Parish Council Meeting Minutes

Minutes of a Meeting of Ellisfield Parish Council
held in the Memorial Hall on Monday 5th April 2004 at 7.30 pm

Present

Paul Turner (Chairman and Clerk),
Sally Adams, Peter Mitchell (Councillors)

In attendance

Katrina Dalziel (Administrative Assistant)

1.

Apologies for Absence. Caroline Cazenove, Steven Gould, Tim Guinness.

2.

Minutes of the Meeting held on 8th March 2004. Agreed and signed as a true record.

3.

Matters Arising from the Minutes (for which no relevant Agenda Item is listed below). None.

4.

To receive a report from the Clerk on Administration Matters.

The Clerk reported as follows:

Notice: As agreed at the 8^th March 2004 meeting, a Council Notice (see Appendix 1) had been delivered to every household on Monday 15^th March by Ellisfield Volunteer Group. The notice contained information on the Green Lane road closure, the Annual Parish Meeting and included parish council contact details. Noted.

Temporary Road Closure: The closure of Green Lane, between Church Land and Furzen Lane, had been scheduled for approximately a week within a three month period starting from Monday 22^nd March. This work had not yet been started. Noted.

B&DBC Environment and Regeneration Grant: A copy of the application form for the 2004/5 grant scheme was provided to councillors.

Through this scheme parish councils could potentially receive up to 90% aid for projects that;

a. Improve the built and/or natural environment in a way that is appropriate to the setting and character of the area.

b. Are of benefit to the general public.

c. Represent good value for money in relation to the planned improvements.

Since applications would need to be completed by 14^th May it was agreed that ideas should be discussed before the next parish council meeting on the 10^th May. Action: All Councillors

The grant scheme would also be mentioned at the Annual Parish Meeting. Action: Chairman

B&DBC Rural Infrastructure Improvements Grant: Funding available in the 2004/5 year would allow for improvements in areas such as rural car parks and the provision of new footways, bus shelters, notice boards and other street furniture.

No proposal was put forward because the only village car park was Memorial Hall property and there were currently no plans for any of the other areas mentioned. Noted.

Quality Council Status (QCS): In order to comply with QCS, the Clerk suggested that copies of the Minutes and Newsletters, including the Annual Report, should be sent to both B&DBC and HCC. Proposed by Cllr Mitchell. Seconded by Cllr Adams.
The Minutes of 8^th March would be sent. Action: Clerk

It was suggested that the QCS application form, which had been provided to all councillors, be discussed at the next meeting. In the meantime comments could be circulated. Agreed.

Welcome Pack: A comprehensive letter for newcomers who had moved into Ellisfield was still being prepared by the Clerk. This would be completed soon. Noted.

At the last council meeting it had been suggested that a map of the village showing all the houses could be given to new residents as part of a future welcome pack. There was some concern about public access to this kind of information. It was agreed that the map would be prepared and discussed at a future meeting. Action: Clerk

Cesspool Emptying Service: The Clerk had been advised to write to Martin Ridgeway and Mark Ruffell (Borough Councillor) regarding increased service costs to residents. Noted.
The Clerk would also find out what the annual charge would be for Ellisfield residents if the village were on mains drainage. Action: Clerk

This matter could be mentioned at the Annual Parish Meeting. Noted. Action: Chairman

Broadband: BT's target of 150 pre-registrations had been reached. The service would hopefully be ready for use within three to four months. Noted.

Letter from Mr Foster: The rabbits causing damage to the banks in Church Lane had been attended to by ferreting over two weekends. Noted.

It was agreed that Cllr Mitchell would find out more about the timing and ferocity of the verge cutting at the next Highways meeting. Action: Cllr Mitchell

Cango Bus Services: Cllr Gould had attended a meeting on 15^th March in Alton Community Centre. Cllr Gould would provide a report at the next council meeting. Noted. Action: Cllr Gould

Calor Village of the Year: Since the application form would take a great deal of effort to fill in, it was agreed that the competition would not be entered. Cllr Mitchell noted that the application form did, however, raise some issues that the council may want to discuss in the future. Noted.

