Minutes of the Parish Council Meeting held on Tuesday July 13th 2010 in the Village Centre at 7:30 p.m.

The Chairman, Cllr Bridget Culley, opened the meeting at 7:30 pm. Councillors present were: Colin Henderson, Margaret Corbett, Ray Randall, Sandra Grunsell, Dan Culley,  Trevor Cousins, Fiona Foote and the clerk, Derek Kane.  Also in attendance: Hampshire County Cllr Tom Thacker.

Members of the Public in attendance: Three.

Time for Public Speaking:

Mr Graham Richardson (a resident) had obtained 80 pages of documentation regarding Affordable Housing in SMB from BDBC under the Freedom of Information Act. He passed the pack over to the clerk and will send a soft-copy. Mr Richardson expressed surprise after the chairman had stated that similar documentation that had been obtained from a third party was the subject of concern within BDBC as pre-planning is considered confidential by the council.

Mr Brooks (a resident) asked that the parish council be in control of Affordable Housing and to “start again” with complete openness.

1. Apologies for Absence: Cllr Katie Dixon, Basingstoke & Deane Borough Cllr Horace Mitchell

2. Declaration of Interests: None.

3. The Minutes of the Meeting held on Tuesday 8 June 2010:

Having been already circulated, Cllr Randall proposed that they were a true record and should be signed; the proposal was seconded by Cllr Cousins and unanimously agreed by the council.

4.  Borough & County Councillor Reports

4.1 HCC Cllr Tom Thacker.

a). HCC has met with HMG Ministers. £40 millions in savings anticipated.

b). Buses – Responsibility may switch from borough to county councils.  Cllr Thacker has concerns that bus tokens could go and will fight to retain these (as they are vital for the elderly in rural areas where they can be used for taxis where little or no bus service exists)

c). CEDA to be abolished and replaced with LEP.

d). Road resurfacing on Chapmansford/Harroway Road to now start 30 July - £800k-£1 million cost.

4.2 BDBC Cllr Horace Mitchell.

The clerk read out Cllr Mitchell’s report which had been submitted:

1. The Government has 'revoked' the SE Plan which means we no longer have the very high house building target imposed by Mr Prescott; the council has been working for some time on an evidence base to indicate what is the 'right' level of housing to plan for. Later this year there will be a public consultation on this and other aspects of the LDF.

2. The new government places a great emphasis on 'localism' and I am advising parish councils to start to develop a view as to what numbers and types of housing might be appropriate for each area over the next 5, 10, 20 years. The parish council might want to consider delegating a sub committee (could be the planning committee) to consider this, I'd be happy to work with such a team to develop a strong bottom-up perspective to protect the future interests of our community.

3. I am still pursuing the issues that have delayed further consultation on proposals for a rural exception site at St Mary Bourne.

4. Although it has no direct effect on SMB parish areas residents have taken an interest in the Highclere Castle 'enabling development' proposals. Parish councillors may have seen news items last week and this about an initiative by Lord Lloyd Webber seeking to acquire the estate, and responses from Lord Carnarvon that it's not on the market and not likely to be. Meanwhile I'm encouraging the parish councils most directly affected to establish terms of reference for a 'community panel' that would undertake pre-application engagement with the estate and BDBC in the event the enabling development scheme remains on the agenda.

5. Like all councils, BDBC will have reduced funding. Fortunately we have been strongly focused on efficiency and cost reduction for several years and we do not anticipate any impact on 'front line services' or the need for significant tax increases in the near term. We are now taking a strategic look at the long term future shape of the council. Cllr James Lewin plays a key role in this aspect of council business.

5.  Items for discussion.

5.1 Affordable Housing. – Sub- committee. Composition and Terms of Reference.

Following discussion by the council it was agreed that a group on Affordable Housing in St Mary Bourne Parish would be formed and appointed  by the parish council and would consist of six people: three councillors and three others.

