Parish Council Meeting held December 21st 2021

December 21, 2021 Parish Clerk

Note - short meeting due to Covid restrictions

Minutes

Present: Cllr Dickinson (Chair), Cllr Hulme Hunter, Cllr Slater, Cllr Springs, Cllr Tuffley and Cllr Rand.

021/199 There was an apology for absence from Cllr Keeping.

021/200 There were no declarations of interest.

021/201 The minutes of the previous meetings of 16 November 2021 were approved. Proposed by Cllr Hulme Hunter and seconded by Cllr Tuffley. Unanimous.

021/202 The resignation of the Clerk was formally noted. The process is in place to find a replacement.

021/203 Planning applications

21/03790/APP - BRILL
22 Brae Hill Brill HP18 9TF
Householder application for proposed two storey side/rear extension.
No objections.

21/04518/APP - BRILL
Little Granary House 33 The Square Brill HP18 9RP
Householder application for refurbishment of the existing building, internal re-configuring layout, demolition of glass lean-to rear and replacement with new extension, PV installation and construction of new garden room studio.
Objection on the grounds of privacy to a ground floor window overlooking the neighbour’s patio area.
Proposed by Cllr Hulme Hunter and seconded by Cllr Dickinson. Passed with 1 abstention.

021/204 Finance

Cllr Dickinson proposed a rise in the precept for 2022/23 in line with inflation at 3.8% (the figure at November 2021) or the same as the Bucks Council Tax increase, whichever is lower. The Council has no explicit projects but this will maintain the precept at its current level in real terms.
Seconded by Cllr Hulme Hunter and passed unanimously.

021/205 Queen's Platinum Jubilee.

Cllr Hulme Hunter reported that a Facebook poll had resulted in roughly 9 out of 10 being in favour of marking the Jubilee is some way. Cllr Springs proposed that she organise a village meeting in January (in an appropriate forum in line with any Covid restrictions) to ascertain whether Brill would like to celebrate the Jubilee and if so how.
Seconded by Cllr Tuffley and passed with 1 abstention.

021/206 Receipts and Payments

Approval was proposed by Cllr Tuffley and seconded by Cllr Springs. Passed with 1 abstention.

November Payments

Aspire {grass-cutting} 528.00

Parish Council Meeting held November 16th 2021

November 16, 2021 Parish Clerk

Minutes

Present: Cllr Dickinson (Chair), Cllr Hulme Hunter, Cllr Keeping, Cllr Slater, Cllr Springs, Cllr Tuffley and 9 members of the public.

021/187 There was an apology for absence from Cllr Rand. Michelle Daly’s resignation was formally noted.

021/188 There were no declarations of interest.

021/189 The minutes of the previous meetings of 19 October 2021 were approved. Proposed by Cllr Hulme Hunter and seconded by Cllr Keeping. Unanimous with 1 abstention.

021/190 Planning applications

21/04028/APP – Brill
Wicket House 30 Temple Street Brill HP18 9SX
Householder application for proposed single storey rear/side extensions.
Two storey side extension and loft conversion.
No objections

21/04342/APP – Brill
32 Brae Hill Brill HP18 9TF
Variation of Condition 2 (plans) and removal of condition 4 (bats) relating to application 21/02297/APP (Erection of two storey rear and side extensions, access deck and rooflights to rear, porch to front and move bathroom window from side to front elevation)
No objections

21/04143/APP - Brill
9 Brae Hill Close Brill HP18 9TE
Demolition of bungalow and erection of two storey dwelling and home office in rear garde
Comments:

The house as planned is out of keeping with the aesthetics of the street scene.
What is the purpose of the 5-bar gate, as the landowner already has access for maintenance and has used this access recently?
Also of concern if vehicular access is granted is that the proposed driveway gives unprecedented access to environmentally valuable land and a wildlife corridor.
We don’t understand why there is provision for two additional parking places at the back given that there is adequate parking at the front.
We note an implication of increased traffic in a quiet cul-de-sac where children play.
The annexe poses potential privacy issues and the flat roof design is out of keeping with the rest of the close.

