Parish Council Meeting Minutes

637

Minutes of a Meeting of Ellisfield Parish Council
held in the Memorial Hall on Monday 14th July 2003 at 7.30 pm

Present

Paul Turner (Chairman/Clerk),
Sally Adams, Caroline Cazenove, Tim Guinness, Steven Gould (Councillors)

Peter Mitchell (Councillor) until 7.35pm

In attendance

Katrina Dalziel (Administrative Assistant)

7 members of public

1.

Newly elected members to sign Declaration of Acceptance of Office.

This was done.

All councillors were asked to complete a Register of Interests. The Chairman stressed that forms should be returned to him as soon as possible. If the process had not been completed within 28 days then those elected would not be permitted to continue as councillors.

2.

Apologies for Absence.

None.

At this point, Councillor Mitchell left the meeting to fulfil a prior engagement.

3.

Minutes of the Meeting held on 30^th June 2003.

Agreed and signed as a true record.

4.

Matters Arising from the Minutes.

Questionnaires for the wine walk would be sent to all hosts (p.636).

5.

To sign the 2002/03 Annual Accounts Statement of Assurance.

The external/internal audit had been completed by Anthony Cecil. The Chairman proposed that the Statement of Assurance for the Accounts should be approved. Seconded by Sally Adams.

Agreed by all councillors present. The Chairman accordingly signed the Statement of Assurance.

6.

To appoint Councillor Paul Turner as Responsible Financial Officer with immediate effect.

Although retiring as Clerk, Mrs Edna Chilton had continued as RFO until the Accounts for 2002/03 had been completed. Since this had now been done, the Chairman proposed that he fulfil the position of RFO until such time that a new Clerk had been appointed and trained or until another councillor could take over the job.

There was some concern that if councillors agreed to this proposal then the Chairman would, in addition to his current position on the Council, also hold the post of Clerk and RFO. It was agreed that if the Chairman was to become RFO then the situation should be reviewed in 3 months. In this time it would be possible for the Chairman to fully understand what the job involved with a view to passing it on to someone else.

PROPOSAL: That this Council agrees to appoint Councillor Paul Turner as RFO for a period of 3 months. Proposed by Paul Turner. Seconded by Tim Guinness. Agreed.

7.

To change the signatories on the Treasurer's account with Lloyds Bank plc.

In order for cheques to be issued by the new Council it was necessary to establish the new councillors as signatories on the Treasurer's account and remove those who were no longer councillors. This was done.

The following councillors signed as signatories:- Caroline Cazenove, Tim Guinness and Steven Gould.

There had been some concern regarding section 2 of the bank mandate's Legal Terms, in which the bank indicated that they would accept electronic communications. Councillor Turner explained that the contract was very general and not specifically designed for the needs of parish councils. As a precaution, however, he would continue as the former RFO had done, and communicate any instructions to Lloyds Bank by letter. He would also write to the bank requesting that they refuse to accept any form of electronic communication from anyone with regards to Ellisfield Parish Council.

It was agreed that it was not appropriate for the Chairman to be a signatory whilst also acting as RFO and Clerk. Councillor Paul Turner would therefore be removed as a signatory once the new signatories had been confirmed by the bank.

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8.

To receive a report from the Clerk on Administration Matters.

The Clerk reported as follows:

Application for a memorial stone. Agreed.

HAPTC. Another seminar for new councillors had been arranged for 19^th August. No councillors wished to attend.

Report noted and approved.

9.

To consider any new Planning applications and receive an update on current applications.

The Clerk reported as follows:

APPLICATION NO.

DETAILS

PARISH ACTION

OUTCOME

BDB 55902:
NTL transmitting station Winslade Lane.
The Chairman and a number of residents had attended the Development Control Committee meeting on 27^th June at which they had objected to the gantry on the mast. The matter was referred back to the Development Officer. The next Committee meeting would be on 27^th July.

