HIGHCLERE PARISH COUNCIL

Minutes of an extra ordinary meeting held at Highclere Village Hall on Tuesday 6 August 2002

Present

Councillor J Pearson, Chairman

Councillor R East

Councillor Mrs M Davies

Councillor Mrs A Hosie

Councillor D Langan

Councillor T Farmer

Apology for absence

Councillor F Somerset

Also present

Jane Meredith, Newbury Weekly News

89/02 TO PROPOSE A POSSIBLE REMEDY FOR VANDALISM TO THE RECYCLING BANKS AT PENWOOD

Before the start of the meeting Councillors met with Mr Bob Brooks, the Environmental Health General Services Manager for Basingstoke and Deane Borough Council. He gave a breakdown of recycling and contractor's costs and explained the operation of the system. He recognised that unsupervised youngsters who had easy access to containers that were not vandal proof were causing trouble. Broken glass in the car park to Penwood Village Hall is a particular problem and BDBC has agreed to pay for an additional 5 hours per week for a litter warden to clean up the area, if one could be found. The present location was remote from areas of general public contact, and BDBC would re-site the recycling banks at the request of the Parish Council. If however the Parish Council required the Borough Council to erect an enclosure or anchor the containers to concrete posts at the present location, there would be considerable investment necessary and the Borough Council would not willingly re-site these at a later date.

Councillor East had researched the location of other recycling sites, and noted that many successful sites were next to pubs, shops and supermarkets, where trade is often increased. Some sites are monitored by CCTV. The businesses themselves can use the bins as long as they are available for the general public. Councillor East had also researched a more vandal proof design, which was not available to BDBC, but the full cost of hiring and collecting these bins would have to be paid through the precept. This option was considered and rejected.

Councillors recognised that as well as Penwood people, others including residents of Highclere and Woolton Hill come by car to Penwood to use the bottle banks and the public would need to be informed if they were to be removed or re-sited.

Councillor Mrs Davies proposed that the Council approach the Spar shop at Penwood and the Red House in Highclere, and ask them to consider accepting bottle banks and possibly a paper and plastics container. This was unanimously approved and it was agreed that the Chairman should make a personal approach prior to the Clerk making a formal written request.

Councillor East further proposed that this Council asks East Woodhay Parish Council to approach the Rampant Cat at Woolton Hill and ask them to also consider accepting bottle banks and possibly a paper and plastics container. This was unanimously approved and the Clerk was asked to make a formal written request.

90/02 PARISH COUNCIL ACCOUNTS

To receive notification of closure of audit for year-end March 2001 and consider the Memorandum of Matters arising

The Clerk advised that a copy of the accounts for the year-end 2001 and a notice of completion of audit had been placed on the notice board.

A copy of the Memorandum of Matters arising from the audit was given to each Councillor and explained in detail. As there were no questions the Chairman signed the declaration that the council had considered these.

To appoint an internal auditor for the year end March 2002 as required by the new audit regime

The Clerk explained that a new audit procedure has been introduced. Parish Councils are now required to submit an annual return to the District Auditor by 30 September each year, and the charge for this will be £120. In addition, an internal audit by an independent qualified person is now required. This becomes effective from the District Auditors accounting period of 2002 and therefore applies to accounts for the year 2001/2002

The internal audit must be undertaken prior to the Parish Council approving the accounts at the meeting to be held on 10 September. HAPTC at first said a Clerk or Councillor could conduct and charge for doing an internal audit for a neighbouring Parish Council, but now the legal advisor for HAPTC has said that no person without professional indemnity insurance should undertake this work. All councils have been required to buy a "practitioner's guide" which makes it clear that such a person must have knowledge of the powers of a Parish Council.

Councillors expressed displeasure at the way the new audit regime had been introduced. No Parish Council has been able to budget for the additional cost of employing an internal accountant, as this requirement is being enforced retrospectively.

The Clerk had obtained various quotes for the internal audit, which Councillors considered.

The Chairman then proposed that the Council appoint John Murray, an accountant from Winchester who is also a former district auditor and a current Parish Clerk, as internal auditor for the years 2001/ 2002 and 2002/2003. This was unanimously approved

91/02 ACCOUNTS FOR PAYMENT

The following accounts were approved for payment

P. Clarke, Mr W Bendle, Mr C Corrall

As there was no further business the meeting was adjourned. The next full Council meeting will be held on Tuesday 10 September 2002 in Highclere Village Hall Jubilee Room at 7.30 pm