21/04309/APP - Brill
Springfield Cottage North Hills Brill HP18 9TH
Householder application for demolition of conservatory and entrance/WC lean-to extension. Erection of single storey rear and first floor side extensions - Amendment to planning permission ref: 19/04274/APP relating to roof design.
No objections

21/04358/APP - Brill
6 High Street Brill HP18 9ST
Householder application for demolition of single storey rear extension.
Erection of single storey rear extension, internal changes including basement. Amendments to roof, rear windows and front door.
No objections

021/191 The Council’s Standing Orders

Cllr Dickinson proposed a sub-committee to include the Clerk to review, and amend where necessary for Brill PC, the NALC (National Association of Local Councils) template.
Seconded by Cllr Springs and passed unanimously.
Cllr Dickinson, Cllr Tuffley and the Clerk to form the sub-committee.
Cllr Dickinson proposed as an immediate issue a ‘preferred supplier’ mechanism for specialist work in the Walks, Windmill etc. to assess annually. This was noted and will be confirmed as part of the Standing Orders review.

021/192 The Common

Cllr Slater reported a meeting with Belinda Bown from FWAG (Farming and Wildlife Advisory Group) who had last reported on the Common in 2011. Although she thought the Common was in good condition the Council is in breach of its current stewardship agreement in a number of ways. Cllr Slater advised that the Council commission an in-depth management plan to analyse what has been done, what hasn’t been done, and plan for the future.

Cllr Keeping questioned whether FWAG is the right organisation as their emphasis is on farming. Cllr Springs suggested clearer information was required on the various report options and consequent prices. Cllr Dickinson agreed that more specific information was required including possible other third parties.

It was agreed that:

Cllr Slater asks FWAG to quote on a formal proposal which would include a plant species survey, an assessment of the Common since the 2011 report, a soil analysis, a management plan identifying key areas for improvement, and advice on future grant opportunities.
A Task and Finish Group be set up to explore alternative visions for the Common and how the Common might be stewarded into the future; also to examine how Council informs itself about the future of the common with the involvement of the village. Cllr Keeping, Cllr Slater and Cllr Springs to comprise the Group.

021/193 Brill Village Community Herd

After discussion based on the contents of an email from BVCH's solicitor of 12 November, the Council concluded that BVCH have no real interest in settling the matter through arbitration. Cllr Dickinson reiterated his position that there is no valid reason for the council to pay BVCH's legal fees. He therefore suggested that the council take no further action. Cllr Springs suggested that a letter should be sent to BVCH to explain why the Council is not offering to pay any of their legal fees.

Cllr Tuffley then proposed that the Council completely cease further communication. This was seconded by Cllr Dickinson and passed with 2 abstentions.

021/194 Communication and Consultation

Deferred to a future meeting due to time constraints.

021/195 Environment and Amenities

Deferred to a future meeting due to time constraints.

021/196 Oakley PC community bus service to Bicester

Cllr Hulme Hunter proposed support for the Oakley-Brill-Bicester bi-monthly bus service to cover any shortfall to a maximum liability of £300 per annum.
Seconded by Cllr Tuffley and passed unanimously.

021/197 Permission request.

Possible additional parking on the Green for Sports and Social Christmas Market on 12/12/21 from 12-7pm.
No objections.

021/198 Receipts and Payments

Approval was proposed by Cllr Tuffley and seconded by Cllr Slater. Passed unanimously.

November Payments

Aspire {grass-cutting} 528.00
Rob Timms {bin emptying and repairs of salt bin and notice board} 200.00
BT 52.74
N Power {street lighting} 98.31
Buckinghamshire Council {waste} 29.50
Clerk salary 650.00
Memorial Hall {rent and hall hire} 164.33
BMKALC {[publications} 10.00
BMKALC {communication courses} 90.00
BMKALC [planning course} 60.00
BVCH {quarterly payment} 600.00
Clerk expenses {Wifi keyboard} 24.94
Cllr Hulme Hunter {Polls for Pages sub.} 76.00
Oxford Oak Tree Surgery (Walks) 840.00

November Receipts

Gigaclear 7070.70

Parish Council Meeting held October 19th 2021

October 19, 2021 Parish Clerk

Minutes

Present: Cllr Dickinson (Chair), Cllr Hulme Hunter, Cllr Keeping, Cllr Slater, Cllr Springs and 8 members of the public.