Installation of 3 no. 4 Stack Dipole antennas at 13.2-15.8 metres on existing 30 metre high telecommunications tower and 1 no. GPS antenna

Object

The Chairman had also been in communication with the Planning Office regarding BDB 55902 and asked whether it was possible to also object to the antennae. He had been informed that this could not be objected to as the antennas were being allowed under a Permitted Development Order and that incorrect information had previously been given to the Parish Council by B&DBC. It was also noted that a letter had been written to B&DBC by Tim Guinness (as a private resident) suggesting reasons why NTL had needed planning approval prior to installing the antenna.

It was proposed that the Council should keep a watching brief on this matter but take action again when required. Agreed.

Report noted and approved.

10.

To receive any report and approve any action needed on:

(i)

Highways:

The three blocked drains, one to the west of Tweedale on the Axford Road (Berrydown Lane) and two at the foot of College Lane had still not been cleared, as requested on 30^th June. When Councillor Adams phoned HCC again she was told that the contractor had been advised of the work on 10^th July. Councillor Adams agreed to phone HCC again if the work had not been completed by 28^th July. Noted.

Councillor Adams expressed concern regarding a number of matters. The Chairman reminded councillors that HCC are ultimately responsible for the upkeep the highways but that the parish council, acting on behalf of the village, have a responsibility to assist and encourage HCC to sort out any problems. The Chairman proposed that Councillor Adams follow up her suggestions regarding Highways, as follows:

  That white lines should be repainted in the village.

  That potholes should be filled before winter. It was agreed that an audit would be done.

  That Furzen Lane should be swept.

  That all soakaways should be cleared.

Agreed.

Councillor Gould had noticed a fallen tree held up by phone line. It was agreed that Councillor Adams would also look into this. Agreed.

(ii)

Health and Safety:
Nothing to report.

(iii)

Web Site:
The Chairman would like to enter the Hantsweb contest for Best Town/Parish Council web site.

639

B&DBC have been asked to set up ellisfield.gov.uk e-mail addresses for councillors.
Noted.

(iv)

Best Value Review:
Nothing to report.

(v)

Land and Property:

The bench in the Burial Ground had been strengthened and was now considered safe. It would be necessary to discuss in forthcoming meetings whether to replace it. Noted.

The Ellisfield Volunteer Group had asked whether councillors could visit the meadow at the Gravel Pit in order to consider a proposed leaving of areas of wildflowers and long grasses within the open space. It was agreed that councillors should go to the meadow before the next meeting, at which point responses would be heard.

It was suggested that the village should also be consulted. It was agreed that the Chairman would circulate a notice.

The audit of poisonous plants in the gravel pit had been completed. Hemlock had been identified, however B&DBC advised that it was not necessary to destroy it. The Chairman would consult a local expert (Seumas Foster) about methods of eradicating the plant naturally. Noted.

Following a question about the allotments in the village, it was reported that part of the Upper Allotments (behind The Fox Inn) had been let and that the Lower Allotments (west side of Green Lane, north of Cresta Run) were let to Mr and Mrs Gray for coppicing. Noted.

(vi)

Environment:

The smell arising from what was thought to be a manure heap had been reported at the last parish council meeting. Action had been taken, but since then the Chairman had spoken to the landowner. The Chairman was informed that the manure had been due to arrive in February, mixed with straw and ploughed in by contractors. However, the delivery had arrived some time later in the year. As a result, the contractors had not been available to complete the job. The Chairman would again contact the landowner and possibly also the contractors to try and resolve the problem. The Chairman would advise nearby residents of the outcome. There was concern by residents that this was also a health issue. Noted.

(vii)

Swing:

The Chairman suggested that since Councillor Gould lives near the swing it would be sensible for him to carry out the weekly inspections. Agreed.

(viii)

Neighbourhood Watch:
Nothing to report.

(ix)

Memorial Hall:
The village Barbecue had been very successful. Noted.

(x)

Basingstoke District Association of Parish & Town Councils:
Nothing to report.

11.

To discuss any matters which the Chairman considers urgent.

The Chairman would write to Martin Ridgeway (Borough Council Appointee) to thank him for all his help. Agreed.

The next parish council meeting would be held on 1^st September 2003. Agreed.

The meeting closed at 9.15pm.

Chairman ……………………………………………………

Date .……….…………………………………….

Matters discussed in Open Forum

Drains (gully); Manure.