Minutes of an ordinary meeting of the Parish Council held on Thursday 20th March 2023, at 7.30pm at Hamstead Marshall Village Hall.
Those present at the meeting:
Councillor Anne Budd (Chairperson)
Councillor David Hadnutt
Councillor Kevin Barbey
Councillor Liz Copas
Camilla West – Parish Clerk
19 members of the public attended.
1.0 Welcome and Apologies
1.1 The chairperson welcomed everyone to the meeting. There were no apologies.
2.0 Parish Council Governance
2.1 No declarations of interest
2.2 The minutes of the meeting held on the 19th of January were signed as a true and
accurate record. Proposed by Councillor Barbey, seconded by Councillor Hadnutt
2.4 No other matters arising.
2.5 The Chairperson proposed the temporary suspension of the regular business matters in favour of welcoming Mr Nigel Lynn, Chief Executive of West Berkshire Council to the meeting.
Proposed by Councillor Barbey
Seconded by Councillor Hadnutt.
The Chairperson explained the background to this meeting. On November 1st, 2022, the parish councils within the Hungerford and Kintbury Ward met with Mr Lynn and his senior officers. Also present at this meeting were District Councillors, Benneyworth, Cole and Rowles. The purpose of the meeting was to raise concerns that in some instances parish councillors thought that the work of parish councils was not valued. At the conclusion of this meeting Anne Budd of Hamstead Marshall Parish Council indicated that her initial thoughts that the work of parish councils was not valued, by West Berkshire Council. Mr Lynn in his reply indicated that ‘he was sad to hear that’. The Chairman went on to comment that since that time, her opinion has changed, indicating that she has had the opportunity to work alongside many fine committed officers who are helpful and keen to be involved.
The Chairman introduced Mr Nigel Lynn to the meeting.
Mr Lynn thanked Hamstead Marshall Parish Council and assembled parishioners for the invitation. Mr Lynn outlined the current status of West Berkshire Council, indicating that the Council is a good council and wants to be a great council. The budget for 2023/24 had been approved. With the end of the 2019-23 Council Strategy approaching, a new report has been published showing WBC’s key achievements for residents over the past four years.
It details how the Council has performed against each of the aims, priorities and targets set in May 2019 when it was introduced. WBC have been working hard to deliver the Strategy, whilst also adapting and responding to significant challenges including the Covid-19 pandemic, the Climate Emergency and the economic and many social consequences which have occurred over the many months. The Council reaffirmed its commitment to delivering core services that people in West Berkshire need and value.
Performance management helps to keep the Council on track of the progress that is being made in delivering priorities and outcomes. West Berkshire Council’s The Local Plan Review for 2022/2039 is ready for submission to the Planning Inspectorate and will be subjected to independent examination.
The Chairman enquired whether parishioners would object to the Q and A session to be recorded which will be used to transcribe the audio and incorporate into the minutes. There were no objections raised.
Proposed by Councillor Liz Copas
Seconded by Councillor Hadnutt.
The Chairperson requested questions from parishioners to Mr Lynn.
Parishioner – ‘Recently I have seen accounts of poor behaviour of some district councillors, and it seems to me that the culture needs a bit of work. Who is the one responsible for the culture at West Berkshire Council’?
Mr Lynn – ‘The Leader of the Council is responsible for the political and some of the issues which you refer are political and these will be addressed. There are two cultures; one is political and the other legal. I am responsible for the legal the Leader of the Council is responsible for the political. We work closely to bring the two cultures together. It’s about having a culture where people can feel their concerns are heard and be part of the decision side of things; having an open door and transparency way we talk about things. Sometimes people do not feel their voices are being heard. There is a culture of wanting to help and this was noticeable during the pandemic. In focusing on the priorities, we have not gone back to people as quickly as we should. ‘There is now Customer Charter and soon an employee customer approach will be implemented’.
Parishioner – ‘When employing people, do you use psychometric testing?
Mr Lynn – ‘Yes, we do, it is an important aspect. I was tested several times before being appointed. We use psychometric testing especially for senior officers. There is a cost implication of course. We use psychometric testing for temporary posts’.
Parishioner – ‘Being honest’ where would you say the biggest problem in the Council, is’?
