Parish Council Meeting Minutes

Minutes of a Meeting of Ellisfield Parish Council

held in the Memorial Hall on Monday 05 December 2005 at 7.35 pm

Present

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

In Attendance

Jacqueline Matthews (Clerk)
PC Andy Reid

12 members of the public

1.

Apologies for Absence. None

2.

Minutes of the Meeting held on 07 November 2005. Agreed and signed as a true record.

3.

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

7.40 pm OPEN FORUM

The matter of the Merritt’s Farm planning application was discussed; Michael Courage gave a summary of activities since the last Parish Council meeting, notably, discussions with Michael Townsend, BDBC Planning Case Officer, and Keith Pauw of Hampshire Highways Department. Also progress report from Bell Lane Action Group (BLAG) regarding petition and road traffic accident survey for Bell Lane and surrounding lanes; potential new developments regarding Bats in the Barns, Seamus Foster had apparently recommended the group approach Bat Conservation Trust and English Nature. Cliddesden Parish Clerk, Ron Darley to be approached and informed when date set for Development Control Meeting, as traffic using Satellite Navigation Systems will reach Bell Lane via Hackwood Lane, passing riding stables and Cliddesden School. Date for Merritt’s Farm planning application to be heard by BDBC Development Control Committee still not set, likely to be February.

Tracey Gilvear asked if there was any progress to report regarding ‘Affordable Housing’ in Ellisfield. Cllr Guinness explained that since he had become Chairman he had been taking steps to understand all that was involved in pursuing such a project and to that end had met with representatives of Kingfisher Housing Association, a Director of Basingstoke and Deane and the Rural Housing Enabler in order to become informed about how a Rural Exception Scheme works. He had also gathered details of other schemes in Hampshire and visited the development in Herriard where he had spoken to residents; it appears the Herriard properties are better constructed than those in Farrier’s Field. The Chairman confirmed that if a scheme is to go ahead in Ellisfield, he is keen that the best site should be identified, and the houses should be of the best design and there should be a good housing mix that is managed in the best way for the people of Ellisfield. He pointed out that we should learn from the experiences of others and avoid as many pitfalls as possible he also advised that all those who are interested should ensure that their names are on BDBC Housing list.

PC Andy Reid reported there had been no crime reported in Ellisfield since the last Parish Council Meeting, although there had been some activity nearby involving Christmas Trees, and to date, there had been one more reported crime this year than last. PC Reid informed the meeting of the proposed amalgamation of Police Authorities; Hampshire to amalgamate with either Thames Valley or Surrey Police. The Home Office had given 6 weeks for Police Authorities to respond, PC Reid reported local PM’s Maria Miller and Sir George Young had been asked to object and that individuals could object by logging on to Police Authorities website. www.hampshirepoliceauthority.org.uk

Stuart Holland who had recently bought the land at The Rest, College Lane, introduced himself to the meeting and informed the council that he had applied to make alterations to recently granted planning application for The Rest.

8.20pm: The council returned to Closed Session

4.

To receive a report and approve any action needed on:

i.

Highways:
Cllr Hopwood reported that the white lining on the edges of the Axford Road had not had much impact and that the removal of central white lines was still awaited; Mr Pauw had not responded to Cllr Hopwood’s emails. Cllr Hopwood circulated photos and sketches following meeting with Mr Pauw on 09 November, when potential designs for ‘Village Gateways’ were discussed. It was discussed and agreed that Cllr Hopwood’s sketch would be acceptable and no councillors objected to the prospect of a 40mph limit between the ‘Gateways’, although there was some concern regarding the number of road signs this might generate. Cllr Gould confirmed he had spoken to the manager of Scribelands regarding the size of agricultural machinery that travel along the Axford Road and this will be confirmed in writing although was thought to be 3.8 – 4.0 metres wide. Cllr Hopwood reported that he had been unable to obtain any further information from the BBC following their television report on traffic claming, he had also contacted the Police Media and Communications Department and received no response from them either. Clerk reported that Up Nately Parish Council had been contacted following the last Parish Council meeting and that their experience obtaining a 30 mph limit had been long and slow and they had spoken to the same people at BDBC and Hampshire as Ellisfield.