021/174 There were apologies for absence from Cllr Daly and Cllr Tuffley.

021/175 There were no declarations of interest.

021/176 The minutes of the previous meetings of 21 September and 28 September 2021 were approved. Proposed by Cllr Slater and seconded by Cllr Hulme Hunter.

021/177 Planning applications

21/02201/APP – Brill

Stable House 25 The Green Brill HP18 9RU

Drop kerb, new gate and post in to paddock

This application came to the meeting again for review. It had been established that the planning notice was incorrectly posted and this led to various anomalies. It was agreed that the Clerk would write to the Planning Authority asking them to reapply the notice correctly and to reset the time period for comments. This will then be reviewed at the next meeting.

21/03790/APP – Brill

22 Brae Hill Brill HP18 9TF

Householder application for proposed 2-storey side extension

No objections

21/03963 /APP – Brill

Hybanks North Hills Brill HP18 9TH

Householder application for proposed garden annex

No objections

021/178 The Common

It was proposed by Cllr Dickinson that the cost of servicing the Commander mower is capped at £1000 and review if the quote comes in higher. Seconded by Cllr Slater and passed unanimously.

The cost of the repair of the bollards at Span Green came in at double the original quote from Bison Products. The Clerk to prepare a summary of what happened and make suggestions for future process. Cllr Dickinson noted that this will come up in the Council’s review of its Standing Orders to come to the next meeting for assessment.

021/179 Brill Village Community Herd

Cllr Slater reported that soon after the Task and Finish meeting on 12th October the Chair of BVCH had suggested a compromise: that BVCH would offer to pay 25% of the legal fee as a gesture of goodwill and because they want to bring an end to this. Cllr Keeping agreed that a swift resolution was needed but how this is to be achieved remains in deadlock. He suggested investigating whether an independent arbitrator might help with a resolution although both parties would have to agree that the resolution be binding. Cllr Dickinson suggested that the Council write to BVCH saying that because this situation is not the PC’s fault there is no reason for it to be liable for their unnecessary legal fees. Cllrs Hulme Hunter, Slater and Springs felt that this was too provocative and that there were clearly alternative views open to interpretation.

Cllr Slater proposed BVCH’s compromise that the legal fees be shared 75/25 with the Council paying the larger share. This was seconded by Cllr Springs and defeated by 3 votes to 2. Cllr Springs proposed that the Council write to BVCH to ask whether they would be open to arbitration to resolve the matter satisfactorily. This was seconded by Cllr Keeping and passed by 3 votes to 1 with one abstention.

Cllr Slater then said she believed this decision will likely escalate rather than diffuse relations between the Council and BVCH. In all likelihood further arbitration will cost the Council more money than paying 75% of the solicitor’s bill and as an opportunity to end this division once and for all was not taken up by the Council she would therefore be unable to continue being BVCH liaison with integrity.

021/180 Roads and Traffic

Cllr Dickinson had nothing to report at this point as finance and BVCH had been his primary concern this month. It was agreed that since this is an important topic with a good deal of concern in the village it would come to the November meeting to assess whether another Councillor might be prepared to take some of this on.

021/181 HM Prison Grendon Underwood. It was noted that there is a lot of opposition to the expansion of the prison and the Council probably wouldn’t add anything particularly as it is outside the planning area. No further action.

021/182 Communications and Consultation

Cllr Hulme Hunter explained the database policy as an overview of village issues where every communication is logged enabling all Councillors to keep tabs on concerns and necessary actions. The environment and roads and traffic are the two most dominant themes.
The new communications policy was deferred to next meeting.
Cllr Hulme Hunter suggested that the Council might take a stall at the monthly community market as an opportunity to engage directly with villagers.

