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Minutes of a Meeting of Ellisfield Parish Council
held in the Memorial Hall on Monday 4th April 2005 at 7.15 pm
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Present
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Paul Turner (Chairman)
Caroline Cazenove, Steven Gould and Tim Guinness (Councillors)
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In Attendance
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Jacqueline Matthews (Clerk)
Pc Andrew Reid (until 8.30pm)
4 members of the public
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1.
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Apologies for Absence. None.
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2.
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RESOLUTION: That this Council resolves to exclude the public from the meeting for the duration of Item 3 below, by reason of the confidential nature of the business to be transacted.
Public Bodies (Admission to Meetings) Act 1960 s1(2)
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This resolution was not put to the councillors (see next Item).
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3.
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To receive details of those residents who have indicated their interest in being co-opted as Parish Councillors.
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Only one resident had shown an interest in becoming a councillor and Chairman had been unable to contact that resident prior to the meeting. Discussion followed about how a full complement of councillors should be achieved. It was agreed that this matter should be resolved at the next meeting. Chairman to pursue above interest and Cllr Guinness to canvas residents of Bell Lane.
Action: Chairman and Cllr Guinness
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4.
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To announce the results of the ballot undertaken within Item 3 above. Not applicable.
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5.
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Minutes of the Meeting held on 7th March 2005. Agreed and signed as a true record.
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6.
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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: Open Forum:
Mr Peter Chilton, Churchwarden of St Martin's Church, accused Chairman of using "bad language and abusive behaviour" in discussions with the Rector (The Rev. Clive Parnell-Hopkinson) and his wife when they met outside the Rectory on Wednesday, March 23, whilst Chairman and Clerk were waiting to speak to a Tree Contractor about the imminent removal of the large old sycamore tree by the roadside in front of the Rectory. Mr Chilton stated that he had not been present at this meeting.
In reply, Chairman refuted the allegation of "abusive behaviour" and stated that he had simply informed the Rev. and his wife that the Parish Council had not received notification about the tree's removal (required because the tree was in the Conservation Area) and that he was waiting to speak to the Contractor about the matter. Chairman stated that during the subsequent conversation with the contractor he might well have used the word "bloody", but that was all.
Mr Chilton also stated that there were "a number of inaccuracies in the following week's Village News article of the Basingstoke Gazette regarding the removal of the tree", this article having been written by Chairman in a private capacity. Mr Chilton was especially annoyed that the article stated that the parish council did not know that this sycamore was to be felled, "because the question of what do with this tree, which was showing signs of splitting near its base, had been discussed many times since October 2004".
In reply, Chairman said that the article did indeed state that the Parish Council knew nothing of the Diocese's intention to fell the tree, because that was the truth. He went on to state that it was only because Mrs Matthews (parish clerk) had walked down Church Lane early on the Wednesday morning and seen the preparations to fell the tree that the Parish Council knew of the matter. Chairman also commented that he was extremely concerned to hear that the Diocese had been discussing the resolution of this problem for six months, especially considering the fact that there appeared to have been a danger of part of the tree falling on the public road.
Clerk then informed those present that there had apparently been discussions between the Diocese, the Tree Contractor and the Senior Tree Officer at B&DBC (David Hill) about this tree. Mr Hill had, subsequent to the tree being felled, written to the Parish Council explaining that B&DBC had not been informed that the tree was being felled and so therefore had been unable to give the Parish Council the statutory Notice of Intent. Mr Hill had also mentioned in his letter that he intended to write to the Diocese complaining about not being sent the required paperwork.
Chairman expressed his concern to Mr Chilton that road closure notices had been erected by the contractor at Green Lane, Furzen Lane and College Lane junctions over a two day period without providing formal notice, also that large pieces of tree trunk had been left in the road overnight without mandatory lighting. He also expressed concern that there were still very large pieces of trunk on the roadside bank, secured just by pegs. Mr Chilton stated that the contractor was returning on Monday, April 18 to complete the work and Chairman replied that he felt that the contractor should be requested to clear the site as soon as possible.
The recent accident in Axford Road was discussed, together with continuing concern about speeding traffic, and questions were asked about progress towards any traffic calming initiatives. Chairman reported that Mr Pauw, of HCC's Traffic Management Department, had come to the village to discuss the matter at 9am on March 23 but, because of the need for Chairman and Clerk to attend to the above mentioned incident outside the Rectory that morning, the meeting had had to be rescheduled to April 15.
