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633
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Minutes of a Meeting of Ellisfield Parish Council
held in the Memorial Hall on Monday 30th June 2003 at 7.30 pm
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Present
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Paul Turner (Chairman), Sally Adams (Councillor)
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Martin Ridgeway (Borough Council Appointee)
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In attendance
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Edna Chilton (Clerk)
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Katrina Dalziel (Administrative Assistant)
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9 members of public
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Mark Ruffell (District Councillor, Upton Grey and the Candovers) from 8.20 pm
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1.
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Apologies for Absence. None.
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2.
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Minutes of the Meeting held on 2nd June 2003.
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p.630 - item 10. line 30. For clarity the word 'days' should be inserted following 15 to 20. The minute is correct but the report is unclear.
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Minutes were amended. Agreed and signed as a true record.
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3.
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Matters Arising from the Minutes.
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The Chairman had looked at Basingstoke Central Area Draft Vision but had not yet responded on behalf of the Council.
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The Chairman had distributed a circular to residents regarding the mast proposal (p.631).
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4.
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To receive and approve the Annual Accounts for 2002/03 and sign the Declaration for the External Auditor.
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Accounts approved as presented.
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Since the external/internal audit had not been completed the Council was unable to sign the Statement of Assurance. It was agreed that this would be adjourned until next meeting.
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The Clerk had recommended in a memo that the Council should meet again on Monday 14th July.
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5.
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To change the signatories on the Treasurer's account with Lloyds Bank plc.
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Councillor Adams was not satisfied with parts of the contract offered by Lloyds.
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Section 10 - sub section 2
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Section 8 - lines 10 - 20
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The form is uncompleted at present but would be reviewed again by the new Council. Agreed.
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6.
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To receive a report from the Clerk on Administration Matters.
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The Clerk reported as follows:
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Memos received from HAPTC (Hampshire Association of Parish & Town Councils):
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i. The Clerk is the Chief Executive and as such is responsible for the smooth running of the Council. All queries relating to the Council should be addressed to the Clerk. The Clerk may seek advice from HAPTC, whose mandate is to obtain and give advice to Clerks and Chairmen on behalf of their Councils. HAPTC does not give individual advice to the 2,000 individual councillors in Hampshire.
Noted.
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ii. Hampshire County Council 2003: Hantsweb awards - Best Town/Parish Council web site.
Notification that anyone can place a nomination by filling in the form on the web site www.hants.gov.uk/hantswebawards. Freepost nomination forms are also obtainable, at libraries and information points. The deadline is the 31st July. Noted.
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iii. An early warning regarding regulations that make it legal to pay basic allowances to parish councillors, should Councils wish to do so. A committee at Borough level will set the amount that may be paid. It was expected that further information would be disseminated via Borough Councils.
Noted.
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iv. An early warning regarding the rise in the minimum wage, with effect from October 2003.
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18 - 21 to £3.80 and to £4.10 in October 2004
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Over 18 to £4.50 and to £4.85 in October 2004
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Noted.
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v. The recommended minimum hourly rate for a Clerk is £7.21 at spinal point 15 (that is with no experience or training). This equates to £2,249.52 per year for 6 hours a week. These regulations would have implications for the budget in November. Noted.
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634
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vi. An enquiry asking if there was any interest in a seminar on Quality Status. Replies should be returned by 1st September. Noted.
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vii. Reminder of the existence of the Hampshire Records Office. Noted.
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Health and Safety: On 19th June 2003 a fax had been received from the Health and Safety Consultant regarding an invoice that had not been paid. In view of the instructions given to the Clerk at the last Council meeting of not to pay, this letter was passed on to the Chairman. Noted.
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Hampshire Police Authority: The Clerk had been asked whether the Council would like a hard copy of the Annual Report. Since the report could also be accessed at www.hampshire.police.uk or www.hantspa.org, it was agreed that a hard copy was not required.
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Good Councillors Guide: Six copies had been received.
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Wicksteed Leisure: Clerk had received a Guide to the Disability Discrimination Act 1995 and to the new provisions that need to be made from October 2004. With regards to outdoor play areas in the village nothing needs to be done. Noted.
