Parish Council Meeting Minutes

Minutes of the Annual Meeting of Ellisfield Parish Council
held in the Memorial Hall on Monday 10^th May 2004 at 7.30 pm

Present

Paul Turner (Chairman and Clerk),
Sally Adams, Peter Mitchell, Tim Guinness, Steven Gould (Councillors)

In attendance

Katrina Dalziel (Administrative Assistant)
Mark Ruffell (Basingstoke & Deane Borough Councillor)

1.

To elect a Chairman.

Proposed by Cllr Guinness and seconded by Cllr Mitchell, Cllr Paul Turner was unanimously re-elected as Chairman.

2.

Chairman to sign Declaration of Acceptance of Office.  This was done.

3.

Apologies for Absence.  Caroline Cazenove.

4.

To elect a vice-Chairman.

Proposed by Cllr Mitchell and seconded by Cllr Adams, Cllr Steven Gould was unanimously elected as vice-Chairman.

5.

To appoint two delegates to Basingstoke District Association of Parish Councils.

Cllr Turner expressed his wish to remain a delegate. Proposed by Cllr Mitchell and seconded by Cllr Guinness, Cllr Paul Turner and Cllr Sally Adams were appointed as representatives.

6.

To appoint a Member to serve as Trustee on Ellisfield Memorial Hall Committee.

Cllr Adams informed the council that she would like to continue as trustee. Proposed by Cllr Gould and seconded by Cllr Guinness, Cllr Sally Adams was re-appointed as trustee on the Memorial Hall Committee.

7.

To discuss and allocate Members' Special Interests.

All councillors agreed to continue with their Special Interest areas. The Clerk would go through the property file with Cllr Guinness.  Action: Clerk and Cllr Guinness

Special Interest areas therefore remain as follows;

Highways - Cllr Mitchell; Health and Safety - Cllr Turner; Web Site - Cllr Turner;

Best Value Review - Cllr Turner; Land and Property - Cllr Guinness;

Burial Ground - Cllr Cazenove; Environment - Cllr Gould;

Swing - Cllr Gould; Neighbourhood Watch - Cllr Cazenove

Memorial Hall - Cllr Adams;

Basingstoke District Association of Parish and Town Councils - Cllr Turner and Cllr Adams

The meeting closed at 7.40pm.

Chairman…..………………………………………………..

Date………….……………………………………

Minutes of a Meeting of Ellisfield Parish Council
held in the Memorial Hall on Monday 10th May 2004 at 7.40 pm

Present

Paul Turner (Chairman and Clerk),
Sally Adams, Tim Guinness, Steven Gould (Councillors)

Peter Mitchell (Councillor) until 9.45pm

In attendance

Katrina Dalziel (Administrative Assistant)
Mark Ruffell (Basingstoke & Deane Borough Councillor) until 8.20pm

1.

Apologies for Absence.  Cllr Caroline Cazenove.

2.

Minutes of the Meeting held on 5th April 2004.  Agreed and signed as a true record.

3.

Matters Arising from the Minutes (for which no relevant Agenda Item is listed below).

Feedback from residents attending the Annual Parish Meeting suggested that it had gone well and the Chairman was thanked for his involvement. Noted.

4.

To receive a report from the Clerk on Administration Matters.

The Clerk reported as follows:

Email Forwarding: Emails sent to all the new ellisfield.gov.uk addresses were not being redirected by the B&DBC server. B&DBC had upgraded their server and software and this was causing the problem. Noted.

The most serious result of the fault had been non-delivery of an email sent to the Chairman at chairman@ellisfield.gov.uk from the borough councillor Mark Ruffell, informing us that he could not attend the Annual Parish Meeting. Since the e-mail had not been received, Mr Ruffell had remained on the Agenda to speak. Noted.

B&DBC are working on the redirection problem. In the meantime, the clerk@ellisfield.gov.uk and webadmin@ellisfield.gov.uk email addresses still work. Noted.

7.50pm: At this point the meeting went into Open Session.

Borough councillor Mark Ruffell read out a report (see Appendix 1), prepared for the Annual Parish Meeting which he had been unable to attend.

There were a number of questions from the councillors and some concern regarding the implementation, by parish councils, of the 2004 Disability Act.

Mr Ruffell would contact Cllr Guinness if he heard any intelligence about the new Herriard mast. He would also find out about the deadline for letters of objection.

It was agreed that, in future, as well as sending council minutes to B&DBC's parish council liaison officer, a copy would also be sent to Mr Ruffell.

8.20pm: The Chairman thanked Mark Ruffell for attending the meeting. The council then returned to Closed Session.

B&DBC Environment and Regeneration Grant:    A copy of the application form for the 2004/5 grant scheme had been given to councillors at the last meeting.

Cllr Cazenove had suggested that the renovation of the pond on private land opposite Hill Farm Cottage may be a potential project. Since applications would need to be completed by 14^th May it was agreed that more time was needed and that an application would not be sent this year.

