HIGHCLERE PARISH COUNCIL

 

Minutes of the Annual General Meeting held at Highclere Village Hall on Tuesday 13 May 2003 commencing at 7.35pm.

 

Present:

Councillor J Pearson – Chairman

Councillor R East

Councillor F Somerset

Councillor R Drew

Councillor D Langan

Councillor A Hosie

 

Apologies:

Borough Councillor T Jardine

Councillor M Davies

Councillor T Farmer

 

Also Present:

Patrick Hedgeland

Mary McQuillan

Sue Roberts

 

75/03 TO ELECT THE CHAIRMAN OF THE PARISH COUNCIL

Councillor Jim Pearson was nominated by Councillor East and seconded by Councillor Somerset.  His appointment as Chairman was then passed.

 

76/03 TO DISCUSS THE ASSIGNMENT OF SPECIAL RESPONSIBILITIES

Councillor Hosie will take on any matters relating to Health.  Councillor East will represent the Council on the Joint Action Group with regard to Sainsburys.  The Parish Clerk to write to JAG accordingly.

 

77/03 MINUTES OF THE PREVIOUS COUNCIL MEETING

The minutes of the meeting held on 8th April 2003 having been circulated were taken as read, agreed by all, and signed by the Chairman.

 

78/03 MATTERS ARISING FROM THE MINUTES

1.      There were no matters arising.

 

79/03 BOROUGH COUNCILLOR'S REPORT

The Parish Clerk advised that the Borough Councillor was trying to determine status from Basingstoke & Deane compliance department regarding Mr Morris's letter some months ago.  The Borough Councillor has also undertaken to request that the two planning applications for Highclere Garage are agenda items for the next Development Control Committee meeting.

 

 

80/03 APPOINTMENT OF NEW PARISH CLERK

The position having been advertised on all three Parish Notice Boards was formally offered to Mrs Diana Mitchell, who signed her acceptance during the meeting.

 

81/03 CORRESPONDENCE

The following correspondence has been received and relevant information copied to Councillors.

1.      Police alerted about the abandoned vehicle on the A343 near the A34 junction.

2.      Emails received from Ms Symons complaining about the re-siting of the recycling bins near the Spar shop.  An email from has been sent in response explaining the rationale.

3.      Resignation received from Councillor Melanie Davies due to family commitments.

4.      Contact details for Borough Councillor Tim Jardine - available to all Councillors and Parishioners and now posted on all 3 notice boars..

5.      Request from Mrs Kate Flack to view the plans for BDB/51797 - land at the end of Mount View (the building does not appear to reflect the plans as she and her husband remember them)

6.      General Notice of Registrable Interests and Notice of Revision of Registrable Interests received from BDBC.  The former doesn't apply as Highclere did not have elections.  The latter does if any Councillor needs to register changes to their interests.

7.      Advised by Countrywatch that there are persons prowling more rural parts of Overton, Whitchurch and Kingsclere districts - visiting between 2200 and 0400 hours looking for small machinery.

8.      Broken stile on Thorngrove School land reported by a parishioner following the Highclere Spring Walk on Easter Monday.  Thorngrove School have been notified and action has been taken.

9.      Confirmation received from Ms Levy in the Legal Services Practice at BDBC that effective from 1st April 2003 there will be a nil rent for Penwood Village Hall.  BDBC to write formally to our solicitor with a draft lease by end of May 2003.  Our solicitor contacted and advised to take no further action until this new lease is received.

10. Two HAPTC training seminars on Planning available to Councillors and Clerks.  First on enforcement 11 June and second on Community Strategies - Parish and Town Plans on 2 July.  Closing dates for booking 28th May and 18th June respectively.  Parish Clerk to book tickets for Councillors Langan and Drew for second seminar.

11. Notification of the 56th Annual General Meeting of HAPTC on 18 October.  Resolutions for the AGM must be received by HAPTC by 4 July.

12. BDBC local plan review.  All the representations from the First Deposit are available for inspection at BDBC.  The Revised Deposit Plan following evaluation of responses and required changes is due to be published during late October and will be available for consultation until mid December.

13. Invitation to a presentation at the Clere School on 5 June on new public transport service - based on the "cango" scheme currently operating in Andover and planned to serve Burghclere and surround rural area.  Parish Clerk to advise attendance by Councillor East.

