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Minutes of a Meeting of Ellisfield Parish Council
held in the Memorial Hall on Monday 6th September 2004 at 7.35 pm
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Present
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Paul Turner (Chairman and Clerk)
Sally Adams, Caroline Cazenove and Steven Gould (Councillors)
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In Attendance
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Jacqueline Matthews (Deputy Clerk)
Katrina Dalziel (Administrative Assistant)
1 member of the public
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1.
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Apologies for Absence. Cllr Guinness and Cllr Mitchell.
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2.
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Minutes of the Meeting held on August 9 2004.
Item 9xi (BDAPTC report) on page 681 amended to clarify that a comment about BDAPTC's Annual Meeting was attributable to Cllr Turner and not to Cllr Adams. Subsequent to this amendment, the minutes were 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).
Cllr Turner explained that due to the time devoted during the previous month in training sessions with the new Deputy Clerk, the following "Action: Clerk" items will need to be carried over to the next meeting:
Contacting Moundsmere Estates requesting letter for emergency tree work.
Investigation of legal requirements of the Disability Discrimination Act.
Inviting Mr Wetherall (HCC Highways) to a Parish Council meeting.
The possible purchase of 50 copies of the Conservation Area Appraisal.
Village Signs review (90% done).
Investigation of landscaping at Onyx green recycling site.
New cycle route - contacting HCC regarding suitable stops and informing Hill & Dale.
First quarter's check of Accounts by the Treasurer.
Suppliers of goalposts.
Obtaining the specification of the swing with the manufacturer.
Checking of 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 the Clerk.
The above were all noted.
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7.45pm: Open Forum. At this point the meeting went into Open Session and the Chairman asked the member of the public present if there were any specific matters that he wished to discuss. There were none.
7.46pm: The council then returned to Closed Session.
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4.
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RESOLUTION: That Mrs J. Matthews, Deputy Clerk, be appointed to the posts of Clerk and Responsible Financial Officer, with immediate effect.
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The references that had been requested and received were circulated to all councillors. The resolution was proposed by Cllr Cazenove and seconded by Cllr Gould and all agreed that Mrs Jacqueline Matthews be confirmed as Clerk and Responsible Financial Officer.
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5.
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To receive a report and approve any action needed on:
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i.
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Highways: Cllr Mitchell had provided the following written report:
A second letter had been written to Hampshire County Council (HCC) regarding the speed of vehicles on the Axford Road. Another "holding reply" had been received.
The blocked drain at the junction of Axford Road and College Lane had been cleared within a day of being reported to HCC's Highways Department. Cllr Mitchell telephoned Mr Wetherall to compliment him on the quick response. Cllr Mitchell also took the opportunity of mentioning the road surfacing contractor’s allegedly abusive response to a complaint from a resident about the burst water main and it was suggested that a quiet word was called for to prevent a recurrence.
The speeding on Axford Road was then discussed and the council agreed that ‘holding replies’ were inadequate and that, as we had first written to HCC regarding this matter in May 2004, it was time the matter received additional attention. Action: Cllr Mitchell
Cllr Adams stated that there were other drains at the junction between Green Lane and Axford Road that were blocked. Cllr Adams agreed to check precisely which drains were in need of attention and also mentioned that "Fuzzy Lane is a disgrace" (ie, in need of sweeping). These matters were discussed and it was agreed that further contact with Mr Wetherall at the Highways Dept is required to address these issues. Action: Cllr Adams and Cllr Mitchell
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ii.
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Health & Safety: Cllr Turner recommended that this item be removed from the standard Agenda as the Risk Assessment only requires review when necessary. Agreed. Action: Clerk
Cllr Turner also recommended that the Risk Assessment be reviewed at every Annual General Meeting. Agreed. Action: Clerk
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iii.
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Web Site: Nothing to report.
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iv.
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Best Value Review: Cllr Turner recommended that this item be removed from the standard Agenda as the document requires review. Agreed. Action: Clerk
Cllr Turner recommended that the document be reviewed by himself and the Clerk within the next two months and be discussed at a meeting after all councillors have read the reviewed document. Agreed. Action: Clerk and Cllr Turner
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v.
