Parish Council Meeting Minutes

Minutes of a Meeting of Ellisfield Parish Council

held in the Memorial Hall on Monday 02 July 2007

Present

Tim Guinness (Chairman)

Caroline Cazenove, Steven Gould, Peter Hopwood, Alison Swanston, Rose Taplin(Councillors)

Apologies:

In Attendance

Jacqueline Matthews (Clerk)
PC Andy Reid

1 member of the public

1.

Apologies for Absence. None

2.

Minutes of the Meeting held on 14 May 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 reported in the past 3 months; on 24 May 2007, a suspicious male was reported in Bell Lane, on 07 June 2007, a suspicious BMW car was reported near Farrier’s Field, and on 02 July there had been some fly-tipping in Furzen Lane. The fly-tipping had been linked to an elderly lady in Preston Candover who had been able to give details of the man who said he would dispose of the rubbish for her. PC Reid advised the meeting that BDBC would prosecute on behalf of Police.

Hannah Houstin-Lacey spoke in her capacity of Neighbourhood Watch Co-ordinator and confirmed that she had written an article for Hill and Dale and planned to hold a meeting, to raise awareness of Neighbourhood Watch Initiatives, on Friday 05 October in Ellisfield Memorial Hall. Residents from Cliddesden, Dummer, Farleigh and Ellisfield to be invited. PC Reid and PC Green to attend.

4.

To receive an update on current Planning Applications and to consider any new Planning Applications

The Clerk provided a written report as follows:

Application Number

Details

Parish Action

Outcome

BDB/63357 – APPEAL
Merritt’s Farm

Appeal against decision to refuse permission to relieve condition 1 of planning approval BDB/36229 to allow use of buildings as workshop and office by person or persons other than Mr Baker and Mr Clay

ONGOING

BDB/66048
Land adjacent to College Lane

Consent to works to preserved trees. Fell Blackthorn and Whitethorn trees

No Objection

TCA 2302
The Thatched Cottage
The Green

Notice of intent to fell 3 Cypress Trees

No Objection

BDB/66250
Lane South of Church Lane

Erection of building forming stables, tack room, log store and hay store. Change of use of the land for the keeping of horses, sheep and goats

No Objection

5.

To receive a report and approve any action needed on:

i.

Highways:    Cllr Hopwood confirmed that despite several attempts he had been unable to contact Richard Hague, Alison Quant or Anna McNAir Scott. He had finally phoned Brian Milburn, Head of Highways for BDBC and Richard Hague phoned back…. He knew EPC had applied for Village 30 and confirmed we would not be on the priority list so therefore unlikely to be included in this year’s activity. Cllr Hopwood reported he had asked about the original Traffic Calming project agreed with Keith Pauw, and whilst he apologised for lack of response over the past 18 months, Mr Hague reported he had been very busy and had not had time to look at it. He confirmed he would write to the Parish Clerk for Ellisfield and the Chairman agreed to write to Brian Millburn when the letter is received.  Clerk reported the worst potholes in Furzen Lane had been filled and Cllr Hopwood reported there was a deep pothole in Church Lane that he would report to Dan Beasant.

                                                                                                    Action:  Cllr Hopwood

Clerk reported an email had been received from Dan Beasant regarding the drainage at the bottom of the rectory drive, informing a purchase order had been raised fro work to match the left side of the driveway to the right side.

ii.

Web Site:    Clerk reported that the minutes of Parish Council meetings were not up to date as they had not been sent to the webmaster. To be resolved without further delay.     
 
                                                                                                       Action:  Clerk

iii.

Land and Property:    Cllr Gould reported he had cleared part of the ground at the Upper Allotments. It was discussed and agreed that Cllr Gould and Clerk would mark small plots and ask interested parties if they would like to plant some late potatoes. BDBC grant allocation announcement to be made in August after which Clerk to approach Veolia.                                                                    

                                                                                           Action:   Cllr Gould & Clerk

Cllr Hopwood suggested Julian Evans should be approached and asked to look at the Lower Allotments to review the condition of the trees and make suggestions for best use of land.

