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Home   Parish Council   Minutes & Agenda   Minutes - 30 Sep 03

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Parish Council Meeting Minutes

October 14th 2008

Minutes of the Parish Council Meeting

held on Tuesday October 14^th 2008

The Chairman, Cllr. Bridget Culley, opened the meeting at 7:30 p.m.

Those Councillors present were: Ray Randall, Michael Widén, Alan Marsden, Daniel Culley, Colin Henderson and Fiona Foote. The Clerk, Lorraine Cousins and Beat Officer Paula Deery were also in attendance.

Members of the Public in attendance. There were no members of the public in attendance.

1.  Apologies were received from- Cllrs. Grunsell and Corbett.

2.  Declaration of Interests – none reported.

3.  Minutes of the meeting held on Tuesday September 9^th 2008 having already been circulated, Cllr. Marsden proposed that they were a true record and should be signed; the proposal was seconded by Cllr. Randall and unanimously agreed by the council.

4a.  Borough & County Councillor Reports: Cllr. Mitchell reported by email to the Clerk that B&DBC did not hold any funds in the Icelandic Banks and, wherever possible, funds had been lodged with the Treasury/Bank of England ahead of the recent financial turmoil.  As a result this would lead to a lower interest rate and would therefore impact on current revenues; however it effectively removed risk to taxpayers’ cash assets.

4b.  Police Report.  Beat Manager, PC Paula Deery, reported that a ‘quad bike’ stolen from St. Mary Bourne in August had been recovered, 3 people had been arrested in connection with the crime.  Currently the Police were investigating theft from the Coronation Arms and a fire which destroyed a straw barn to the rear of ‘Black Barn’.  Paula Deery conveyed her thanks on behalf of her husband and herself to Councillors for assistance with their wedding arrangements in September.  The Chairman thanked Beat Manager Deery for attending the meeting.

5.  Matters Discussed:

a.  Terms & Conditions for New Clerk.  It was agreed that a sub-committee consisting of Cllrs. Bridget Culley, Sandra Grunsell, Alan Marsden, Ray Randall and the Clerk, Lorraine Cousins, would meet on Tuesday 28^th October (after the Planning Committee Meeting) to discuss the terms & conditions for a new Clerk and would report back to the December Full Council meeting.

b.  Parish Office.    The Chairman reported that the Village Centre Trustees had, at their recent meeting, agreed in principle to the Parish Council renting the ‘Clubroom’ for use as Parish Office. Following lengthy discussions it was agreed that a section of the clubroom would need to be partitioned off to form a secure area for the Clerk to work in.  Cllrs Randall & Henderson agreed to investigate a supply of suitable furniture and fittings for the area.

c.  Royal Mail Residential Customers Helpline.  The Clerk informed the meeting that the new telephone number for the helpline was 08457 740 740.

d.  Parish Conference.  It was agreed that Cllr. Widén & the Clerk would represent the Council at the event on Monday December 1^st at the Civic Offices, Basingstoke.

e.  Meeting dates for 2009.  Council agreed to dates for Council meetings for 2009, the Clerk agreed to circulate a list of dates to all Councillors.

6. Finance:

6.1  Finance Matters.

a.  Budget Requests for 2009/10 financial Year.  Cllr. Henderson informed Council that he had obtained estimates for a replacement CCTV System (circa £2,897.00) and for an upgrade to the present system (circa £900.00).  After careful consideration Council agreed that they would invest in a new system in the 2010/11 Financial Year, they agreed to put £1,500.00 aside in the 2009/10 budget, the remaining funding would be budgeted for in the 2010/11 budget.  It was agreed, following a request from Cllr. Marsden, that Council would make provision for the purchase of a new fridge for the Pavilion within the 2009/10 budget.

b.  Appointment of Internal Auditors for 2009/10.  Council were informed that a quote from ‘Auditing Solutions Ltd’ for £200.00 ex vat and an estimate from Eleanor Greene for £450.00 had been received.  After careful consideration it was agreed that following further clarification over terms and conditions, Council would award the contract to Auditing Solutions Ltd.  The Clerk was instructed to contact the company to clarify the contract and inform Ms. Greene of the Council’s decision.

