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Minutes of a Meeting of Ellisfield Parish Council
held in the Memorial Hall on Monday 1st November 2004 at 7.30 pm
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Present
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Paul Turner (Chairman)
Sally Adams, Caroline Cazenove, Tim Guinness and Peter Mitchell (Councillors)
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In Attendance
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Jacqueline Matthews (Clerk)
Peter Eade and Ian Wetherall from HCC Highways Department (until 8.20pm)
1 member of the public
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1.
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Apologies for Absence. Cllr Steven Gould.
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2.
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Minutes of the Meeting held on 11 October 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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7.33pm: At this point the meeting went into Open Session and the Chairman welcomed Mr Peter Eade and Mr Ian Wetherall, of Hampshire County Council's Highways Department in Basingstoke, to the meeting. Mr Eade then provided a summary of his department's duties and responsibilities and this presentation was followed by a number of questions from councillors. This interesting and informative session ended with Mr Eade offering his help in finding the right person to talk to within HCC if we ever had difficulties in this regard.
8.20pm: The Chairman thanked Mr Eade and Mr Wetherall 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 nothing further to report concerning highways. Cllr Turner confirmed that PC Read had recommended councillors read the Department for Transport’s Traffic Advisory Leaflet 1/04 which had been emailed to all councillors. Cllr Turner also reported that he had spoken to Mr Pauw (HCC Traffic Management Team) who confirmed that equipment for measuring flow and speed of traffic had been booked but that an installation date had not yet been fixed.
Cllr Adams provided information from the Slower Speeds Initiative regarding hire and/or purchase of traffic speed measuring equipment and of how to set up a ‘Community Speed Watch'.
Cllr Adams also provided information on the B&DBC Parking Strategy 2004. It appears that there is a proposal to limit the number of off-road parking spaces in outlying car parks in favour of maximising usage of Festival Place car parks.
It was again mentioned that there are several unofficial signs directing vehicles to the Fox Inn. The Chairman agreed to mention this to the Fox Inn's landlord. Action: Chairman
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ii.
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Web Site: Cllr Turner reported that there had been no further news about Ellisfield's entry in the HCC "Best Website" competition. It was mentioned that the website upkeep takes approximately five hours work per month.
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iii.
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Land and Property: There were further discussions about replacing goalposts and/or nets on Lower Common and it was reported that some young residents who use these facilities had been consulted and recognised that full-size goal posts are not a realistic option and seemed content that the existing goals are standard regulation 5-a-side size (4 foot high by 8 foot wide). It was agreed to consult the remaining youngsters who play football on Lower Common before making a decision. Action: Cllr Gould and Cllr Turner
It was discussed that a non-slip covering is needed for the bridge on Lower Common, suppliers to be sourced. Action: Cllr Gould and Cllr Turner
Notices on Lower Common concerning the use of the swings and goalposts was discussed. The Clerk reported that the Insurers had stated (a) that there is full public liability insurance for the equipment and (b) that they preferred not having notices erected as this can have the effect of encouraging claims. It was agreed to obtain confirmation from the Insurers in writing and also to contact B&DBC to confirm their position. Action: Clerk
Cllr Turner confirmed that he and the Clerk had met Linda Ellis from B&DBC's Cleansing Department with regard to sweeping Furzen Lane. Miss Ellis considers it impossible for a large sweeper to pass along the lane but is happy to send a small sweeper; unfortunately the small sweeper is only able to clear the edges of the road and cannot sweep the centre. Cllr Turner suggested that a group of Volunteers may be able to clear the centre in advance of the small sweeper coming. Action: Cllr Turner
A provisional date of 15 November for sweeping the edges has been agreed with Miss Ellis. Noted.
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iv.
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Burial Ground: Councillors were reminded that a visit to the Burial Ground has been arranged for Sunday, November 7. The time was rescheduled to 3.30pm. Cllr Turner confirmed it would be more appropriate to delay writing the letter to Church House in Winchester regarding the possible use of Glebe land as an extension to the Burial Ground until after this visit. Agreed.
It was agreed that the visit would provide a good opportunity to review the Burial Ground Regulations. Councillors to be sent copies of existing and recommended re-draft prior to the visit. Action: Clerk
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v.
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Environment: Nothing to report.
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vi.
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Swing: Dealt within Land and Property above.
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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: The next meeting to be held November 2. It was agreed that Cllr Adams raise the matter of the two separate ‘Harvest’ events and to make the point that two separate events may not be as successful as one combined event. Action: Cllr Adams
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ix.
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Basingstoke District Association of Parish & Town Councils: Cllr Turner reported that there was nothing of note to report from the AGM other than considerable discussions about the grants available for parishes with Quality Parish Status.
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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: Copies of this schedule had been circulated with the minutes and updated copies were distributed at the meeting. The following items were discussed:
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From B&DBC:
Removal of one dying sycamore tree in Bell Lane, opposite Merritt’s Farm (in Conservation Area). To be removed for safety reasons. Duty to plant replacement tree waived as there is already a young established oak tree in the grass verge adjacent to the dying sycamore that will make an ideal replacement.
