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Minutes of a Meeting of Ellisfield Parish Council
held in the Memorial Hall on Monday 9th August 2004 at 7.35 pm
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Present
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Paul Turner (Chairman and Clerk),
Sally Adams, Caroline Cazenove, Steven Gould, Tim Guinness & Peter Mitchell (Councillors)
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In Attendance
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Katrina Dalziel (Administrative Assistant)
PC Andrew Reid (until 7.55pm)
6 members of the public
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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 June 28, 2004. Agreed and signed as a true record.
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3.
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Matters Arising from the Minutes (for which no relevant Agenda Item is listed below). None.
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7.40pm: At this point the meeting went into Open Session and the Chairman introduced PC Reid to the councillors and the residents present. PC Reid then provided background information on both himself and the rural area that he covers, discussed the situation with the Police House, provided crime statistics for Ellisfield and answered questions put to him by both councillors and residents present. The chairman thanked PC Reid for attending the meeting and assured him of the council's continuing co-operation.
7.55pm: Open Forum. A resident asked about the progress in regards to the perceived danger of speeding traffic on the Axford Road. Cllr Mitchell explained that he had still not had a response from Hampshire County Council to a letter sent to them on this subject and that he would chase the matter up immediately. Action: Cllr Mitchell
This matter was discussed further and the possibility of installing a traffic measuring device was considered. This subject will be raised again at the next parish council meeting. Action: Clerk
8.10pm: The council then returned to Closed Session.
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4.
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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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Cesspool Emptying Service: The charge from B&DBC had increased for the 2004/5 year from £39.12 (assuming a weak load) and £63.99 (assuming a strong load - more than 400mg of solids per litre) to a flat rate of £65, bringing their costs more in line with commercial operators.
If Ellisfield was on mains drainage and a house was unmetered, the cost would be 68.10p per £ of rateable value. On a G-rated house with a rateable value of £302, the charge would therefore be £205.66pa, plus a standing charge of £18.81pa. This is the equivalent of 3.45 loads at £65 per load.
A metered house would be charged £1.03 per cubic metre for waste water, this being calculated on discharging 95% of a house's metered water supply.
It was agreed that the council take no action on this matter.
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Letters from Landowners regarding Emergency Tree Work: Letters have now been received from both College Farm and Portsmouth Estates, permitting emergency tree work to be undertaken by agencies such as BT, Electricity Board and HCC Highways. Copies of the letters were given to Cllr Gould so that he could chase up BT regarding an overhanging branch in Green Lane. Action: Cllr Gould
The Clerk was requested to contact Moundsmere Estates for a similar letter. Action: Clerk
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Swing: Councillors agreed to look at the Disability Discrimination Act Assessment document in a future meeting.
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The Clerk is still investigating what the legal requirements would be for the parish council in relation to the Disability Discrimination Act. Action: Clerk
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Volunteer Group: A copy of their 2003 Accounts was provided, as requested at the last meeting.
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Newsletter: According to plan, the newsletter was delivered to all houses on Sunday, July 4. Copies were also sent to Martin Ridgeway (B&DBC Parish Liaison Officer), Cllr Mark Ruffell (Borough Councillor), Cllr Anna McNair Scott (County Councillor) and HAPTC. Noted.
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An e-mail had been received from HAPTC congratulating Ellisfield Parish Council on the quality of the newsletter. Noted.
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Police House in Preston Candover: A letter had been sent by the chairman to the Chief Constable regarding the proposed selling off of the police house in Preston Candover and a non-committal reply had been received. Noted.
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Cango Bus Service: The new bus service will come into operation on Friday, August 20. The current 309 service will cease on the following Monday. The new bus will visit Ellisfield's Cannon Close on Thursday, August 12 and posters about this visit had been put up on all noticeboards. Booklets, within which the new service is explained and timetables and fares provided, had been received from HCC and copies were provided to all councillors and residents present.
The Clerk was requested to contact HCC to ask if the booklets were being provided to the current 309 service passengers. Action: Clerk
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BT Phone Box in Green Lane: The council's Letter of Objection to the removal of the pay phone at the top of Green Lane had been sent to BT prior to their July 31 deadline. We have been informed that their response may take some time because of the number of objections that they have received nationally. In the meantime, an article (with picture) about the removal of Ellisfield's phone box had been printed in the Basingstoke Observer.
As requested by the council, the Ellisfield Volunteer Group cleared the nettles from around the telephone box and also cleared the vegetation around the bus shelter and the lay-by. Noted.