021/183 Cllr Dickinson proposed that the drone policy be ratified. This was seconded by Cllr Slater and passed unanimously. It was noted that the legal basis of this policy was the CAA Drone and Model Aircraft Code. It was agreed to place a notice on the Council board by the windmill and Cllr Hulme Hunter will devise a summary for this purpose.

021/184 Brill Memorial Hall

Cllr Dickinson reported that the Hall’s finances are in good shape with about £40,000 in cash but a commitment of about £16,000 has been made for necessary repairs. EV charging points are also being investigated. The Council approved the Hall’s permission to extend its existing WiFi.

Cllr Dickinson proposed that the PC’s annual grant to the Hall of £2000 be approved. This was seconded by Cllr Hulme Hunter and passed unanimously.

021/185 Finance Report

The Clerk reported that the total spend to date is £23, 177.41 against a forecast of £64, 226. Receipts to date are £46, 156.22 against a forecast of £50,675.69. This leaves a shortfall of £13,550.31 which is accounted for by spend on MUGA and the new playground.

021/186 Receipts and Payments

October Payments

Brill Memorial Hall &2000.00
Aspire [grass-cutting] £528.00
Rob Timms [Bin emptying and repair of fence] £135.00
BT £52.74
N Power [street lighting] £tbc
Buckinghamshire Council [waste] £27.40
Clerk salary £650.00
Election expenses to Bucks Council £1236.90
Copy of VALP Report £24.14
New printer/scanner and computer costs £204.00
Sarah Frewin [Use of shed for storage] £30.00
Bison for repair of bollards at Span Green £970.00
Cllr Hulme Hunter website expense £9.99
Housemartin Agricultural – tractor mower for the Walks £1799.00

Parish Council Meeting held September 21st 2021

September 21, 2021 Parish Clerk

Minutes

Present: Cllr Dickinson (Chair), Cllr Hulme Hunter, Cllr Keeping, Cllr Slater, Cllr Tuffley, Cllr Rand (Buckinghamshire Council) and 6 members of the public.

021/153 There were no apologies for absence.

021/154 There were no declarations of interest.

021/155 The minutes of the previous meeting of 20 July 2021 were approved.

021/156 Michelle Daly was co-opted to the Council by 3 votes to 2 in a secret ballot.

021/157 It was resolved to adopt Buckinghamshire Council’s Code of Conduct for Councillors as of 21/9/21. Passed unanimously.

021/158 Cllr Hulme Hunter reported that the Finance Report 2020/21 is now available on the website.

021/159 Planning application

21/03447/APP Brillbury Hall Farm Chapman’s Lane HP18 9TN Barn for alpaca housing: no objections

021/160 The Common

Cllr Slater suggested that the Farmer’s Wildlife Advisory Group (FWAG) report be postponed to the November meeting when more information would be available.

021/161 Brill Village Community Herd (BVCH)

Cllr Slater reported that after reviewing BVCH’s finances it was felt that they were accurate and that the reserve was justified to ensure continuity of service and not the Council’s concern. The 2011 Concept and Strategy document means that the Parish Council has an obligation to support them at the suggested current rate and she proposed that payments of £1979.25 (received from Higher Level Stewardship – HLS) plus a £420.75 contribution from the PC be continued.

Cllr Slater felt that this ongoing commitment would demonstrate a strong relationship between the two parties.

Cllr Dickinson questioned why their reserve needed to be so high. Additional money from the PC simply added to the reserve, effectively transferring money from the PC reserve to the BVCH reserve.

Cllr Keeping proposed a modification to the proposal. That the £420.75 payment be deferred until the Council has a better understanding of their requirements and the recent legal fee has been discussed directly with BVCH.

Cllr Slater’s proposal was seconded by Cllr Tuffley and carried by 3 votes to 2.

