Parish Council Meeting Minutes

19th March 2007

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

In Attendance
Jacqueline Matthews (Clerk)
PC Andy Reid
0 members of the public
 
1. Apologies for Absence. None
 
2. Minutes of the Meeting held on 12 February 2007. 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 a number of incidents in recent months, these were; a quad bike stolen from an insecure garage at Northgate Cottage, the telephone was stolen from the kiosk and abandoned in a field in Northgate Lane and a report of a Puma in College Lane. PC Reid also reported that following Nigel Wilson’s resignation as Neighbourhood Watch Coordinator, Hannah Houstin-Lacey had volunteered to take over. Finally PC Reid notified the meeting that Inspector Bill Taylor would like to attend the Ellisfield Annual Parish Meeting.

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

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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 Sunday 18 March, Gould, Guinness, Hopwood and Swanston and the Clerk attended; also Chris Buchan-Hepburn, Group Sustainability Advisor for Hyde Housing Association and John Lancaster, Hampshire Rural Housing Enabler.)

At this meeting Chris Buchan-Hepburn, outlined both his role and Hyde’s approach to developing Affordable Housing in Rural areas. Issues of funding and design and build quality were discussed, together with sustainability issues.

It was discussed and agreed at the Parish Council meeting that it was appropriate to continue to explore the possibility of working with other Housing Associations. Chairman proposed that the questionnaire approach should be completed as soon as possible with as many of the Housing Associations approached as possible being encouraged to complete and return the questionnaire.

6. To receive a report and approve any action needed on:
 
i. Highways:   Once again Cllr Hopwood reported he had had no response from any of his emails and phone calls to Dan Beasant in respect of Axford Road traffic calming. Cllr Hopwood to approach Alison Quant (Director of Environment HCC) once again.

It was discussed and agreed that some deep potholes that have appeared in Church Lane, College Lane and Furzen Lane should be mapped and reported to Dan Beasant. Action: Cllr Hopwood

Concerns over the lack of reliability of the Cango bus and a recent letter to Mrs Frankham indicating a problem with scheduling were discussed and it was agreed to write to HCC and express these concerns.  Action: Clerk

It was reported that BT had recently carried out some tree work in Green Lane, just above Lower Common to remove trees that were contacting the telephone lines. It was discussed and agreed that it appeared that BT had not completed the project and they should be contacted to pursue this.  Action: Clerk
 
ii. Web Site:   Cllr Guinness reported that the Horticultural Society page was completely out of date, It was discussed and agreed that Steve Bowcutt should be contacted and asked to send this information to webmaster, Mark Thomas on a regular basis. Action: Clerk
 
iii. Land and Property:

Allotments:  The outstanding grant application was discussed and the Clerk reported recent conversations with Brian Saunders and Ian Harris who assured it was likely that some funding would become available in September rather than April as there had been some problems with the sale of allotments in Churchill Way, Basingstoke, and the subsequent availability of grants for Parish Allotments.

Hill Farm Pond: Cllrs Cazenove and Hopwood reported that it had been established that Portsmouth Estates do not appear to own the pond and Cllr Cazenove confirmed it was not included on the title deeds of Brocas. It was discussed and agreed that the Parish Council should check the archives at Winchester as it may be owned by the Church of England and failing this the Land Registry should be approached to pursue registration in the Parish Council’s name.
Action: Chairman and Clerk

Lower Common:   Councillors agreed to meet at the common on Saturday at 9.30am to confirm positions for wooden posts intended to deter vehicles from accessing the common and to ensure the Volunteer Group ‘ride-on mower’ would still be able to pass between posts. New goal post nets to be erected at this time. Action Cllrs Gould, Hopwood and Clerk

 
iv. Burial Ground:   Clerk reported Mrs Moira Hopkins was buried on Tuesday 06 March 2007. £90 interment fees received from Spencer & Peyton.

Clerk also confirmed the mystery of the ownership of Frankham grave plot No 89 had been solved. Moira Hopkins (nee Frankham) held the original receipt; a copy of which is now in the Burial Board files. It is understood Mr Hopkins may pass this to Rose Gray/Roy Frankham.
 
v. Environment:   It was reported many trees had fallen in Green Lane and Furzen Lane, due to recent strong winds. Concerns about trees touching telephone wires in several were discussed, including the beech hedge at Pullen’s Cottage. It was agreed that Seumus Foster should be contacted to establish who would be the best person to write to at BT to address this. Action: Clerk

vi. Swing:   Cllr Gould reported that weekly tests had been completed.
 
vii. Neighbourhood Watch:  It was confirmed that Hannah Houstin-Lacey has spoken to PC Reid about taking the role and had formally applied and was being vetted for security clearance.
 
viii. Memorial Hall:   Cllr Swanston reported forthcoming dates for activities organised by the Memorial Hall Committee included; Wine Walk - Friday 08 June and Barbeque Sunday 18 August.
Cllr Hopwood reported that the Ellisfield Volunteer Group had been asked if they knew anyone who could take on the job of cutting the Memorial Hall grass as Rose and Sid Gray had retired.
 
ix. Basingstoke District Association of Parish & Town Councils:   Nothing to report 
 
7. To receive a report from the Clerk on Financial Matters.
 
The Clerk provided a written report (see Appendix 1). Report noted and approved.
 
Replacement cheque to be signed to balance accounts for 2006/07 for cheque lost by Richard Avis for January 2006 litter picking.
 
 8. 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
- Notification of Borough and Parish Elections – These had been placed on all village noticeboards
- Nomination forms for Parish Elections – All Councillors were advised forms were to be completed and returned to BDBC between 27   March & 04 April

Department for Constitutional Affairs
- Letter advising caution regarding Risk Assessments in Burial Grounds

Hampshire Voluntary Housing Association
- response to Ellisfield Affordable Housing  Pre-Qualification Questionnaire
 
9 To agree date and discuss arrangements for Annual Parish Meeting
 It was discussed and agreed that the meeting should take place on Friday 27 April at 8.00pm. As this is an election year, it was agreed that no additional speakers would be invited to attend. The Chairman and Cllr Cazenove agreed to arrange refreshments.

10. To discuss any matters which the Chairman considers urgent
 It was confirmed that following the theft of the telephone equipment from the phone box, the Clerk had spoken to Phil Bennett; BT Commercial Field Officer who had assured the equipment will be restored to full working order.
 
11. To decide upon the date of the next Meeting. Monday 14 May 2007.
 
 The meeting closed at 9.25pm
 
 Open Forum. No on present
 
 

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

Appendix 1 Finance Report

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