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Quality Councils: The latest information received had been passed to the Chairman.
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Standards Board for England: Clerk had received another video and workbook. The Council is now in possession of two videos but has no ability to view them except on domestic video players.
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Village Design Statement: A bulletin had been received from HAPTC containing a very flattering article about Ellisfield Village Design Statement.
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The Fox: Notification had been received for the transfer of the licence for The Fox, from Emma Hanson to Peter and Adrian Dengee, with effect from 2nd July 2003.
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Consultations
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Consultation on Flooding: Clerk had received a request from B&DBC for comments about the inclusion of filter drains/ swales/soakaways/ basins/ ponds and wetlands within new or existing development. A framework document could be obtained from Richard Wareham.
Tel: 845216 e-mail: r.wareham@basingstoke.gov.uk
Noted.
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Finance
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The Clerk provided a written report. Appendix 1.
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Report noted and approved.
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7.
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To consider any new Planning applications and receive an update on current applications.
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The Clerk provided a written report as follows:
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APPLICATION NO
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DETAILS
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PARISH ACTION
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OUTCOME
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BDB 55902
NTL transmitting station
Winslade Lane
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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
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Object
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BDB 55902
A pre planning application consultation was received from LCC UK giving details of a proposed temporary telecom mast to be erected in a field opposite to Widmoor Farm. The temporary site was said to be for use whilst the permanent site was being network-tested and possibly for a short time after. Grid references were given for both sites and the permanent site appeared to be at the point of the existing mast further along College Lane.
A response to this was sent saying that the existing mast was already the subject of some anxiety to those living near and that there would certainly be resistance to the siting of a further mast. Neighbouring properties were informed of the proposed development but warned that there had, as yet, been no planning application received. Several letters have been received indicating that neighbouring properties will, indeed, object to such development.
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No application has yet been received for the temporary mast but the above application would appear to be related and is probably the permanent installation referred to. The Parish Council is asked to make any comments, on the usual form, by 18th May.
635
The Planning Authority’s form describes this as a Telecom works determination. Determination usually means determination as to whether Planning Consent is required. Since it is government policy to share masts rather than erect new ones, it seems unlikely that the Planning Authority will be able to resist the development.
There is no guarantee that this application is the end of the matter and that no application for a temporary mast will be made.
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The Clerk had sent an objection. The file had been updated and passed to the Chairman.
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Notification had been received of a meeting by the Planning Committee on 2nd July at 16.30pm. Parish representatives would be allowed 4 minutes to speak. Details of the meeting had been passed to the Chairman.
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A further letter had been received LCC UK regarding the Temporary Mast. This had been copied to neighbours and passed to the Chairman.
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On 27th June, Planning Officers had recommended to the Development Control Committee that the latest application (alterations to the existing mast) be approved.
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Report noted and approved.
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8.
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To receive the Risk Assessment and any recommendations from the Chairman.
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The Chairman reported that the CD containing the Risk Assessment had been received from the Consultant, however, it contained a virus and could not be used to help create the revised risk assessment. The Chairman had therefore used his own notes to produce a totally new document.
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Martin Ridgeway proposed that the document presented by the Chairman be known as Risk Assessment: Version 1.0. Seconded by Councillor Adams. Agreed.
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Risk Assessment: Version 1.0 was then circulated to Councillors.
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The Chairman explained that most of the areas inspected in Risk Assessment: Version 1.0 had been identified as low risk. However, the Burial Ground bench was of medium risk and the job of road sign painting was of high risk.
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The Chairman reported that a decision would be made within the next few days as to whether the bench in the Burial Ground should be replaced or repaired. Noted.
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It was suggested that the job of road sign painting in the village would require a separate risk assessment. In the meantime, no further work would be undertaken. Noted.
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A survey of poisonous plants at the Gravel Pits may also be necessary. Noted.
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It was agreed that the sentence suggesting that the slope in the Burial Ground was slippery should be removed.
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Report noted and approved.
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9.
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To appoint Councillor Paul Turner as unremunerated Clerk to the Council, with effect from 1st July 2003.
