Parish Council Meeting Minutes

4th December 2006

Minutes of a Meeting of Ellisfield Parish Council
held in the Memorial Hall on Monday 04 December 2006 at 7.30 pm

Present
Tim Guinness (Chairman)
Caroline Cazenove, Alison Swanston, Rose Taplin(Councillors) Cllr Peter Hopwood was attending Mayor’s Reception and joined the  meeting at 9.05pm

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 16 October 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 there had been no criminal activity in Ellisfield since the last meeting; he had been called out only to a false alarm call in Bell Lane and to assess insufficient lighting on Roadworks in Green Lane.

Several members of Bell Lane Action Group (BLAG) attended the meeting; Michael Courage confirmed they had met on Sunday 03 December to plan their continued opposition to planning application appeal for Merritt’s Farm. It was agreed that members of BLAG would write and enclose copies of their original objections. Chairman confirmed the Parish Council would also write opposing the appeal. Chairman advised the meeting that on the day of the appeal hearing, the inspector would chair the meeting and hear from both parties, Mr Jervoise/agent appealing and BDBC against the appeal; there would be an opportunity for local objections to be heard; in the afternoon, the inspector would visit the site and then retire to make a decision, the result of which would be announced at a later date. BLAG members then left the meeting.

PC Reid advised the councillors that the recent incident of graffiti on council property had been investigated. The youngsters involved, live in the village and had written to the Chairman apologising. PC Reid advised that the youngsters had received a reprimand and their names had been recorded on the Police database; Chairman advised that the Parish Council did not wish any further action to be taken and signed PC Reid’s pocket book to that effect. Chairman to write to the boys accepting their apology and letting them know he appreciated that they had confessed and that the Parish Council had asked the Police to take no further action.  Action Chairman/Clerk

It was discussed that Nigel Wilson had resigned as Neighbourhood Watch Co-ordinator after 16 years. PC Reid advised that neighbourhood watch regionally was very Basingstoke focused and that what was needed locally was for someone to be the focal point for information exchange between residents and the police. An advertisement to be placed in next PC newsletter.   Action Clerk

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

 
 . 
  

Planning approval as detailed above was noted and Chairman confirmed he would draft a letter to the Planning Inspectorate. Clerk confirmed deadline was 27 December 2006.
 
5. 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.

Chairman reported that the ‘Affordable Housing Working Party’ had met on Friday 01 December, (Cllrs Cazenove, Gould, Guinness Hopwood and Swanston attended and Clerk).

At this meeting Chairman reported he and Clerk had met with Giorgio Framalico, BDBC Development Control Manager, and taken him on a guided tour of the village to view potential sites for affordable housing. Giorgio had promised to send a summary of his thoughts following this visit, although this had not yet been received, he had commented that he felt the best option was probably to build another 4/5 houses adjacent to Farrier’s Field. It was reported that Lord Portsmouth remains happy to make the land available. Chairman reported that outcome of the working party meeting that the next step would be to arrange for a number of housing associations to make a presentation to councillors so a decision could be made on how best to move the project forward. Clerk and Chairman to liaise with Johnny Fielding, Chairman of S Warnborough PC who had also followed this approach. Action: Chairman and Clerk

6. To receive a report and approve any action needed on:
 
i. Highways:   As he was attending the Mayor’s reception, Cllr Hopwood had forwarded emails informing that Keith Pauw had been moved to another area in South Hampshire. It appears that Dan Beasant who is based at Hook is now going to get involved with Axford Road traffic calming. He is Assistant Highway Engineer for Hampshire Highways North, and has been to Ellisfield several times regarding potholes and drainage grips etc. Dan Beasant said he would liaise directly with Cllr Hopwood.

Clerk reported:
 Church Lane had been closed for BT repairs – no letter had been written to residents, so Clerk had delivered copy of BDBC notification.
 Grips had been cleared, but not enough to cope with recent heavy rains.
 Gullies at Phone Box, Hill Farm Pond, bottom of Fox Hill and Axford Road to be cleared with power jet on Thursday 07 December 2006.

 
ii. Web Site:   Nothing to report
 
iii. Land and Property:  

ALLOTMENTS:   Clerk reported conversation with Ian Harris from BDBC who is responsible for Double Taxation issues etc. He confirmed there will be £50,000 available to be spent on village allotments from April 2007. In the meantime, Brian Saunders will be coming to visit all allotment sites that have asked for money to assess requirements and apportion funds accordingly. Ian Harris will shortly be writing a letter to all Parishes giving details of how double-taxation money is to be allocated, although this still has to be approved by BDBC Cabinet on 16 February 2007. It seems likely we will receive £225 towards land maintenance costs in 2007/8 and 100% of costs in 2008/9.

