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Minutes of a Meeting of Ellisfield Parish Council
held in the Memorial Hall on Monday 4th July 2005 at 7.30 pm
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Present
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Steven Gould (Vice-Chairman)
Caroline Cazenove, 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
PC Andy Reid (until 7.45pm)
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1.
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Apologies for Absence. None.
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2.
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Minutes of the Meeting held on 6 June 2005. 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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4.
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To elect a Chairman.
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It was proposed by Cllr Cazenove that Cllr Guinness be appointed as Chairman and this was seconded by Cllr Swanston. Cllr Guinness was unanimously elected as Chairman.
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5.
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Chairman to sign Declaration of Acceptance of Office.
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Chairman signed the Declaration, which was duly witnessed by Clerk.
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Cllr Guinness took the Chair for the rest of the meeting.
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OPEN FORUM:
PC Reid reported there had been a number of occasions when youngsters from Hatchwarren had visited the village, playing on the Lower Common football pitch and on the third occasion visiting The Fox, after which there was some trouble and the Police were called; the caller had called 999 and the response was slow. PC Reid made the point that if he had been called at home, he would have been able to respond more quickly. He asked that we make it known that he is happy for people to call him at home on such occasions, and it was agreed that this would be printed in next edition of Hill and Dale. In addition to the trouble at The Fox, some house name signs had been removed and they had tried to take the ‘saddle stones’ from Hill Farm. PC Reid suggested the Parish Council might consider displaying signs at Lower Common indicating who is able to use the facilities etc.
Two residents expressed their continuing concerns regarding the proposed development at Wyckens, particularly regarding, the size and height of the proposed house and the proposed new position of the driveway entrance (directly opposite Gravelins).
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6.
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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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BDBC 60544
Bell House
Bell Lane
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Application for erection of stables
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No objections
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Approved with 3 conditions
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BDBC 61044
Blencathra
Green Lane
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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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No objections
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Awaited
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BDB 61136
Wyckens
College Lane
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Application for the erection of a 5 bedroom dwelling with side conservatory, following the demolition of existing dwelling and garage + temporary
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BDB 61210
Northgate Cottage
Northgate Lane
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Application for the erection of a side conservatory following demolition of existing conservatory
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BDB 61136: The plans for Wyckens were considered and it was agreed to write a letter confirming that whilst the new plans were a considerable improvement on the original submission, taking into consideration many of the objections raised, there were still a few aspects giving cause for concern, notably; Entrance/driveway, directly opposite Gravelins, upper storey windows overlooking Gravelins, large, integral garage, not in keeping with village - a separate rustic style suggested, roof still very high. It was agreed that reference be made to relevant guidelines in Village Design Statement. Action: Clerk
BDB 61210: There were no objections.
Under this item, the proposed application for Merritt’s Farm was also discussed. It was agreed that Chairman should speak to local residents and contact John Jervoise to ascertain more precisely his intentions for the barns that are the subject of the planning application. Action: Chairman
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7.
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To sign the 2004/5 Annual Return’s Statement of Assurance.
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Clerk reported that the internal audit had been completed by the Hon. Anthony Cecil. A copy of the Statement of Assurance was provided for each councillor present and the Chairman went through each item. It was agreed unanimously that all eight items had been complied with and so Chairman accordingly signed the Statement of Assurance.
It was noted that the Notice of Appointment of Date For the Exercise of Electors' Rights would be displayed on the Lower Common noticeboard on 6 July, with the 20 working day inspection period being from 21 July to 18 August 2005. The Annual Return would then be posted to the Audit Commission to arrive on or before the designated 30 August return date. Action: Clerk
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8.
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To receive a report and approve any action needed on:
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i.
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Highways:
Clerk reported a recent conversation with Keith Pauw, who reported things are progressing, but slowly. Designs are hand drawn and being transferred to CAD. Still looking for best solution to slow traffic down at Kit Lane end – probably some slight road narrowing. He also reported that he has probably managed to secure funding for the project.
Cycle Route Signs: Clerk reported that an email had been sent to Steve Willoughby at Hampshire CC regarding new Cycle Route signs at bottom of Green Lane. They have said they will investigate whether signs to Basingstoke and Cliddesden can be changed to Route 23 signs.
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ii.
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Web Site:
Clerk reported that someone is still needed to take responsibility for the web site.
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iii.
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Land and Property:
Cllr Gould and Cllr Taplin confirmed that in the Autumn, they would co-ordinate clearing of ground. Water supply and fencing costs to be investigated, Clerk to contact Southern Water and Brian Saunders, BDBC. Action: Clerk
Chairman reported he had made contact with suppliers of replacement noticeboards for College Lane, Ellisfield Green and Gravel Pits and would report findings at next meeting. Action: Chairman
PC Reid’s suggestion for signs at Lower Common was discussed. Clerk to research wording used recreation areas in other villages. Action: Clerk
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iv.
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Burial Ground:
Cllr Cazenove reported there had been two funerals this month; 15 June, Dorothy Appleton and 17 June, Peter Annette.
Permission was given to add an inscription to the existing memorial to Alan and Sarah Cole. New Inscription to read:
JANET COLE
1937- 2005
It was confirmed that permission had been given to Pat Gould for her Father’s cremated remains to be moved to cremated remains section of the burial ground.