The group will appoint a chairman and minute taker either for the duration of the life-time of the group or for each meeting.

Minutes from every meeting to be copied to the full parish council, preferably in Word and sent by e-mail to the clerk.  These minutes will be included in the following Full Council Meeting as a report to the parish council and will thus form part of the council’s minutes a which are always visible to the public via the web-site or on request to the parish office. 

The remit of the group is to:

1. Confirm the need for affordable housing.
2. Establish the number and type of housing required.
3. Liaise with the local housing association to establish supply and condition of their housing stock
4. To reopen the process by which the 10 sites were chosen and investigated.
5. To organize, with BDBC Cllr Mitchell and J Lancaster (the Rural Housing Enabler), public discussion and an open meeting at the appropriate time.
6. The group to step down when/if a planning application is put forward.

 It was agreed by the council that the group should comprise: Cllrs Randall, Grunsell and Henderson and Robin Mackenzie, Mark Maclay and Ann Hollstein.

The members of the public then left the meeting.

Items under 12 were then brought forward to enable Cllr Thacker to respond to any points.

12.  Highways/Transport/Services Report:

12.1 Drains alongside rebuild of the 3 fire-damaged cottages — Update.

Hampshire Highways are aware and builders have undertaken to ensure they are clear.  Hampshire Highways will follow-up on this.

12.2 Resurfacing on Harroway — Update.

Road resurfacing on Chapmansford/Harroway Road to now start 30 July - £800k-£1 million cost (as previously reported by Cllr Thacker earlier in the meeting).

12.3 Southern Water/4D – Flood Relief Project – Update.

The clerk read out a communication (e-mail) from 4D.

Further to our recent conversation I can confirm that we will be remobilising our site offices at Stoke with a view to complete the works to alleviate flooding to several properties in the village.

We intend to start re-mobilising the site offices week commencing 19^th July at the compound next to “Ringlands”. We then intend to start work at Applegate approximately a week later to lay a new sewer, this work should take about a month to complete depending on ground conditions and the weather. However, we may also start some initial site investigations at some of the other locations to check on ground conditions during this time. Our intension is to move on to Bourne Meadow next followed by the works at The White House and finally Holdway Cottages, which will all involve constructing a new package pumping stations and associated sewers and drains. We also need permission from the Environment Agency where we are close to the watercourse, so this will also have a bearing on when we start at The White House and Holdway Cottages. All being well, we are looking to complete the works by January next year.

We will of course send letters to residents that maybe affected by the work at each location and we will make sure that you get a copy for information. We will were possible maintain vehicular access to all properties. However, in the event that this cannot be done we will endeavour to find an alternative location for residents to park.

12.4 Gullies Clearing – Hampshire Highways – scheduled for 16 August.

A schedule of gullies for clearing on 16 August has been supplied.

Cllr Thacker then left the meeting.

The agenda running order for the meeting was then resumed.

5. Items for discussion (continued):

5.2 Application for Grant from SMB PC to Valley Music.

Following a discussion around the principle that the parish council does not give grants for projects that could otherwise be financed through fund-raising (the village centre rebuild was cited as an example), the parish council unanimously refused the grant application.

5.3 Village30 – Posters and Handouts.

Circa 50 insert cards supplied.  Script for cards has been supplied. A one-sided A4 Choose 30 insert to be prepared by clerk for inclusion in a future Hill & Valley.

A variety of posters (some ‘hard-hitting’) have been supplied (2 of each) and the clerk has already started to display these on the parish noticeboard and will cycle them accordingly.

Circa 50 A3 Bin Stickers have been supplied. Clerk to retain these in parish office and give them on request to residents. This information will be included in Hill & Valley insert.

Michael Widén has been supplied with the materials in soft form for possible inclusion on the parish web-site.

Clerk to query some of the height of the 30 repeater signs (too low?).

Clerk will raise still-visible 40 marks on carriageway at the southern gateway.

