Parish Council Meeting Minutes

Minutes of a Meeting of Ellisfield Parish Council
held in the Memorial Hall on Monday 6^th December 2004 at 7.30 pm

Present

Paul Turner (Chairman)
Sally Adams, Steven Gould and (from 7.40pm) Tim Guinness (Councillors)

In Attendance

Jacqueline Matthews (Clerk)
4 member of the public

1.

Apologies for Absence. Cllr Caroline Cazenove and Cllr Peter Mitchell.

2.

Minutes of the Meeting held on 6 November 2004. Agreed and signed as a true record.

3.

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

7.33pm: Open Forum: A resident criticised the positioning of the traffic monitoring "tubes" on the Axford Road (installed by Hampshire County Council's (HCC's) Traffic Management Department on December 2). He felt that, by placing them at the village sign on the Herriard side of the road bend, a true reading of actual traffic speeds past the houses which are on the piece of straight road would not be obtained. Chairman responded that HCC's positioning was probably influenced by the fact that the sign would provide a fastening to which the measuring device could be safely secured and that the speed of traffic past the houses could be easily extrapolated from the speeds measured at the sign.
The resident also complained about the timing of the installation because there are currently vans parked on the Axford Road (two houses are having building work done) and they are slowing the traffic down to unusual speeds.
Chairman stated that he would discuss the matter with the Traffic Management Department and also arrange with the resident to view where he thought the monitoring equipment should be placed. Action: Chairman
Another resident commented that the Agenda was not on the Parish Council website. Cllr Turner (as website administrator) apologised for the oversight.
The same resident asked whether Affordable Housing was on the Agenda. Chairman stated that, although mention of Affordable Housing had been made within Ellisfield's Village News section of the previous Friday's Basingstoke Gazette, it was not on this meeting's Agenda. It was agreed to include an article in the upcoming Parish Council Newsletter, to see if there was interest in the subject. Action: Chairman & Clerk
7.50pm: The council returned to Closed Session.

4.

To receive a report and approve any action needed on:

i.  

Highways: Chairman confirmed that traffic monitoring devices on the Axford Road were installed on December 2, one at each village sign, and that they usually remained for 10 to 14 days. Further to discussions during the Open Forum, the chairman confirmed he would review the positioning of devices and would contact the Highways Department to discuss implications. Action: Chairman
Chairman reported that Hampshire County Council (HCC) had started a countywide Review of Speed Management and that a meeting is planned for January with the principal "players" (police, motor and cycling organisations, HAPTC, etc.) being invited. Also, BDAPTC are planning an evening seminar on Traffic Management in February (with both HCC and B&DBC representatives attending).
Clerk reported that Furzen Lane was cleared by David Cox prior to being swept on November 15 by B&DBC. The roadside by the Lower Common noticeboard was also cleared of earth and grass. Within a couple of days the lane itself was covered in mud again, due to a large vehicle which had mounted the verges. It was agreed that the lane should be swept again in Spring and that the Borough Council’s large road sweeping machine should be requested.
Chairman reported that he had discussed the unofficial signs directing vehicles to the Fox Inn with the pub's landlord and confirmed that the Parish Council has no jurisdiction over such signs and that if any resident feels strongly about the matter then s/he should complain directly to HCC Highways Department.
Cllr Gould reported that a tree on Axford Road (opposite Kavandl) appears to be in danger of falling across the road, should there be a heavy fall of snow. He stated that HCC's Highways Department had been informed. Chairman agreed to establish land ownership with Preston Candover parish council and to report concerns. Action: Chairman

ii.   

Web Site: Cllr Turner reported website upkeep took two hours last month and that Longparish Parish Council had won HCC's "Best Council Website" competition, with Fawley Parish Council (last year's winner) coming second.

iii.  