Clerk reported two trees had been blown down Friday night/Saturday morning BDBC/HCC had removed tree on College Lane on Saturday morning and Furzen Lane tree removed on Sunday morning by Adrian Ferranti.

Clerk reported another conversation with Rebecca Heath @ BDBC regarding Cycle Route Signs at the bottom of Green Lane apparently the new signs have been approved and we are waiting for the wheels of bureaucracy to turn before any action can be taken.

ii.

Web Site:
Clerk reported Mark Thomas continues to make good progress with keeping website up to date. Paul Turner monitoring and had said he would like to see a faster response, however, Mark has had technical problems with AOL etc and he does work full time, so has limited time available, most work will consequently be done at weekends.

iii.

Land and Property: Allotments - Clerk reported an estimate had been received from SE Water for establishing a connection to mains and installing water meter - £914.33 +VAT for the allotments. Clerk had contacted two contractors; Hamlin Water Mains and Chris Girlin, to visit site on Tuesday 06 December and Friday 09 December to quote for putting in pipe work from Green Lane to Allotment site. Cllrs Gould and Taplin had obtained old map showing live water pipes for Portsmouth Estates these are quite far from Allotments. Once estimates received, Clerk to contact Brian Saunders BDBC allotment advisor to ascertain whether any grants available to cover costs. Action Clerk

Cllr Gould reported that he had received a verbal quotation from Steve Brabbin for repairing the roofs of the bus shelters, Chairman asked Cllr Gould to obtain the quotation in writing. Action Cllr Gould

The replacement of village noticeboards was again discussed, Chairman commented that he felt sure that the existing noticeboard on Lower Common seemed to be of better quality than those produced by suppliers from whom we had obtained quotations. Prices for 2 frame noticeboards to be obtained from supplier of Lower Common board. Action: Clerk

The potential removal of the Phone Box at Ellisfield Green was discussed, Clerk reported that some letters and emails had been received from villagers and that these would be sent as part of formal objection to the removal of the box to BT. It was discussed and agreed that it should be established whether Bt had reported the damage to the phone box to the Police. Action Clerk

Cllr Gould reported a new, additional plank for the bridge on Lower Common would be installed on Sunday, Paul Turner offered to help. Action Cllr Gould

iv.

Burial Ground: Clerk reported copies of New Burial Ground Regulations and Charges had been sent to all local undertakers.

The condition of the seat in the burial ground was again discussed and it was agreed to swop it with the seat at the Gravel Pits. Action Cllr Hopwood

It was reported and discussed that the uneven ground level in the burial ground causes some difficulty for members of Ellisfield Volunteer Group (EVG) when cutting, it was suggested that the solution might be for EVG to purchase a motorised strimmer. Cllrs Cazenove and Hopwood to investigate. Action Cllrs Cazenove and Hopwood

v.

Environment: Clerk reported although Grips had been cleared, Axford Road drains still seemed to be blocked, this had been reported to BDBC who had said HCC had been asked to tackle problem using a Power Jet.

vi.

Swing: Cllr Gould reported the swing was in good order and that some replacement parts were needed for continued safety. Action Clerk

Cllr Hopwood reported that a request had been received at EVG AGM for a path through undergrowth in Chalk Pit at the back of Lower Common, so children could reach their play areas. Action Cllr Hopwood

vii.

Neighbourhood Watch: Nothing to report

viii.

Memorial Hall Cllr Swanston reported that she had attended the Memorial Hall Committee meeting on 29 November 2005 and that there had been some concern regarding the success of the Christmas Fair held on Saturday 19 November to the extent that there was some discussion about whether the event should be cancelled for next year. It was discussed and agreed that generally there seemed to be positive feedback regarding the event and that it would be a shame if this event were to disappear from the village calendar. Action Clerk

ix.

Basingstoke District Association of Parish & Town Councils:
Next meeting Monday 12 December 2005 at 7.30pm at BDBC Council Chamber, Clerk forwarded Agenda and Minutes to Cllr Gould.

5.

