Parish Council Meeting Minutes

Minutes of an Extraordinary Meeting of Ellisfield Parish Council held

in the Ellisfield Memorial Hall on Monday 19 September 2005 at 7.15pm

Present

Tim Guinness (Chairman)
Caroline Cazenove, Alison Swanston and Rose Taplin (Councillors)

In Attendance

Jacqueline Matthews (Clerk)
No members of the public

1.

Apologies for Absence. Steven Gould (training course)

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 a Parish Councillor. Existing councillors to then conduct a ballot for the vacancy, such ballot to be conducted according to the advice received from Basingstoke & Deane Borough Council's Electoral Services Department.

Chairman reported that Peter Hopwood had written indicating willingness to be co-opted as Parish Councillor. It was discussed and unanimously agreed that Peter Hopwood be co-opted with immediate effect.

4.

To announce the result of the discussions undertaken within Item 3 above

It was announced that Peter Hopwood be co-opted as a new member of Ellisfield Parish Council

5.

Newly co-opted member to sign Declaration of Acceptance of Office

Peter Hopwood signed the Declaration, which was duly witnessed by Clerk, he also received a copy of The Parish Councillors Guide, Good Councillors Guide and Register of Members’ Interests, to be read, signed and returned to Clerk within 3 weeks (10 October 2005).

The meeting closed at 7.25pm.

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

Minutes of a Meeting of Ellisfield Parish Council  held

in the Ellisfield Memorial Hall on Monday 19 September 2005 at 7.15pm

Present

Tim Guinness (Chairman)
Caroline Cazenove, Peter Hopwood, Alison Swanston and Rose Taplin (Councillors)

In Attendance

Jacqueline Matthews (Clerk)

PC Andrew Reid

Keith Pauw, Highways Department, Hampshire County Council

14 members of the public

1.

Apologies for Absence. Cllr Gould`

2.

Minutes of the Meeting held on 04 July 2005. Agreed and signed as a true record.

3.

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

Open Forum:

PC Reid reported there had been no crime in the village for the past two months, although the Police had been called out to alarms one occasion in July and again once in August. There was also a silent 999 call in September. The case in July, involving 2 youths from Basingstoke shooting wildlife with an airgun, has been passed to the Crown Prosecution Service and a decision is awaited whether this will go to court. PC Reid reported that overall, this year, across the beat, crime is down from 75 incidents to 61.

PC Reid also reported the Police House and Office at Preston Candover are to close on Friday 23 September 2005, when he and his family will move to a house in Herriard, on the A339. PC Reid stated that this had been arranged thanks to many people, particularly the Divisional Commander, Chief Superintendent Paul Netherton. There will also be an office at the house in Herriard; address and full contact details will be circulated when available and should be published in Hill and Dale.

Finally PC Reid advised the meeting that the Hampshire Police Authority are holding a public meeting about Rural Policing at The Wheatsheaf Hotel on Monday 03 October 2005 from 2.00 – 5.00 pm.

The Chairman introduced Keith Pauw from Hampshire County Council, Highways Department and set the scene for the need for traffic calming measures by explaining that in recent months there had been a number of incidents, including; a car careering off the road, John Gould’s dog being killed by a hit and run driver and the village litter-picker having to jump into the hedgerow to avoid fast moving traffic.

Mr Pauw explained that the proposals would address these issues, but that there were no claims that they would have a phenomenal effect, but aimed to slow down the traffic by making drivers more aware that they are driving through a village where people live. With the aid of plans and photographs of other schemes, Mr Pauw explained the proposals included the following measures;

• To remove the centre white line on the roads, except on bends and through junctions where they must stay.

• To narrow the lane with solid white lines that would be dashed across driveways, giving the illusion that the road is narrower and emphasising entrances to houses.

• Visual Gateways to be constructed close to the existing village signs with red pads on the road and raised earth mounds to further emphasise that the driver is entering a village.

• The plans also included a Gateway at the top of the village near Northgate Farm.

