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Minutes of a Meeting of Ellisfield Parish Council
held in the Memorial Hall on Monday 6th June 2005 at 7.30 pm
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Present
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Steven Gould (Vice-Chairman)
Tim Guinness, Alison Swanston and Rose Taplin (Councillors)
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In Attendance
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Jacqueline Matthews (Clerk)
2 members of the public
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1.
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Apologies for Absence. Caroline Cazenove.
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2.
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Minutes of the Meetings held on 5 May 2005.
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Extraordinary meeting minutes agreed and signed as a true record.
Annual meeting minutes agreed and signed as a true record.
Council meeting minutes 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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Open Forum:
There was some discussion about ‘Village Gateways’ as part of the traffic calming plans for the Axford Road. Clerk confirmed discussions with Keith Pauw, HCC, who would finalise plans and bring them to a future meeting.
Concern was expressed about the continuing problem of effluent leaking into Kit Lane. Clerk reported that Darren Williams of Hedgerows was liaising with the Environment Agency and B&DBC towards finding a permanent solution.
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4.
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To elect a Chairman.
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It was agreed that Steven Gould would continue to chair the meeting and that councillors would give the matter further consideration before the next meeting.
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5.
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Chairman to sign Declaration of Acceptance of Office. Not applicable.
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6.
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To receive a report and approve any action needed on:
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i.
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Highways:
Councillors discussed the email received from Keith Pauw (HCC Highways) regarding traffic calming measures for the Axford Road in which he confirmed that most of the ideas for the project were in place but not yet on plan and that resolving the issue of eastern approach speeds needed a bit more thought (speed reduction without incurring more risk of collisions). He also asked councillors to discuss whether they would be willing to contribute to the cost of works under the Parish Partnership Programme. It was agreed that once full plans were available for consideration by councillors and residents, the matter of funding would be discussed. Action: Clerk
The new blue cycle route signs were discussed, notably those at the bottom of Green Lane directing cyclists to Basingstoke and Cliddesden by name rather than merely indicating Route 23; it had been suggested that this might cause an increase in cars driving through the village. It was agreed to write to HCC expressing concern and requesting these signs to be replaced by Route 23 signs as on other parts of the route. Action: Clerk
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ii.
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Web Site:
The need to find someone else to take responsibility for the website was discussed, suggestions to be followed up. Action: Clerk
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iii.
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Land and Property:
It was reported that there had been some minor damage to the ride-on mower caused by hitting the goal post sockets on Lower Common. The damage was not major and no significant repairs were necessary.
The condition of the aluminium noticeboards was discussed. Cllr Guinness to investigate cost of replacement. Action: Cllr Guinness
The progress of the Allotment project was discussed. It was agreed that Brian Saunders of B&DBC should be contacted again to establish costs for clearing and fencing and any grants available. It was also agreed to explore possibilities of finding local volunteers to undertake this work. Action: Cllrs Gould & Taplin and Clerk
Contact should also be made with South East Water regarding water supply. Action: Clerk
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iv.
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Burial Ground: Nothing to report.
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v.
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Environment:
Clerk reported the open day at Onyx re-cycling plant at Bushywarren Lane Saturday 4 June 2005 had been a success and 30 people attended the first tour and 4 the second tour, mainly Ellisfield residents, plus some from Upton Grey, Herriard and Cliddesden. Most residents seemed to find the visit both interesting & informative.
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vi.
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Swing:
Letter from a resident regarding concerns about the use of the swing on Lower Common was discussed. Cllr Gould reported that he had checked the swing and tightened the bolts, which had loosened slightly, caused by a combination of wood shrinking in dry weather and increased use. He also reported that he had moved the bin further away from houses. Clerk to reply to letter. 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 Swanston was unable to attend the AGM of the Memorial Hall Committee, however the following was noted; Peter Chilton has resigned as secretary, replaced by Jane Evans, Barbeque to go ahead on 24 July and Sue Self to set-up a steering committee for the Christmas Fayre.
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ix.
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Basingstoke District Association of Parish & Town Councils:
Cllr Gould was appointed to represent Ellisfield at these meetings.
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7.
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To receive a report from the Clerk on Administration Matters.
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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:
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From Mrs P. Gould
Request for her father’s cremated remains to be transferred from Norfolk, where there is no remaining close family, to Ellisfield Burial Ground. Precedent to be established. Action: Clerk
From HCC
Invitation to Service of Thanksgiving and Winchester Cathedral Wednesday 6 July. No councillor able to attend. Action: Clerk
Email from John Jervois regarding proposed planning application at Merritt’s Farm
Discussed and Cllr Guinness agreed to speak to immediate neighbours. Action: Cllr Guinness
Clerk to respond to email, confirming councillors would discuss at next meeting. Action: Clerk
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The following items remain outstanding from previous meetings:
Lower Common Bridge; widening and non-slip surfacing. Action: Cllrs Gould and Taplin
Re-felting bus shelter roofs Action: Cllr Gould
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8.
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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 May (£27.30)
R. Avis - Litter Picking for May (£27.30)
Clerk reported that the 2004/5 Annual Accounts presented at last meeting had been checked and formally accepted by Treasurer.
Clerk reported work had started on preparation of accounts for Annual Audit. Anthony Cecil to be asked to carry out internal audit. Documentation needs to be complete and ready for approval at July meeting in order to meet end August deadline. Action: Clerk
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9.
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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 60666
The Rest
College Lane
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Application for full planning permission for the erection of a 4 bedroom detached house with detached double garage.
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No objection; request for screening to be maintained on North and West boundaries
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Approval granted subject to 13 conditions
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BDB 61044
Blencathra
The Green
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Application for the removal of condition 1 of planning permission BDB 48053 – to allow an extension of the time limit for the commencement of works.
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BDB 61044: After discussion, it was agreed that the council had no objection to this application.
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10.
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To discuss any matters which the Chairman considers urgent.
Cllr Guinness proposed a resolution to record thanks to Paul Turner, outgoing Chairman, as follows: ‘The Ellisfield Parish Council noted with sadness the decision made by Paul Turner, Chairman, to retire from the Council. The Council wished to record in their formal records their appreciation for his contribution, particularly over the last two years, in which he had, with great energy and enthusiasm steered the Parish Council as Chairman.’ A letter of thanks to be sent to Paul Turner confirming this. Action: Clerk
The matter of Affordable Housing was discussed and it was agreed that more background information is required before proceeding further with the project and that guidance should be sought from Basingstoke and Deane, Hampshire Community Action and other Housing Associations. Action: Clerk
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11.
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To decide upon the date of the next Meeting. Monday, 4 July 2005.
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(The meeting closed at 9.12pm)
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Open Forum.
There was further discussion about the traffic calming plans for the Axford Road, particularly in relation to the suggestion from HCC that the parish should make a contribution, making the point that a recent accident would have incurred high costs, associated with the number of emergency vehicles that attended the incident; traffic calming measures would actually save the County money.
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Chairman …………………………………………… Date ……….…..…………
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Minutes - 6 June 05
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