Minutes
Present: Cllr Judge (Chair), Cllr Slater, Cllr Tuffley, Cllr Springs and 11 members of the public were in attendance.
Updates and questions from members of the Public:
Cllr Judge welcomed everyone to the meeting. He said that elections for the Parish Council will be held on May 1st ; further details are available on the Buckinghamshire Council website. In order to encourage people from across the community to put their names forward for election, Cllr Judge emphasised to all present that Parish Council meetings are held in the spirit of co-operation and thoughtfulness. Whilst of course there may be differing points of view these should still be expressed with courtesy.
A resident expressed their concern regarding an overgrown hedge obstructing the pavement on Brae Hill. The Council resolved for Cllrs Tuffley and Slater to visit the site and check the vegetation and speak to the resident. If there is no action following the meeting then the Council will write to the resident to ask this to be cut back and if no further action following this then the Council will contact Bucks Council to enforce action. (This issue is now resolved and the PC extend thanks to the resident for their swift action.)
024/050 To receive apologies for absence.
No apologies were received from members
024/051 To receive any declarations of interest.
No Interests were declared by Members
024/052 To approve the minutes of the meeting held on 19 November 2024.
Cllr Tuffley proposed accepting the minutes as a true record the meeting, seconded by Cllr Slater and unanimously approved.
024/053 Finance
The Councillors received the monthly finance spreadsheet
To review and approve the 2025/26 Precept Request
The budget for 2025/26 had been reviewed by the finance sub-committee (Cllrs Tuffley and Judge, and the Parish Clerk).
The budget had been checked both ‘top-down’ and ‘bottom-up’ and the finance sub-committee had agreed that it was difficult to identify significant cost savings. Many costs are fixed (for example, street lighting, insurance, clerk’s salary) and there is little flexibility.
Cllr Tuffley proposed increasing the precept by 5% to £56,000 for 2025-26 (approximately by inflation), Cllr Slater seconded and was unanimously approved.
To review and approve the 2025/26 Parish Council Budget
023/054 Planning applications
Applications for review
Planning Ref 24/03503/APP
Address Springfield Cottage North Hills Brill Buckinghamshire HP18 9TH
Proposal Householder application for erection of outbuilding
PC Comments The Parish Council was Neutral on the application to erect the shed, however raised concern over the plan submitted with the application. This raised the concerns of the accuracy of the ownership marked on the map. The Council expects the resident to resubmit the plan with an accurate representation of the ownership boundaries. The Council will also check the land registry to reaffirm the correct boundaries of the property.
Planning Ref 24/03783/APP
Address 27 Temple Street Brill Buckinghamshire HP18 9SU
Proposal Householder application for demolition of existing single storey rear and side extensions and erection of two storey rear and single storey side extensions
PC Comments The Council noted that a similar application for a neighbouring property had been rejected. The Council agreed to visit the site to further understand the application and submit a response via email
Planning Ref 24/03483/COUA
Address Little Annie Acres Wotton Road Brill Buckinghamshire HP18 9UA
Proposal Prior notification application (Part 3, Class Q) for change of use and conversion of existing agricultural barn into 3 dwellinghouses
PC Comments For Information Only – Refused by Bucks Council
Planning Ref 24/03401/APP
Address Land West Of Ludgershall Road Brill Buckinghamshire HP18 9TZ
Proposal Barn conversion into residential dwelling self/custom build with associated internal and external works, removal of existing stores and stables
PC Comments For information only – Approved by Bucks Council
025/055 Community Board Update
Feedback from the December Community Board Meeting
025/056 Communications Database
To review the recent communications
VE Day – The Clerk updated the Council that there are suggested VE Day celebrations on the VE Day website to celebrate the 80th Anniversary (https://www.veday80.org.uk).
Thames Valley Authority – The Clerk updated the Council on the proposed Authority which would include Buckinghamshire, Oxfordshire and parts of Berkshire under the auspices of a mayor. This has received positive reception from Oxfordshire County Council, but Buckinghamshire Council has yet to confirm its position.
Bollard by Monks Hill – The Clerk updated the Council that following numerous attempts to arrange the bollard to be installed on the Common by Monks Hill he has now been informed the ground is now too wet and will be reviewed again in a month.
025/057 Additional Defibrillator
To discuss an additional defibrillator on the Pheasant
025/058 Memorial Hall Update
To receive an update on the Memorial Hall and the proposed car park re-surface
Cllr Springs fed back that the Memorial Committee were assessing the general damage to roof.
The Committee carried out a number of fundraising events in 2024.
The Committee is reviewing a number of quotes on the refurbishment of the Hall.
A new design of the car park may be needed taking into account the EV charge points scheduled for installation in 2025.