                                                                                             Action:  Cllr Hopwood

Cllr Hopwood confirmed the Lottery Application had been refused Hannah Houstin-Lacey confirmed she had agreed to research archive with Cllr Hopwood    to see if Church claims ownership and then pursue registration with Land Registry. 

                                                                                               Action:  Cllr Hopwood

iv.

Burial Ground:    Cllr Cazenove reported the Vicar had pointed out that fencing and gate need repairing/replacing. Clerk to provide names of fencing contractors who provided quotes for allotment fencing to Cllr Cazenove who will investigate. Following recent review of C of E burial charges Cllr Cazenove and Clerk to review EPC Burial Ground charges.

                                                                                          Action:  Cllr Cazenove and Clerk

v.

Environment:    Nothing to report

vi.

Swing:    Cllr Gould reported weekly tests had been completed

vii.

Neighbourhood Watch:   See open forum

viii.

Memorial Hall:     Cllr Swanston reported Les Dominey has agreed to cut the grass behind the hall. Clerk reported concerns about car park flooding had been reported to BDBC.

ix.

Basingstoke District Association of Parish & Town Councils:    Unfortunately no one was able to attend 28 June meeting.

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’.

Chairman summarised a report from the Affordable Housing Working Party following meetings with representatives of The Rural Housing Trust and HASTOE.   It was discussed and agreed that HASTOE seemed to be the most credible, having the most experience and had demonstrated a sympathetic approach to design and a positive intention to build quality homes (even allowing chimneys). It was felt David Askew had a down to earth approach and had experience of working on some good projects. HASTOE also the ability to fund the building. It was discussed and agreed that David Askew to be invited to make a site visit with his architect.                                                                                            Action:  Clerk

Chairman also reported that it might be useful to explore the concept of Community Land Trust and to see if there are any advantages for Ellisfield.                                 Action:  Cllr Guinness

Clerk reported that the planning application for Preston Candover Affordable Housing to be considered at BDBC Development Control meeting on Wednesday 04 July – Chairman and Cllr Hopwood to attend.

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:

HAPTC

The revised Code of Conduct – an evening seminar for Councillors Tuesday 24 July 2007 at Chilworth Manor 6.00 8.00 pm. £10 per delegate

Planning Aid South

Charitable arm of Royal Town Planning Institute offer free independent advice to individual and communities re planning problems, also training and support and information to help local communities play an active part in planning and shaping their own community. Also telephone helpline 3 day/week

 
 8.

To receive a report from the Clerk on Financial Matters.

Annual Account figures were circulated and approved – Cllr Gould had signed and approved these at the end of financial year.

Monthly financial report circulated – Clerk explained this was not complete as due to postal strike June bank statement had not been received. One cheque to be signed.

Annual Audit: Risk Assessments were reviewed and signed. Additional this year – Cllrs to register that they are trustees of Allotments (Charity). New insurance documentation from Norwich Union had been received and to supersede Allianz Cornhill documentation

Councillors reviewed and confirmed the Annual Governance Statement; Chairman and Clerk signed Audit Form.

The Clerk provided a written report (see Appendix 1). Report noted and approved.

9.

New Code of Practice for Councillors was discussed and a resolution to adopt was passed; Chairman proposed resolution and was seconded by Cllr Cazenove.    

Clerk to publish this in Basingstoke Gazette ‘Community News’ column and notify Standards Board.                                                                                                                 
                                                                                                                  Action:  Clerk

All Councillors to review and sign register of members interests within 28 days of passing resolution.                                                                                                      
                                                                                                                    Action:  All

10.

To discuss any matters which the Chairman considers urgent:    None

11.

To decide upon the date of the next Meeting. Monday 10 September 2007

The meeting closed at 9.18pm

Open Forum. No points raised

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