Mr Lynn – ‘No specific areas although planning is usually a problem area because of the difficult issues’. There is a problem with staffing levels, there are twenty vacancies: about a third down across seventy staff. We have recently brought in a Planning Charter, along similar lines to the customer charter, to improve our communication with people and let people know how we are doing and getting back to parish councils. The Leader and I are using a terminology ‘moving from being a good council, to a great council’.
Parishioner – ‘When you are looking for people, are you looking for people you can train, or experienced people’?
Mr Lynn – ‘We are doing a lot of apprenticeships at the moment. We have apprenticeships in every area. We are trying to grow our own and keep them. The bottom line, no one wants to be a planner at the moment’.
‘Another difficult area is social workers. There are more children with needs coming through and also with adults with needs. Social workers tend to be with agencies, and this is costing more. So, we need more social workers at a time when we cannot get social workers. We have improved salary packages and also retention packages. In addition, we are looking at people who are working at the Council or are working in the social area, to help them go through qualifications. This is another area where we have difficulties’.
Parish Councillor – ‘So, when you say that there are twenty positions to fill, is that across the board, or a particular area’?
Mr Lynn – ‘No, just in planning. Planning is split up into different areas, such as enforcement and so forth. In terms of dealing with planning applications, that’s where the jobs are. But that is not an excuse, we need to deal with that, and we may never be able to fill the vacancies; so, we have to build a team around that and how we do better. One of the processes we are looking at is bringing in a business manager who will manage everything that is not a planning decision’.
Parishioner – ‘Does West Berkshire Council have plans for upgrading their website’?
Mr Lynn – ‘Yes actually. The digital platform is very important; we have a lot of work to do improving our processes. Last week Council agreed to a plan of digital transformation and the website is part of that’.
Parishioner – ‘It’s quicker to Google search than going to the website’.
Mr Lynn – ‘I think that the Council has growing needs and we have to be on top of it’.
Parish Councillor – ‘Do you ever watch the YouTube videos that you put up of your meetings, if you don’t, then I suggest you do’.
Mr Lynn – ‘I certainly did, before I started work here. The good side of those posts is that people do watch. In terms of democracy, well, that’s how democracy works. I do watch the shorter videos, usually, if I have to check something’.
The Chairperson – ‘This matter has been raised by our parish clerk, particularly concerning potholes. Hamstead Marshall is a heavily trafficked area; we have a lot of potholes and not just in the main through roads. How does West Berkshire Council prioritise which potholes for repair amongst parishes’?
Mr Lynn – ‘Last year, we had approximately 400 potholes, this year we have more than 700. The numbers have increased significantly. West Berkshire Council has a substantial budget for pothole repairs, and this has been overspent. The new money from government will allow more potholes to be repairs. With regard to the process of priorities, I am not sure of the process, I will get back on this’.
The Chairperson – ‘Hamstead Marshall Parish Council is concerned for the safety of our parishioners. We have parishioners who walk, cycle, ride, and drive along our roads on a daily basis. Our roads can be dangerous, especially with the number of potholes that driving parishioners have to navigate around’.
Parish Councillor – ‘We have had several potholes repairs on Holtwood Road just recently and have been advised that these are permanent repairs. However, within six weeks the repairs need to be done again’.
Mr Lynn – ‘It has been known for contractors to be called back to repair a pothole when the job has not been done well’.
The Chairperson – ‘On the advice of District Councillor Claire Rowles and District Councillor James Cole we now use West Berkshire Council’s online reporting system for potholes. It is a very good system and easy to use’.
The Chairperson – ‘Do urban communities receive a wider amount of money over rural communities?
Mr Lynn – ‘I get asked this question a lot. Priorities are set according to need and not split into urban and rural communities’.
Parishioner – ‘Early this year we had a very cold spell, and our roads were not salted by West Berkshire Council. How do we work with West Berkshire Council to get our roads salted’?
Mr Lynn – ‘I suggest you get in contact with Deputy Director of Place and discuss your concerns. West Berkshire Council has only a certain amount of money to spend. There are policies in place’.
Parishioner – ‘The wildflower displays in some areas are wonderful, do you have a contractor’?