Cllr Slater’s proposal that a full financial review of Common finances since 2016 be reviewed by an outside accountant was queried by Cllr Dickinson who felt that this could be done ‘in house’. It was agreed that the Clerk would initially search out existing documents and propose what professional help might be relevant and constructive. The Clerk will provide this review within three months.

Cllr Slater proposed that in future PC finding to BVCH is referred to as ‘payments’ not ‘donations’. This was seconded by Cllr Tuffley and carried by 4 votes with 1 abstention.

021/162 The Walks

Cllr Keeping proposed that the Council finance the purchase by the Walks Committee of a flail mower. This was seconded by Cllr Hulme Hunter and passed unanimously.

Tree surgery costs were discussed. Oxford Oak Tree Surgery have quoted £2040 inc. VAT. Cllr Tuffley proposed that the Council pay this cost but in future ask for several quotes after an independent assessment of the work to be carried out. This was seconded by Cllr Keeping and passed unanimously.

Leisure and Sport

021/163 MUGA update.

Cllr Tuffley reported that she had spoken to Derek Turner who is currently managing work on MUGA and the contractors have had to delay work until November due to supply shortages. Derek Turner’s company is donating replacement trees which will be planted when the project is complete. Decisions will need to be made on the most suitable trees to plant and there will be liaison between Derek Turner, Brill School and Brill Environment Group.

021/164 Nothing to report from the Brill Society for this meeting.

021/165 Nothing to report from the Playground Committee for this meeting.

021/166 Gigaclear

Cllr Keeping reminded the meeting that Gigaclear under the Electronic Communications Code 2017 can install the network with or without a contract with the Parish Council. If the contract is signed they will pay the Council the sum of £7070.70 In discussion with Gigaclear they have agreed to bury cabinets and use existing infrastructure where possible, although they will have to install additional overhead wires but alongside existing overhead wires. In future it may be possible to agree with Openreach to share existing wires.

Cllr Keeping proposed that the Council sign the agreement with Gigaclear. This was seconded but Cllr Hulme Hunter and carried unanimously,

021/167 Communications and Consultations Report

Cllr Hulme Hunter encouraged Councillors to support the Council Facebook page and the website by engaging with content on FB and flagging up the use of the website for useful content and links.

021/168 The Oxford- Cambridge ARC

Cllr Dickinson pointed out that this is a much more complex issue than the Expressway, which the Council did oppose and is not something that the Council can influence directly. However, it was agreed the Council should adopt a ‘watching brief’, keeping abreast of developments and being aware of anything that might impact directly on the village,

021/169 Brill Parish Council Insurance

Cllr Dickinson proposed that the Council approve renewal of insurance with Ecclesiastical for 2021/22 but the Clerk will investigate including the windmill in future renewals. Seconded by Cllr Keeping and carried unanimously.

021/170 Parish Correspondence and Suggestions Database

A letter from BVCH solicitors will be discussed directly with BVCH to avoid unnecessary escalation of solicitor’s fees.

021/171 Requests

A proposal to allow Brill Scouts to use the playing field for this year’s firework display was passed unanimously.

021/172 Receipts and Payments

A proposal to approve all was passed unanimously.

August Payments

Memorial Hall £174.33
Aspire [grass-cutting] £528.00
Rob Timms £100.00
BT £92.74
N Power [street lighting] £98.31
Buckinghamshire Council [waste] £29.50
Previous Clerk final salary to 10/8 £424.34
Clerk salary £650.00
PO [stamps] £17.00`

September Receipts

Precept from Buckinghamshire Council £22,242.50

September Payments

Aspire [grass-cutting] £528.00
Rob Timms £100.00
BT £57.81
N Power [street lighting] £98.31
British Legion poppy wreath £25.00
Buckinghamshire Council [waste] £29.50
Fee for audit to PKF Littlejohn £360.00
Insurance renewal to Came and Co. £2000.29
Clerk salary £650.00
Oxford Oak Tree Surgery (MUGA) £2400 (to be reimbursed on completion)