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Minutes of a Meeting of Ellisfield Parish Council
held in the Memorial Hall on Monday 11th October 2004 at 7.30 pm
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Present
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Paul Turner (Chairman)
Sally Adams, Steven Gould, Tim Guinness and Peter Mitchell (Councillors)
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In Attendance
Jacqueline Matthews (Clerk)
PC Andrew Reid (until 7.59pm)
4 members of the public
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1.
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Apologies for Absence. Cllr Caroline Cazenove.
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2.
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Minutes of the Meeting held on August 9 2004. Agreed and signed as a true record.
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3.
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Matters Arising from the Minutes (for which no relevant Agenda Item is listed below). None.
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7.40pm: At this point the meeting went into Open Session. The Chairman explained that it had been agreed at the August meeting to have, for a trial period of three months, an Open Forum at this point in the Agenda, as well as one at the end of the meeting. He explained that this would enable any points raised by residents to be considered by councillors at relevant points later in the meeting.
The Chairman then introduced PC Reid to the councillors and the residents present, explaining he had come along in response to residents' concern about traffic on the Axford Road. PC Reid reported that, with the section of road in question being subject only to the national limit of 60mph and having had no reported accidents, the police were unable to do very much as their role is primarily one of law enforcement and the law is not being broken. He mentioned that he had heard that there might be a Government report coming out soon in regards to a proposed 30mph limit within villages and he promised to keep the parish council informed.
7.46pm: Open Forum. Axford Road residents expressed concern about volume, speed and size of traffic, the lack of a speed limit or footpath and the dangers of walking along the road or pulling out of driveways. It was generally felt that this situation was "an accident waiting to happen". The matter was fully discussed with a range of suggestions put forward. These included (a) widening the road to provide for a footpath on the north side, (b) borrowing a speed gun to check actual speeds, (c) approaching Hampshire County Council (HCC), Basingstoke & Deane Borough Council (B&DBC) and the Slower Speeds Initiative to ask if they had equipment that would measure speed and volume of traffic and (d) residents conducting a survey of traffic.
Action: Chairman (to approach HCC and B&DBC)
Action: Cllr Adams (to approach the Slower Speeds Initiative)
Action: Cllr Mitchell (to make a proposal regarding residents performing a traffic appraisal)
PC Reid was asked if there had been any crime reported within Ellisfield in the last three months and he replied that there had been none, apart from the questioning of men suspected of hare coursing.
7.59pm: The Chairman thanked PC Reid for attending the meeting. The council then returned to Closed Session.
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4.
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To receive a report and approve any action needed on:
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i.
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Highways: Cllr Mitchell had provided a copy of the latest letter sent to Mr Pauw, Environment Department, Hampshire County Council (HCC) regarding the speeding on the Axford Road. Only "holding replies" have been received to both this and previous letters. This was discussed and it was agreed that this was not satisfactory and that a letter should be written by the Clerk to Mr Pauw, asking who should be contacted in order to escalate the matter to the attention of someone who could respond. Action Clerk
Cllr Mitchell then expanded upon his thoughts in regards to residents conducting a survey of the traffic on the Axford Road. It was agreed that we would wait to see if measuring equipment could be obtained.
It was mentioned that a large farm vehicle had recently got stuck in College Lane and that the Christmas tree lorries would soon be in Ellisfield. Noted.
It was mentioned that a resident had complained about an unofficial sign at the junction of the A339 and Busheywarren Lane, directing vehicles to the Fox Inn. The Chairman agreed to mention this to the Fox Inn's landlord. Action: Chairman
The Clerk reported that Mr Wetherall of HCC's Highways Department would be visiting Ellisfield on the day after the meeting, in order to meet the Clerk and the Chairman and to be given a tour of Ellisfield. Noted.
Cllr Adams asked when the contents of portfolios would be transferred to Councillors with special interests, such as Highways. The chairman replied that all original documents must remain with the Clerk but that Councillors will receive copies of relevant documents, hopefully within the three month target for completing the transfer of all files to the Clerk. Action: Chairman and Clerk
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ii.
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Web Site: Cllr Turner reminded councillors that Ellisfield's website had been entered into the HCC "Best Website" competition and reported that contact had been made by one of the judges who was testing the speed of response to an anonymous emailed question sent to the webmaster.
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iii.
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Land and Property: Quotes for replacing goalposts and/or nets were presented to the meeting. These were discussed and it was agreed to first consult those who actually play football on Lower Common about their preferences. Action: Cllr Gould and Cllr Turner
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iv.
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Burial Ground: Cllr Turner reported that he was able to intercept an oversized memorial about to be installed in the cremated remains section of the Burial Ground. The stonemason had made the mistake and the correctly sized memorial was installed a few days later.
