconded and unanimously approved
Cllr Hulme Hunter proposed adding The Brill Society to the BCAVGAG, seconded by Cllr Springs and unanimously approved.
Action: Cllr Hulme Hunter to upload the minutes of the meeting onto the website.
Proposal to set aside two sign-posted parking spaces by the windmill
Cllr Springs proposed installing two disabled parking bays on the Common Car Park with further thought into demarcation of the bays. This was seconded by Cllr Slater and unanimously approved.
Feedback from Beating the Bounds
The event was very successful, with approximately 25 people attending. The Council expressed its thanks to Tim Patrick and Sarah Frewin for leading some of the groups. It was agreed to discuss possible encroachments which were raised at the event at the Working Together meeting in July.
Cllr Slater proposed having the Beating the Bounds as an annual event seconded by Cllr Tuffley and unanimously approved
Update on resident’s concerns re nettles
Cllr Slater updated that she has been in contact with the Walks Committee and has requested the nettles be removed and that a maintenance schedule to be drafted for the future.
The Parish Council confirmed there is no plans for rewilding the Walks.
Concerns about grazing on The Walks
It was agreed following an incident of a resident being chased by a sheep to contact the owner of the flock to inform them. The broader topic of sheep on the Walks to be carried forward to the July meeting.
Sign on the Common
It was agreed for Cllr Baker to create a sign on for the Common for explanation of the current work being carried out on the Windmill
Action: Cllr Baker to contact MP Printers for the sign.
Action: The Clerk to contact the owner of the sheep regarding the incident on the Walks
023/034 Hartwell’s Barn
Implications of the sale of Hartwells Barn for Brill and the Common
This item was removed from the Agenda.
023/035 Community Land Trust
To receive feedback from the meeting with David Dilly on Community Land Trust
The Councillors agreed to postpone the decision until the Cllrs had been able to read the information further. Cllrs Baker and Judge to meet to further interpret the information.
023/036 War Memorial
Update on resident’s concerns about children playing on war memorial and possible harm to fledgling garden, including action already taken.
It was agreed for the War Memorial to remain without chains for the time being but will keep the situation under review.
023/037 Section 137
To review the Section 137 request from Big Brill Camp.
This request was withdrawn prior to the meeting.
023/038 Road & Traffic
To receive an update on the current projects in the Parish
Charge Points – Cllr Judge spoke to Bucks Council who are going through lengthy bidding and contractual process. The target date for installation of charge points across the county is May 2024.
Speed Indicator Device – The contractors are coming to install the devices on the either the 11th or 12th July. Both the Clerk and Cllr Springs are available if necessary to meet with the Contractors.
There have been some problems with the locations where the Local Area Technician to install extra posts.
Bollards: Cllr Judge has spoken to the Co-ordinator at the Community Board for Bollards outside the Memorial Hall specifically around the arrangements for installation.
Sun Corner – There have been difficulties regarding the transfer of work from Ringway Jacobs to Balfour Beatty particularly in regards to scheduling work, which is delaying the process.
Brill will be hosting the Community Board Local Parishes networking group on the week commencing the 4th September, most likely in the School Hall.
Memorial Hall Car Park Drainage – It was agreed to raise the drainage of the Memorial Hall Car Park with Memorial Hall Committee.
023/039 Communications Database
Cllr Hulme Hunter shared the database with the Council for update and review.
023/040 Income & Expenditure
June 2023 Payments
BT – Utilities £72.76
Drax - Electricity £166.22
Drax - Electricity £171.77
R Timms - Bins & Strimming MUGA weeds £135.00
HHH - Website & Comms £200.00
Bucks Council - Mattress Collection £40.95
Aspire - Grass Cutting £528.00
Briants - Notice Stakes £19.18
Truvello - SID Intallation £400.00
P Tawn - BWU English Lessons £320.45
BVCH Qrtrly payment £600.00
G Govier - Strimming / Rubbish Collection £60.00
Old Farm - Flood prevention £1,634.00
E Slater - BWU English Lessons £460.00
J Pugh - BWU English Lessons £60.00
R Damerell - Clerk Salary £856.61
HMRC - PAYE £210.08
Income
Interest £27.62
Bucks Council – Devolved Services £1,876.28
Heart of Bucks – Brill with Ukraine Grant £2,000