The proposals were discussed and a number of points raised, including;

The planning application at Merritt’s Farm was also discussed during the Open Forum and several residents made their views known about the proposed change of use from B1 to B8 and the anticipated increase in traffic levels in Bell Lane and surrounding roads. The alternative uses of the site were discussed and it was agreed that housing was probably the best option followed by offices and preferably not storage.

The Chairman explained Basingstoke and Deane have so far received 23 objections to the Merritt’s farm planning application and that the Parish Council would be writing to support the residents’ objections whilst recognising the need for change. Action: Chairman

Finally there was some concerned raised about the numbers of cars that gather on dark evening at the bend in Bushywarren Lane. It was agreed to mention this to PC Reid. Action: Clerk

8.20pm: The Council returned to closed session

4.

To receive a report and approve any action needed on:

i.

Highways:

The Chairman asked Cllr Hopwood if he would be willing to take on responsibility for the Highways portfolio and to work with Mr Pauw to take the Axford Road project forward. Cllr Hopwood agreed to do this.

The Chairman explained that he had spoken to Seamus Foster of Northgate Farm about the need for a Gateway sign at the top of the village and he had expressed the view that speeding traffic was not a major concern in Northgate Lane. It was agreed that Mr Pauw should be asked to concentrate his efforts on the Axford Road and to see what he could do with the £4,000 in his budget for this project, starting with the white lining. The possibility of obtaining a grant from elsewhere for the Gateways was discussed, particularly if a competition proved popular and costs escalated.

The Clerk explained that an email was sent to Chris Gregory @ Hampshire CC, who consulted about Cycle route earlier in the year ring again, regarding changing the blue Cycle Route signs at the bottom of Green Lane need changing. Chris Gregory is no longer working on this project and Chris Thomas is now dealing with this – no response despite several emails: It was agreed that this matter should be pursued as the signs indicating a route to Cliddesden and Basingstoke were both unsightly and likely to encourage car drivers through the village. Action: Clerk

ii.

Web Site:

The Clerk reported that Paul Turner had formally requested that he would like someone else to take responsibility for the website and that Mark Thomas from Bell Lodge was willing to do so. The Chairman expressed thanks to Paul Turner for managing the website so well in recent years. The Chairman, Clerk and Mark Thomas to attend training session with Paul Turner to ensure website can continue efficiently. Action Chairman and Clerk

iii.

Land and Property:

The Clerk reported that a cheque for £225.00 had been received from The Hampshire Playing Fields Association towards the cost of replacing goal posts on Lower Common.

South East Water have sent a form to be completed in order to request a search for existing pipes and a new water connection for the Allotments. Action Clerk

It was confirmed that Cllr Gould and Cllr Taplin had agreed to co-ordinate clearing of allotments when ground cover dies down, involving residents who are interested in taking an allotment.

Brian Saunders BDBC allotment advisor has said estimates should be sent to him for clearing/fencing costs and he will ascertain if there are any grants available to cover costs.

Action: Cllrs Gould and Taplin and Clerk

The Chairman reported he had identified a local supplier for new village noticeboards and will bring costs etc to next meeting. Action: Chairman

Cllr Gould, although not at the meeting, had submitted a report to say that a new railway sleeper had been obtained to widen the bridge at Lower Common and would be installed soon. Also a new roof is needed for the lower bus shelter and Steve Brabbin had been asked to provide a quotation.

iv.

Burial Ground:

Clerk reported a memorial request had been received from Spencer & Peyton for Thomas Dunn Elms. The size was within guidelines and the inscription approved by councillors.

Cllr Cazenove reported that the Burial Ground regulations had been reviewed, particularly the position regarding cremated remains, as there is no shortage of space in this section. Recommendations also made for increased charges, in line with other burial grounds and the Diocese of Winchester. Copies of the recommendations were given to all councillors to consider and discuss at next meeting. Action: All

Cllr Hopwood reported on behalf of the Ellisfield Volunteer Group that the seat in the Burial Ground, having been repaired in previous years, now needed replacing. It was discussed and agreed that one of the two seats at The Gravel Pits, may be moved to the Burial Ground, checking sensitivity relating to donation of seats and commemorative plaques. Action Cllr Cazenove and Cllr Hopwood

v.