It was discussed and agreed that Burial Ground regulations need to be reviewed to clarify the position regarding cremated remains as there is no shortage of space in this section and it would seem important to clarify the position. Clerk suggested a review of charges as the C of E scale of charges is considerably more expensive and St Martin’s graveyard is scheduled to reopen. Action: Cllr Cazenove and Clerk
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v.
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Environment:
Clerk provided an update regarding sewage leak into the Kit Lane right of way from houses (Cooper’s Farm, Fairviews and Hedgerows) in Bell Lane.
Darren Williams has submitted quotes from contractors to BDBC who will liaise with Environment Agency who must approve plans before go-ahead. The soakaway is apparently to be moved closer to houses (away from Kit Lane).
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vi.
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Swing:
Clerk reported a letter had been sent to Mr & Mrs Coleman confirming their concerns about the swing had been addressed.
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vii.
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Neighbourhood Watch:
Cllr Taplin brought along copies of Nigel Wilson’s report form website/Hill and Dale. Nothing further to comment following Open Forum.
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viii.
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Memorial Hall:
Cllr Swanston confirmed date of next meeting, Tuesday 19 July 2005. Cllr Taplin to attend. Action: Cllr Taplin
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ix.
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Basingstoke District Association of Parish & Town Councils:
Cllr Gould and Clerk attended meeting on Monday 13 June 2005. The meeting was well attended and as in previous meetings there was a lively debate on SEERA's Draft South East Plan and its possible effects on Basingstoke, B&DBC's response to SEERA and BDAPTC responses on the Draft South East Plan to both B&DBC and SEERA. The BDAPTC letter was discussed by B&DBC's Environment Overview Committee on March 22 and they recommended to Cabinet that the rural areas to the north-west of the borough and to the south of the M3 be excluded from the Western Corridor & Blackwater Valley sub-regions. Cabinet accepted this recommendation and the Full Council, at their meeting on April 7, agreed their response to SEERA should include this.
Other topics discussed included; The acceptance of Village Design Statements (VDS) as ‘Supplementary Planning Guidance’ whilst this is the case for VDS already accepted, under the Planning Act 2004 it cannot be extended to new VDS, which will be considered only as Supplementary Planning Documents.
It was noted that parish councils can log highways problems such as potholes with HCC Highways via their website www.highwayenquiries.hants.gov.uk/?category=HDEF and this will give an unique reference which can then be used to follow up progress.
There was much discussion about Quality Status for parishes. When asked for a reason why a parish council should apply for Quality Status, Mrs Marriott (HAPTC) stated that as well as being seen to be a "quality council", there were grants available only to those parish councils who have attained Quality Parish Council Status. However, just 9 in Hampshire (out of a total of around 200) have obtained this status. The achievement of this status demands the satisfaction of a number of criteria (the majority of which are met by many parishes) and that the Clerk has appropriate qualifications – AQA Certificate in Local Council Administration. Two Basingstoke parish clerks are "qualified", Mr Darley (Clerk to Tadley, Cliddesden and Ecchinswell, Sydmonton & Bishops Green) and Mrs Cousins (Clerk to St Mary Bourne). Two Basingstoke councils have obtained Quality Status, Tadley and St Mary Bourne. Discussions focused on the length of time it seems to take for Clerks to achieve this qualification. Mrs Marriott said that an experienced parish clerk could complete the AQA Portfolio in around 30 to 40 hours and that this was the average time spent by the Hampshire parish clerks who had already obtained the accreditation. Cllr Widen (St Mary Bourne) said that Mrs Cousins, St Mary Bourne's experienced parish clerk, had indeed spent a lot more than 40 hours preparing her Portfolio. Copy of full minutes available from Clerk on request.
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9.
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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:
British Telecom
Details of their proposals to re-align payphone provision to meet consumer demand.
Their rationalisation proposals for Ellisfield state; We have identified this payphone with very low use that may still be needed by the community. We are, therefore, proposing that should Ofcom’s Review remove the obligation to provide cash payment facility this box should be converted to a cashless payment option as an alternative to removal. I should stress that we are consulting with you on this element but it would only take effect should Ofcom’s review conclude that it was appropriate for boxes not to offer cash payment facilities. There is to be a 42 day consultation period end date 30 August 2005.
The council has been asked to complete and return the form with any comments or objections to these proposals. Action: Clerk
Hampshire Police Authority
Request to assist in the identification of persons who might like to become an independent member of Hampshire Police Authority. Nigel Wilson’s name was suggested – Clerk to liaise. Action: Clerk
HAPTC
Request for Contact details of Chairman; to be sent. Action: 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 May (£27.30)
R. Avis - Litter Picking for May (£27.30)
J. Matthews – Clerks salary and expenses (£656.10)
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11.
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To discuss any matters which the Chairman considers urgent.
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A date was agreed (21 August, 6.30pm @ Widmoor Farm) for Gordon Richardson from Hampshire Community Action to provide a training session for Councillors regarding ‘Affordable Housing’.
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12.
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To decide upon the date of the next Meeting. Monday, 19 September 2005
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The meeting closed at 9.20pm
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Open Forum:
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No further points were raised.
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Chairman …………………………………………… Date ……….…..…………
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Minutes - 4 July 05
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