Cllr Mitchell informed the council that the number of houses receiving the Hill and Dale magazine (one of the application form's questions) was unknown but that he was in the process of finding out this information. Action: Cllr Mitchell

Swing: The annual Engineers Safety Inspection and Risk Assessment document had been received. This would be copied and circulated to all councillors for discussion at the next meeting. Agreed. Action: Clerk and All Councillors

Volunteer Group: The Volunteer Group had informed the Clerk that they were considering whether to purchase a new wide mower at a cost of approximately £500 including VAT. The Volunteer Group had asked whether the parish council could buy the mower and reclaim the VAT content. If this were possible, then the £750 annual fee that the Council were due to pay the Volunteer Group could be reduced by the VAT exclusive amount (ie. approximately £425). It was agreed that the Clerk would look into the legality of this arrangement. Action: Clerk

Clerks' Training Bursary Scheme: The National Association of Local Councils (NALC) had offered a £100 bursary for Clerk training, provided that it could be matched with £100 from parish council funds. This could be used for AQA training. Noted.

HAPTC: The AGM would be held on Friday, 2^nd July. Noted.

All noted.

5.

To receive a report from the Clerk on Financial Matters.

The Clerk provided a written report (see Appendix 2).
Report noted and approved.

Cheque to sign: £100.50 to HAPTC (affiliation fee of £78, NALC levy of £10 and annual renewal of £12.50 for the Local Council Review publication). Since Cllr Mitchell was the only signatory present the Clerk would contact another councillor to sign the cheque. Action: Clerk

An explanation would be given at the Annual Parish Meeting about the precept along with the Financial Review. Agreed. Action: Chairman

6.

To receive an update on current Planning Applications and to consider any new Planning Applications.

The Clerk provided a written report as follows:

APPLICATION NO

DETAILS

PARISH ACTION

OUTCOME

BDB 57562
Berrydown Farm
Berrydown Lane

Conversion of existing garage and erection of a new detached garage, erection of a single storey in-fill extension and a single storey front extension.

No objection
(at Feb 2, 2004 meeting)

Approved

BDB 57610
3 Park View Cottages
Green Lane

Erection of a side conservatory and single storey in-fill extension.

No objection
(at Feb 2, 2004 meeting)

Approved

BDB 57796
Upper Common Cottage
Green Lane

Erection of a two storey dwelling following the demolition of existing.
(Amendment to BDB 55486)

No objection
(at Mar 8, 2004
meeting)

Approved

BDB 57856 (NEW)
Oakhill
Green Lane

Erection of a two storey side extension, front porch and new pitched roof to existing garage. Door and windows of existing loggia removed and existing dining room enlarged. Creation of pitched roof to existing south dormer to east elevation and creation of dormer and roof light to west elevation.

T266-04 (NEW)
Walled Garden
College Lane

To remove various suppressed, wind blown and poor trees.

BDB 57856: This application had arrived after the 8^th March meeting. Since B&DBC had requested that representations be received by 29^th March, the application was reviewed by Cllr Turner and Cllr Mitchell. They did not identify any matters for objection. Noted.

T266-04: After discussion, it was agreed that the Council had No Objection to this application.

7.

To receive any report and approve any action needed on:

(i)

Highways: Cllr Mitchell reported that he had spoken to Mr Lance about the road closure of Green Lane. It was reported that nothing could be done about the lack of information regarding arrival dates for planned work by road contractors. Noted.

Cllr Mitchell would be attending a Highways meeting on April 6. He would find out whom to contact at B&DBC with regards to traffic calming issues. He would also raise the matter of verge cutting and pot holes. Noted. Action: Cllr Mitchell

Cllr Adams circulated a number of magazine reports about the consequences of speeding and measures to counteract it. The Clerk would give copies to councillors not present at the meeting. It was agreed that all councillors should read these reports. Action: Clerk and All Councillors

(ii)

Health and Safety: Nothing to report.

(iii)

Web Site: Nothing to report.

(iv)

Best Value Review: Nothing to report.

(v)

Land and Property: Nothing to report

(vi)

Burial Ground: Cllr Mitchell had looked through the burial ground regulations with regard to the Right of Internment. The original version and a re-write were available to councillors at the meeting. Noted.

Cllr Mitchell would e-mail all councillors with the most up to date version of the Right of Interment regulations and this would be subject to discussion at a future meeting.
Action: Cllr Mitchell and All Councillors

The Chairman had e-mailed Cllr Cazenove requesting whether burial ground issues relating to the council could be added to her list of Special Interest responsibilities. Cllr Cazenove had accepted the burial ground as a new Special Interest. Noted.