Environment:

The Clerk reported the latest situation regarding the sewage leak into the Kit Lane right of way from houses (Cooper’s Farm, Fairviews and Hedgerows) in Bell Lane. A contractor has been appointed (KLG) and soil samples have been taken to establish the suitability of the land for a soakaway. If these are ok, it only remains for the Environment Agency to give permission for discharge and then they can go-ahead. The soakaway to be moved a little closer to houses (away from Kit Lane).

David Denham (EHO) has said that they have received further complaints and that they are going to serve notice that the work must be completed within 2 months or BDBC will carry out the work and charge 3 houses; this will be an expensive option.

vi.

Swing:

Cllr Gould submitted a report saying the swing had been checked in line with Health and Safety requirements and that pigeon wire had been replaced.

vii.

Neighbourhood Watch: Nothing to add to PC Reid’s report

viii.

Memorial Hall

Cllr Swanston reported the village barbeque in July was well attended and rain stopped just in time.

Date of Next Meeting, 29 November 2005, although meetings are being held to make preparations for the Christmas Fair which is to be held on 19 November 2005.

ix.

Basingstoke District Association of Parish & Town Councils:

In Cllr Gould’s absence, the Clerk reported that the next meeting will be held in Committee Room 1 at B&DBC's Deanes Building on Thursday, September 29, starts 7.30pm. The agenda has been circulated and the Vice Chairman, Martin Slatford, has said that Maria Miller, Basingstoke's new MP, has accepted an invitation to speak early on in the meeting and it would be to the Association's advantage to have all councils represented. I therefore urge you to ensure that at least one of your councillors will be there. Cllr Hopwood and Taplin to attend. Clerk to forward copies of agenda and previous minutes to Councillors. Action: Clerk, Cllr Hopwood and Cllr Taplin

5.

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

BDBC 61044

Blencathra

Green Lane

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.

No objections

Approval

BDB 61136

Wyckens

College Lane

Application for the erection of a 5 bedroom dwelling with side conservatory, following the demolition of existing dwelling and garage

Letter of concern sent to Planning Department requesting Planning Committee visit the site

Approval

BDB 61210

Northgate Cottage

Northgate Lane

Application for the erection of a side conservatory following demolition of existing conservatory

No objection

Approval

TCA 61399

Notice of Intent to fell 1 Willow tree at Guillemott Cottage, College Lane

No objections (during summer break, consulted via email)

No objection valid for 2 years from July 2005

TCA 1947

Orchard House

Church Lane

Notice of intent to cut back branches of beech tree overhanging garage and outbuildings. Also Sycamore tree to be topped or felled

No objections (during summer break, consulted via email)

BDB 61655

Sylvan Lea

Green Lane

Erection of side conservatory

BDB 61551

Merritt’s Farm

Bell Lane

Change of Use from Class B1 offices, research & development and light industrial use to Class B8 wholesale warehouse, distribution centres and repository use

BDB 61655: After discussion, it was agreed that the Council had No Objection to this application.

BDB 61551: Clerk reported that BDBC Planning Dept had received 23 objections so far and were still awaiting responses from the Environmental Health Department and Mark Ruffell, Borough Councillor. Also, Neville Wilson, who monitors planning applications in this area on behalf of CPRE, had said he would gladly write to BDBC if the Parish Council would like him to object to the Merritt’s Farm Planning Application. With reference to objections raised by residents during the Open Forum and copies of letters of objection received by the Chairman, it was discussed and agreed that the Council would write in support of these objections, notably that residents concerns focus on the unsuitability of Bell Lane for increased levels of traffic, whether in number of movements or in size of vehicle, likely to be generated by warehouse, distribution and repository use. It was discussed and agreed that any change of use would preferably be conversion to residential use as the preferred solution; with office use next and storage a distant third.

9.

To receive a report from the Clerk on Administration Matters.

The Notice of Appointment of Date For the Exercise of Electors' Rights was 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 was then posted to the Audit Commission to arrive on or before the designated 30 August return date. No response received yet.