Separate but related: Clerk received an e-mail from Peter Read of Wyke Down Ltd regarding the impact of the recent Village30 in Picket Piece as regards the national speed limit stretch alongside his premises.  It is his view that drivers are now accelerating at great speed when leaving the 30 zone, especially as they have been observing the 30 due to recent enforcement.  He asks if the PC can push for a 40 limit up to and just past the entrance to Wyke Down.  The clerk will enquire.

5.4 Smannell Road Closure – Public Enquiry 20 July.

This will be held at The Lights, at 10am.  Cllrs B Culley and Corbett together with the clerk will attend.

6.  Monthly Finances:

Payments made since the last full council meeting:

22 June 2010

Receipts since last meeting (into Business Investment Account)

Payments Due at Meeting:

The clerk has continued to query the no show of Parish Funding for 2010/11 from BDBC.  BDBC had advised on 7 June that payment would be made at the end of June and that levels would be similar to last year’s payment.  The clerk has sent out a further reminder to BDBC.

An invoice for the annual village shop rent (£1.00) was raised last month and was paid after the close of this month’s accounts.  An invoice was raised for the Bowling Club tenancy (£1.00) plus their share of the Dec 09 to May 10 Southern Water bill (£55.95) for which payment was received on 16 June.

The clerk has been advised that from 1 April 2009 (nine) the litter grant has been increased to £242.19 per quarter.  As well as a back payment for 2009/10, Q1 & Q2 of 2010/11 at the old rate had already been claimed and paid. For Q3 the clerk will claim at the new rate and will also claim for 6 quarters back payment (£256.23).  Claim and payment of this amount to Mr G Barton will be made in early September. 

It was agreed to transfer £3,600 from the Business Investment Account to the Treasurers Account.

The acceptance of the reconciled accounts was proposed by Cllr Grunsell and seconded by Cllr Randall and unanimously agreed by the council.

7.  Planning:

7.1 .1 Report from Planning Committee Meeting held on Tuesday 22 June 2010 (previously circulated).

7.1.2 Matters arising from the Report

7.2 Planning Matters for discussion at meeting:

7.2.1 BDB/72577/72734 – Derrydown Farm, Derrydown, SMB, SP11 6BS –Internal and external alterations to annexe building to main house including the construction of new dormer windows and chimney. (Listed Building consent and Householder permission respectively).

Decision: No objection.

7.2.2 BDB/72650/1 -  Longhouse, Stoke Road, SMB, SP11 6EF - Erection of a single storey front and first floor side extension, erection of replacement pool changing room, alterations to existing garden wall, erection of pergola and works to courtyard area. (Householder and Listed Building consent respectively).

Decision: No objection.

7.2.3 BDB/72710 - Rowe House, Gangbridge Lane, SMB, SP11 6EP - Insertion of 3 no. dormer windows to front elevation.

Decision: No objection (5 for, 1 against – Planning Committee).

7.2.4 BDB/72741 - I New Cottages, Egbury Road, SMB, SP11 6DP - Variation of legal agreement to release no. 1 New Cottages from Dunley Farm.

Decision: No objection.

7.2.5 BDB/72763 - The Hollies, Chapel Lane, Stoke, SP11 0NF - Erection of a part two store, part single storey rear extension and installation of a first floor window to east elevation.

Decision: No objection.

7.2.6 BDB/72799 — Oakbeams & The Wedge, Church Street, SMB, SP11 6BL - Internal alterations to store room and insertion of window to south east elevation.

Decision: No objection.

7.3 Trees – Notices of Intent.

T/00477/TCA - Derrydown Farm, Derrydown, SMB, SP11 6BS - Fell 1 Lawson Cypress.

Decision: No objection.

7.4 Advice of Planning matters considered by BDBC:

7.4.1 BDB/71557 - Barn at Trinley Buildings, Finkley Road, Finkley, SP11 6AH - Change of use of agricultural barn to marquee storage (retrospective).