The letter to Church House in Winchester regarding the possible use of Glebe land as an extension to the Burial Ground remains outstanding. Action: Chairman and Clerk
It was mentioned that the Regulations had not been rewritten, as discussed at previous meetings. Action: Chairman, Cllr Mitchell and Clerk
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v.
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Environment: Nothing to report.
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vi.
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Swing: Cllr Mitchell expressed concern about the lack of a notice informing users of the swing and the football goalposts that they do so at their own risk. This matter was discussed and it was agreed that insurance cover should be checked and that advice should be sought from B&DBC in regard to the wording of any notices erected in their play areas. Action: Clerk
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vii.
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Neighbourhood Watch: Nothing to report.
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viii.
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Memorial Hall: Cllr Adams provided a report of the September 21 Memorial Hall Committee meeting. The village barbecue, with Scottish reel dancing afterwards, was a great success and raised £352. The following dates were confirmed: Village Supper on October 16, Christmas Bazaar on November 27 and Hog the Limelight's Old Time Musical Hall on February 28.
There was some discussion about why there are two separate ‘Harvest’ events, the Village Supper and a Harvest Lunch at the Fox Inn. It was agreed that Cllr Adams should raise this matter at the next Memorial Hall Committee meeting on November 2. Action: Cllr Adams
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ix.
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Basingstoke District Association of Parish & Town Councils: Cllr Turner confirmed that he had been appointed as Chairman of this Association at their AGM on September 28. He also mentioned that a new Vice Chairman had been appointed.
Cllr Mitchell asked for clarification of the role of BDAPTC. Cllr Turner explained that it was one of seven district associations within Hampshire, each providing local forums for those parish councils affiliated to HAPTC.
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5.
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To receive a report from the Clerk on Administration Matters.
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The Clerk reported as follows:
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Schedule of Incoming Mail: As discussed at the previous meeting, a schedule had been prepared throughout the month of all mail received. Copies were circulated with minutes and updated copies distributed at the meeting. All items listed were brought to the meeting to be available for Councillors' inspection. Items the Chairman and Clerk considered worthy of discussion were highlighted in bold print but the Chairman stressed that any document not highlighted would be discussed if requested. Items discussed were as follows:
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From HAPTC:
a. Invitation for two delegates from Ellisfield to the Annual General Meeting on October 16. Action: Cllr Turner to attend
b. Consultation document from the Countryside Agency "Prospectus: Quality Parishes Investment Fund (Dec 2004 to March 2005)". A total grant of £300,000 is being offered only to the 70-odd parishes who have attained Quality Status to "help and encourage them to take a leading role in the locality by helping them to exploit their new Quality status by investing in and delivering more for their communities". Cllr Turner commented that this was an obvious attempt to persuade parish councils to apply for Quality Status. Noted.
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From B&DBC:
a. Transport Strategy for Basingstoke & Deane (comments required by October 29). This was handed to Cllr Mitchell who agreed to review it and provide a response to councillors. Action: Cllr Mitchell
b. Minutes from Parish Liaison Meeting held September 1. It was noted that the Parish Grant, increased this year from £500 to £1,000, would be linked to inflation. It was also noted that the proposed Planning Training for Parishes will not now happen until 2005 but that B&DBC will consider ad hoc training sessions. The chairman asked if we should consult neighbouring parishes to arrange a joint training session and it was agreed that we should not.
c. Consultation on Basingstoke Town Centre Car Parking Strategy (comments to Transport Strategy Team at Civic Offices by November 4). This was handed to Cllr Adams who agreed to review it and provide a response to councillors. Action: Cllr Adams
d. Mayor’s Invitation to attend the annual Remembrance Day Service and Parade on Sunday, November 14. No councillor wished to attend.
e. Environment and Regeneration Grant, Guidance Notes for Applications (closing date of January 17 for the 2005/2006 year). It was agreed that councillors should give this some thought so that any proposals can be discussed at the next meeting to enable an application to be prepared and submitted within the timescale. Action: All councillors
f. A request for the details of Parish Councillors to be displayed on the B&DBC website. This was discussed and it was agreed that we should not agree to this as the contact details of all parish councillors were published within the Ellisfield website. It was agreed that the Clerk write to B&DBC informing them of this decision and asking them to publish the address of the relevant web page (which is www.ellisfield.gov.uk/council/councillors&clerk). Action: Clerk
g. A request from Martin Ridgeway for feedback regarding the focus of the post of Parish Liaison Officer. Separate responses have been requested from Parish Councils and from Clerks. It was agreed that the Chairman would respond on behalf of the council and that the Clerk could respond as she wished. Action: Chairman and Clerk
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From HCC:
a. A letter advising changes to the Cango Bus Service (sent to all persons registered with Cango but not to parish councils). Preston Candover is no longer a timed stop and the only stop in Arlesford is now the Broadway. Noted.
b. A letter asking if we would be interested in sending anyone to attend a Climate Change Seminar for Policy & Decision Makers (to be held on November 4 at HCC Offices). No councillor expressed an interest in attending.