Land and Property: The site visit by councillors and Clerk to the Upper and Lower Allotments on November 28 was discussed. Clerk was asked to verify that the land is registered in the name of the parish and that formal contracts have been drawn up and signed between the council and the current tenants. It was agreed that the south west end of the Upper Allotments be fenced and that the existing fencing around the Lower Allotments be repaired. Action: Clerk
Chairman suggested that investigations should be made to see if there are any grants available to replace the 5-a-side (4 foot high by 8 foot wide) goalposts. This was agreed.
There was a suggestion that a basketball net might be welcomed by village youngsters as it could be used by just one individual. It was agreed that this suggestion be included in the next Newsletter to gauge interest. Action: Chairman & Clerk
Clerk reported that Malcolm Miles, General Secretary of Hampshire Playing Fields Association, had carried out a Disability Assessment of the Lower Common swing and reported that there are no practical changes that can be made at this time to make it more ‘disabled friendly’. However, it was recommended that an extra plank be added to the Lower Common bridge to achieve a minimum width of 1.2 metres and a form of non-slip covering be installed. It was agreed to implement this recommendation. Action: Cllr Gould & Cllr Turner
It was reported that work has started at the mast site to replace fencing and install new kerbstones. Cllr Guinness agreed to visit the site and to report his findings. Action: Cllr Guinness

iv.  

Burial Ground: The site visit by councillors and Clerk to the Burial Ground on November 7 was discussed. It was agreed that, with 19 consecrated and 16 unconsecrated grave plots remaining and a typical annual need for 2 to 3 plots, the requirement for additional space was not considered urgent; especially when there are sufficient plots available for cremated remains. However, it was agreed that it was still appropriate for Chairman to write to Church House in Winchester in regards to the possibility of using part of the Glebe Land opposite as an extension to the burial ground.
Cllr Adams reported that the entry on the plan of the Burial Ground in respect of her parents' grave was inaccurate in that her mother was not cremated. Action: Clerk

v.  

Environment: Nothing to report.

vi.  

Swing: Nothing further to report (see Item 4iii: Land and Property).

vii.  

Neighbourhood Watch: Nothing to report.

viii.  

Memorial Hall: It was reported that both Chairman and Cllr Adams had informed the Secretary of the Memorial Hall Committee that there were inaccuracies of fact in the Draft Minutes of the last Memorial Hall Committee meeting, in regards to Cllr Adams' comments at the meeting about the Village Supper and the availability of grants to Village Halls.
Cllr Adams reported that the Memorial Hall Committee had agreed that, in future, the Village Supper would be a joint Hall and Church event and that it would be called the 'Ellisfield Harvest Supper'. The Christmas Fair took place on November 27 and was a success, although takings were thought to be less than last year. An 'Old Time Music Hall' event is planned for February 26.

ix.  

Basingstoke District Association of Parish & Town Councils: Chairman reported that the next quarterly meeting of BDAPTC was on Tuesday evening, December 14.

5.

To discuss and agree the 2005/6 Budget and to set the Precept for 2005/6.

Chairman presented a draft budget, which was fully discussed. The 2005/6 Budget was agreed (see Appendix 1) and, by using existing funds, it was agreed to set the 2005/6 Precept at £2,260, unchanged from the previous year.

6.

To sign the Precept Demand and Basingstoke & Deane Borough Council's Application for Limited Grant.

The two forms (Precept Demand and Application for Limited Grant) were completed and signed by Chairman, two Councillors and the Clerk. These forms are to be sent to B&DBC. Action: Clerk

7.

To receive a report from the Clerk on Administration Matters.

