Parish Council Meeting Minutes

Minutes of an Extraordinary Meeting of Ellisfield Parish Council
held in the Memorial Hall on Monday 9^th May 2005 at 7.15 pm

Present

Paul Turner (Chairman)
Caroline Cazenove, Steven Gould and Tim Guinness (Councillors)

In Attendance

Jacqueline Matthews (Clerk)
No members of the public

1. 

Apologies for Absence. None

2. 

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)

This resolution was unnecessary as there were no members of the public in attendance.

3. 

To receive details of those residents who have indicated their interest in being co-opted as Parish Councillors.

Letters expressing interest to be co-opted as parish councillors had been received from Alison Swanston and Rosemary Taplin. After discussion, it was unanimously agreed that these two residents be co-opted.

4. 

To announce the results of the ballot undertaken within Item 3 above.

Clerk announced that Alison Swanston and Rose Taplin had been co-opted as new members of Ellisfield Parish Council.

5. 

Newly co-opted members to sign Declaration of Acceptance of Office.

Alison Swanston and Rosemary Taplin signed their Declarations, which were duly witnessed by Clerk. New Councillors also received copies of Register of Members’ Interests, to be read, signed and returned to Clerk within 3 weeks (30 May 2005). New Councillors also received copies of The Parish Councillors Guide and Good Councillors Guide.

(The meeting closed at 8.09pm.)

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

Minutes of the Annual Meeting of Ellisfield Parish Council
held in the Memorial Hall on Monday 9^th May 2005 at 8.10 pm

Present

Paul Turner (Chairman)
Caroline Cazenove, Steven Gould, Tim Guinness, Alison Swanston and Rose Taplin (Councillors)

In Attendance

Jacqueline Matthews (Clerk)
No members of the public

1. 

To elect a Chairman.

Cllr Turner indicated he would be willing to stand again and was unanimously elected Chairman.

2. 

Chairman to sign Declaration of Acceptance of Office.

Chairman signed the Declaration, which was duly witnessed by Clerk.

3. 

Apologies for Absence. None

4. 

To elect a vice-Chairman.

Cllr Turner nominated Cllr Gould and this nomination was seconded by Cllr Cazenove. Cllr Gould was unanimously elected as vice-Chairman.

5. 

To appoint two delegates to Basingstoke and Deane District Association of Parish and Town Councils (BDAPTC).

It was discussed that as Cllr Turner currently is Chairman of BDAPTC, and therefore attending all meetings, no other parish councillor need be appointed as a delegate to BDAPTC as an additional councillor could always attend a BDAPTC meeting if appropriate.

6. 

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

Cllr Swanston was duly appointed.

7. 

To discuss and allocate Members’ Special Interests.

After discussion, the following Special Interests were allocated:

Highways - Cllr Gould
Web Site - Cllr Turner
Land and Property - Cllr Guinness
Burial Ground - Cllr Cazenove
Environment - Cllr Guinness
Swing - Cllr Gould
Neighbourhood Watch - Cllr Taplin
Memorial Hall - Cllr Swanston
Basingstoke and Deane District Association of Parish & Town Councils - Cllr Turner

(The meeting closed at 8.37pm.)

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

Minutes of a Meeting of Ellisfield Parish Council
held in the Memorial Hall on Monday 9^th May 2005 at 8.37pm

Present

Paul Turner (Chairman)
Caroline Cazenove, Steven Gould, Tim Guinness, Alison Swanston and Rose Taplin (Councillors)

In Attendance

Jacqueline Matthews (Clerk)
No members of the public

1. 

Apologies for Absence. None.

2. 

Minutes of the Meeting held on 4^th April 2005. Agreed and signed as a true record.

3. 

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

4. 

To receive a report and approve any action needed on:

i. 

Highways: Chairman stated that HCC have promised to provide draft layout plans for village gateways on the Axford Road and at the top of Green Lane. Installation promised late Summer.
Action: Clerk (to obtain formal confirmation from HCC)

ii. 

Web Site: Nothing to report.

iii. 

Land and Property: Clerk stated that the new goalposts and nets had been delivered and installed. An application form had been received from Hampshire Playing Fields Association for the parish council to request a £200 grant towards replacement costs. Clerk requested approval to join the Hampshire Playing Fields Association (at a cost of £20 per annum) required in order to apply for the grant. Agreed. Action: Clerk
Clerk also reported damage to new nets, caused by a non-resident. Clerk will ascertain if a repair is possible. Action: Clerk

iv. 

Burial Ground: Clerk reported that Janet Cole’s cremated remains had been added to Grave 116 (which already contained the remains of husband and daughter).

v. 