To discuss and agree the 2006/7 Budget and to set the Precept for 2006/7

Chairman presented a draft budget, which was fully discussed. The 2005/6 Budget was agreed (see Appendix 2) and it was agreed to set the 2006/7 Precept at £2,760, an increase of £500 from the previous year. Chairman explained that historically the Precept for Ellisfield has been £4/5,000 and there had been a low precept in the last 2 years due to expenditure being lower than budget, plus savings accrued over previous years. This year’s budget showed total expenditure less income at £4,743, but it was agreed that bearing in mind cash balances built up over he last few years, it was not necessary to increase the precept to this level in one step. It was also agreed to transfer £2,000 to the savings account for use in case of major works/emergency and to use this money to smooth further increases that are inevitable in future years. (See Appendix 1).

6.

To sign the Precept Demand and Basingstoke & Deane Borough Council's Application for Limited Grant

The two forms (Precept Demand and Application for Limited Grant) were completed and signed by Chairman, two Councillors and the Clerk. These forms to be sent to B&DBC by 06 January 2006. Action: Clerk

7.

To receive a report from the Clerk on Administration Matters.

Clerk reported Parish Council Newsletters had been printed and delivered to all houses in the village on the weekend of 12/13 November 2005.

Nine Welcome Packs were given to Councillors to distribute to residents who had moved in to Ellisfield during 2005 notably; Nightingales, Kandahar, 3 Cannon Close, Wyckens, Rookery Cottage, The Pump House, Hill Farm Cottage and Widmoor Lodge, a Welcome Pack was also given to Stuart Holland, new owner of The Rest, at the meeting.

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:

From B&DBC

• Estimate of Council Tax Base for 2006/07 and Parish Council Tax Base, Grants and Precepts

• Agenda for Development Committee Meeting 07 December. Merritt’s Farm NOT being considered

• Feedback re response to Statement of Community Involvement Questionnaire. Further details to be sent by post and posted on www.basingstoke.gov.uk

• Local Plan Enquiry – Inspectors Report

From HAPTC

Friday Bulletins – now all sent to Councillors via email

From Information Commissioners Office

Confirmation of renewal of entry on Data Protection Register

From village residents

Letters and emails re Phone Box

8.

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 – Nov) 27.30
R. Avis (Litter Picking – Nov) 27.30
J. Matthews (Clerk’s expenses Oct - Dec) 860.03
R. Swanston (Litter Picking – Dec) 27.30
R. Avis (Litter Picking – Dec) 27.30

9.

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 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

Parish wrote twice in support of 23 objections from local residents. Essentially unsuitability of site in Bell Lane for traffic

To be considered by Development Control Committee in the New Year

BDB 61986
Kandahar Cottage
The Green

Erection of part two storey, part single storey rear extension and entrance porch

No Objection at 7/11/05 meeting

Approved

BDB 61856/
BDB 61857
Coopers Farmhouse
Bell Lane

Conversion of existing store to office

No Objection at 7/11/05 meeting

Approved

BDB 61870
The Old Stables
College Lane

Erection of garden room with lantern light to south elevation. Erection of a bin/garden equipment store adjacent to garage

No Objection at 7/11/05 meeting

Approved

BDB 62205
Manor Cottage, College Lane

Erection of a single storey rear extension following demolition of existing conservatory

No Objection

BDB 62205: After discussion, it was agreed that the Council had No Objection to this application.

BDB 61551: Text of 2^nd letter of objection from Parish Council sent 11 November 2005

On behalf of Ellisfield Parish Council, I have been requested to write again regarding Planning Application BDB 61551; Change of Use from Class B1 Offices, Research & Development and Light Industrial use to Class B8 Wholesale Warehouse, Distribution Centres and Repository use at Merritt’s Farm, Bell Lane, Ellisfield.

First (as mentioned in our recent telephone conversation) in the document your predecessor wrote summarising his reasons for recommending approval for the application there appears to be an omission / error in his description of the current status of planning permission for the buildings in question at Merritt’s Farm. It appears the planning permission for two of the buildings has lapsed as it was restricted to specific named users and one building never had it.

It seems to the Parish Council that (a) this ought to be brought to the Development Control Committee’s attention; (b) it potentially changes the nature of the decision from allowing a change from B1 to B8 to deciding whether unrestricted B1 or B8 are at all appropriate; (c) at the very least there ought to be some explanation of why similar restrictions are not being sought. We wish to state that, in that connection, the Parish Council cannot see the logic for moving away from the careful restricted B1 (office/ light industrial) use to an unrestricted B8 (distribution centre) use.