The Clerk reported as follows:

Schedule of Incoming Mail: Copies of this schedule had been circulated with the Agenda and updated copies were distributed at the meeting. The following items were discussed:
From Basingstoke Rape & Sexual Abuse Crisis Centre
The request for a donation was discussed and it was decided against.
It was agreed that a system for considering all such requests should be set up for the next financial year. Action: Chairman & Clerk
From B&DBC
Draft version of M3 Route Management Strategy (issued by the Highways Agency). B&DBC plans to submit a collective response and are seeking Parish Council views. A copy of the Full Strategy Document & Questionnaire are available at www.highways.gov.uk/m3rms. Each household in the borough will receive a questionnaire.
From B&DBC
B&DBC have asked if there is a need for a specific page on the B&DBC website to offer Parish Clerks and Councils an additional line of communication and a place where items of mutual interest could be made available. It was agreed that these features would be best achieved through the new BDAPTC website. Action: Clerk
From B&DBC
Reminder of closing date of January 17 for Environment & Regeneration Grant applications. This was discussed and it was agreed that Chairman and Clerk should establish what other councils may have requested. Action: Chairman & Clerk
From B&DBC
Confirmation that B&DBC's Telecoms Liaison (Roll-Out) Meeting will be held on January 19 (letter to follow with full details). Cllr Guinness agreed to attend. Action: Cllr Guinness
From Mr Simon Frisby
Mr Frisby wrote, asking if his ashes could be interred into his father’s grave, together with stone slab & suitable inscription. (Cllr Guinness declared a personal interest that Mr Frisby is his step brother; he signed the Declaration of Interests book, but was not required to leave the room.) Mr Frisby's letter was discussed and it was agreed that Clerk write to Mr Frisby informing him that a decision could only be made at the relevant time, but that the Burial Board would certainly look upon such a request sympathetically. Action: Clerk

Data Protection Act 1998: This was discussed and it was agreed that registration is essential. Councillors approved the payment of the £35 annual fee and the completed Application Form was signed by Clerk.

Campaign to Protect Rural England: This was discussed and it was agreed that, as the £25pa cost of membership had been included in the 2005/6 budget, membership should be considered at the April 2005 meeting. Action: Clerk

Parish Council Newsletter: It was agreed that Chairman produce a Draft and to email it to all councillors. Action: Chairman

Litter Picking: It was reported that Mark Woodgate had resigned. It was agreed that the vacancy be advertised in the next Newsletter. Action: Chairman

Reprint of the Conservation Area Appraisal: The latest quotation was discussed. This was £4.52 per copy (it was originally expected to be below £3) and that this cost did not include a map of the area. Chairman agreed to get a quotation for an A3 map and to bring the existing booklet and map to the next meeting for discussion. Action: Chairman

Parish Liaison Meeting: Clerk's written report was distributed to all councillors. The highlights were the provision of legal advice from B&DBC, the decision to exclude parish council chairmen from future liaison meetings but to still invite the BDAPTC chairman as an observer, a presentation by B&DBC's Customer Services Team, an announcement of the appointment a new Head of Development Control and an update of the South East Plan (it was emphasised that the Basingstoke, Bracknell & Reading triangle has been designated for significant growth, with between 25,500 and 32,000 new houses over the next five years).

The following items are outstanding from previous meetings:
Letter to Moundsmere Estates, regarding emergency tree work. Action: Chairman
Village Signs Review. Action: Cllr Turner and Clerk
Portfolio files. Files currently being reviewed. Action: Chairman and Clerk

8.

To receive a report from the Clerk on Financial Matters.

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

The following payments were approved and cheques signed:
R. Swanston - Litter Picking for November and December (£54.60)
J. Matthews - Clerk salary and expenses (£651.63)
Information Commission - Data protection notification/registration (£35.00)

9.

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

Clerk provided a written report as follows:

Application Number

Details

Parish Action

Outcome

BDB 59394
Northgate Cottage
Northgate Lane

Erection of replacement porch and single storey side extension

No objection (at Oct
11 meeting)

Approved.

Montrose Cottage, College Lane: Notification of tree felling within Conservation area. Details had been emailed to all councillors and, as no objections had been received, a No Objection notice was sent to B&DBC on December 1.

10.

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

11.

To decide upon the date of the next Meeting. Monday, 7 February 2005. Agreed.

The meeting closed at 9.59 pm

Open Forum. There was no Open Forum as no residents were present at the end of the meeting.

Chairman …………………………………………… Date ……….…..…………