As an area of special Interest, Cllr Cazenove would ensure that discussions regarding the Right of Interment regulations progressed and also would be responsible for leading the Council to a solution in regards to the provision of new grave plots. Noted. Action: Cllr Cazenove

(vii)

Environment: Cllr Guinness was not present at the meeting and so his report on radiation measurement of the Ellisfield Mast and positioning of the new Herriard Mast would be provided at a future meeting. Noted. Action: Cllr Guinness

(viii)

Swing: The bird deterrent string had been repaired by Cllr Gould. Noted.

(ix)

Neighbourhood Watch: Nothing to report.

(x)

Memorial Hall: Cllr Adams provided a written report.

A meeting of the Memorial Hall Committee had been held on 16^th March.

The reported profit from the "Hog the Limelight" evening was £159.60. Although successful, attendance from the village had been poor. It was agreed that, in future, the event would only be held once a year, after Christmas.

The Wine Walk would be held on 18^th June.

Possible dates for the Barbecue and Barn Dance had been agreed. They were 17^th July or 31^st July. Both events would be held at the Memorial Hall.

The possibility of holding a Bingo or Quiz night as a winter event was being considered.

The Memorial Hall AGM would be on 18^th May at 8.30pm. All residents are invited. The AGM would follow the May committee meeting, beginning at 7.30pm.

All Noted.

(xi)

Basingstoke District Association of Parish & Town Councils: The last quarterly meeting had been on Tuesday, 30^th March. Issues of interest were reported as follows.

BDAPTC would write to B&DBC thanking them for the increase in the General Grant.

B&DBC would be asked to treat parish councils in the same way as borough councillors in regards to planning objections. This would mean that an objection by a parish council would go to the Development Committee and not be decided by the Planning Officer.

BDAPTC would create a web site and then create a Bulletin Board so that councillors can debate current issues.

BDAPTC would find out who the association should communicate with in regards to the South East Regional Assembly.

All Noted.

8.

To discuss plans for the Annual Parish Meeting to be held on 23^rd April 2004.

The following have accepted an invitation to speak:

Anna McNair Scott, HCC councillor.

Mark Ruffell, B&DBC councillor.

Judith Carstairs, B&DBC conservation and regeneration officer.

All guests had been asked to speak for about five minutes, followed by a further five minutes in which they would answer audience questions. Residents would be asked if they have specific questions for which a speaker would require advance notice. Agreed.

The following village organisations would be asked to attend and give an overview of their group activities.

Bernard Cazenove, Ellisfield Educational Trust.

Peter Chilton, St Martin's Church.

Edna Chilton, Hill & Dale.

Hilary de Ferranti, Memorial Hall Committee.

Peter Hopwood, Ellisfield Volunteer Group.

Ted Dowson, Horticultural Society.

Doreen Lonergan, Ellisfield Ladies Club.

Jane Evans, Good Companions.

Heather Kippin, Bell Ringers.

The Chairman's Report would be e-mailed to councillors within the next few days. Please would all councillors respond with comments. Action: Chairman and All Councillors

The Agenda would go on the notice boards at least seven working days prior to the meeting. The latest date this could be done would be Tuesday 13^th April. Noted. Action: Clerk

Invitations would be sent out to all residents. Action: Clerk

Last year, invitations had included the Annual Report, a combination of the Chairman's Report and the Finance Report. It was agreed that these reports would be given to residents at the meeting, if not before. Noted. Action: Chairman and Clerk

The Minutes of the last Annual Parish Meeting had been provided by Mrs Chilton. These would be handed out at the forthcoming meeting and be available on the web site. Action: Clerk

Katrina Dalziel would take Minutes of the meeting. If she cannot attend then Mrs Turner had agreed to take the Minutes. Noted.

Cllr Cazenove had offered to buy the food. The Chairman would buy drinks. The costs would be covered by the Chairman's Allowance. Noted. Action: Cllr Cazenove and Chairman

9.

To discuss any matters which the Chairman considers urgent.

The question had been raised as to whether anyone would replace PC Such after his retirement. It was agreed that information was required. Action: Clerk

10.

To decide upon the date of the next Meeting.

Monday 10^th May, 2004. This meeting would also be the Annual General Meeting. Agreed.

The meeting closed at 9.10pm.

Chairman……………………………………………………

date.……….…..……………………………………

There being no members of the public present, there was no Open Forum.