Environment: Clerk reported that there is still a sewage leak into the Kit Lane right of way from houses (Cooper’s Farm, Fairviews and Hedgerows) in Bell Lane. Clerk was in contact with B&DBC's Environmental Health Department and with the Environment Agency.
The open day at Onyx re-cycling plant at Bushywarren Lane had been confirmed for Saturday 4 June 2005 at 10.30am and 12.30pm. Details to be published in Hill and Dale and posters to be put on village notice-boards. Action: Clerk

vi. 

Swing: Nothing to report.

vii. 

Neighbourhood Watch: Nothing to report.

viii. 

Memorial Hall: Cllr Swanston agreed to attend the AGM of the Memorial Hall Committee.
Action: Cllr Swanston

ix. 

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

5. 

To receive a report from the Clerk on Administration Matters.

Schedule of Incoming Mail: Copies of this schedule had been previously circulated and updated copies were distributed at the meeting. The following items were discussed:

Audit Commission
Notice of The Annual Audit for Year ending 31^st March 2005, to be returned by 30 August 2005.
B&DBC
Review of Double Taxation. Ellisfield records need to be reviewed in relation to costs of maintaining open spaces, bus shelters, allotments, etc. Action: Chairman and Clerk
B&DBC
The Future of Supplementary Planning Guidance. Supplementary Planning Guidance (Village Design Statements) already adopted can be saved but will need to be reviewed as part of the annual monitoring of the new Local Development Framework
Community Action Hampshire
From Mr Gordon Richardson, Rural Housing Officer.
Affordable housing information pack received, together with an example questionnaire (with example covering letter). If acceptable, the letter and questionnaire is to be delivered to all Ellisfield households, with responses being sent in a reply paid envelope directly to Gordon Richardson. This confidential information would provide independent analysis of housing need within the village. (This matter was dealt with under Item 6 below).
Ellisfield Volunteer Group
Amended risk assessment document and confirmation of insurance cover from BTCV, both requested because of the use by volunteers of a new ride-on mower for Lower Common grass cutting.
Hampshire Playing Fields Association
Application for part-grant for replacement goal posts on Lower Common. Application to be submitted by May 26. Action: Clerk
HCC - Keith Pauw
Statistics for Axford Road speed monitoring.
Mr A. Trotter, resident
Copy of letter to B&DBC regarding objection (inappropriate location of proposed dwelling within plot) to recent planning application for The Rest, College Lane.
SLCC/NALC
Updated list of SLCC Advisors. Advisor for our area is Janet Eustace, Carterton Town Council.

6. 

To consider the commissioning of an independent survey of housing need within the village.

Chairman and Clerk outlined a meeting they had with Gordon Richardson, Rural Housing Officer with Community Action Hampshire, on April 15.
The matter of affordable housing was then discussed and the following actions were agreed:
i. Information (including current government policy) should be obtained from all appropriate sources.
ii.  The position of the Parish Council should be of one not having previously been involved with affordable housing.
iii.  Gordon Richardson’s links with Community Action Hampshire should be established.
iv.  Gordon Richardson, or some other independent advisor, to be invited to a closed meeting of the parish council.
v.  Clerk to circulate copies of Gordon Richardson's suggested questionnaire and covering letter.
Action: Clerk

7. 

To receive a report from the Clerk on Financial Matters.

The Clerk provided a written report (see Appendix 1). Report noted and approved.

The following payments were approved and cheques signed:
R. Swanston - Litter Picking for April (£27.30)
R. Avis - Litter Picking for April (£27.30)
Allianz Cornhill - Insurance Premium (£445.30)
Ellisfield Memorial Hall - 2005/6 Parish Council Meetings (£200.00) and Annual Parish Meeting on April 22 (£32.00). Combined cheque of £232.00
Caroline Cazenove - Annual Parish Meeting (food) expenses (£29.63)
Paul Turner - Annual Parish Meeting (wine and photocopying) expenses (£47.69) and Stationary expenses (£47.69). Combined cheque of £111.67
Ellisfield Volunteer Group - Land Maintenance (£850.00)
Stadia Sports - Replacement Goal Post and Nets (£546.50)

Approval was granted for the payment of £20.00 for a year's membership of Hampshire Playing Fields Association. Clerk to prepare paperwork and to get cheque signed by two councillors before the next parish council meeting. Action: Clerk
The 2004/5 Annual Accounts were presented (see Appendix 2) and approved, subject to Treasurer’s formal acceptance. Action: Cllr Gould (Treasurer)
It was agreed that Chairman and Clerk prepare accounts for Annual Audit.  Action: Chairman and Clerk

8. 

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

The Clerk provided a written report as follows:

Application Number
 

Details

Parish Action

Outcome

BDB 60666
The Rest
College Lane

Application for full planning permission for the erection of a 4 bedroom detached house with detached double garage.

BDB 60544
Bell House
Bell Lane

Application for full planning permission for the erection of stables.