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Green Lane Resurfacing: The section of Green Lane between Hill Farm and Farrier's Field and at Lower Common was recently resurfaced. The parish council had not been informed that this was going to happen. Noted.
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HCC Highways: Mr Lance retired on July 30. The Clerk had telephoned, thanking him for his efforts and wishing him the best for his retirement. Mr Lance's replacement is Mr Ian Wetherall and his contact number is 01256 360091 (the mobile number remains the same). It was agreed that he would be invited to speak to the council. Action: Clerk
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Conservation Area Appraisal: An item was included in the July 4 Newsletter regarding a proposed short print run that would enable copies of the Appraisal document to be purchased for £3 each. An order form was created and inserted in the Newsletter. 17 pre-orders have been received and the minimum print run is 50.
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A resident had requested that the cover picture of her residence be replaced with another suitable photograph if the Appraisal is reprinted. Also, it had been realised that the Appraisal document did not contain a map of the conservation area. It was agreed that the Clerk should talk to B&DBC about both these matters and that a formal proposal would be made at the next meeting to purchase 50 copies. Action: Clerk
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Litter Warden Vacancy: An advertisement for a new litter warden, to start from September 1, was placed in the July 4 Newsletter and one 14 year old applicant, Miss Becky Swanston, came forward. Her application was acceptable to the Clerk and her appointment was agreed to by all councillors. The Clerk was requested to provide the successful applicant with all necessary information and equipment. Action: Clerk
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Litter Warden Routes: The northern route had been extended to the corner of Busheywarren Lane at the last meeting and the relevant litter warden had been informed. A copy of the two routes was handed out to councillors at the meeting.
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SEERA (South East England Regional Assembly): At the last meeting, the Clerk was requested to find out SEERA's address and the name of the B&DBC delegate. SEERA's website address (which is www.southeast-ra.gov.uk) and their FAQ was emailed to all councillors. B&DBC's delegate is Cllr Brian Gurden (the new Leader of the Council).
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Hampshire Village Initiative: At the last meeting, the Clerk was requested to survey all village signs and report back to council. This work is still being undertaken and will be finished for presentation and discussion at the next meeting. Action: Clerk
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HAPTC: A "study tour" for Clerks (to Tadley Town Council and Penton Grafton Parish Council) had been arranged for September 30. The cost will be £25.
A "New Clerks" morning had been arranged for Tuesday, August 24 (10am to 12am) at Winchester. The cost will be £10.
It was agreed that training events such as these have been budgeted for and that the current Clerk and/or the new Deputy Clerk should attended if they were willing. Action: Clerk
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Onyx Composting Site in Busheywarren Lane: The concrete "slab size" is being increased four-fold. Work had started and is scheduled to end next Easter. The material will be lower than at present and will be turned more regularly. We have also been assured that traffic to/from the enlarged site will, as now, use the A339 entrance and will not pass through Ellisfield.
The Clerk was requested to discover what arrangements had been made in regards to landscaping on the enlarged site by contacting both the chairman of Herriard Parish Meeting and the planning department of B&DBC. Action: Clerk
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Cycle Route through Ellisfield: A consultation document had been received from HCC asking for comments (by September 17) regarding a proposed "Basingstoke to Alton and New Alresford" cycle route. This document was shown to councillors. Only Green Lane is included in the proposal. Ellisfield is already on a cycle route which, unlike this one, includes Rights of Way.
It was agreed that the council had no objection but the Clerk was requested to make HCC aware of Lower Common, the Gravel Pits and the Fox Inn as all being suitable places for cyclists to use as a journey break. Action: Clerk
The Clerk was also requested to ensure that Hill & Dale knew of this proposed route. Action: Clerk
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5.
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RESOLUTION: That an Open Forum be held after Item 3 ("Matters Arising ...") at all future Parish Council meetings, in addition to an Open Forum being held after each meeting
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This resolution was fully discussed and it was agreed (with Cllr Mitchell abstaining) that this resolution be passed, for a trial period of three months.
The order of items was also discussed and it was agreed that the "To receive any report and approve any action need" special interests' item be moved up to take place after this Open Forum. Action: Clerk
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6.
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To receive a report from the Clerk on Financial Matters.
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The Clerk provided a written report (see Appendix 1). Report noted and approved.
