Minutes of an ordinary meeting of the Parish Council held on Thursday, 21st November, 2024, 7:30pm at Hamstead Marshall Village Hall.
Those present at the meeting:
Cllr Anne Budd (Chairperson)
Cllr Steve Masters, (Vice Chairman)
Cllr David Hadnutt
Parish Clerk Camilla West
1.0 Welcome and Apologies
1.1 The chairperson welcomed parishioners to the meeting.
1.2 No apologies
- Parish Council Governance
2.1 Declarations of Interest – None
2.2 Approval of the minutes for September 26 2024
Proposed: Councillor Steve Masters Seconded: Councillor David Hadnutt
2.3 Matters arising from the minutes – none.
2.4 Hamstead Marshall Village Hall – Update from Anne Bud, formal parish councillor representative trustee to the Hamstead Marshall Village Hall Management Committee. The chairperson requested that the following be recorded verbatim.
‘Colleagues and parishioners, I have placed this matter under Governance on the agenda, by virtue of the Trusted Deed, dated May 4th, 1987, titled ‘Hamstead Marshall Parish Council’. This trust deed brings into being, the Hamstead Marshall Village Hall Management Committee, as a charity.
Until recently, the trustees worked together in a non-conflicted manner. However, this changed on or around, October 25th 2024, when, the treasurer /trustee, had liaised with the insurance brokers, with respect to the insurance for the fireworks and bonfire event, which was in place. According to an email from a trustee, in his email dated, Friday, October 25th, indicated that there was no insurance cover for holding such an event, under the village hall insurance, and has never been. Such specific events are excluded in the current insurance policy.
The trustee indicated the view that ‘we do not think it reasonable or feasible for the village hall committee to take responsibility for holding the event, considering the onerous requirement to comply with the Hiscoxz clauses. This trustee resigned on October 29th and the Secretary/Trustee, on November 1st.
When an individual accepts the role of a charity trustee, even as a small charity, trustees have three imperatives as specified by the Charity Commission
- Trustees must make decisions in the best interest of the charity
- Trustees must secure the financial well-being of the charity
- Trustees to submit annual reports on time.
Emergency Meeting of October 28, 2024.
I emailed parish council colleagues with an update of the meeting on the evening of October 28,2024.
At this meeting, there were at least two trustees who were conflicted. There were two alternatives as a way to proceed with the event. An additional cover by the Insurer Hiscoxz which had 14 conditions for the village hall trustees to comply. This was rejected by the trustees out-of-hand due to time constraints.
The other was an event insurance by the organisers (there were no details provided, and this was also rejected by the trustees.
As A trustee, I called for the vote ; the vote was unanimous for the event not to proceed.
Sadly, more conflict was to follow
The co-event organiser posted on WhatsApp the following community message ‘Some members of the Hall committee terrified to take any responsibility ‘Pathetic’
To date, I understand that the scrutiny of the PLI and its ramifications on future events, particularly in the village hall field is underway.
‘In sum, I am proposing that Hamstead Marshall Parish Council, supports the trustees of the Village Hall Management Committee. This committee undertakes valuable work for the village hall and the community’.
Proposed: Anne Budd Seconded: Steve Masters
Cllr Masters asked Mrs Watts if the Trustees are liable? The Chairperson of the village hall committee confirmed they would have been and ‘yes, if something had ‘gone wrong’ it could have been serious.
The Chairman summarised that she has every confidence in the committee to do a thorough review for the insurance and we await further information at the January PC meeting. The Chairperson of the village hall agreed to update the parish council at their next meeting, January 16, 2025.
2.5 Resignation of a parish councillor
The Chairperson explained to parishioners that Cllr Liz Copas has resigned from the Parish Council. The Chairperson indicated that there were now two vacancies. Tye Chairperson has approached a Parishioner. The post will be advertised once the 14-day period has elapsed.
3.0 Planning
3.1 24/02131/CERT Change of Use – agricultural to a residential garden, Elm View, Hamstead Marshall – No objection
4.0 Heavy Vehicular Traffic through the village on Milkhouse Road and Park Lane
4.1 Mr J Stevenson asked if WBC would consider putting a weight limit on Milkhouse road and Park Lane. The number of lorries (milk lorry and lorries to the quarry) coming along the road are increasing daily and they are a danger to road users, cyclists, walkers and also to the fabric of the two bridges.
Councillor Masters said that Thames Water had spent a lot of money on taking ground water away from the area around the railway line. He would speak to John Winstanley at WBC for information on how best to proceed.
Councillor Budd proposed that a working group be formed to explore what options were available and to collect data. Councillor Master offered to contact Speen Parish Council to ask for their support.
5.0 Public Footpaths and Bridleways – removed as a standing item until Spring 2025
6.0 Potholes
6.1 The Chairperson reminded everyone to keep using the West Berkshire Council’s Pothole Reporting System.
7.0 Community Speedwatch, Hamstead Marshall
7.1 Chris Moss is organising another trial in the next week or so, using an electronic at the sign to slow down speeding traffic. If successful and there is evidence to support the acquisition, Councillor Masters suggested to fund such a sign through Members Bids.
8.0 Finance
8.1 Deposit Receipts
October 7th 2024 £2675.00 West Berkshire Council (Precept)
October 22nd 2024 £453.16 West Berkshire Council (CIL)
Notification advising changing the Treasurers Account to a Community Account
On January 14, 2025 Lloyds Bank will be changing the Treasurers Account to a new Community Account, designed for not-for-profit organisations, such as clubs, associations and societies.
8.2 Status of HMPC Lloyds Bank Treasurer Account of November 11th 2024, £14,933.58
Status of HMPC Lloyds Business Instant Account of November 11, 2024,
£3,850.17
8.3 Accounts for Payment
| 24/09/2024 | Mrs Camilla West | Payroll for September, 2024 | £362.40 |
| 30/09/2024 | Red Tax Ltd | Payroll Services September, 2024 | £9.60 |
| 30/09/2024 | Hamstead Marshall Village Hall | Electricity charge for the Red Cross Training September, 2024 | £10.00 |
| 30/09/2024 | Hamstead Marshall Village Hall | Annual Donation 2024 | £60.00 |
| 28/10/2024 | Mrs Camilla West | Payroll for October, 2024 | £359.70 |
| 31/10/2024 | Red Tax Ltd | Payroll Services October, 2024 | £9.60 |
Proposed: Cllr David Hadnutt Seconded: Cllr Steve Masters
9.0 Closure of the meeting, Chairperson, Anne Budd
9.1 There being no further business to conduct, the Chairperson closed the meeting and thanked the parishioners for attending. Meeting closed at 8:30pm
Next regular council meeting is scheduled for January 16th 2024 at 7:30pm, Hamstead Marshall Village Hall.
Four parishioners attended
Date:
Signed:
Print name:
Hamstead Marshall PC 