Mr Lynn – ‘BBOWT are contracted by West Berkshire Council to manage and disperse the wildflower seed programme’.
Parishioner – ‘ How important is fast fibre optic access to the rural network connectivity? There is no point in improving the West Berkshire Council website if people cannot get access to it’.
Mr Lynn – ‘This is a high priority; I chair the DIG (Digital Infrastructure Group) and we have been very successful in getting new funding to expand the digital footprint across the whole of West Berkshire’.
The Chairperson – ‘Many people in the district do not own a smart phone, making it very difficult to engage with West Berkshire Council; sometimes, people feel excluded. This does not sit well with the parish council’.
Mr Lynn – ‘Our libraries play an important role in helping people who do not have smart phones. Also, we have laptops available at our Market Street offices for people to come in and use’.
Parish Councillor – ‘We are concerned for the less connected people in our area may not have ‘voter id’.
Councillor Cole indicated that leaflets and posters are available. Councillor Rowless handed the Chairperson some leaflets to be used on notice boards.
Parish Councillor – ‘What about people who do not have any suitable identification?
Mr Lynn – ‘There are 23 types of suitable identification, ranging from free voter cards from West Berkshire Council, blue badge schemes, concessionary travel passes, drivers licenses. The purpose of the voter ID is to eliminate voter fraud’.
Parishioner: ‘In Manchester there is a great deal of advertising and very little here’.
There being no further questions, the Chairperson thanked Mr Lynn for his time in attending the parish council meeting. Parishioners applauded. Mr Lynn left the meeting.
2.6 The Chairman proposed the resumption of the ordinary business agenda.
Proposed by Councillor Hadnutt
Seconded by Councillor Barbey.
3.0 Planning Matters
3.1 Craven Quarry – Councillor Hadnutt reported that a drafted letter to Earthline by West Berkshire Council has written to indicating their intentions with regard to the planning. Hamstead Marshall Parish Council are awaiting confirmation.
Councillor Hadnutt reported that there had been vandalism to the sign.
Councillor Copas also reported the fly tipping by the gate. She will contact Street care to get them to remove the waste.
3.2 22/02789 East Gate House – Glass Infill Approved
3.3 APP/ W0340/C/22/3308166 Land at Land Adjacent to Holtwood Farm, Hamstead Marshall, NEWBURY, RG20 0JH appeal dismissed, enforcement notice upheld and varied.
3.4 HMPC visit ( by invitation) to All Angels Vineyard – for information sharing only. The Chairman reported that the meeting was constructive and informative.
4.0 Speeding and Potholes
4.1 No activity on speeding. It was agreed to pursue this matter as early as possible in the spring.
4.2 The Chairman has received an email from a parishioner with regards to large lorries using Chapel Lane as a short cut. The parishioner has contacted WBC directly, no further update.
4.3 The Chairman encouraged everyone to continue to report potholes through WBC website. This is a very good system.
4.3 Councillor Barbey reported a sign on Watery Lane has been knocked over. Parish Clerk will report to the WBC.
5.0 Local Elections
5.1 Pre-Election Period comes into force on March 22, 2023. It was agreed to take down the parish councillor vacancy.
6.0 Parish Clerk Probationary Review
6.1 The Chairman confirmed that the probationary period for the parish clerk has been successfully concluded. The Chairman proposed an hourly increase in pay from £15.00 to increase hourly pay to £16.00 and back dated back dated to January 1st, 2023.
Proposed by Councillor Copas
Seconded by Councillor Barbey
6.2 The Chairman suggested a training course for the parish clerk, scheduled for April 18th, 2023, at Shaw House, Newbury.
Proposed by Councillor Hadnutt
Seconded by Councillor Copas.
7.0 District Councillors Reports
7.1 Councillor Cole reported that Good Hope Farm had a good open day which was well attended, and that progress is being made. He hoped it would have a positive impact on children in the village and surrounding area.
Councillor Cole stressed the importance of getting the ‘Voter ID’ message out to parishioners. There is a Government TV campaign starting in April and there are flyers going out to parishioners. Please remind parishioners about bringing ID to vote.