Peter Chilton of the PCC would be informed that this grant was available.  Action: Clerk

Quality Council Status (QCS):    As agreed at the last meeting, the March 8 minutes were sent to B&DBC. The April 5 minutes and the 2003/4 Chairman's Report will be sent to B&DBC's parish council liaison officer, Mark Ruffell (borough councillor) and Anna McNair Scott (county councillor). Noted.  The QCS application form would be discussed at a future meeting. Agreed.

Welcome Letter to New Residents:    An example letter was provided. There was some discussion as to whether it would be useful to also provide printouts of some of the village web pages. It was agreed that a printout of the village homepage would be included with the welcome letter and that the text would be amended accordingly. This would provide a more visual introduction to our community. Noted.

Ellisfield Map:    The current hand drawn map of Ellisfield showing all houses is being updated for council use. When completed, it would be necessary to decide if the map should be given to new residents. Noted.

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

Broadband:    BT had announced a "Ready for Service" date of 18^th August 2004 for the Herriard exchange. Installation of broadband would commence in early September for Ellisfield. Noted.

Swing:    The annual Engineers Safety Inspection and Risk Assessment document had been copied and circulated to all councillors. A "Disability Discrimination Act Assessment" addendum to the document was handed out to councillors at the meeting. Cllr Mitchell raised concerns regarding the swing disability assessment, which suggested that costly changes may be needed, resulting in the possibility that the swing might have to be removed. Noted.

All councillors were asked to look at the Disability Discrimination Act Assessment document for discussion at a future meeting. Agreed.  Action: All Councillors

It was agreed that the Clerk would investigate what the legal requirements would be for the parish council in relation to the Disability Discrimination Act.  Action: Clerk

Volunteer Group:    Customs & Excise had accepted that the council could purchase a lawnmower and then reclaim the VAT. It would also be acceptable for the Volunteer Group to fund the VAT exclusive amount. However, the mower would need to be purchased and paid for by the council and for ownership to remain with the council. With regards to insurance, it would also be necessary to take possession as a council and then ask someone in the village to look after the mower. Noted.

It was agreed that the Clerk would contact the Volunteer Group to find out whether this offer was acceptable. If the Volunteer Group were prepared to proceed then the Clerk would write to Customs & Excise for confirmation of the legality of the proposed action.  Action: Clerk

Conservation Area Appraisal:    The latest version of this document had been presented at the Annual Parish Meeting. Reprints of the document would be £2.81 each, plus VAT, if applicable. However, there is a minimum order of 50. Noted.

It was agreed that a formal order form would be included in the next village Newsletter explaining that the Appraisal was available for purchase, subject to demand, and that the cost of a copy would be £3 each. Action: Clerk

Consultation Documents:    Three documents had been received from B&DBC:
1.Draft Supplementary Planning Guidance on Sustainable Design and Construction
2.Local Plan Review - Public Consultation on Pre-Enquiry Changes
3.The South East Plan
From the South East Regional Authority (SERA) a document entitled Proposed Changes to the Draft Regional Transport Strategy had also been received.

Cllr Guinness agreed to look at the Draft Supplementary Planning Guidance. Action: Cllr Guinness

All noted.

5.

To discuss the appointment of a Remunerated Clerk or Deputy Clerk.

(It was agreed that this item, which was Item 6 on the Agenda, be discussed after Item 4.)

After discussion, the following actions were agreed upon:
The job vacancy of Deputy Clerk, with a view to becoming Clerk, would be advertised.

The advertisement would state which job was available, the hours of work and general information about the duties required. The advertisement would be e-mailed to all councillors for agreement.
Action: Chairman

Details of the vacancy would then be posted on all the village noticeboards, printed in the Hill & Dale and given to all residents in a leaflet drop. Agreed.  Action: All Councillors

Two residents had shown an interest in the position of Clerk. It was agreed that the Chairman would ask their permission to disclose their names to the council.  Action: Chairman

(9.35pm: At this point, Cllr Mitchell proceeded with the Highways report (Item 8i) and then left the Meeting to attend a pre-arranged appointment)

6.

To receive a report from the Clerk on Financial Matters.

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

The Clerk presented the final version of the 2003/4 Accounts (see Appendix 3) to the Council. The Accounts were approved as presented and released for checking by the Internal Auditor.

The Internal Auditor would have to sign off the accounts by 25^th June in time for the Annual Return to be with the District Auditor by the 16^th August. This is because the public notice of the 20 day "availability of inspection" period needs to have been displayed at least 14 days earlier. Noted.

Litter Grant:   The Litter Grant from B&DBC had increased from £823.68pa to £848.64pa (payable as £212.16 per quarter). This equates to £5.44ph.
The two Ellisfield litter pickers are currently paid £300pa each for working 78 hours a year (1.5 hours per week). This equates to £3.846ph.