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From HAPTC:
Response to question regarding clerk’s presence at interment. Their response was that there is no need for the Clerk to be present.
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From Lasham Gliding Society.
Invitation to Open Evening on 20/11/04. Clerk to attend. Action: Clerk
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From Rev Paul Gibson.
Invitation to attend Ecumenical Service to mark World AIDS Day, Sunday 5th December 2004 in Southampton. No councillors wished to attend.
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From The Countryside Agency.
Copy of Conclusive Map of Registered Common Land & Open Country. There does not appear to be any common land registered as such in the village. This was discussed and it was agreed that it should be clarified what land might be eligible for registration. Action: Cllr Guinness and Clerk
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From Simon Preedy, Basingstoke Mast Campaigner
Notification of forthcoming Liaison Meeting (date not yet confirmed) regarding the number of mast required to support 3G (Third Generation Network) in urban and rural areas. It was discussed and agreed that it was important for someone to attend and that confirmation of the date should be sought. Action: Clerk
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Onyx site: Cllr Turner confirmed that tree screening would be planted when the site building work had finished, around Easter 2005.
Suppliers of Goalposts and Netting: This matter was dealt with under Land and Property above.
Data Protection Act 1998: It was discussed and agreed that registration is essential. Councillors agreed to the payment of £35 annual fee. Action: Chairman and Clerk (to complete registration)
Environment & Regeneration Grant: No proposals put forward at the meeting. Cllr Adams was asked to raise the matter of grants at the upcoming Memorial Hall Meeting as it was felt improved heating may attract more users to the hall (eg, Mums and Toddlers, Yoga, etc.). Action: Cllr Adams
Campaign to Protect Rural England: Cllr Mitchell asked whether there would be any benefit if the village joined this organisation that is currently lobbying and campaigning on a number of road safety issues. It was discussed and agreed that further information should be brought to the next meeting in regards to a trial membership of 1 year (£25 per annum). Action: Clerk
Newsletter: The need for a newsletter was discussed and agreed that this should be delayed until December when details of the precept could be included.
Hantsdoc: A resident had complained that Hantsdoc did not know where Ellisfield was. The clerk reported that she had checked and, although Hantsdoc were aware of Ellisfield's location, they would appreciate being provided with a map showing house names. Agreed. Action: Clerk
Investigation of legal requirements of the Disability Discrimination Act: Progress discussed. HAPTC response was to contact Hampshire Playing Fields Association for advice. We are awaiting a response from B&DBC's Property Manager. Our insurance company confirm that we are covered but ask that we don't put up any notices (see Lower Common item above). Action: Clerk
Litter Picking: Both the Clerk and the Chairman recommended that only the stretches of road between the village signs at the bottom of the village should be "patrolled" because of the danger from speeding traffic. The road between (a) Copper Beeches and Kit Lane and (b) Green Lane and Berrydown Farm should therefore no longer be on the southern route. This matter was discussed and approved. Action: Clerk (to inform Litter Picker)
To be reviewed during the summer months, with a possibility of a village ‘tidy-up’ day.
Budget and Precept: To be discussed and agreed at December meeting. All documentation to be sent to councillors prior to meeting. Action: Clerk and Chairman
The following items are outstanding from previous meetings:
a. Letter to Moundsmere Estates, regarding emergency tree work. Action: Chairman
b. Reprint of the Conservation Area Appraisal Reprint. Action: Cllr Turner
c. Village Signs Review. Action: Cllr Turner and Clerk
d. Letter from Chairman to Church House, Winchester regarding Glebe land. Action: Chairman
e. Councillors visit to the Burial Ground at 3.30pm on Sunday, November 7. Action: All councillors and Clerk
f. Portfolio files. Files currently being reviewed.. Action: Chairman 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 following payments were approved and cheques signed:
M. Woodgate - Litter Picking for October (£27.30)
R. Swanston - Litter Picking for October (£27.30)
Audit Commission - 2003/4 Audit (£141.00)
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7.
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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 59394
Northgate Cottage,
Northgate Lane
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Erection of replacement porch and single storey side extension.
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No objection (at Oct 11 meeting)
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8.
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To discuss any matters which the Chairman considers urgent.
Cllr Mitchell announced his intention to resign (see note below). The chairman told him that his experience had been invaluable to him, he thanked him for his work since elected and said that he would be missed - a sentiment that was unanimously endorsed by all councillors present.
Cllr Turner reminded the council that the three month trial of creating a second Open Forum after Item 3 on the agenda had run its course and asked if this should continue. Agreed.
Cllr Guinness asked for a formal thank you to be recorded in the minutes for Katrina Dalziel’s services during the past year as Administrative Assistant to the Council. Unanimously agreed.
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9.
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To decide upon the date of the next Meeting. Monday, 6 December 2004. Agreed.
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The meeting closed at 10.25pm
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Open Forum. There were no members of the public present.
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NOTE: After the meeting, and prior to the Chairman receiving Cllr Mitchell's written notice, this matter was discussed and Cllr Mitchell decided to withdraw his intention to resign.
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Chairman ……………………………………… Date .……….…..……………
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