PC Reid reported there had been no crime within the parish since the last meeting. He confirmed it has been agreed finally that the Police House at Preston Candover is to be sold and that he had been given a deadline of the end of May to move out. The issue was discussed and Chairman agreed to discuss the matter face-to-face with the Rural Inspector at a scheduled meeting at Cliddesden Village Hall on April 11. Action: Chairman
PC Reid also confirmed that on the night of March 23 the area surrounding the tree felling site in Church Lane had been left without lights and signage and that he had reported this to the police control room who had urgently requested HCC Highways to install emergency lighting.
8.30pm: The council returned to Closed Session.
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7.
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To receive a report and approve any action needed on:
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i.
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Highways: In regards to the proposed traffic management problem on the Axford Road, Chairman recommended that, in line with many other local parishes, the best way forward would be to continue discussion with Mr Pauw, of HCC's Traffic Management Department, towards installing village ‘gateways’ rather than insisting upon a lower speed limit. Agreed. Action: Chairman & Clerk
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ii.
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Web Site: Nothing to report.
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iii.
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Land and Property: Cllr Guinness reported that the Annual B&DBC Telecommunications Liaison Meeting he had attended on January 19 had been unfruitful. Scottish & Southern (who own the Ellisfield mast) did not attend. O2, Vodafone, etc., who were in attendance, only rent space on the mast. The work at the mast site appears to have finished leaving it much improved inside the fence but the surrounding area has not been restored to its original state. It was agreed to request that Scottish & Southern and Herriard Estates arrange some replanting to fill the gaps. Action: Chairman & Clerk
Clerk reported that estimates, all very similar, had been obtained for replacing the Lower Common goalposts. Clerk recommended purchasing the new goalposts and nets from the previous supplier, at a cost of £440 plus carriage plus VAT. No grant was available from B&DBC, however Hampshire Playing Fields Association had said they were likely to be able to fund £200 and a letter had been received from them enabling purchase to proceed without delay, with the grant request being processed in June. It was agreed to go ahead and purchase the replacement goalposts and nets without further delay and to submit the formal grant application to Hampshire Playing Fields Association. Action: Clerk
Cllr Gould & Cllr Turner confirmed that the installation of an extra plank and non-slip surfacing for the footbridge on Lower Common will be done in the early Summer.
Action: Cllr Gould & Cllr Turner
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iv.
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Burial Ground: Clerk reported that following discussions at the last meeting regarding the memorial request received from Alexander and Dry for Brian Bailey, a sample of Blue Pearl Marble had been obtained by Clerk, was approved by Chairman and permission was granted.
Cllr Guinness asked if there was any news regarding the Church’s decision to re-open the churchyard for burials. It was agreed to ask the churchwardens. Action: Cllr Cazenove
Cllr Guinness also asked if the Parish Council had made any progress regarding the purchase of Glebe Land. It was agreed to first discuss this matter with the lease holder. Action: Chairman
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v.
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Environment: Clerk reported that several villagers had reported that there was a sewage leak from houses in Bell Lane (probably Coopers Farm but also Fairviews and/or Hedgerows) into the Kit Lane right of way. This problem had been reported to B&DBC's Environmental Health Department and the Environment Agency during week commencing March 12 but the leak was still apparent and appeared to be getting worse. The matter was discussed and it was agreed that Clerk should write to Mrs Roseveare at Coopers Farm informing her that the Parish Council were aware of the situation, making it clear that it is unacceptable and asking if there is anything the Parish Council can do to help. Action: Clerk
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vi.
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Swing: Cllr Gould reported that anti-pigeon wire had been replaced on the Swing. A Risk Assessment Report had been received from B&DBC. This was discussed and it was agreed that all appropriate action has already been taken to minimise any risk, commensurate with normal village use.
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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: Chairman reported that there had been a committee meeting at which a number of 2005 event dates had been agreed.
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ix.
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Basingstoke District Association of Parish & Town Councils: Chairman reported that the BDAPTC Quarterly Meeting, held on March 14, had been very well attended. Most of the meeting had been devoted to a discussion on the draft South East Plan.
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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 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 60014
Land at The Rest
College Lane
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Reserved matters application for the erection of a replacement dwelling pursuant to outline planning permission BDB/48864.
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No Objection (at Feb 7 Meeting). B&DBC was requested to ensure that the present natural screening around the site be retained.
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Withdrawn.
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BDB 60071
Wyckens
College Lane
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Demolition of existing property and rebuild 1 x 5 bedroom house.