c.  Quotes for 2009-2013 Maintenance Contracts.  Council were informed that quotes had been received from AA Wolfenden (circa £4,209.00) & GROUNDTEC (circa £5,695.00).  Cllr. Randall spoke of his concerns over the standard of the mowing carried out by AA Wolfenden during the 2008 season. It was agreed that due to exceptional weather and growing conditions it had been difficult for the contractor to achieve the desired standards.  Following careful consideration Council agreed to award the contract to AA Wolfenden on the proviso that the mowing was carried out to a standard suitable for the Cricket Club’s use; it was agreed that Council would monitor the situation and if necessary authorise the contractor to carry out additional cuts.  The Clerk was instructed to inform AA Wolfenden of the Council decision and thank GROUNDTEC for their quote. 

d.  Grant for Village Shop.  Cllr. Widén informed Council that County Councillor, John Maxwell, had awarded the Parish Council a grant payment of £1,500.00 for support of the Village Shop during the closure of Bourne Meadow Road.  Following discussions with regard to the impact on the loss of the ‘Post Office’ service to the shop and the current road work situation, it was agreed that the Chairman, Cllr. Bridget Culley, should meet with Mr. Tom Struthers, Chairman of the Village Shop Management Committee, to discuss the most beneficial way of administrating the grant.

e.  Precept & Grants.  The Clerk informed Council that she had received notification that the General Grant for 2009/10 would be £1,100; the Parish Funding Grant would be set at a similar level to that awarded for the current financial year.

6.2  The Monthly Accounts

Payments made since the last meeting

Payments Due at Meeting:

It was agreed to transfer £1,500.00 from the Business Investment Account to the Treasurers Account.

The acceptance of the accounts was proposed by Cllr. Randall and seconded by Cllr. Henderson and agreed by the council.

7.  Planning:

7.1  Report from Planning Committee Meeting Held On Tuesday September 23^rd 2008.  The Chairman summarised the report, which had been previously circulated to all Councillors, posted on the Parish Council’s notice Boards and Web Site and attached to the master copy of the Minutes.

7.2  Matters arising from the report. None reported.

7.3  Planning Matters Discussed:

a.  BDB/69196 – Europa House, Stoke Lane, SMB SP11 6AR.  Conversion of existing dwelling into 2 no. one bedroom flats involving minor external alterations. Creation of associated parking.  Decision – No Objection

b.  BDB/69576 – Frenches Farm, Little London, Andover, SP11 6JG - Erection of a single storey extension and alterations to roof to south west elevation. Conversion of outbuilding ancillary to dwelling, to form annexe.  Decision – No Objection

c.  BDB/69631 – Wadwick Farm, Wadwick Bottom, Andover SP11 6ET - Erection of an agricultural dwelling with detached double garage and workshop. Removal of part of existing earth mounding.  Decision – to refer the application to full council for consideration at the Planning Committee meeting on October 28^th.

d.  Council were informed that B&DBC had applied for a Building Preservation Notice & Nomination for ‘Spot-Listing’ of K6 Telephone Kiosk , South-east of Bridge Cottage, Stoke.

e.  BDB/69322 – Old Lawn Binley, SP11 6EY – Amendment to original planning application. Decision – No Objection

f.  BDB/69329 – The Cottage, Handsdale & Langley, The High Street , SMB SP11 6AY – Notification of Approval for application to restore the fire damaged cottages.

Details of all planning applications for the Parish can be viewed on – www.basingstoke.gov.uk/planning

8.  Recreation Ground & Lake:

a.  Camping on the Recreation Ground.  Following incidents of teenagers camping overnight on the Recreation Ground, it was agreed that the Chairman would seek advice from the Council’s Insurance Company before any further decision was made about this activity.

b.  Lighting Project.    It was agreed that the Chairman and Recreation Ground Committee would meet with Mr. Nick Anderton, organiser of the ‘Youth Football Group’ to further discuss the lighting requirements.

