Parish Council Meeting Minutes

12th February 2007

Minutes of a Meeting of Ellisfield Parish Council
held in the Memorial Hall on Monday 12 February 2007

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

In Attendance
Hannah Houstin-Lacey, Locum for Jacqueline Matthews (Clerk)
3 members of the public
 
1. Apologies for absence received from:

Peter Hopwood
PC Andy Reid
Jacqueline Matthews
 
2. Approval of Locum Clerk – the Chairman obtained approval for the Locum Clerk to preside at the meeting.
 
3. Minutes of the Meeting held on 04 December 2006.

The Minutes were agreed as a true record and signed by the Chairman with each paper initialled. 
 
4. Matters Arising from the Minutes (for which no relevant Agenda Item is listed below).

None.

OPEN FORUM

It was noted that PC Andy Reid was not present at the meeting.  PC Andy Reid had sent a written report that was circulated after the meeting The Chairman commented on PC Reid’s report. No issues raised by the Public in attendance. 
 
5. To receive an update on current Planning Applications and to consider any new Planning Applications
 
 The Clerk provided a written report as follows:
 

The Chairman advised that there seems to be some concern by members of BDAPTC that Parish Councils are apparently being written out of the process for the review of Planning Applications.

6. 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 and ‘Open Forum’.

The Chairman provided a summary on the process to-date, re-affirmed the sites considered, highlighting the individual merits and areas of concern.  He then advised that a letter had been received from Giorgio Framalico, BDBC Head of Building Control, which concluded that Farriers Field had been judged as the best site within the Village. The Chairman also confirmed that the land owner would be agreeable to selling.

The Chairman then confirmed that he favoured a very methodical approach to selecting a Housing Association.  He then tabled the drafted pre-qualification questionnaire which the PC intended to use in their selection of an appropriate Housing Association. 

It was agreed that the questionnaire would be strengthened and re-circulated by email for comment and approval within the next week.   Essential aspects such as PC involvement, design, selection of architects, attitude to small building projects and what type of projects previous completed would be taken in consideration along with attitude to maintenance. Action: Chairman & Clerk

7. To receive a report and approve any action needed on:
 
i. Highways:   The Chairman reported in the absence of, Cllr Hopwood, that Cllr Hopwood had been in contact with Dan Beasant, Asst Highways Engineer for HCC – see email correspondence below:

“Good morning Dan
Thanks for your reply to mine.  We have a PC meeting on 12 Feb.  I would appreciate a progress note from you for this meeting.
Regards Peter Hopwood”

Beasant, Daniel wrote:

”Peter,

My apologies for the delay in replying to you regarding this matter.

I have sent a further email to Richard Hague in Winchester to ask if he intends to carry out the proposed scheme as originally planned. Once I have a reply from him I will look at anything I can do to progress the works. If he does not intend to carry out the scheme I will then look at anything I can do to improve Berrydown Lane through Ellisfield.

I will let you know as soon as I have had a response.

Regards

Dan”
Daniel Beasant
Assistant Highway Engineer

To: Beasant, Daniel; Jacqui Matthews
Subject: Traffic Calming - Axford Road Ellisfield

”Dear Dan.
Early December last, whilst looking at the possibility of redirecting surface water into the pond at the top of Green Lane, I explained the lack of progress with the proposed traffic calming on the Axford Road. 

You did say that you would look into the matter and advise me what is the situation now that the new Highways Dept. restructuring had been completed.

You did say that it would be necessary to discuss the project with Ian Foley and/or Peter Eade.
As some time has now elapsed, are you able to provide any information?

Regards  Peter Hopwood”

The Chairman concluded that the matter was on-going although slowly, and then proceeded to provide a report on:

Bagmore Lane closure – the road had been closed for approximately 4 weeks, and although the works have finished, the surface was very patchy.

SAUCY Corner: flooding problems at the beginning of Feb were dealt with by Dan Beasant’s team – jetting and clearing gullies and clearing grips.

Grips along Furzen Lane had been dug again in the past week.

Father Clive had reported problems with road/drains at the bottom of his drive – this had been passed on to Dan Beasant (HCC Highways) who had said he would look into it.

Cllr Cazenove suggested that a vote of thanks, in relation to all who helped clear up the debris from the recently high winds and flooding, be placed in the Hill & Dale.  It was agreed that Cllr Cazenove would draft a suitable note of thanks and provide this to the Hill & Dale Editor on Tuesday, 13th.  Action:  Cllr Cazenove
 
ii. Web Site:   Cllr Guinness

Nothing to report.
 
iii. Land and Property:   Cllr Gould

ALLOTMENTS:

A written note from the Clerk reported conversation with Brian Saunders who explained the Allotment Committee are meeting NOW Monday 12 Feb 2007, and he expected them to approve the sum requested for renovation of the Ellisfield allotments. 