Secondly, the Parish Council would like to make the point that Merritt’s Farm is in the Ellisfield Conservation area and is mentioned in the Appraisal Document as a significant group of buildings. Can you ensure that this is drawn to the Development Committee’s attention along with the Parish Councils view that the effect a Warehouse / Distribution Centre both in terms of traffic and a car park full of parked vans and lorries would have on the conservation area would be to potentially intrusive and harmful.

Thirdly, we are aware of similar situations in Brown Candover and Shalden where B8 planning permission has been granted in areas most unsuitable for large volumes of traffic and that the local residents have experienced considerable traffic related problems, particularly as the restrictions applied to the permission seem to have been largely ignored. Can I ask that you draw these very unsatisfactory precedents to the attention of the Development Committee?

Finally, as I explained on the phone, the focus of the BDBC Highways report is on access rather than volume of traffic and I would ask you to review this now you have taken over this case.

The Parish Council feels it is important to ensure a planning decision that is acceptable to all and would like to speak at the Development Control meeting.

11.

To discuss any matters which the Chairman considers urgent.
Chairman informed the meeting of small progress regarding Ray Ingram’s wish to give a small portion of land at the bottom of College/Green Lane / behind Wyckens to the Parish. The Land Registry has been contacted and has said that there is a process to establish title and forms to be sent for trace etc. There was some discussion regarding any cost implications and what the land would be used for if given – more work for EVG. It was agreed that the parish should help Mr Ingram as much as possible to establish title.

12.

To decide upon the date of the next Meeting. Monday 06 February 2006

The meeting closed at 10.25pm

Open Forum

It was mentioned that Julian Evans of Nightingales, had asked at EVG meeting if he could prune a much damaged hazel tree at the entrance to the Gravel Pits – the tree had subsequently been blown down before the Parish Council could be asked.

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

09-Aug-05

R. Swanston (Litter Picking – July)

27.30

27.30

452

240

728

09-Aug-05

R. Avis (Litter Picking – July)

27.30

27.30

453

241

728

01-Sept-05

R. Swanston (Litter Picking – Aug)

27.30

27.30

454

241

728

01-Sept-05

R. Avis (Litter Picking – Aug)

27.30

27.30

455

241

728

01-Oct-05

R. Swanston (Litter Picking – Sept)

27.30

27.30

456

242

729

01-Oct-05

R. Avis (Litter Picking – Sept)

27.30

27.30

457

729

01-Oct-05

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

679.95

679.95

458

242

729

01-Nov-05

R. Swanston (Litter Picking – Oct)

27.30

27.30

459

244

729

01-Nov-05

R. Avis (Litter Picking – Oct)

27.30

27.30

460

729

07-Nov-05

Audit Commission

58.75

58.75

461

243

734

07-Nov-05

Information Commissioner (Data Protection Register)

35.00

35.00

462

243

734

4,205.70

4,205.70

Receipts

7

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 refund 03/05)

106.85

BACS

240

22-Sept-05

B&DBC (Parish Precept - Second Half)

1,130.00

-

-

-

22-Sept-05

B&DBC (Litter-picking grant April to December)

652.86

1,782.86

BACS

241

09–Nov-05

Spencer & Peyton (Interment & Memorial Elms)

40.00

40.00

243

4,471.71

4,471.71

Opening Bank Balance

5,463.77

- Payments so far

4,205.70

+ Receipts so far

4,471.71

Treasurer's Account

5,729.78

+ National Savings Account

3,081.14

= Total Monies

8,810.92

Notes:

The last Bank Statement (243) was dated 25 November 2005. The closing balance on that statement was £.5811.68 The difference is 81.90; litter picking cheques 457, 459 and 460 not yet cashed

The following payments are due for approval:

05-Dec-05

R. Swanston (Litter Picking – Nov)

27.30

27.30

05-Dec-05

R. Avis (Litter Picking – Nov)

27.30

27.30

05-Dec-05

J. Matthews (Clerk’s expenses Oct - Dec)

810.08

810.08

01-Jan-06

R. Swanston (Litter Picking – Dec)

27.30

27.30

01-Jan-06

R. Avis (Litter Picking – Dec)

27.30

27.30