Parish Council Meeting Minutes

26 June 2006

Minutes of a Meeting of Ellisfield Parish Council
held in the Memorial Hall on Monday 26 June 2006 at 7.30 pm

Present
Tim Guinness (Chairman)
Caroline Cazenove, Peter Hopwood, Alison Swanston, Rose Taplin(Councillors)
Apologies: none

In Attendance
Jacqueline Matthews (Clerk)
PC Andy Reid
9 members of the public
 
1. Apologies for Absence. None

2. Minutes of the Meeting held on 08 May 2006. 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 7.40pm

PC Andy Reid reported that there had been 2 crimes in Ellisfield since the last meeting; On 11 May the phone box had been broken into causing approximately £258 damage. On 24 May, a man had been found sleeping in his car near St Martins, he had been stopped as he left the village and several motoring offences were reported, he was also cautioned for being in possession of cannabis. Cliddesden had 5 crimes in the same period, including one night when it was reported sheds and garages of several neighbouring houses had been broken into.

PC Reid confirmed the reason for the introduction of the new 101 number; 999 remains for real emergencies, but this number had reached breaking point with more than 1,000 triple 9 calls being made each day in Hampshire. 101 is being trialled in a number of regions, to be used for reporting incidents of anti-social behaviour etc., while the 0845 045 4545 number is to be used for routine calls.

Bell Lane Action Group - BLAG: Chairman reported he had written to BDBC supporting objections to Merritt’s Farm planning application made by BLAG and confirmed he would attend the Development Control Meeting on Wednesday 05 July. Michael Courage confirmed the BLAG plans; Borough Councillor, Marr Ruffell to support BLAG, opposing the relief of tight conditions on previous planning permission;  Mark Thomas to speak to represent local objections; members of BLAG to phone 15 members of Development Control Committee the night before the meeting; Clerk urged caution not to harass Councillors.

7.55pm: The Council returned to Closed Session.
 
4. To receive a report and approve any action needed on:
 
i. Highways:   Cllr Hopwood reported that he had finally received an email response form Keith Pauw, although it didn’t say very much, other than to caution that if a 40mph speed limit was to be introduced on the Axford Road; it would be accompanied by large numbers of road signs; Cllr Hopwood agreed to write to Keith Pauw and ask for his recommendations. It was discussed and agreed that it was important to get Keith Pauw to complete the work he had originally agreed to do; erection of Village Gateways and removal of central white lines.  Action: Cllr Hopwood

Clerk confirmed she had reported the damaged road surface on Church Lane between the church and College Lane, to Dan Beasant, Asst Highway Engineer, who responded that he had checked the road and decided that it was not urgent enough to warrant immediate attention, but promised to check again in the coming weeks to follow up the situation. He also confirmed that two large sections of Church Lane from the church, towards Green Lane to be fully repaired.

Mr Beasant also confirmed that there are no plans to 'resurface' Berrydown Lane at present. It has been put forward as a ‘haunching’ scheme to repair the road edges and harden up the verges along the length of the road adjacent to houses. Once this project has been rated he will know whether this is likely to happen next year or whether repairs need to be made along with other local work.
 
ii. Web Site:   Cllr Guinness confirmed he is still to spend time with webmaster and Clerk to review website.
 
iii. Land and Property:   Cllr Gould confirmed the site had been cleared and ploughed and 3 plots marked out, however, the weeds had now started to grow again; Cllr Gould/Taplin to investigate if weedkiller can be sprayed. It was agreed that quotations for fencing should be obtained and submitted to BDBC by October in order to be considered for next financial year’s funding when proceeds of BDBC allotment sale to be distributed to Parishes. Chairman suggested that Onyx be approached for funding.  Action: Cllrs Gould, Taplin and Clerk

Bus Shelters: Clerk confirmed that Steve Brabbin had confirmed work would be completed before end July.

Phone Box: Clerk reported further email correspondence with Phil Bennett of BT ref new signage to be installed.

Green Lane Pond (opposite Brocas): Chairman confirmed he had discussed the rejuvenation of the pond with Lord Portsmouth, making the point he was asking for permission for the project rather than funding. Lord Portsmouth’s response was positive and Chairman confirmed the plan were to clear dead trees etc from the pond, install a path and a seat. Cllr Cazenove and Cllr Hopwood to form a working party to explore funding such as lottery breathing spaces grants, and to liaise with David Hill, BDBC Tree man responsible for the Conservation Area. It is hope the work will be carried out by volunteers with professional support as required.
 Action: Cllrs Cazenove and Hopwood

Cllr Hopwood suggested the land behind Roblyn, that Ray Ingram wants to give to the Parish, could also be developed for wildlife if ownership can be established.  
 Action: Chairman to contact Ray Ingram again.
 