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Annual Audit: The Notice of Appointment of Date For the Exercise of Electors' Rights had been displayed on the Lower Common noticeboard on July 1. The 20 working day inspection period stated was July 15 to August 11. The Annual Return would be posted to the Audit Commission on August 12.
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Litter Wardens: Both litter wardens were informed of the salary rise from £25pm to £27.30pm as from August 1, as agreed at the last meeting.
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The following Payments were approved and cheques signed:
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P. Turner - Clerk's expenses (£40.62).
S. Duncan - Litter picking in August (£27.30).
M. Woodgate - Litter picking in August (£27.30).
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7.
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To appoint a Councillor to the post of Treasurer, whose duties will be to perform regular checks on all council financial matters.
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Cllr Gould's offer to perform this role was unanimously accepted. Cllr Gould is to liaise with the Clerk in regards to performing the first check. Action: Cllr Gould and Clerk
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8.
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To receive an update on current Planning Applications and to consider any new Planning Applications.
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The Clerk provided a written report as follows:
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Application Number
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Details
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Parish Action
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Outcome
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BDB 58276 (amendment to 57562)
Berrydown Farm
Berrydown Lane
Moundsmere
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Conversion of existing garage to living accommodation and erection of new attached garage. Erection of a single in-fill extension, a single storey front extension and construction of a first floor including raising the roof.
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No objection (at May 10 meeting)
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Approved by B&DBC
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BDB 58346
Brocas
The Green
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Erection of a first floor side extension and associated works.
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No objection (at May 10 meeting)
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Approved by B&DBC
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BDB 58653
NTL Transmitting Station
Winslade Lane
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Replacement of existing chain link fence with a 2.5 metre high palisade fence with access gates and ancillary works.
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Objection (at June 28 meeting)
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REFUSAL by B&DBC
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BDB 58809 (NEW)
Homestead
Green Lane
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Raising of garage roof to form living accommodation and construction of timber decking on first floor east elevation.
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BDB 58653: The chairman commented that it was very pleasing to see, subsequent to this council's objection, that B&DBC had refused planning permission for the new fencing (etc.) at the mast site. He had attended an on-site meeting at the mast with the landowner and mast operator, and reported that it is now proposed to replace the fencing with 2 metre high open-chain link fencing. He had subsequently commented on a few other matters (especially the fact that the proposal to clear a one metre strip around the site was still marked on an amended plan) and is awaiting a new schedule of works (and plan) for this council's consideration.
BDB 58809: After discussion, it was agreed that the Council had No Objection to this application.
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9.
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To receive any report and approve any action needed on:
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(i)
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Highways: Cllr Mitchell agreed to write to HCC asking them for a response to the council's letter regarding traffic control on the Axford Road. Action: Cllr Mitchell
Cllr Adams mentioned that the drain at the corner of College Lane and Axford Road was blocked. Cllr Mitchell agreed to contact HCC Highways Department. Action: Cllr Mitchell
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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: As agreed at the last meeting, Ellisfield had entered the HantsWeb Awards 2004 competition.
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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: The re-staining of the noticeboard at Lower Common is still outstanding. The wood stain had now been purchased. Cllr Gould and Cllr Turner agreed to complete this work prior to the next meeting. Action: Cllr Gould & Cllr Turner
Paint and wire brushes had now been purchased for repainting the Lower Common goalposts. Cllr Gould and Cllr Turner agreed to complete this work prior to the next meeting. Action: Cllr Gould & Cllr Turner
It was noted that, if these goalposts are to be kept, then new netting is also required.
It was noted that a request (from a village teenager) for larger football goalposts on Lower Common had been received. The Clerk had been asked to investigate suppliers and prices for goalposts approximately one foot higher and one foot wider than the present ones. This has not yet been accomplished and so will be carried over to the next meeting. Action: Clerk
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(vi)
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Burial Ground: Cllr Cazenove had confirmed that the land on the other side of the right of way track, opposite the church steps, is Glebe Land. Cllr Cazenove was requested to find out who the council should write to in regards to the possible use of this land as a burial ground extension. Action: Cllr Cazenove
Cllr Cazenove asked if it was necessary for the burial ground registrar (ie, the Clerk) to attend funerals. The Clerk responded that he was obliged to check that grave plots (normally dug on the morning of the funeral) were of the correct size and location, and that he had attended the three funerals that had taken place in the last year where full sized plots had been used (but had not attended the cremated remains' interments). He said that he would check up on the legality of signing the Notification of Burial document (which is not required for cremated remains' interments) and Ellisfield's Register of Burials, when the actual burial had not been witnessed by him. Action: Clerk
Cllr Guinness said that he was concerned that a proposal for every memorial had to be put before the council and that there were no written guidelines as to what was and was not acceptable. The Clerk responded that (a) there are only a very small number (four or five) of applications a year, that (b) the regulations state size limits, that (c) the council's approval must first be obtained for every memorial and that (d) the council's duty is not as an arbiter of personal taste but rather is to decide whether or not a proposed memorial's shape, material, colour and wording was, objectively, in keeping with existing memorials.