Decision: Granted on 14 June 2010.

7.4.2 BDB/72359 - Upper Wyke Farm, Upper Wyke Lane, SMB, SP11 6EA -Conversion of part barn including internal and external alterations to create stables, tack room and farm office following demolition of lean-to. Erection of a horse walker and construction of an outdoor manege (part retrospective).

Decision: Granted on 21 June 2010.

7.4.3 BDB/72440 - Beech Tree Bungalow, Stoke Hill, Stoke, SP11 0LT - Erection of a detached three bedroom house with garage following demolition of existing with associated landscaping works.

Decision: Granted on 30 June 2010.

7.4.4 BDB/72528 - Hilliers Lodge, Stoke Lane, Stoke, SP11 0NY -Application for Certificate of Lawfulness for use of land as residential land.

Decision: Refused on 2 July 2010.

Reasons: The Applicants' evidence is not sufficiently precise and unambiguous to enable the LPA to allow the application on the balance of probability.

The chairman is to contact BDBC Cllr Mitchell about concerns council has about how this resident’s application has been received by some parishioners and any weighting attached to it.

7.5 Planning applications withdrawn to be noted:

BDB/72372 - Coldharbour House, Egbury Road, SMB, SP11 6DJ -Replacement roof to existing side extension including additional first floor space and erection of new rear two storey extension.

Withdrawn on 28 June 2010.

7.6 Compliance - Updates:

7.6.1 Access to agricultural land.  No update since Full Council Meeting 8 June, minute item 8.8.1.

7.6.2 Binley Bottom. No update since Full Council Meeting 8 June, minute item 8.8.4.

7.7 Other parish councils’ planning matters:

Hurstbourne Priors Parish Council - BDB/69802 — Lower Link Farm, Lower Link, SMB, SP11 6DB - Erection of 3 no. intake bays and 9 no. despatch bays and a storage area adjoining main building. Erection of agricultural and vehicle workshop following demolition of existing. Relocation of existing and provision of new plant and equipment; the provision of temporary construction compound; temporary relocation of crate wash room; and the implementation of a scheme of lighting and landscaping improvements.

Reminder that this application is going to the BDBC Development Control Committee on 28 July 2010.

No members of the parish council will be able to attend.  Details of the application and SMB PC’s view can be viewed on the web-site.  The clerk will also place this view on the two parish noticeboards.

7.8 Other Planning Matters

7.8.1 Holdway Almshouse, SMB — Pre-planning advice from A.Prior regarding their proposal to install a 2500 litre oil tank for the proposed installation of oil-fired central heating. Noted.

The formal planning pack has been forwarded to SMB PC by BDBC after the agenda for this meeting was set and will now form part of the agenda for the planning committee meeting on 27 July 2010.

7.8.2 - BDB/72585/8 - Stoke House - The clerk read out an e-mail from Cllr Mitchell to the owner/occupier of Stoke House (that had been cc’d to the clerk) explaining the next steps towards the above application going to committee. 

Details of all Planning Application for the Parish can be accessed on – www.basingstoke.gov.uk/planning

8.  Recreation Ground and Lake:

8.1 Wolfenden monthly inspection.

No serious issues noted.

8.2 Letter from David Scrase (Fishing Syndicate) dated 21 June - Matters relating to insurance cover, grass and plant cutting and unauthorised access to lake by youngsters.

8.2.1. Insurance cover. To ensure that the list of tasks performed by Mr Scrase is “under parish council’s control” the clerk proposes that a review of these is undertaken annually as part of the annual lake meeting.

8.2.2 Lake environs grass cut. One of two annual cuts by the grounds contractor took place after Mr Scrase had written his letter.

8.2.3. Unauthorised entry into the Lake grounds and swimming in the Lake. Mr Scrase’s advice that he had to order out three children who were swimming in the lake about six weeks ago is of concern.  It is strictly forbidden for any unauthorised entry into the Lake. Besides grounds maintenance contractors the only authorised regular users are members of the fishing syndicate and members of the model yacht club.