BDB 60666: After discussion, it was agreed that the Council had No Objection to this application. However, it was also agreed that B&DBC be requested to ensure that sufficiently dense natural (ie, trees, shrubs, etc.) screening be maintained to the south (bordering the September plot) and to the west (bordering the Highwood House and Cresta Run plots) of the entire The Rest site.
BDB 60544: After discussion, it was agreed that the Council had No Objection to this application.

9. 

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

10. 

To decide upon the date of the next Meeting. Monday, 6 June 2005.

(The meeting closed at 10.10pm.)

Open Forum. No members of the public were present.

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

Payments

Cheque

Statement

Minute

04-Apr-05

HAPTC (Affiliation Fee)

91.00

-

-

-

-

HAPTC (Local Council Review Subscription)

13.00

104.00

436

236

710

04-Apr-05

R. Swanston (Litter Picking – March)

27.30

27.30

435

236

710

04-Apr-05

R. Avis (Litter Picking – March)

27.30

27.30

437

236

710

158.60

158.60

Receipts

Paying In

Statement

11-Apr-05

Mr & Mrs Gray (Lower Allotments)

40.00

40.00

500136

236

30-Apr-05

B&DBC (Parish Precept - First Half)

1,130.00

-

-

-

30-Apr-05

B&DBC (Parish Grant)

1,000.00

2,130.00

BACS

06-May-05

Mr P Neville (Upper Allotments)

12.00

12.00

500137

06-May-05

Spencer & Peyton (Janet Cole interment)

20.00

20.00

500138

2,202.00

2,202.00

Opening Bank Balance

5,463.77

- Payments so far

158.60

+ Receipts so far

2,202.00

Treasurer's Account

7,507.17

+ National Savings Account

3,081.14

= Total Monies

10,588.31

The following payments are due for approval:

Allianz Cornhill Insurance plc (Insurance)

445.30

445.30

438

Ellisfield Memorial Hall (2004/5 Meetings)

200.00

-

-

Ellisfield Memorial Hall (Annual Parish Meeting)

32.00

232.00

439

P. Turner (Annual Parish Meeting wine)

47.69

-

-

P. Turner (Ink Jet Cartridges)

63.98

111.67

440

C. Cazenove (Annual Parish Meeting food)

29.63

29.63

441

R. Swanston (Litter Picking – April)

27.30

27.30

442

R. Avis (Litter Picking – April)

27.30

27.30

443

Ellisfield Volunteer Group (Land Maintenance)

850.00

850.00

444

Stadia Sports International Ltd (Goalposts and nets)

546.50

546.50

445

2004/5

2003/4

Year

Year

PAYMENTS

Administration

  District Audit

120.00

120.00

  Insurance

370.75

337.53

  Clerk (incl. allowances)

1,553.58

522.05

  Admin Assistant

150.00

300.00

  Rent

200.00

212.00

  Equipment

-

25.00

  Stationery

134.02

168.00

  Training & Manuals

114.00

142.00

  Subscriptions & Journal

214.50

138.59

  Mileage, Post & Phone

41.55

76.50

  Miscellaneous

-

-

-----------

-----------

2,898.40

2,041.67

Land Maintenance (Lower Common

  and Gravel Pits)

450.00

450.00

Burial Ground (incl. Land Maintenance)

300.00

435.00

Chairman’s Allowance

129.60

125.04

Street Furniture / Play Equipment

14.15

-

Litter Picking

476.91

600.00

Grants

-

-

Community Development

-

-

Health & Safety

-

210.00

-----------

-----------

     Payments (excluding VAT):

4,269.06

3,861.71

     VAT paid:

45.95

60.90

-----------

-----------

     Payments (including VAT):

4,315.01

3,922.61

RECEIPTS

Allotment Rents

52.00

52.00

General Grant from B&DBC

1,000.00

500.00

Burial Ground Fees

210.00

450.00

Treasurer's Account Interest

-

19.75

Litter Picking Grant

848.64

823.68

Village Design Statement Grant

-

43.47

Village Design Statement Sales

-

100.00

-----------

-----------

2,110.64

1,988.90

Precept

2,260.00

5,838.00

-----------

-----------

     Receipts (excluding VAT refund):

4,370.64

7,826.90

     VAT refund (see Note 1 below):

-

-

-----------

-----------

     Receipts (including VAT refund)

4,370.64

7,826.90

BANK BALANCE

Opening Balance

5,408.14

1,503.85

  less Payments

4,315.01

3,922.61

  plus Receipts

4,370.64

7,826.90

-----------

------------

Closing Balance

5,463.77

5,408.14

INVESTMENT ACCOUNT

Opening Balance

3,081.14

3,081.14

  plus Interest (see Note 2 below)

160.59

-

-----------

-----------

Closing Balance

3,241.73

3,081.14