Council Minutes – Tuesday 21st February 2012

SUNNINGHILL & ASCOT PARISH COUNCIL
The Courtyard (Ascot Racecourse)
High Street
ASCOT
Berkshire SL5 7JF
Tel: 01344 630141 Fax: 01344 630139 email:sunninghill.ascot.parish.council@rbwm.gov.uk

Minutes of a meeting of Sunninghill & Ascot Parish Council held at the Ascot Day Centre, Bagshot Road, Sunninghill, Ascot on Tuesday 21 February 2012 at 7pm.

Members Present: Councillors J Yong (Chairman), B Hilton (Vice-Chairman), P Deason, M Duffield, D Hilton,  S Humphrey, C Lester, L Roberts, A Sharpe, B Story, M Turton, D Whittall

In attendance:Elizabeth Yates, Clerk to the Council

3509  TO NOTE APOLOGIES FOR ABSENCE

Councillors Peter Deason, Robert Ellison, Shirley Jones and Ajay Nehra.

3510  DECLARATIONS OF INTEREST
The Chairman asked to receive any Declarations of Interest in accordance with the adopted Code of Conduct. None were given.

 3511  MINUTES
The Minutes of the Council Meeting held on 10 January 2012 were approved as a correct record and signed as such.

3512  FORMAL ANNOUNCEMENTS
No formal announcements were made by the Chairman.

3513  PUBLIC ADJOURNMENT
The meeting was not adjourned for a maximum of 15 minutes to allow members of the public to address the Council about matters of local concern as no members of the public were present. 

3514  PRESENTATION OF COMMITTEE MINUTES
The Planning Committee minutes of  24 January and 14 February were presented by Councillor Barbara Hilton.

The Leisure Committee minutes of 31 January were presented by CouncillorAllison Sharpe.  

3515  FINANCE REPORT FOR JANUARY 2012
The reports on the accounts for Month 10 were considered.  The Clerk informed the committee that election expenses for the non-contested Parish Council elections in May 2011 had been incurred and that emergency tree works at Victory Field had been arranged.  CouncillorChristine Lesterasked when the budget and approach to hanging baskets was to be approved and the Clerk replied that the matter was to be discussed in detail at the next Leisure Committee, to be held on 13 March. 

No significant matters of concern were raised regarding the accounts.

3516 THE NEIGHBOURHOOD PLAN AND LOCAL PLAN CONSULTATION
Councillor Barbara Hilton provided and update on the working of the Neighbourhood Plan Steering Group.  She read out the main tenants of the draft Vision Statement that was to form the basis of the second stage of the consultation process with Parishioners; who were to be sent a questionnaire on this by the end of March.  She informed the meeting that an additional Council meeting had been arranged for 6 March so that the Neighbourhood Plan Steering Group could present the draft Vision Statement to the Parish Council for their consideration and endorsement.

Councillor David Hilton informed the committee that he had attended a meeting of the Steering Group on 20 February to explain the Borough’s Local Plan Consultation and how this aligned with the Neighbourhood Plan.  He urged individual Parish Councillors to respond to the Borough’s Consultation.

CouncillorAllison Sharpeinformed the committee that she and a number of other Parish Councillors had attended a previous Steering Group meeting where the draft Vision Statement had been discussed. She requested that the Parish Council ensured it had an active involvement with the Neighbour Planning process.

3517 FIRE BRIGADE TRUST
Councillor David Hilton gave an update on the purpose of the Fire Brigade Trust and his role within it as Treasurer and Secretary. He informed the committee that a vacancy for the Parish Council’s representative Trustee on the Fire Brigade Trust had arisen and that he was seeking nomination for this position.  The Parish Council unanimously approved his nomination. 

3518  THE PARISH LOGO
The amended logo was approved and Councillor Michelle Turton agreed to design the Council’s stationery accordingly.

3519  ITEMS RAISED AND ACTIONED
The Clerk reported on matters raised with the Borough (RBWM).  A meeting with the Head of Streetcare and the Parish Council’s Chairman and Vice-Chairman had been arranged for 27 February to consider the schedule of works contained within the Borough’s contract; the Tree Department had been involved regarding the emergency tree works at Victory Field and had suggested an approach to tree management and the potential for the delegation of planning decisions to the Parish Council had been discussed with the Leader of the Council.  The Borough’s Head of Planning had been invited by the Clerk to the additional Council meeting on 6 March to discuss this further and the potential delegation of some S106 powers to Local Councils.

The Clerk reported on additional requests for grit bins from residents and was asked to find out the criteria used by the Borough for determining such provision. 

3520  OTHER BUSINESS
Councillor Barbara Story informed the committee about the Parish Conference which had been held on 20 February, during which the Localism Bill, a successful Community Orchard in Bisham Parish and the concept of a Local Leader for the Olympic Games and the route of the Olympic Torch were discussed. 

She went on the provide an update from the latest Cordes Hall Management Committee meeting, where the role of the Church, the use of the Hall by community groups and the Quince Players and the possibility of improving the layout of the Hall were discussed.

There being no further business, the meeting closed at 7.50pm.

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Councillor Jeffrey Yong, Chairman

Council Minutes – Tuesday 10 January 2012

Minutes of a meeting of Sunninghill & Ascot Parish Council held at the Ascot Day Centre, Bagshot Road, Sunninghill, Ascot on Tuesday 10 January 2012 at 7pm.

Members present: Councillors J Yong (Chairman), B Hilton (Vice-Chairman), P Deason, M Duffield, R Ellison, D Hilton, S Jones, C Lester, A Nehra, L Roberts, B Story, M Turton.