The council is very concerned about the dangers to people and especially children as regards entering the lake grounds and especially swimming in the Lake.  The Lake is very deep in places, there is underwater plant life that could inhibit even a strong swimmer and fresh water is not very buoyant.

A notice for the parish noticeboards and web-site will be prepared by the clerk reminding residents and visitors about the restrictions regarding the Lake.  Parents are requested to instruct their children that they must not enter the Lake grounds under any circumstances.  This is particularly pertinent with the up and coming school summer holidays.

8.3 Letter from Martin Clay (SMB CC) dated 1 July - Response to SMB PC’s letter dated 18 June with regard to parking on the recreation ground and care matters regarding pavilion and grounds.

8.3.1 The clerk read out Mr Clay’s letter.  The letter and its contents were well received by the council.

Parking may continue on match days in the far shaded corner when the recreation ground car park is full.  It is the council’s view that other than with the most exceptional loads (for example grounds maintenance supplies/equipment) that it should be possible for members and visitors to carry their kit from the authorised car parking area to the pavilion.

It is the council’s view that arrangements for cleaning the pavilion (kitchen/showers/toilets/general tidy-up) after use can be enabled by the CC starting a rota (which Mr Clay has indeed suggested in his letter) or by the employment of a cleaner.

The comments about the football team and use of kitchen facilities are noted. A councillor has established that squash and water for the youngsters is supplied by the organiser but that the cups are taken away.  A confirmation of this to the football organiser will be sent.  Likewise the checking and removal of any ground pegs.

The clerk and recreation/lake committee will keep an eye on the condition of the door following Mr Clay’s comments.

8.3.2. The faulty shower (1 of 4) is likely to need replacing together with pull cord on another. Cllr Randall will follow this through with Waite’s.

8.4 Request from Youth Football to use recreation ground for the 2010/11 season.

The council approved this unanimously. The clerk will inform the organiser. (NB: This is a different group from that alluded to in 8.3.1. – this group does not use the pavilion).

8.5 Request for BBQ on recreation ground on 29 August for Cricket VP vs Youth & K.White vs SMB.

The council approved this unanimously.  The clerk was asked to check with the council’s insurers the position regarding bbq’s when permission has been granted for their use on the recreation ground.

8.6 Request for a static display of three motor bikes for the 2010 Flower Show (not on agenda – raised by Cllr Grunsell):

The council approved this unanimously.  No rides are to be given or the owners to demonstrate by riding the bikes around the recreation ground.

9.  Items of Correspondence to be circulated:

9.1  HCC Concessionary Fares Consultation. Various forum meetings being held around the county with Winchester on 27 July or Romsey on 29 July, both at 10am, being the nearest (Andover has a session on 13 July at 10am, previously advised to the chairman). Noted.

9.2 Celebration of Volunteering hosted by BDBC on 21 October 2010. Deadline for nominations 10 September 2010. Noted.

9.3 HCC – Businesses Supporting Older People Fund.  Suggestions for forwarding on to local groups or businesses. Noted.

9.4 Hampshire Now – Summer Issue. Noted.

10.  HALC/BDAPTC/SLCC/Training & Conferences Reports.

10.1 The clerk attended the BDBC Parish Liaison Meeting on 11 June.

Topics discussed: S106 and access on-line, Lengthsman trial, Strong refuse sacks supply (raised by clerk), Trees on grass verges, Pot holes, Ditches and grips, Update on Local Development Framework, Council budgetary planning for 2011/12, Parish funding relating to double taxation for 2010/11, Litter warden grant, Non-visibility of parish council responses to planning applications on website and future meeting dates for 2010 and 2011 including Mayor’s Reception (2011 to be confirmed).

The clerk expanded on the issues discussed on 11 June.