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Land and Property: Cllr Gould has removed the Lower Common noticeboard so that it can be re-stained under cover. Noted.
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vi.
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Burial Ground: Cllr Cazenove had provided the contact details at Church House in Winchester to the Clerk. A letter will be written by the Clerk regarding the possible use of Glebe land as an extension to the Burial Ground. Action: Clerk
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vii.
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Environment: Nothing to report.
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viii.
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Swing: Cllr Gould confirmed that the Weekly Test had been performed and no faults had been found.
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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: Cllr Adams stated that the Christmas Fayre would take place on November 27. Cllr Turner confirmed that he would add this event to the website. Action: Cllr Turner
The next Memorial Hall Committee Meeting will take place on September 21. Noted.
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xi.
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Basingstoke District Association of Parish & Town Councils: Nothing to report.
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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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Incoming Mail: Starting immediately, a Schedule of Incoming Mail will be created, summarising (a) date received, (b) from whom, (c) description and (d) comments. This will be circulated each month, with the Agenda for the upcoming meeting. Every item mentioned will be brought to that meeting. This was discussed and it was agreed that this would be useful.
New Clerks' Mentoring at HAPTC: This training session, held on August 24, was attended by Jacqueline Matthews (then Deputy Clerk) and Cllr Turner (then Clerk).
Basingstoke & Deane Borough Council Parish Liaison Meeting: This meeting, held on September 1, was attended by Jacqueline Matthews (then Deputy Clerk) and Cllr Turner, chairman.
There was a presentation on Planning Enforcement and there were discussions regarding Double Taxation, the possibility of B&DBC insuring litter picking by volunteers, and 20 minute waits when reporting fly tipping. B&DBC were asked to chase up planning training for parish councillors (promised after elections).
The next Liaison Meeting will be on December 1. The Agenda will include presentations from B&DBC Customer Services and from Environmental Services (with emphasis on recycling).
Mayor's Annual Reception: To be held on Tuesday November 16 at 7pm. The chairman and Clerk will attend. Councillors interested in attending to check availability. Action: All Councillors
Fly Tipping in Furzen Lane: Reported to B&DBC first thing Tuesday morning, August 31. Everything removed the next day.
Correspondence: The following have been received:
SEERA (Proposed Changes to Regional Planning Guidance for the South East (RPG9).
Public Consultation July 2004)
SEERA (Notices for the Queen's Award for Voluntary Service. (to be placed on village
noticeboards)
SEERA (Draft Code of Conduct for Local Government Employees)
Kingfisher (Kingfisher Housing Association's 2004 Annual Report)
HAPTC (Latest National Salary Scales)
HAPTC (Annual Report and Agenda to AGM on Saturday October 16)
HAPTC (Notification of a "Freedom of Information Act" implementation workshop (November
25 - £15)
HAPTC (Request from HAPTC for the Chairman and the Clerk to authorise HAPTC to hold
their names and addresses - needed under the Data Protection Act)
HAPTC (Training seminar for new councillors (October 5, 6.30pm to 9pm - £25 per councillor). Councillors interested in attending to check availability)
HAPTC (Advice regarding changes to the Clerk's AQA accreditation process)
B&DBC (Annual Report 2003/4 and Three Year Plan & Budget Strategy 2004 to 2007)B&DBC (Parish Grant and Precept documentation for 2004/6)
B&DBC (Request document for the latest Register of Electors)
B&DBC (Invitation the Mayor's Reception on November 16)
B&DBC (Notification that "Oakdene" has been reclassified as being in the Axford Road)
CPRE (Review of Campaign to Protect Rural England's Local Transport Plan)
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Clerk to put up notice for ‘Queen’s Award for Voluntary Service’. Action: Clerk
Cllr Gould to check to see if he could attend training seminar for new councillors. Action: Cllr Gould
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7.
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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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The following payments were approved and cheques signed:
Society of Local Council Clerks - Clerks' manual (£24.00)
HAPTC - Booklets and mentoring session (£38.00)
K. Dalziel - Salary for July to September (£75.00)
P. Turner - Clerk's expenses (£2.82)
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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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Minutes - 6 Sep 04
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