Councillor Cole reported West Berkshire Council had their Budget meeting and the budget had increased by 4.99% with a 2.99% increase in Council Tax. Councillor Cole reported that fly tipping was on the rise and parishioners should be careful as to who they allow to take away their rubbish. They must check that the company has a Waste Carriers Licence. More money was made available in the budget for Wildflowers in the District along with how to manage the wildflowers.
Councillor Cole announced that he was stepping down at the Local Elections in May 2023.
Councillor Claire Rowles announced she too was standing down at the Local Elections, in May 2023. Councillor Rowles thanked parishioners for all their help through her time as a District Councillor.
Councillor Benneyworth indicated that he would be standing again in the Local Elections, 2023.
7.2 No Thames Valley Police Report again; the chairman commented that the lack of any reports is lamentable. Parish Clerk has received correspondence from our new PSCO who will be invited to future PC meetings.
8.0 Bus Shelter Refurbishment
8.1 Chris Moss & Paul Hansen indicated they would be starting on the refurbishment as quickly as possible now that the drier weather had arrived.
9.0 Improvements to Stile at Hampstead Park
9.1 The Clerk reported that improvements to the stile have been made by the landowner and parishioners are able to access the stile.
10.0 Website
10.1 Chris Moss reported that data migration from the existing to the new one website has commenced. The chairman commented that data migration is a lengthy process. All 2023 information is currently listed on the website. Mr Moss indicated that he is keen to have some photographs of the village on the website as well.
11.0 Finance
11.1 HMPC Lloyds Treasurer account – £8,182.85 as of March 4th, 2023
11.2 HMPC Lloyds Treasurer account – £8,182.85 as of March 4th, 2023
12.0 Invoice and Payments
Payments report. The following payments were approved.
| Invoice Date | Payee | Description | Payment |
| 25/01/2023 | Camilla West | Parish Clerk January 2023 PAYE + Home Allowance + mileage, 24 miles @45p per mile | £327.80 |
| 25/02/2023 | Camilla West | Parish Clerk, February 202 PAYE + Home Allowance + mileage, 6 miles @45p | £319.70 |
| 28/02/2023 | Information Commissioner | Fee for 2022/2023 | £40.00 |
Proposed by the Councillor Copas
Seconded by Councillor Barbey.
13.0 Correspondence
13.1 The Chairman confirmed that we are registered with the Pensions Regulator, and we will confirm the status in September 2023.
14.0 Close of meeting
There being no further business, the meeting was closed at 8.42pm
The next meeting will be Thursday May 18th, 2023, at 7:30pm for the Annual Parish Assembly followed by the ordinary meeting of the parish council at 8:00pm, Hamstead Marshall Village Hall
Date:
Signed:
EXTRA ORDINARY MEETING MINUTES, March 30th, 2023
1. The Chairperson detailed the purpose of the meeting to discuss and decide on three planning applications. There were no apologies for absence.
2. The Chairperson called for any ‘Declarations of Disclosable Pecuniary Interests’. Councillor David Hadnutt declared his interest in planning application 23/00583/FUL, The Barn House, RG20 0HJ.
At the request of the Chairperson, Councillor recused himself from the meeting.
3. Planning Applications
23/00583/FUL, The Barn House, RG20 0HJ
The Chairperson gave a brief overview of the planning history of this property. In addition, the Chairperson commented that the applicants had engaged with West Berkshire Council’s planning department in their pre-design process. There was a discussion of the design of the new plan.
Decision: Hamstead Marshall Parish Council raised no objection to this planning application.
The Chairperson requested Councillor Hadnutt to re-join the meeting.
23/00489/LBC The Old Post Office, RG20 0HW
The applicant was present. The parish council noted the valid reasons for this application.
Decision: Hamstead Marshall Parish Council raised no objection to this planning application.
23/00634/LBC Pear Tree Cottage, RG20 0JB
The parish council noted the valid reasons for this application.
Decision: Hamstead Marshall Parish Council raised no objection to this planning application.
4. Date and time of the next parish council meeting Thursday, May 18th, 2023, Hamstead Marshall Village Hall, 8:00pm. The Annual Parish Assembly commences at 7:30pm.
5. There being no other business, the Chairperson closed the meeting at 7:40pm.
One parishioner in attendance.
Hamstead Marshall PC 