Society of Local Council Clerks' AGM on Monday, September 20: Attended by Cllr Turner and the Clerk as part of induction training.
Fly tipping noticed on Sunday, October 10: This consisted of three containers (at Dopers Copse, on the road to Cliddesden) suspected of containing used motor oil. Reported to B&DBC on Monday morning, October 11 by the Chairman and removed on Tuesday, October 12.
Ian Wetherall, HCC Highways Department: As mentioned in the Highways report, Mr Wetherall has agreed to meet with the Chairman and the Clerk on October 12 to survey village roads. He has also agreed to attend the next Parish Council meeting. The Clerk is to formally request this visit. Action: Clerk
Onyx site: Cllr Turner confirmed that tree screening would be planted when the site building work had finished, around Easter 2005. At that time, all traffic would use the original entrance and the temporary entrance would be re-planted with hedgerow trees.
Cycle Route: Cllr Turner reported that he had informed HCC of the two rest stops available in Green Lane (Lower Common and Gravel Pits) and of the Fox Inn.
Suppliers of Goalposts and Netting: This matter was dealt with under Land and Property above.
Specification of Swing: A resident had expressed concern that adults had been using the infant swing. A full specification had been obtained from the manufacturers who confirmed that both swings take adult weight.
Legality of signing the Notification of Burial document and Ellisfield's Register of Burials, when the actual burial had not been witnessed by the Clerk: This query has been addressed to HAPTC via email. Awaiting response.
Schedule of Parish Council Meetings: This was discussed and it was agreed that dates should be set for meetings throughout the year. It was agreed that all future meetings will take place on the first Monday of every month, except for January and August, and that if the first Monday was a Bank Holiday, the meeting would take place of the second Monday.
The following items are outstanding from previous meetings:
a. Letter to Moundsmere Estates, regarding emergency tree work. Action: Chairman
b. Ongoing investigation of legal requirements of the Disability Discrimination Act. Action: Clerk and Chairman
c. Conservation Area Appraisal Reprint. This was discussed and it was agreed that Cllr Turner ask B&DBC if an A4 or A3 insert map could be produced. Action: Cllr Turner
d. Village Signs Review. This is still ongoing because of damage to the digital camera. Action: Cllr Turner and Clerk
e. Letter from Chairman to Church House, Winchester regarding Glebe land. Action: Chairman
f. Councillors visit to the Burial Ground. It was agreed that this would take place at 3pm on Sunday, November 7. Action: All councillors and Clerk
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6.
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To receive a report from the Clerk on Financial Matters.
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The Clerk provided a written report (see Appendix 1). Report noted and approved.
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The Clerk reported that the Treasurer, Cllr Gould, had checked all Payments and Receipts (dated from April 1 to September 30) with the originating paperwork, cheque book stubs, paying-in book stubs, Bank Statements and Parish Council Minutes and had found everything to be satisfactory. Noted.
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The following payments were approved and cheques signed:
M. Woodgate - Litter Picking for September (£27.30)
R. Swanston - Litter Picking for September (£27.30)
J. Matthews - Clerk's Hours, Allowances and Expenses for August and September (£343.70)
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RESOLUTION: That Cllr Turner be appointed to the post of Deputy Clerk, with immediate effect.
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This matter was discussed and it was agreed that as there had been no precedent for a Deputy Clerk in the past there was no need to appoint one now.
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8.
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To receive an update on current Planning Applications and to consider any new Planning Applications.
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The Clerk provided a written report as follows:
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Application Number
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Details
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Parish Action
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Outcome
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BDB 59239
Brocas
The Green
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Amendment to previously granted listed building consent to alter the sash windows to the south elevation.
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No objection (at Sept 6 meeting)
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Approved by B&DBC, subject to restrictions
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BDB 59394 (NEW)
Northgate Cottage,
Northgate Lane
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Erection of replacement porch and single storey side extension.
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BDB 59394: After discussion, it was agreed that the Council had No Objection to this application.
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9.
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To discuss any matters which the Chairman considers urgent. None.
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10.
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To decide upon the date of the next Meeting. Monday, November 1. Agreed.
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The meeting closed at 10.07pm
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Open Forum. Points raised were:
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Health and Safety issues in regards to the Swing and the Goalposts (discussed in the Highway's section) and the covering of the wooden bridge at Lower Common with chicken wire. It was agreed that Cllr Turner and Cllr Gould investigate coverings. Action: Cllr Turner and Cllr Gould
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Chairman……………………………………………………
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Date.……….…..……………………………………
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Minutes - 11 Oct 04
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