Cllr Gould advised that there were currently five interested parties.

LOWER COMMON: The Clerk reported Woodways Gates and Sheds had been instructed to install wooden posts at the entrance to Lower Common from Green Lane

LOWER COMMON: New nets received for goal posts – waiting for better weather before putting them out.

TELEPHONE BOX: It was reported that English Heritage had turned down our application to list the ‘phone box as it is not sited sufficiently close to another listed building. It was noted that the Clerk would respond to the letter from English Heritage and it was agreed to consider approaching Ofcom in relation to this matter. Action: Clerk

It was reported that Clerk had contacted BT yet again to ask for the ‘phone box to be repaired.  

POND:   The Chairman & Cllr Cazenove – in the absence of Peter Hopwood, the Chairman provided a summary of the proposed works, summarising the breakdown of costs, and Cllr Cazenove updated the Committee on the type of reports required in relation to the proposed works.  It was noted that no further progress can be made until the outcome of the Lottery Heritage Fund application in known.

iv. Burial Ground: Cllr Cazenove
 
It was reported that following recent discussion about raised headstones and advice being sought from a Stonemason, there are no real grounds for concern.

v. Environment:   Cllr Taplin and Swanston

Cllr Taplin and Swanston commented on the drainage problems at Saucy Corner, Green Lane, water had not been draining away properly and had caused flooding.  However, the matter had now been resolved.  Nothing further to report.

vi. Swing:   Cllr Gould

Cllr Gould confirmed that the weekly tests had been completed.

vii. Neighbourhood Watch:  Cllr Hopwood

In the absence of Cllr Hopwood, the Chairman advised the meeting that Nigel Wilson had resigned from the post as Neighbourhood Watch co-ordinator, and that Roger Graham had expressed an interest in undertaking the role.  The Chairman confirmed that he had been trying to contact Roger Graham and had left a message to the same effect.  It was noted that all were in agreement with this proposed new appointment should Mr Graham decide to take on the post.

viii. Memorial Hall – Cllr Swanston

Cllr Swanston highlighted the forthcoming events:

 Saturday, 24th February – Mazaika
 June, date to be confirmed – Wine Walk
 August, date to be confirmed – family BB

Further information would be available after the next Village Hall Committee Meeting on 13 March.

ix. Basingstoke District Association of Parish & Town Councils:  

Most recent meeting was held at Civic Offices on 12th December – no one able to attend. (Illness)
 
8. To receive a report from the Clerk on Financial Matters.
 
The Clerk had provided a written report (see Appendix 1). The Chairman read through the report, itemising a number of points.  Report noted and approved and cheques signed. 

The following payments are due for approval: 
12 February 2007 R. Swanston (Litter Picking – Jan) 28.10
12 February 2007 R. Avis (Litter Picking – Jan) 28.10
12 February 2007 Audit Commission 141.00
12 February 2007 Stadia Sports 33.66
12 February 2007 J. Matthews (Clerk’s salary and expenses Jan - Mar) 686.97
01 March 2007 R. Swanston (Litter Picking – Feb) 28.10
01 March 2007 R. Avis (Litter Picking – Feb) 28.10

9. 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:

The Chairman commented on the increased costs of the audit, confirming the amount to the meeting ie £120 instead of £60

The Chairman commented on the Consultation Paper/Statement about community involvement in planning matters and on assistance received from Martin Slatford of BDAPTC. 

Consultation Paper on Footpaths – the Chairman asked the meeting to consider: existing paths, new pathways, adequacy of network, circular routes.  It was agreed that the Chairman would speak to Cllr Hopwood and Ted Dowson for advice before responding and discuss the points with the Clerk.  The Chairman also raised the following: ‘fallen’ pathways ie Kit Lane to College Farm – should this not be reinstated, he noted he was keen to improve access ie. College Lane to Lower Common, access to the Camp, and perhaps a new path which would go up behind the Fox Pub and over the hill to Bedlam Bottom. Action: Chairman

SEERA – The Chairman advised the dates of the Examination in Public (EiP) in relation to the South East Plan. It was discussed and agreed that Clerk would try and ascertain when the hearing relating to Ellisfield would take place and it was agreed that it would be helpful for someone to attend.  The Chairman proposed that Paul Turner should attend on behalf of the Committee.  It was agreed that the Clerk or Chairman would speak to Paul Turner regarding this suggestion. 
Action: Chairman & Clerk

10. To discuss any matters which the Chairman considers urgent.  None
 
11. To decide upon the date of the next Meeting

The date of the next meeting was agreed as Monday 19 March 2007.
 
The meeting closed at 20.45 hrs
 
Open Forum.
 
No issues were raised.
 
 Chairman ……………………………………………        Date ……….…..…………

Appendix 1 - Finance Report

---

email this page's contact: Clerk
Page last edited on 13 Jul 2007     © 2002-2008 Ellisfield Parish Council