c.  Pavilion Handover.  The Chairman informed the meeting that the Cricket Club had ‘handed back’ the Pavilion to Council, keys had been returned and electricity meter readings recorded.  Mr. John Horsham, representing the Adult Football Group (AFG), had attended the meeting, Mr. Horsham was informed that the AFG would not be given permission to use the Pavilion during the 2008/9 Winter Season due to non-payment of accounts for the previous season, the group would be listed as a ‘debtor’ in the Parish Council accounts if they did not settle there bill before the end of the financial year. It was agreed that ‘special football events’ would be permitted during the winter season on application to the Council.  The Clerk was instructed to issue a ‘casual users contract’ to the organisers of these events.  The Recreation Ground Committee agreed to make regular checks on the internal condition of the Pavilion during the winter months.

d.  Whitchurch Youth Football Club (WYFC) Donation.  Council were informed that the WYFC had awarded the Parish Council a donation of £100.00 for the Council’s ‘Sports Project Fund’.  The Clerk confirmed that she had written to the club thanking them for the donation.

9.  Correspondence/Web Site:  Correspondence received was circulated for Councillor’s inspection.

10.  HALC/BDAPTC/SLCC/Training/Conferences:

a.  Report from the SLCC Conference.  The Clerk informed Council that she had attended the event at the Marwell Conference Centre on September 12^th.  The conference had been useful, particularly the item on play facilities delivered by Mr. John Coney, Manager for HPFA.

b.  Community Action Hampshire AGM.  Council were informed that the event was scheduled for Wednesday November 19^th at the Liphook Millennium Centre from 10am – 2pm.

c.  Reports from the HALC AGM & the BDAPTC Meetings.  Cllr. Widén informed Council that he had attended the HALC AGM.   Cllr. Corbett had attended the BDAPTC meeting where the main topic had been Highways issues and problems with the B&DBC’s new contractors, AMEY.  Cllr. Corbett had addressed the meeting on the outstanding highways issues in St. Mary Bourne, her concerns were echoed by other Councils.

11.  Footpaths:

a.  Report from the Footpath Conference.  Cllr Henderson & the Clerk informed the meeting that they had attended this event at Alton on October 9^th.  They had during the event attended workshops on;   Practical Projects – replacing stiles with gates, Dogs- how best to manage & Promoting local access – producing leaflets & mapboards.  Cllr. Henderson & the Clerk agreed that the event had been both useful and interesting.

b.  Footpath 25.  Council were informed that the notice to officially extinguish part of Footpath 25 (to the rear of Black Barn) had now been served, under the order a new footpath link had been proposed to make a circular walk from the Test Way (FP 25) with FP26 to join with BOAT 49.

c.  Footpath 29.  Council agreed to the purchase of replacement parts for one of the ‘dog access’ gates on FP29.  The Clerk was instructed to order the necessary parts from Centrewire; Cllr. Henderson agreed to liaise with the landowner with regard to the repairs to the gate.

  d.  Egbury & Dunley Application for Byways Open to All Traffic (BOATs).  The Clerk informed the meeting that the application for 2 routes between Egbury and Dunley to be opened as BOATS had been refused, however it had been agreed to make an Order to record these routes as Restricted Byways.

12.  Highways/Transport & Services:

a.  Bourne Meadow Road Improvements.  Cllr. Widén informed the meeting that the work was progressing well, it was anticipated that road closures would start later in the week. Cllr. Widén agreed to supply Councillors with a weekly update on the project progress.

b.  Pothole Buster Initiative.  Council were informed that a letter and fact sheet had been received thanking the Council for their input in identifying roads in need of repair under the ‘Pothole Buster Initiative’.

c.  Highways Update.  Cllr. Widén reported that work had started to reinforce the road verge and replace broken galvanised steel railings with wooden barriers along the stretch of road opposite the Forge; other outstanding issues were being followed up with the Highways Department and the contractors.

There being no further business the meeting closed at 9.55 pm.

Theses Minutes are subject to approval at the Parish Council Meeting on December 9^th 2008

  The dates of the next meetings of the Parish Council:  Tuesday November 11^th 2008 (Finance Committee Meeting).

Tuesday December 9^th 2008 – Full Council Meeting.

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This page was last edited on 16 Oct 2008

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