14. Request by Councillor East for Clerk to chase light repairs at Woodlands.

15. Flooding Winter 2002/03.  Request to complete and return a questionnaire to the environment agency by 30th May.

16. Latest copy of The Playing Field newsletter available from the Clerk.

 

82/03 UPDATE ON ACTIONS RELATING TO DEVELOPING A PARISH PLAN

Councillor Langan advised that he had met with Jo Dixon recently who advised that of some 280 parishes locally, some 35 have started their village plan of which only a third have had their budget approved.  Kingsclere is one of the most advanced parishes locally.  The village plan initiative is England-wide so several thousand parishes are involved, all of whom will be trying to secure budgets.  A registration of budget intent will need to be signed by the Parish Council and sent to the appropriate body.  Councillor Langan has the necessary details.  Councillor Langan advised the intention of using local interest groups (e.g. indoor bowls, Evergreens etc) to spread awareness and understanding of the objectives behind the local plan.  Furthermore it was felt that different parts of Penwood and Highclere should be approached in different ways.  It will be necessary to involve BDBC so that their buy-in is achieved and their support.  Jo Dixon will join in meeting initially to help get the initiative up and running.  Councillor Hosie agree to join the action group, alongside Councillors Langan and Drew and Messrs Patrick Hedgland and Ian Briggs and Mrs Pat Clarke.  Councillor Langan asked that the Council consider other ways of spreading the word about the initiative and harnessing support amongst a wider age range, particularly the younger end.  Jo Dixon has provided a document on ways to elicit response.  Mr Hedgeland advised that Highclere Parish Society has some 200 members from 560 houses and may be able to help with younger parishioners names.

 

83/03 UPDATE ON STATUS RELATING TO TRAFFIC STRATEGY

Councillor East provided a report on traffic advising that Sainsbury has set up a trust fund worth £1 million for a traffic and environmental impact study on the A339.  Trustees will be responsible for administering the fund and BDBC will be monitoring the activities.  Given JAG's involvement Councillor East felt it important for Highclere to be represented on JAG.  The Parish Clerk to formally write to JAG advising the Council's wish that Councillor East represent Highclere.  Discussion was held about the information provided by HCC regarding traffic counts, speed and breakdown of vehicle types.  As there appeared to be some confusion regarding what was available, Councillor East to clarify precisely what he requires.  The Parish Clerk will then forward the request to Keith Pauw at HCC.

 

84/03 UPDATE ON STATUS RELATING TO RECYCLING BINS AT HEATHLANDS

Two emailed complaints have been received by the Parish Clerk from the same parishioner regarding the relocation of the bins.  A response has been sent outlining the history and Council's position.

 

85/03 UPDATE ON THE PROVISION OF OPEN SPACE AT PENWOOD

The Parish Clerk advised that Borough Councillor Tim Jardine is looking into other funding avenues for the provision of youth recreation equipment.  Mrs Sue Roberts reminded the Council of the community safety group comprised of some 10 people which had been set up under the auspices of the Parish Council approximately 2 years ago.  This group had been closely involved with various different agencies such as police, youth services and other related agencies regarding the provision of youth facilities.  Information should be on file regarding this.

 

86/03 UPDATE ON THE ANNUAL PARISH ASSEMBLY

Councillors queried why attendance by parishioners had been lower this year.  It was felt that the lack of a newsletter and personal invitations to parishioners had been largely responsible, although the event had been advertised around the parish.  It was also felt that lack of any particularly contentious issues may have been a factor.

 

87/03 UPDATE ON VODAFONE SUMMER PARTY

The Parish Clerk advised that she had spoken to BDBC, Highclere Castle and Vodafone regarding the event on 14th June with the following answers to questions she was asked to raise.  There will be no fireworks at the event although BDBC had advised that they would be acceptable prior to midnight. In terms of traffic management, Lord Carnarvon has requested that Clere Wood Gate is not used for general admittance or departure from the Estate. The main traffic movements will be concentrated around the Stud Gate and Cherrycott Gate (Main Entrance), both accessed via the A34, thus keeping as much traffic as possible away from both Highclere and Penwood. Clere Wood Gate will be used for emergency vehicle access and a maximum of 30 cars only during the course of the day and the evening. The traffic management is supported by the local police, who will have a presence at each Gate. In terms of noise pollution, the sound system features directional sound speakers which allows as much noise as possible to be contained within the structures. The PA system will be switched off at 1.30 am at the end of the event. Highclere Castle are writing to all the residents within a certain radius to inform them of the event and to apologise for any possible disruption. Hampshire County Council are apparently happy with all the arrangements and do not foresee any problem.

 

88/03 ACCOUNTS FOR PAYMENT

The following accounts were passed for payment.  W Bendle £114.75, C Corrall £112.20, J Gumbley £478.00, Trinity Creations £950.00, Photostatic £52.50, J Gumbley (parish assembly refreshments and photocopies) £47.07, J Gumbley (admin costs January-April 2003) £142.23, Allianz Cornhill (insurance) £359.67.

Discussion was held regarding the number of Councillors currently able to sign cheques.  Cllrs Langan, Hosie and Somerset are to join the list of signatories.  The Parish Clerk to find the appropriate forms to complete.

 

 

 

 

89/03 COUNCILLORS MATTERS ARISING TO BE INCLUDED FOR THE NEXT AGENDA

A concern was expressed by Councillor Drew about bonfire smoke at weekends and on sunny days as it was felt to be very anti-social.  He requested that the Parish Clerk determine what the rules are regarding this.

 

 

 

 

There being no other business, the meeting was then closed at 9.18pm.

 

The next full Council meeting will be held on Tuesday 10th June 2003 in Highclere Village Hall Jubilee Room at 7.30pm. 

 

Planning committee meetings will be held whenever necessary.