Cllr Judge re-iterated that some funding may be available from Parish Council reserves to support refurbishment of the car park.
Cllr Springs to check if BVCH can use the Hall’s Grundon commercial bin to dispose of the Green Waste.
025/059 Hartwell’s Barn Project
To receive an update on the Hartwell’s Barn Project
The Chair of the Brill Society updated the Council that the deal to purchase Hartwell’s Barn had been cancelled.
Cllr Tuffley confirmed that she had spoken to the vendors and her understanding was that another buyer had been found.
Cllr Tuffley asked the Chair of the Brill Society about the money that had been donated to the Hartwell’s Barn appeal and asked how this money will be repaid.
The Chair of the Brill Society explained that the trustees had had a meeting about refunding the donations. The Society has a database of everyone who has donated and will be sending out a message to all of them by end of the week or early the following week. The message will provide an explanation of what happened with the project, and how to have their donation returned.
The Chair expressed thanks on behalf of the Council to the Brill Society for all their efforts trying to purchase Hartwell’s Barn.
025/060 The Common / The Walks
To receive an update on the Common
To discuss the concerns about the lack of stock proof fencing on the Common
The Council invited a member of BVCH to address the Council regarding their concerns over the lack of stock-proof fencing at Hybanks.
BVCH have provided electric fencing as a short-term measure to stop the cows from escaping, however this is not a permanent solution. There needs to be stockproof fencing to ensure the cows do not escape.
The Council resolved to meet by the end of February with the resident to inform them of the legal requirement for stock proof fencing when bordering the Common.
Should the resident not comply then the Council will write to them outlying the deadline to erect the fence.
Windmill Car park potholes
025/061 Path Across the Village Green to the Church – Disabled Access
To review which surface is legal and effective
The Parish Clerk reported that he had contacted the solicitor about the surface that could be installed across the village green. Permanent surfaces such as tarmac or recycled rubber were not allowed; gravel was a possibility but is not suitable for wheelchairs, or a product such as ‘grasscrete’.
Cllr Tuffley therefore proposed the installation of 5m x 2.1m of grasscrete across the Village Green at the entrance to the church to make this more accessible. This could be done quickly and at low cost (about £300).
The proposal was seconded by Cllr Springs and unanimously approved.
025/062 Section 137 Applications
As several applications had been received, Cllr Judge explained the main requirements for Section 137 grants, to help with assessing them (see Annex to these minutes below). The Clerk recommended that the regular financial support for the Memorial Hall is no longer considered as a Section 137 grant, as the Parish Council owns the building (subject to formal confirmation by the solicitor) and governance is assured by having a parish councillor on the Memorial Hall Committee. The support for the Memorial Hall would then appear as a separate line in the budget. Cllr Judge proposed this change, it was seconded by Cllr Springs and pass unanimously
To review the Section 137 applications received
Brill Society: £750 towards the cost of £1500 for recording equipment for the recorded history project. The project was welcomed by the Council, it was considered that the project has clear benefits for this and future generations, and the request was for funding for specific equipment. In addition, support for the proposal was demonstrated as half of the cost was covered by another donation. Cllr Springs proposed approving the request, Cllr Slater seconded and unanimously approved.
Brill Society: £3000 towards the cost of running a larger-scale Midsummer Music Event. The event would be over two days, and would involve other village groups and incorporate the 60th Anniversary of the Brill Society. The Council asked how this event will differ from the Brill Festival, the fete, and Big Brill Camp. The Brill Society confirmed that this event would be free of charge to all whereas the others are pay for entry. The Council asked how the additional funding will be sourced. The Brill Society replied that the much of the funding will come from the Brill Society, confirmation of sponsorship has been received from the Vale Brewery and further sponsors are being approached. The Council confirmed that it would need to have a clearer breakdown of exactly how the money will be spent before it can consider providing the funding and suggested bringing the funding request back to the March meeting with a further breakdown of the costs for the Council to review.
Bernwode Rural Sheds – Community Interest Group: £1200 towards the cost of tools and running costs
The establishment of this new group was welcomed by the Council, and its value to the community was clear. At present, 8-12 people attend meetings of the group each week and it is looking to expand to two sessions a week in the summer. The Council agreed to revisit the application at the next meeting as it needs further information on exactly what the money will be spent on. It was agreed for Cllr Judge & Clerk to visit the group to gather further information.
025/063 Vandalism to the Windmill
To review and discuss the recent vandalism to the Windmill
The Chair of the Brill Society updated the Council on the recent vandalism and how the vandals had accessed the windmill through roundhouse.
The Chair of the Brill Society suggested the installation of a net to the round house from the inside.
025/064 King George V Field
To review and discuss the request for Brill United to use King George V Field for a new Under 10’s Team
Cllr Tuffley proposed approving the request, Cllr Judge seconded and was unanimously approved.