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:

B&DBC

• Notification that planning application decision notices sent to Parish Councils will now be accompanied by a précis of the Officers report. It was discussed and agreed that this was a useful progression.
• Pride of Place Initiative (POPI) Details of scheme and how small grants (up to £10k) and Large grants (Up to £20k) are administered. It was discussed and agreed Clerk should investigate if this could be a source of funding appropriate to pay for current projects, e.g. replacing noticeboards, allotments etc. Action: Clerk
• Bringing the Vision into Focus – Council Plan 2006 -2009. Briefing Note setting out BDBC priorities and where they believe increased emphasis and focus should be; more details in November.
• Local Government Act 1992 – Review of Electoral Arrangements: Basingstoke & Deane – Five year forecasts. Response requested. Action: Chairman and Clerk
• Statement of Community Involvement – details how parishes can be/ wish to be consulted on matters relating to Local Development Framework (Plan). The Questionnaire to be completed and returned by 21 October. Action Chairman and Clerk

Charity Commission

• Request for Annual Information Update. To be completed and returned. Action: Clerk

Hampshire Playing Fields Association

Hampshire Voluntary Housing Association (HSVS)

HAPTC

HCC

• Public Consultation on District-Level House Building Targets; Your chance to help set District-level housebuilding targets to be included in South East Plan – letter and document Where shall we live? Document and questionnaire emailed to councillors. Responses by 21 October 2005. Councillors to read and respond to Clerk who will collate responses and send Parish response. Action: All

• Publication – Planning Hampshire’s Future. Focus on forthcoming consultation on draft targets for house building in each Borough/District Council area. The proposals will require new Greenfield land to be earmarked for housing over and above sites which already have planning permission or are allocated in Local Plans. Copy of Consultation Document to be sent out late August see above

SEERA

• Update on the South East Plan No 8 dated August 2005

10.

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 as detailed below:

R. Swanston (Litter Picking – July) 27.30

R. Avis (Litter Picking – July) 27.30

R. Swanston (Litter Picking – Aug) 27.30

R. Avis (Litter Picking – Aug) 27.30

The above were signed by two councillors during the summer break

The cheques below were signed at the meeting

R. Swanston (Litter Picking – Sept) 27.30

R. Avis (Litter Picking – Sept) 27.30

J. Matthews (Clerk’s expenses July –Sept) 679.95

R. Swanston (Litter Picking – Oct) 27.30

R. Avis (Litter Picking – Oct) 27.30

11.

To discuss any matters which the Chairman considers urgent.

Chairman reported that during the summer, he and the clerk had attended a number of meetings with B&DBC, Kingfisher Housing Association regarding housing issues; Several councillors also attended a meeting with Hampshire Voluntary Housing Association in order to establish a clear understanding of what is involved in an Affordable Housing project. The outgoing Rural Housing Enabler, Gordon Richardson, had subsequently provided locations of most recent schemes in the Basingstoke Area; Chairman to contact Parish Councils in these areas to discuss their experiences. Chairman also reported that whilst there are a number of Housing Associations who are keen to be involved with affordable housing developments, current policy dictates that Hyde Housing Association must be used if Housing Corporation money is involved. Chairman also reported that the first stage of the process is to ask the Housing Enabler to conduct a formal Needs Analysis.

12.

To decide upon the date of the next Meeting. Monday, 07 November 2005

The meeting closed at 9.55pm

Open Forum.

Paul Turner raised the following points;

• Mr Pauw had asked on his way to carpark if Council could confirm immediately if white lining on Axford Road was to go ahead

• Despite Seamus Foster’s comments about not seeing the need for a Gateway to the village in Northgate Lane, Mr Turner said as a resident of Green Lane himself, he felt it was as important to establish a sense of place, that drivers were entering a village and the gateway might help to slow traffic from Basingstoke down. Mr Turner also suggested that some new signage might be considered on Gramarsham Lane.

• Mr Turner made the observation that the Parish Council is a Trustee of The Memorial Hall and as such, the name of the councillor taking this role should be communicated to the Memorial Hall secretary, in writing.

