Parish Council Meeting Minutes

16th October 2006

Minutes of a Meeting of Ellisfield Parish Council
held in the Memorial Hall on Monday 16 October 2006 at 7.30 pm

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

In Attendance
Jacqueline Matthews (Clerk)
PC Andy Reid
No members of the public
 
1. Apologies for Absence. Steven Gould
 
2. Minutes of the Meeting held on 04 September 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

PC Andy Reid reported that since June, there had been numerous incidents that had required Police involvement, including; burglar alarms, suspect vehicles and suspicious persons in the area. The only crimes reported however, were 2 burglaries, one at a house in Axford Road and one at a house in Cannon Close. PC Reid warned that there had been a spate of distraction burglaries in neighbouring villages, and reported he had placed notices with photographs of the suspects on village noticeboards; as always he advised vigilance. Chairman asked how the ‘Neighbourhood watch’ were involved with the collection and dissemination of such information. It was agreed to review the email circulation of information and to include it in Basingstoke Gazette Village News.

There was much discussion about the increase in traffic levels at Cliddesden School at morning and afternoon ‘pick-up’ times. PC Reid reported that the matter is causing general concern in the area and Cliddesden Parish Council, the Headmistress and parents are currently seeking a solution. It was agreed that Clerk would write to the Headmistress advising Ellisfield Parish Council would support any sensible proposals.

4. Affordable Housing
 Cllr Taplin signed the register, declaring a personal interest but was not required to retire as discussions were restricted to a report from the working party.

Since the last meeting, members of the working party had been exploring various angles related to design and environmental issues. Cllr Hopwood reported that there appeared to be very little information available about adopting an ‘Environmental’ approach to ‘Affordable Housing.’ Chairman reported he had met someone who was installing a ground source/heat pump system in a house in Norfolk and was actively researching a US company to establish how well such systems might work in our climate; he also had a magazine article form Sally Adams with articles about Environmental Building Projects; Chairman to circulate copies to all. Cllr Swanston reported that there are grants available for solar panels. It was agreed that the ‘Affordable Housing Working Party’ would meet again once Giorgio Framalico, Head of Planning, BDBC, had visited the village and sent his report  Action:  Chairman

5. To receive a report and approve any action needed on:
 
i. Highways:   Cllr Hopwood reported he had sent another email to Keith Pauw, but has had no response from him since 25 June. Cllr Hopwood also reported that a resident from Axford Road had written to Hampshire Highways Department and received a reply almost immediately, although it did not indicate any action would take place in the foreseeable future. Chairman advised that Keith Pauw should be approached once more regarding progressing plans for Axford Road traffic calming and if there was no result, a direct approach to the Chief Executive of HCC should follow. 

Cllr Cazenove reported there were new signs at Cliddesden Pond and the sign to Ellisfield had been removed and replaced with one indicating Cliddesden School and Village Hall. The matter was discussed and it was agreed no action was necessary.
 
ii. Web Site:   Chairman reported he and Clerk had a useful meeting with Mark Thomas (webmaster) on 01 October to review and update the Ellisfield website and some changes had been made. It was discussed and agreed that Mark be given the authority to liaise directly with village groups, such as the Ellisfield Ladies, Horticultural Society etc.

Broadband survey: Clerk agreed to pursue this with Paul Turner. Action Clerk
 
iii. Land and Property:   Clerk reported an estimate had been received from Woodways Gates and Sheds for posts on Lower Common to deter travellers: 6 posts = £266 + VAT + labour for drilling posts, inserting metal core and installation. 80 posts = £3,551.20 + VAT + labour (as above). It was discussed an agreed that labour costs need to be established. Action:  Clerk

Hill Farm Pond. Cllrs Cazenove and Hopwood reported that following discussions with Mr Blow, who had recently dredged Cliddesden pond, it appears our pond is both larger and deeper and dredging would require large, heavy equipment to clear it. It was discussed and agreed that the village should be asked before any money is committed, to establish whether the pond is considered a valuable village amenity and worthy of restoration. Cllr Hopwood reported that BTCV (British Trust for Conservation Volunteers) had provided details of someone who could carry out a ‘Scoping Survey’ and report. It was discussed and agreed that this would be an appropriate place to start and Cllr Cazenove agreed to pay for the survey.
 
iv. Burial Ground:   Clerk confirmed the request for a memorial for Peter Annette’s grave, details previously circulated by email. It was discussed and agreed that the request be approved and Clerk to liaise with Alexander and Dry regarding levelling the memorials to Mr and Mrs Annette Senior.
 
v. Environment:   Nothing to report.
 
vi. Swing:   Cllr Gould had confirmed to Clerk that weekly tests had been completed.
 
vii. Neighbourhood Watch:   Cllr Hopwood confirmed he had nothing to add to PC Reid’s report.
 
viii. Memorial Hall:   Cllr Swanston reported the Christmas Fair was going ahead as planned for Saturday 25 November and the next meeting was scheduled for 17 October.

 
ix. Basingstoke District Association of Parish & Town Councils:   Nothing to report.
 
6. To receive an update on current Planning Applications and to consider any new Planning Applications.
 
 The Clerk provided a written report as follows:
 

 BDB/64487: After discussion, it was agreed that the parish council had no objection to this application.
 
7. 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:

Audit Commission
- Request justifying level of reserves in Bank. Chairman/Clerk had replied to this enquiry but no further correspondence received.

BDBC
- Remembrance Sunday Parade and Service 12 November
- K6 Telephone Kiosk – Copy of a letter from Andrew Barber, Conservation Office, to English Heritage, supporting our nomination of phone box for ‘Listing’
- Notification of Change of Name from ‘The Rest’ to LAUREL HOUSE,  College Lane
- Invitation to Chairman and 2 representatives of PC to Mayor’s Annual Reception and Buffet Supper. Monday 04 December 7pm RSVP ASAP. No one available
- Review of B&DBC'S Housing Points Scheme and Allocations

Community Action Hampshire
- LearningNet free training for voluntary organisations – brochure passed to Volunteer group

Hampshire Police Authority
- Request for applications for 3 vacancies for Independent Members of Hampshire Police Authority. Closing Date 27 October

Royal Air Force
- Invitation to Chairman to attend PR briefing re night flying etc. Tuesday 07 November at 18.30

The Boundary Committee 
- Consultation on proposal to reduce BDBC from 60 members to 30 members. Action:  Chairman to  write and oppose

 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 – September)   28.10
R. Avis (Litter Picking – September)   28.10
The above 2 cheques signed by 2 councillors in between meetings  
R. Swanston (Litter Picking – October)   28.10
R. Avis (Litter Picking – October)   28.10
J. Richards (ingredients for Welcome Cakes)     8.43
J. Matthews (Clerk’s salary and expenses) 756.77
 
Clerk confirmed all Councillors and Clerk now signatories to Lloyd’s Bank Account.

All Councillors signed National Savings Account signatory forms.
 
9. To discuss any matters which the Chairman considers urgent
 
10. To decide upon the date of the next Meeting. Monday 04 December 2006 and an Affordable Housing Working Party Meeting’ on Friday 01 December at 8pm.
 
 The meeting closed at 9.38pm
 
 Open Forum. 
 
 
 Chairman ……………………………………………        Date ……….…..…………

Appendix 1 - Finance Report

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