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 27 March 2012 at 7pm.

Members Present: Councillors J Yong (Chairman), B Hilton (Vice-Chairman), R Ellison, S Humphrey, S Jones, C Lester, A Sharpe, B Story,
M Turton, D Whittall

In attendance:Elizabeth Yates, Clerk to the Council

3549  TO NOTE APOLOGIES FOR ABSENCE
Councillors Peter Deason, Margaret Duffield, David Hilton, Ajay Nehra,

3550  DECLARATIONS OF INTEREST
The Chairman asked to receive any Declarations of Interest in accordance with the adopted Code of Conduct.  None were given.

3551  MINUTES
The Minutes of the Council Meeting, held on 21 February 2012, were approved as a correct record and signed as such.

3552  FORMAL ANNOUNCEMENTS
No formal announcements were made.

3553  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.

3554  PRESENTATION OF COMMITTEE MINUTES
The Planning Committee minutes of 28 February and 20 March were presented by Councillor Barbara Hilton.  She informed the committee about revisions announced that morning to the National Planning Policy Framework.  CouncillorAllison Sharpeasked about the number of dwellings included within the application for Beechcroft Close and the total number of houses permitted if the proposed ‘SANG’ was to be approved.  The Beechcroft Close development was to incorporate 15 houses and 22 flats and the ‘SANG’ would accommodate an additional 400 dwellings within the area.

The Diamond Jubilee Sub-Committee minutes of 28 February were presented by Councillor Robert Ellison, who updated the committee on the findings of the Borough’s Safety Advisory Group regarding the risk assessment and procedures required for the event.

The Leisure Committee minutes of 13 March were presented by Councillor Robert Ellison who informed the committee that the new benches had been installed at Victory Field, the hanging baskets approved and that the replacement bus shelters were due to be installed in April.  The committee discussed the forthcoming passage of the Olympic Torch through Ascot High Street and agreed to arrange a Parish Council presence. The Clerk was asked to investigate the cost of  Union Jack flags for the children due to attend.

The Victorian Street Fayre Committee minutes of 20 March were presented by Councillor Barbara Hilton.

3555  FINANCE REPORT FOR FEBRUARY 2012 AND END OF YEAR AUDIT
The report on the accounts for Month 11 were discussed and no significant matters were arising.  The Chairman asked that the budget for trees be reviewed in next year’s budget as the summer drought as forecasted may necessitate more emergency works than allowed for in the budget.

The Clerk informed the committee that the end of year internal audit was to be carried out on 24 May 2012 and that the external audit would follow, as happened last financial year, which was concluded with no significant matters raised.

3556  SECTION 106
The committee considered projects for Section 106 funding.  Councillor Barbara Story advised the committee on the procedure involved in identifying projects and associated funding.  It was agreed that the Clerk distribute the service area headings under which projects could be submitted and that all Councillors inform her and Councillor Story of projects they would like to see included under these headings; for further consideration at the next Council meeting. 

3557  PARISH COUNCIL ANNUAL ASSEMBLY
The Clerk informed the committee that the two Co-Head teachers fromChartersSchoolhad agreed to address the Annual Assembly, to be held on 1 May 2012.  Councillor Daniel Whittall suggested that Dan Harris, the Youth Worker forSouth Ascotand St. Michael’s Church, be invited to speak.  The Borough Councillors, Police, Fuel Allotment Trust and parochial charities would also be invited to give a short report on their activities and the Churches asked to announce the Assembly at their services.

3558  ITEMS RAISED AND ACTIONED
The Clerk reported on meetings with the Borough regarding dog fouling enforcement and street cleaning devolution.

These matters were to be considered in detail by the Finance and Personnel Committee at the next meeting, to be held on 2 April.

The Clerk further informed the meeting that the Parish Tour for young people, to be held at Victory Field, had been provisionally booked for the third week of the Summer School holiday and that the Parish Council’s requests for additional grit bins had been approved.

3559  VICTORIAN STREET FAYRE
It was agreed that the two Charities for nomination from this year’s event would be the Sebastian Action Group and the Ascot Day Centre.  Both charities were based within the Parish and contributed voluntary assistance for the event.  The Victorian Street Fayre Committee was asked to draft criteria for support from future Street Fayre’s, from which Parish charities could apply.

3560  OTHER BUSINESS
The Chairman informed the committee of a party at ‘Jagz’ on Wednesday 25 April to ‘SaveHeatherwoodHospital’

Councillor Alison Sharpe asked the Clerk to contact the Borough regarding the planting of a replacement tree on Fox Covert Close, Sunninghill.

There being no further business, the meeting closed at 8.00pm.

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Councillor Jeffrey Yong, Chairman