LOWER COMMON:   Clerk confirmed labour costs had now been added to estimate for Lower Common posts from Woodways Gates and Sheds: 6 posts = £266 + VAT + labour (£20 per post) total £453.95. It was discussed and agreed that this work should go ahead. Clerk also reported new nets had been ordered for goal posts £18.65 + £10 carriage  Action Clerk

POND: Cllrs Cazenove and Hopwood reported that 2 reports had been received; the first from John Bramley, who had been recommended by Julia Frazer of BCTV and the second from Amanda Bassett of Hampshire Wildlife Trust. The outcome of the reports was that 4 surveys would be required before any major works, including dredging; flora, bat, great crested newt/full invertebrate survey. It had been recommended that a path is not installed all round the pond, but the area to the south of the pond, directly in front of Hill Farm Cottage is cleared. Don Cleeve had been approached and agreed to do this however, we need to get approval from The Environment Agency before any work commences, probably next Autumn. Cllr Hopwood reported he had spoken to BDBC Environmental Health Department and that Dan Beasant had agreed to provide a quotation for filling in the grip leading from the road and installing pipes/gullies and a settlement tank to address any toxicity issues associated with water running off from road. Cllr Hopwood confirmed he would go ahead and prepare a Management Plan as suggested in reports and complete application forms for grants.
 
iv. Burial Ground: Nothing to report.
 
 
v. Environment:   Clerk reported a letter had been written, as agreed at last meeting, to Headmistress Cliddesden School confirming the Parish Council would support any measures t alleviate traffic problems at school start and finish times.

vi. Swing:   Cllr Gould reported weekly tests had been completed.
 
vii. Neighbourhood Watch:  Cllr Hopwood confirmed that Nigel Wilson is standing down as Neighbourhood Watch co-ordinator.
 
viii. Memorial Hall : Cllr Swanston reported the Christmas Fair had been a great success, Cllr Cazenove who had organised the event, reported £1,280 had been raised,  (slightly more than last year).
 
ix. Basingstoke District Association of Parish & Town Councils:   No one was able to attend meeting held on 26th September, minutes have been circulated. Next meeting scheduled for 12th December; Agenda not yet received, Cllr Gould to attend.
 
 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:
03 November 2006 E P C National Savings Account 138028033 2,000.00
above cheque signed by 2 councillors between meetings 
04 December 2006 R. Swanston (Litter Picking – Nov) 28.10
04 December 2006 R. Avis (Litter Picking – Nov) 28.10
04 December 2006 J. Matthews (Clerk’s salary and expenses) 667.50
04 December 2006 Information Commissioner 35.00
01 January 2007 R. Swanston (Litter Picking – Dec) 28.10
01 January 2007 R. Avis (Litter Picking – Dec) 28.10

Clerk also confirmed authorisation for new signatories to National Savings Account has been received
 
8. To discuss and agree the 2007/8 Budget and to set the Precept for 2007/8
 
Chairman presented a draft budget, which was fully discussed.  The 2007/8 Budget was agreed (see Appendix 2) and it was agreed to set the 2007/8 Precept at £3,566 representing an increase of £806 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 recent years due to expenditure being lower than budget, plus savings accrued over previous years. This year’s budget showed total expenditure less income at £4,116, but it was agreed that bearing in mind cash balances built up over the last few years, it was not necessary to increase the precept to this level in one step. It was confirmed that £2,000 had been transferred 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).
 
9. 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 05 January 2007. Action: Clerk
 
10. 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:

Countryside Alliance: Details of Love Your Post Office Campaign; Write to Jim Fitzpatrick MP

Data Protection:  Reminder to renew subscription = £35 as last year

Ellisfield Volunteer Group:  Tender for ‘Grounds Maintenance’ £650 – last year £750

HAPTC:  Calor –Village of the Year Competition – Entries open 16 January – 30 April 2007
Insurance for Local Councils – details of continuing investigation to achieve lower insurance rates for Parish Councils

HCC:  Results of Parish Paths Poll and Caption – First Annual newsletter for Countryside Access Programme (CAPS)

McAlpine:  Notification of Low Voltage Overhead Line refurbishment; to be carried out on behalf of Southern Electric within the 3months Nov – Feb. They will be writing to consumers affected - copy of letter attached.

SEERA:  Update on SE Plan – EIP _ Examination in Public Dates

SLCC:  Membership Renewal Form - £65 – last year £69 councillors authorised payment

11. To discuss any matters which the Chairman considers urgent
 
12. To decide upon the date of the next Meeting. Monday 12 February 2007
 
 The meeting closed at 10.06pm
 
 Open Forum. No one remaining 
 

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

Appendix 1 - Finance Report

Appendix 2 - 2007-8 Budget

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