10.2 HALC supplied the Coalition Government’s Programme for Local Government. Noted.

10.3 Minutes of BDAPTC meeting held 3 June. No attendee from SMB PC. Next meeting 2 September. Noted.

The next date of BDAPTC on 2 September has been noted and Cllrs D Culley and Corbett will be attending.

10.4 HALC (in partnership with Action for Market Towns Academy) offering a course (3 hours) for £25 pp at Kingsworthy on 15 July at 6pm for ‘Finding and Bidding for Project Funding Successfully’. Noted.

10.5 The clerk attended the SLCC Hampshire Branch meeting on 30 June.

Topics discussed: Tour of Knowle Park (a large open space amenity/park/nature reserve/allotments/cemetery created out of land gifted to the parish council of Fair Oak and Horton Heath), NALC/HALC ‘rapprochement’ and Open Forum on HMG Budget, Council Tax Freeze, Public Sector Pay Freeze and PC Standing Orders. (No minutes sent to date).

The clerk expanded on the issues discussed on 30 June. The council tax freeze is a matter for BDBC, HCC, Hampshire Police, Fire, etc.  The precept does not have to freeze but must be able to cover the statutory obligations the parish council is responsible for.  The public sector pay frees does not automatically impact on the parish council as no employee is current in excess of £21k remuneration for a 37h week.

11.  Footpaths Report:

11.1 Brenda Parker Way - Update.

The clerk read out his e-mail sent to the representative of the Brenda Parker Way sent 14 June and their reply sent on 25 June.

From SMB PC: 14 June: To confirm our discussion:

Met to discuss the routing of the Brenda Parker Way in and around the recreation ground and your use of Waymarkers.

The route North to South is from the Test Way at the gate to Bell's Field and diagonal left across the Recreation ground to the Village Car Park.  You will make a feature in your literature/web site of shop, pub (George Inn) and toilets (Bourne Meadow) here.  It will then continue through the gate between the shop and the lake back on to the recreation ground to the gate by the lake path once again picking up the Test Way.

To differentiate your waymarkers from our Village Walks, you will be employing a logo'd waymarker (similar to the Test Way one with "Brenda Parker Way") with a picture of a chaffinch in the centre.  At this stage you have not decided on colours yet, but it is borne in mind that your walk encompasses various authorities and parishes, not just ours.  It is my view that so long as the waymarker is identifiable as "Brenda Parker Way", there should be no confusion.  You are however aware of our colour scheme for our village walks.

I will inform you of the council's view after we meet in Full Council on 13 July.

From ‘Brenda Parker Way’ 25 June: Thanks for this fair summary. On a couple of minor points, we will of course avoid crossing the games pitches and skirt round them to the car park, and after the lake we will climb up to join the course of the Roman Road and not the Test Way. Also please note that HCC Rights of Way Team have asked us to consider some other options for the main route within St Mary Bourne parish, but not near the recreation ground. If we adopt these, then I shall get back to you, particularly as we would need your help on identifying the landowners for any alternative route.

I am contacting you again today to say that we have now settled on a colour, trying to avoid as much as possible colours used on other waymarks, be they for rights of way, local paths or other long distance routes. This colour is mauve, and, as you acknowledge, the design is distinctive from the waymark you have for your mauve local path.

I look forward to hearing from you after your council meeting in July. If permission is granted then I will send you a consent form to complete. This is required by the HCC Rights of Way team so they have an audit trail of the permissions for their request to the OS to mark the route on the maps.

Should the present route through the recreation ground go ahead, the council approves this unanimously.

The colour and design (as described) was approved by the council unanimously.

11.2 HCC Countryside Services — Update on Priority Cutting List for 2010.

HCC have stated that any member of the public who reports seasonal growth that is not on HCC’s priority cutting list will be redirected to the parish council concerned. Noted.

There being no further business the meeting closed at 9.40pm.

These Minutes are subject to approval at the Parish Council Meeting on 10 August 2010.