iv. Burial Ground: Councillor Hopwood reported that the Volunteer Group think it would be a good idea to purchase a wheeled strimmer.
 Action: Cllrs Cazenove and Hopwood

 v. Environment:   Nothing to report
 
vi. Swing:   Cllr Gould reported weekly tests and routine maintenance had been completed.
 
vii. Neighbourhood Watch:  Nothing to add to PC Reid’s report
 
viii. Memorial Hall – Cllr Swanston reported the Village BBQ had been cancelled, apparently only 40 people bought tickets and more than 100 usually attend this event. It was reported that this had probably been largely due to changing the day and time from Sunday evening to Saturday lunchtime; also there had been some comments made about a preference for a Hog Roast and tickets had not been promoted this year by someone selling them house to house.
 
ix. Basingstoke District Association of Parish & Town Councils:  

Annual General Meeting scheduled for 27th June The main topic for discussion to be village websites, also an update on Double Taxation following last meeting; Cllr Cazenove to attend.
 Action Cllr Cazenove

Further meetings are scheduled for, 26th September and 12th December. Tbc
 
5. Affordable Housing

Cllr Taplin signed the register, declaring a personal interest and retired while this topic was discussed. Chairman reported that the ‘Affordable Housing Working Party’ had met on Sunday 21 May, (Cllrs Cazenove, Guinness and Hopwood attended and Clerk who arrived late). John Lancaster’s report was discussed and councillors identified their top 5 preferred sites;
1. Next to Farrier’s Field
2. Next to Park View
3. The Lower Allotment, Green Lane
4. Next to The Memorial Hall
5. Between Fordham House and No 3 The Green

Chairman confirmed that discussions were still at a preliminary stage and that he had a meeting scheduled with Lord Portsmouth on 3rd July to discuss whether he would be willing to sell land for the purpose of building affordable housing. There had been no discussions about numbers and type of housing at it was felt by the working party that the first thing to do was to establish a site.
 Action Chairman
 
6. 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:

BDBC

Local List of Buildings of Architectural or Historic Interest Notice of briefing meetings to be held on 03 and 19 July at 7.30pm. It was discussed and agreed that Cllr Gould and Clerk to attend. 

Notice of Intent to Adopt the Basingstoke and Deane Borough Local Plan 1996 – 2011 without further modifications. It was discussed and agreed that no action necessary.

Draft Corporate Equalities Consultation Pack. Summary of 6 equality schemes to cover, Race, Age, Gender and Disability. Response requested by 16 July 2006. It was discussed and agreed that no action necessary

HCC

Hampshire Minerals and Waste Development Framework – Strategy Regulation 28 Public Consultation. Framework has been submitted to Government. 6 week consultation period. Comments requested by 16 July. It was discussed and agreed that no action necessary 
 
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 – May) 28.10
R. Avis (Litter Picking – May) 28.10
The above 2 cheques signed by 2 councillors in between meetings  
R. Swanston (Litter Picking – June) 28.10
R. Avis (Litter Picking – June) 28.10
P. Hopwood (stationery for Newsletter) 29.98
J. Matthews (Clerk’s salary and expenses) 772.39
R. Swanston (Litter Picking – July) 28.10
R. Avis (Litter Picking – July) 28.10

Clerk reported that the accounts have been prepared for the internal audit and Anthony Cecil to be asked to complete this once again.  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 the 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 26 June, with the 20 working day inspection period being from 10 July to 07 August.  The Annual Return would then be posted to the Audit Commission to arrive on or before the designated 07 August return date.

 8. To receive an update on current Planning Applications and to consider any new Planning Applications.
 
 The Clerk provided a written report as follows:

You may be aware that five years ago, the objections of previous members of Ellisfield Parish Council to this development, and those of various neighbours and of B&DBC Planners and its Development Committee’s decision to refuse consent, were fully reviewed by the Inspector who overturned B&DBC’s original refusal to grant consent.

Current Parish Councillors are inclined to take the view that the Inspector's decision should stand and that the extension in time requested be granted.

BDB 63794: After discussion, it was agreed that the parish council had no objection to this application.

 Cllr Hopwood reported he had attended BDBC Planning Seminar and that it had been very interesting and had explored various aspects including the affect of planning applications on neighbours, village and local amenities. It was worth noting that size alone of property on site would not be considered sufficient reason for rejection. Whilst the speaker had been very good, there was no useful handout to circulate.
 
9. To discuss any matter Chairman think are urgent: None
 
10. To decide upon the date of the next Meeting. Monday 04 September 2006 and the ‘Affordable Housing Working Party’ would meet before that date
 
 The meeting closed at 9.25pm
 
 Open Forum. No one present
 
 Chairman ……………………………………………        Date ……….…..…………

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