In attendance: Elizabeth Yates, Clerk to the Council

3469  TO NOTE APOLOGIES FOR ABSENCE
Councillors Spike Humphrey, Allison Sharpe and Daniel Whittall.

3470  DECLARATIONS OF INTEREST
The Chairman asked to receive any Declarations of Interest in accordance with the adopted Code of Conduct.
None were received.

3471  MINUTES
The Minutes of the Council Meeting, held on 6 December 2011, were approved as a correct record and signed as such.

3472  FORMAL ANNOUNCEMENTS
The Chairman made no formal announcements.

3473  PUBLIC ADJOURNMENT
The meeting was not adjourned for a maximum of 15 minutes to allow members of the public, if present, to address the Council about matters of local concern, as no members of the public were present.

3474  PRESENTATION OF COMMITTEE MINUTES
The minutes of the Planning Committee held on 3 January were presented by Councillor Barbara Hilton.

3475  FINANCE REPORT FOR NOVEMBER 2011
The report on the accounts for Month 8 were considered and no significant matters raised.

It was approved that the Bank of Ireland Number 2 Account (Blythewood Maintenance) be closed and the remaining balance transferred to the Lloyds TSB Blythewood Maintenance Account.

3476  THE PRECEPT FOR 2012/13
It was resolved that the precept for the financial year 2012/13 be set at £149 565, as approved by the Council meeting of 6 December 2011.

3477  THE PARISH LOGO
The possible revision of the Parish Logo was considered, based upon a proposed design which had been previously circulated to all Parish Councillors.  The Chairman thanked Councillor Luke Roberts for his assistance in obtaining the suggested logo and the Clerk explained that the marketing sub-committee had suggested that the logo be modernised as part of the Parish Council’s desire to increase its profile.   After discussion as to the font type, design and layout of the proposed logo, it was agreed that the new logo be approved in principle, subject to modification of the ‘horse’ image.

3478  THE DIAMOND JUBILEE
The transfer of £5 000 from the general reserve for the preparations for the Diamond Jubilee was approved.  Councillor Robert Ellison informed the meeting about ideas that had been suggested by the Diamond Jubilee Working Group.  These ranged from a picnic at South Ascot Recreation Ground, to a joint event with Ascot Locomotive Society and Ascot United, to the lighting of a Beacon at Victory Field.  Taking into account the practicalities, costs involved and limitations as to the use of the Racecourse car parks preceding the Royal Meeting, it was agreed that the Beacon at Victory Field be explored further.  The Clerk was asked to find out if this would clash with the planned event at Sunningdale Parish Council and to enquire if the local Scouts would like to be involved.

It was further agreed that the Parish Council would purchase a commemorative mug for all primary school children within the Parish and Councillor Ellison was asked to pursue this further.

3479  THE PARISH PLAN
The development of a five year Parish Plan was considered and it was agreed that such a plan should be linked to and informed by the proposed Neighbourhood Plan and Community Plans that may follow.  Therefore work on devising a Parish Plan would be put on hold until the Neighbourhood Plan had been drafted.

3480  ITEMS RAISED AND ACTIONED
The Clerk reported on the replacement planting of four trees by the Borough at Vernon Drive, the Cemetery at St Michael’s Church and South Ascot Recreation Ground.  She also informed the meeting that the Borough’s Waste Management Team had asked to discuss contract management arrangements with the Parish Council. It was agreed that the Clerk and Members of the Finance and Personnel Committee would consider this further.  The Chairman asked Councillors Ajay Nehra and Robert Ellison to provide the Clerk with details of local waste contractors to inform this discussion.

3481  OTHER BUSINESS
The Clerk informed the meeting of progress with the Charity Commission regarding Victory Field, who have given provisional approval for the proposed scheme, subject to further documentation.  This would transfer the Title of the Land to the Parish Council in its role as Trustees of Victory Field.

Councillor Luke Roberts offered his resignation from the Parish Planning Committee due to work obligations, which was accepted.  He would continue to serve on the Leisure and Cultural Committee.

Councillor Barbara Story informed the committee about her first meeting as a Parish Council representative Trustee of the Cordes Hall Management Committee and explained the proposed changes discussed.  She was asked to convey on behalf of the Parish Council the need to respect the use of the Cordes Hall for community functions, and that any change of use did not jeopardise the income stream of the Cordes Hall.

Councillor David Hilton informed the committee that due to the resignation of a Trustee, that the Parish Council needed to re- appoint the Parish Council representative Trustee on the Ascot Fire Brigade Trust.  He asked that this be put as an item on the next Council meeting agenda and informed the committee that he would be seeking nomination from the Parish Council as its representative Trustee.  He also asked the committee’s opinion as to a Borough proposal for a 12 metre loading bay in front of the Tesco’s store on Ascot High Street.  The committee expressed concern that this would set a precedent that could add to congestion and requested that the original planning application’s obligations be adhered to.

Councillor Peter Deason asked the committee’s opinion on the need to remove the tree at the entrance to the car park at  Bowden Road in Sunninghill, so that the proposed changes to parking could be carried out.  Subject to the tree being replaced, no objections were raised.

Councillor Barbara Hilton informed the committee that the local Rotary Club would like to plant an acre of trees within the Parish to commemorate the Diamond Jubilee.  It was agreed that this be put an agenda item at the next Leisure Committee.

There being no further business, the meeting closed at 8.20pm.

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Councillor Jeffrey Yong, Chairman