One litter picker has been employed since February 2000 and was 18 on January 27. The national minimum wage for 18 to 21 year olds is £3.80ph (rising to £4.10 from October).
The other litter picker has been employed since August 2002 and was 16 on March 5. From October, there will be a national minimum wage for 16 and 17 year olds of £3.00ph.
The national minimum wage for adults aged 22 and over is £4.50ph (£4.85ph from October).

It was agreed that the Clerk would review the salary of the two litter pickers and report back to the council at the next meeting.  Action: Clerk

Insurance:    This year's renewal (as from June 1) is £370.75 (inclusive of insurance premium tax). This is an increase of 9.8% over last year's cost of £337.53. Noted.

The following Payments were approved and cheques signed:

Mrs Chilton - six copies of the "Good Councillors Guide" booklet (£12.00).
Allianz Cornhill - insurance policy renewal from June 1 (£370.75).
Ellisfield Memorial Hall - 2004/5 parish council meetings (£200) and the April 23 Annual
   Parish Meeting (£32) (Total of £232.00).
P. Turner - Clerk's expenses (£50.88).
C. Cazenove - supply of food at the Annual Parish Meeting (£52.72).
S. Duncan - litter picking in April and May (£50.00).
M. Woodgate - litter picking in April and May (£50).
K. Dalziel - salary for April to June (£75).

7.

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 57856
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.

No objection
(Ratified at April 5 meeting)

Approved by B&DBC

T266-04
Walled Garden
College Lane

To remove various suppressed,
wind blown and poor trees.

No objection
(at April 5 meeting)

Approved by B&DBC

BDB 57796 (NEW)
Upper Common Cottage
Green Lane

Temporary siting of a mobile home.

BDB 58276 (NEW but
amendment to 57562)
Berrydown Farm
Berrydown Lane
Moundsmere

Conversion of existing garage to living accommodation and erection of new attached garage. Erection of a single in-fill extension, a single storey front extension and construction of a first floor including raising the roof.

BDB 58346 (NEW)
Brocas
The Green

Erection of a first floor side extension and associated works.

BDB 57796: After discussion, it was agreed that the Council had No Objection to this application.
BDB 58276: After discussion, it was agreed that the Council had No Objection to this application.
BDB 58346: After discussion, it was agreed that the Council had No Objection to this application.

8.

To receive any report and approve any action needed on:

(i)

Highways:    (This item was taken immediately after Item 5 because Cllr Mitchell had to leave early).
Cllr Mitchell had written to the Highways department asking for motion flashing signs as a deterrent for speeding. He had been informed that a full reply would be sent to him as soon as possible. Noted.

Seamus Foster would be undertaking an important verges assessment to send to the Highways department. Noted.

It had been reported that the Green Lane repairs would probably happen within the next three weeks. Nearer the time, Mr Lance from Highways intended to do a leaflet drop to those affected. Noted.

Cllr Mitchell asked if anyone knew whether we had provided any information for the "Three Castles Walk" map. The Clerk reported that when the booklet and map had been created the council had been involved. Noted.

Cllr Gould had attended a meeting on 15^th March regarding Cango Bus Services, which was intended to operate in a different way from the normal bus service. It had been reported that Cango buses would not be available for some time. Noted.

(ii)

Health and Safety:    Nothing to report.

(iii)

Web Site:    A "What's New" page had been added, accessible via the universal page banner. This new page would be updated whenever a major structural change to the website was undertaken. The e-mail update service would no longer be provided. Noted.

(iv)

Best Value Review:    Nothing to report.

(v)

Land and Property:    Nothing to report.

(vi)

Burial Ground:    Part of the churchyard may be released for new burial plots. Noted.

Cllr Mitchell was waiting for comments from other councillors on the re-write of the burial ground regulations with regard to the Right of Interment. Noted.  Action: All Councillors

(vii)

Environment:    Cllr Guinness had yet to receive a reply regarding radiation measurement of the Ellisfield Mast and positioning of the new Herriard Mast. Noted.

A number of overhanging and leaning trees had been identified in Green Lane and on the Axford Road. Cllr Gould would ring BT to inform them where tree trimming would be necessary in the village.  Action: Cllr Gould

The Clerk would try and find out who owned certain areas of land in order that they could be contacted in future regarding problem trees.  Action: Clerk

(viii)

Swing:    B&DBC's risk assessment had been received and discussed within Item 4 above. Noted.

(ix)

Neighbourhood Watch:     Cllr Cazenove was not present at the meeting therefore any reports would be provided at a future meeting. Noted.

(x)

Memorial Hall:     Cllr Adams reported that 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. Noted.

(xi)

Basingstoke District Association of Parish & Town Councils:    Nothing to report.

9.

To discuss any matters which the Chairman considers urgent.  None.

10.

To decide upon the date of the next Meeting.  Monday 7^th June, 2004. Agreed.

The meeting closed at 10.10pm.

Chairman……………………………………………………

Date.……….…..……………………………………

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