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Proposed by Councillor Adams. Seconded by Martin Ridgeway. Agreed.
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10.
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To appoint Councillor Paul Turner as Responsible Financial Officer, with effect from 1st July 2003.
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It was agreed that Edna Chilton should continue as RFO until the Accounts had been signed off.
The appointment of Paul Turner to RFO would be carried over to the next meeting of the Council.
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11.
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PROPOSAL: That this Council agrees to pay Paul Turner's joining fee of £5 and half year subscription (£12) to the Society of Local Council Clerks.
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Proposed by Martin Ridgeway. Seconded by Councillor Adams. Agreed.
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12.
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PROPOSAL: That this Council agrees to purchase such publications, up to a value of £200, found necessary for the proper functionality of the Clerk to the Council.
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Martin Ridgeway suggested that the amount of money used for purchases should be changed to £100.
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PROPOSAL: That this Council agrees to purchase such publications, up to a value of £100, found necessary for the proper functionality of the Clerk to the Council.
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Agreed.
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636
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13.
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PROPOSAL: That this Council agrees to purchase six copies of the new edition of The Parish Councillor's Handbook at a cost of up to £73.50.
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Proposed by Councillor Adams. Seconded by Martin Ridgeway. Agreed.
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14.
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To receive any report and approve any action needed on:
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(i)
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Highways:
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Councillor Adams had received a report that the drain (gully) nearest Tweedale on the Axford Road (Berrydown Lane) was blocked. The problem was reported to HCC but no response had been received.
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(ii)
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Health and Safety: Nothing to report
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(iii)
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Web Site: Visitors to the site could now receive e-mailed updates.
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(iv)
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Best Value Review: Nothing to report
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(v)
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Land and Property: Nothing to report
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(vi)
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Environment:
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Councillor Adams had received a complaint regarding the smell arising from what was thought to be a manure heap that had not been moved for some time. It had been ascertained where the manure was and who owned the field. A friend of the owner would try and sort out the problem. Councillor Adams would be informed of the outcome.
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Councillor Adams was concerned that Furzen Lane had not been swept for a long time and that white lines should be painted/ repainted on the narrowest parts of village lanes to alert cars to the danger of driving too fast. B&DBC had not been approached. To be reviewed again at the meeting of the new council. Agreed.
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(vii)
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Swing: Nothing to report.
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(viii)
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Neighbourhood Watch: Nothing to report.
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(ix)
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Memorial Hall:
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The Wine Walk had been financially the most successful so far. The profit of £400.20 was to be shared equally between the Memorial Hall and St Martin's Village Barbecue. A questionnaire had been sent around requesting ideas for improvement.
Tickets for the village Barbecue had all been sold.
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(x)
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Basingstoke District Association of Parish & Town Councils (BDAPTC):
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There was some doubt as to whether B&DBC and/or BDAPTC would sign up to the Parish Charter since a number of parishes had expressed concern over its contents. In particular, the preferential treatment that may be given by B&DBC to parishes that attain Quality Parish status.
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B&DBC Planning Department are thinking of running some workshops for parishes.
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B&DBC are now publishing planning applications on their web site, however, there was some concern that the plans may also be published on the web.
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B&DBC announced that Gordon Holcroft, currently Acting Chief Executive, would be appointed Chief Executive for a period of two years.
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Paul Turner had been nominated BDAPTC’s Parish Council representative on the Borough’s Standards Committee.
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Subjects reported by HAPTC:- new councillor training; clerks mentoring service; Best Value regulations; Quality Parishes; councillor payments; Code of Conduct workshop.
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15.
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To discuss any matters which the Chairman considers urgent.
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The Chairman thanked Mrs Edna Chilton for her many years of service as Clerk and presented her with an engraved crystal bowl on behalf of the Council.
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The meeting closed at 8.35pm.
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Chairman……………………………………………………
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date.……….…………………………………….
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Matters discussed in Open Forum
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Drains (gully); Manure; Telecom Mast; Thanks to Martin Ridgeway (Borough Council Appointee) for all his help; Risk Assessment.
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Minutes - 30 Jun 03
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