• Regarding Affordable Housing, Mr Turner made the point that some time ago, the Parish Council asked the residents of the village to make it known if they would be interested in another scheme for the village, and that since then nothing has happened. Mr Turner made a plea that Councillors should not wait until they had learned everything there is to know about Affordable Housing before taking the next steps. He urged Councillors to ensure that those interested register with BDBC and for the council to take steps to establish the need formally, via the housing enabler. Mr Turner asked the Council to respond to those who had shown an interest and start the process.

• Mr Turner asked the Clerk to ensure that Cllrs Hopwood and Taplin have a copy of the agenda and Max Baker’s letter, regarding the Local Plan and new legislation, Planning and Compulsory Purchase, before they attend the BDAPTC meeting.

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

05-May-05

Allianz Cornhill Insurance plc (Insurance)

445.30

445.30

438

237

715

05-May-05

Ellisfield Memorial Hall (2004/5 Meetings)

200.00

-

-

05-May-05

Ellisfield Memorial Hall (Annual Parish Meeting)

32.00

232.00

439

237

715

05-May-05

P. Turner (Annual Parish Meeting wine)

47.69

-

-

05-May-05

P. Turner (Ink Jet Cartridges)

63.98

111.67

440

237

715

05-May-05

C. Cazenove (Annual Parish Meeting food)

29.63

29.63

441

237

715

05-May-05

R. Swanston (Litter Picking – April)

27.30

27.30

442

237

715

05-May-05

R. Avis (Litter Picking – April)

27.30

27.30

443

239

715

05-May-05

Ellisfield Volunteer Group (Land Maintenance)

850.00

850.00

444

237

715

05-May-05

Stadia Sports International Ltd (Goalposts and nets)

546.50

546.50

445

237

715

06-Jun-05

Hampshire Playing Fields Association (subscription)

20.00

20.00

446

238

715

06-Jun-05

R. Swanston (Litter Picking – May)

27.30

27.30

447

238

715

06-Jun-05

R. Avis (Litter Picking – May)

27.30

27.30

448

239

715

04-Jul-05

R. Swanston (Litter Picking – June)

27.30

27.30

449

239

723

04-Jul-05

R. Avis (Litter Picking – June)

27.30

27.30

450

239

723

04-Jul-05

J. Matthews (Clerk’s expenses April – June)

656.10

656.10

451

239

723

3,213.60

3,213.60

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

237

06-May-05

Mr P Neville (Upper Allotments)

12.00

12.00

500137

237

06-May-05

Spencer & Peyton (Janet Cole interment)

20.00

20.00

500138

237

22-Jun-05

Dignity Funerals (Interment – Dorothy Appleton)

35.00

-

-

-

22-Jun-05

Dignity Funerals (Interment – Peter Annette)

60.00

-

-

-

22-Jun-05

B & V Masonry (Memorial – Janet Cole)

15.00

110.00

500139

238

12-Aug-05

Sale of Village Design Statement

5.00

-

-

-

12-Aug-05

Hampshire Playing Fields Assoc. Grant Goal Posts

225.00

230.00

500140

240

24-Aug 05

HM Customs and Excise (VAT refund03/05)

106.85

BACS

240

2,648.85

2,648.85

Opening Bank Balance

5,463.77

- Payments so far

3,213.60

+ Receipts so far

2,648.85

Treasurer's Account

4,899.02

+ National Savings Account

3,081.14

= Total Monies

8,354.01

Notes:

The last Bank Statement (240) was dated 26 Aug 2005. The closing balance on that statement was £4,871.72. The difference is £27.30 – Litter-pickers cheques for summer months were signed in between meetings and need to be approved at this meeting

The following payments are due for approval:

R. Swanston (Litter Picking – July)

27.30

27.30

452

240

R. Avis (Litter Picking – July)

27.30

27.30

453

R. Swanston (Litter Picking – Aug)

27.30

27.30

454

R. Avis (Litter Picking – Aug)

27.30

27.30

455

R. Swanston (Litter Picking – Sept)

27.30

27.30

456

R. Avis (Litter Picking – Sept)

27.30

27.30

457

J. Matthews (Clerk’s expenses July –Sept)

679.95

679.95

458

R. Swanston (Litter Picking – Oct)

27.30

27.30

459

R. Avis (Litter Picking – Oct)

27.30

27.30

460