The Council resolved to contact the Sports & Social Club regarding a complaint about bonfires burning green waste (creating a nuisance to local residents) and suggested alternatives including composting instead.
025/065 Road & Traffic
To receive an update on the current projects in the Parish
Meeting closed at 22:12
024/066 Income & Expenditure
November 2024 Expenditure
BT – Utilities £89.96
R Timms - Handywork £130.00
R Timms - Bins £105.00
Drax - Street Light £130.96
Squarespace - License £172.80
Hannah Hunter - Website £200.00
Liz Springs - Xmas Market Expenses £58.28
R Damerell - Clerk Salary £1,098.37
December 2024 Income
HMRC - VAT Reclaim £7,662.80
Interest £0.40
December 2024 Expenditure
Bucks Council - Bins £33.50
Sitebox - 3 x Floodlights £1,004.04
Aspire - Grass Cutting £528.00
Return of Xmas Mkt Deposit £20.00
Return of Xmas Mkt Deposit £30.00
Return of Xmas Mkt Deposit £30.00
Return of Xmas Mkt Deposit £30.00
Return of Xmas Mkt Deposit £15.00
Return of Xmas Mkt Deposit £25.00
Return of Xmas Mkt Deposit £30.00
Return of Xmas Mkt Deposit £30.00
Return of Xmas Mkt Deposit £30.00
Lawsons - Stakes £25.35
Squarespace - Website £6.62
R Damerell - LA Pay Award £295.98
Remembrance Wreath £30.00
HMRC - PAYE £157.07
HP – Ink £11.99
BT - Utilities £89.96
BALC - Training £40.00
BBOWT - Common Advice £3,124.56
Hannah Hunter - Website £200.00
Oakley Informer - Community Market Advert £108.00
R Damerell - Stamps £13.65
Taplns - Digger Hire VAT £20.00
Xmas Market Stall deposit £30.00
R Damerell - Clerk Salary £1,131.19
HMRC - PAYE £54.84
EDF - Street Lights £16.52
EDF - Street Lights £21.53
EDF - Street Lights £79.88
EDF - Street Lights £104.19
Bucks Council Street Signs £3,457.81
BVCH Quarterly Payment £765.00
January 2024 Income
RPA £8,766.22
January 2025 Expenditure
Bucks Council – Street Lights £106.77
Bucks Council – Final Drax Street Light Payment £912.00
J Tuffley – Padlocks for Bollards £37.77
Squarespace – Website £6.62
HP - Ink £11.99
EDF – Street Lights £21.53
EDF – Street Lights £104.19
AJ Gallagher – Speed Sign Insurance £29.47
Aspire – Grass Cutting £528.00
Hannah Hunter – Website Maintenance £200.00
Liz Springs – Carol Service refreshments £53.45
Ed West - Floodlight £420.00
BALC – Subs £40.00
BMH – Office Hire £50.00
BT – Utilities £89.86
BVCH – Quarterly Payment £765.00
MP Printers – Printed Newsletters £40.00
Annex: Statement on Section 137 Grants by Cllr Judge
“Section 137 grants are covered in the Local Government Act of 1972. This is several pages of detailed legal requirements. Any grants made by a Parish Council can be challenged by an auditor. The maximum amount we can offer spend per financial year is about £10 per elector, in total roughly £8k. This sets the absolute maximum, but we are also constrained by money available from the precept. Under the regulations, grants over £2k come with strict conditions. There must be auditable evidence to show what the money has been spent on - for example, if the grant is to buy some equipment, the Parish Council (or our auditor) must be able to see the invoice. This is not something that the Parish Council asks for on a whim, it is a condition of the grant set in the regulations. It would also be prudent to ensure there is evidence to support the spend of lower amounts.
Parish councils in the area have written policies setting out the conditions (for example, see https://www.waddesdonparishcouncil.gov.uk/the-council/grants/). As Section 137 is complex, I can’t say whether their conditions are set in the regulations or best practice. Either way, following similar policies would be sensible. Conditions include:
- It must be possible to have proof that the money has been spent as described
- There must be proof that the application is widely supported in the village
- The funds must be spent within the financial year
- Grants cannot be given to individuals, only to organisations that operate bank accounts that require two signatories
Grants are normally low in value - a few hundred pounds seems to be normal in the area. The main beneficiary in Brill has been the Memorial Hall.
Given all these constraints, applications for grants should be clear, auditable and very specific, with evidence to demonstrate support in the community, and at a modest cost to the taxpayer.”
Read the financial summary for December 2024 (PDF). Please email the Parish Clerk if you need help accessing this document.
Read the financial summary for January 2025 (PDF). Please email the Parish Clerk if you need help accessing this document.