It was decided that the council should visit the burial ground to look at the existing memorials and to then discuss this matter again at the next meeting. The Clerk was requested to arrange this visit.
Action: Clerk
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(vii)
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Environment: The new Cango bus service had been discussed within Item 5.
Radiation measurements of the Ellisfield Mast have been promised after the works have been completed to the mast enclosure.
Cllr Guinness agreed to contact the landowner to find out where the new Herriard mast was going to be positioned. Action: Cllr Guinness
Cllr Gould agreed to contact BT regarding the tree trimming in Green Lane. Action: Cllr Gould
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(viii)
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Swing: At the last meeting, the Clerk reported that a resident had mentioned that teenagers were sitting on the toddlers' swing and Cllr Gould reported that both swings could take the same weight as the fixings were the same. The Clerk was asked to check the swing's specification with the original supplier. This had not yet been accomplished and so will be carried over to the next meeting. Action: Clerk
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(ix)
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Neighbourhood Watch: Nothing to report.
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(x)
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Memorial Hall: The BBQ and Scottish Dancing event on July 17th was successful. Thanks to Jane Evans, Bernard and Caroline Cazenove and all their helpers. The Harvest Supper is planned for 16th October and Olde Thyme Music Hall for 26th February, 2005. The next meeting of the Memorial Hall Committee would be 14th September at 8.00pm in the Memorial Hall. Noted.
Cllr Adams was asked to find out about the date for the Christmas Fair. Action: Cllr Adams
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(xi)
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Basingstoke District Association of Parish & Town Councils: The meeting on Tuesday, June 29 was attended by Cllr Turner and Cllr Adams. Cllr Adams reported that the meeting was most unsatisfactory. Cllr Turner reported that the meeting progressed so slowly that there were insufficient members left at the end of the normal meeting for the Association to have its Annual General meeting. Cllr Turner informed the council that he was discussing the matter with the elected officers of the Association.
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10.
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To discuss any matters which the Chairman considers urgent. None.
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11.
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To decide upon the date of the next Meeting. Monday, 6th September. Agreed.
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10.08pm: Open Forum. This was on the Agenda at this point because of the following Item. Points raised were:
a. The proposed Cycle Route.
b. The new "beginning of meeting" Open Forum.
c. Putting advance details of council meetings in Hill and Dale.
d. Lower Common noticeboard becoming full. (The Clerk assured the resident that the noticeboard was regularly looked at and, if the left hand side was crowded with notices, some were moved into the council's closed section. Also, out of date notices were always removed.)
e. A complaint made by a resident regarding the road resurfacing contractor's alleged abusive response to a telephoned complaint made regarding their bursting of the water main at Lower Common. (Cllr Mitchell agreed to follow up this complaint.) Action: Cllr Mitchell
10.18pm: The meeting returned to Closed Session.
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12.
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RESOLUTION: That this Council resolves to exclude the public from the meeting for the duration of Item 13 below, by reason of the confidential nature of the business to be transacted.
Public Bodies (Admission to Meetings) Act 1960 s1(2).
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The resolution was carried. No member of the public remained.
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13.
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To receive and consider applications for the post of Deputy Clerk, to decide upon a successful candidate and to discuss employment conditions and terms of service.
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Three applications had been received and all applicants had been interviewed. One applicant subsequently withdrew. The remaining two applicants' details were fully discussed and it was unanimously agreed that Mrs Jacqueline Matthews be appointed Deputy Clerk, with immediate effect.
It was agreed that Mrs Matthews be paid for 26 hours per month at the statutory NALC minimum hourly rate.
It was agreed that training timescales should be such for Mrs Matthews to be capable of assuming the Clerk role by the November council meeting.
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The Clerk was requested to prepare an Employment Contract for distribution to councillors. Action: Clerk
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The meeting closed at 10.40pm
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Chairman……………………………………………………
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Date.……….…..……………………………………
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