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Objection (at Feb 7 Meeting). Full text was emailed to all Councillors.
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Withdrawn.
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TCA 1842
Ivy Cottage
Bell Lane
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Notice of Intent to Fell Trees.
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Clerk reported that the Parish Council had not been formally informed by B&DBC that BDB 60014 and BDB 60071 applications had been withdrawn.
TCA 1842: After discussion, it was agreed that the Council had No Objection to this application.
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9.
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To receive a report from the Clerk on Administration Matters.
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Allotments: Chairman reported that Chris Allen had been reluctant to allow his equipment to be used to clear the allotments. It was discussed and agreed that other approaches were necessary to prepare the allotments to be let.
Cllr Gould agreed to take responsibility for this project. Action: Cllr Gould
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Planning Training: Clerk attended a Training Session on March 22 at B&DBC offices. It had been useful in understanding that parish councils are essential in being able to provide the planning authority with relevant local information relating to an application. All decisions are based on the adopted Local Plan (currently being updated to be replaced by Local Development Framework) unless material considerations indicate otherwise. Village Design Statements are not part of the local plan but are material considerations (if they have been adopted as "supplementary planning guidance").
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Affordable Housing: Clerk reported that a meeting had been arranged with Gordon Richardson, Rural Housing Enabler for Hampshire Community Action, and a representative from DEFRA on Friday April 15 at 2pm. Cllr Guinness expressed a wish that the Parish Council should proceed with caution and requested a list of names of those who had registered an interest. It was agreed that councillors could have a copy of this list, but that the names are to remain private and confidential. Action: Clerk
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Schedule of Incoming Mail: Copies of this schedule had been circulated previously and updated copies were distributed at the meeting. The following items were discussed:
From BDBC
- Request for re-cycling sacks to be distributed via parish councils. It was decided that this was unfeasible in Ellisfield due to the lack of an office.
- Request for an article about recycling for inclusion in the next Parish Council Newsletter. It was decided that, as recycling is being proposed as the theme for the upcoming Annual Parish Meeting, this would be appropriate.
- Notification of County Council Elections. Notices to be put on all village noticeboards.
Action: Clerk
- Offer from Standards Committee to attend parish council meetings to discuss any issues in connection with the Code of Conduct or standards issues in general. This was discussed and agreed that this would not be required. Action: Clerk
- Confirmation from David Hill, B&DBC Senior Tree Officer, of sequence of events regarding felling of sycamore tree at The Rectory, Church Lane.
From Ellisfield Volunteer Group
- Formal notification of appointment of new chairman, Ted Dowson.
- Schedule of Charges for grass cutting in 2005/6 of £850. This was discussed, including the cost increase of £100 from last year's £750. The group has intimated that no more major capital expenditure is anticipated so charges should decrease in future years. Chairman put forward resolution that Parish Council accepts this quotation from the Ellisfield Volunteer Group, with Terms and Conditions as before. All agreed.
- Copy of BTCV Insurance Certificate to March 2006. Chairman requested a copy of the amended Risk Assessment (in respect of the new ride-on mower) and a copy of BTCV's acceptance of risk for the use of the ride-on mower by volunteers. Action: Clerk
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The following items are outstanding from previous meetings:
Village Signs Review. Action: Cllr Turner and Clerk
Portfolio files. Files currently being reviewed. Action: Chairman and Clerk
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10.
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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:
R. Swanston - Litter Picking for March (£27.30)
R. Avis - Litter Picking for March (£27.30)
HAPTC - Subscriptions (£104.00)
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11.
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To decide upon this Council’s response to the draft South East Plan consultation document.
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This was discussed and it was agreed that Chairman would respond to SEERA on behalf of the Parish Council.
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12.
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To discuss any matters which the Chairman considers urgent.
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The upcoming Annual Parish Meeting was discussed. A recycling theme was suggested by Chairman and this was agreed. A Recycling Officer from B&DBC and a representative from Onyx to be invited. Action: Clerk
Cllr Cazenove agreed to purchase food on behalf of the Council. Action: Cllr Cazenove
Chairman agreed to purchase wine on behalf of the Council. Action: Chairman
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13.
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To decide upon the date of the next Meeting. Monday, 9 May 2005.
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(The meeting closed at 10.00pm.)
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Open Forum. It was commented that the roofs of the two bus shelters needed re-felting. Cllr Gould and Cllr Turner agreed to refurbish the shelters in the Summer.
Action: Cllr Gould & Cllr Turner
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Chairman …………………………………………… Date ……….…..…………
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