Minutes of the meeting held on 13 March 2001, and Traffic Calming with Planning meeting held 26 March 2001, having been circulated were taken as read, agreed by the Councillors, and signed by the Chairman.

1. Mrs L Gent, on behalf of the Village Design Statement team attended BDBC Landscape Assessment Draft workshop, 31 March at Clere School. The minutes of the meeting when received, will be circulated.
2. Mr Peter Bigby was invited to update the meeting on the Tree Survey. 10 Volunteers are now recruited to undertake the survey within Highclere. It was agreed that Peter should go ahead and apply for an LHI grant according to his own costings. Peter estimated that the contribution required from the Parish Council over the next three years was less than £100 per annum, and the Chairman confirmed that this had been budgeted for, within the precept for this current year.
3. The Annual Parish Assembly held the previous evening had been well attended, and all contributors had spoken well. The evening was deemed a success, and it was suggested that Penwood Village Hall be used as the venue again possible on alternate years. The Chairman expressed regret at being unable to attend.
4. A reply has been received from H.C.C. in response to the Parish Council's bid for lighting along the road close to the bus stop at Penwood. It is unlikely to be considered within this current year, which fact does not preclude the Parish Council from bidding next year. The County Council did however draw attention to the fact that it is their policy to "lean away" from providing such lighting within rural areas. Councillor Davidson disputed that this could be considered a rural area as it was surrounded by three housing estates. The Clerk was asked to write back to H.C.C. requesting a site visit at some time in the future, and then a decision could be taken based on fact for a possible re-application the following year. 
5. Mr David Steggall has suggested to the Council, that if Penwood Village Hall have no use for the Parish Computer, then it be offered to Revd Tim Horsington. Councillor Jim Pearson agreed to firstly ask the Penwood Village Hall Management Committee on April 20^th at their next meeting. The Clerk suggested that the Computer remain the property of the Council, and that groups are offered it's use. Councillors agreed that the computer remain an asset belonging to the Parish Council

The following correspondence and reports have been received and copies supplied to Councillors:

1. HAPTC Bulletin 198-March 2001 This contained useful information.
2. HAPTC Mail 26/01 Change to Parish Council accounts threshold for payment and receipt reporting. The Clerk preferred to continue showing Income and Expenditure.
3. HAPTC Mail 27/01 Results of response to a questionnaire on flooding
4. HAPTC Mail 28/01 Planning-Do Borough Councils take notice of Parish Views? Comments invited. Report of Best Value Focus meeting 28 Feb.
5. HAPTC Mail 29/01 Positive response from DETR Rural White Paper Team on comments by SERCAF (secretariat run by HAPTC in2001)
6. HAPTC Mail 30/01 Freedom of information Act 2000 Briefing Paper
7. DTI letter dated 19 March re support for Post Offices
8. Hampshire Police Authority letter inviting appointment of independent members
9. BDBC Planning and transportation March quarterly bulletin plus leaflet on potential flooding hazard
10. Requests for funding from Hampshire County Youth Band Association. As this could only be via Chairman's expenses the request was not supported.
11. BDBC info on "Basingstoke in Bloom" and photograph Competition with leaflets for Highclere Village Hall carousel and posters for Penwood.
12. Email from Ian Worth passed to Chairman, tendering his resignation due to pressure of his work. The Chairman has accepted Councillor Worth's resignation and the Clerk has begun proceedings for a Casual Vacancy.
13. Response from Rivar to Parish Council's request to cut back hedge. They have agreed to do this
14. Email response from Steve Goodall advising that he has requested Thames Vale to remove their notices from verges. Councillors also commented on the muddy road, cut up verge, and earlier road closure at Woodside. The Clerk was asked to make an official complaint to the appropriate authority.
15. Email response from Steve Goodall re drainage in Tubbs Lane. This has low priority.
16. Email response from Steve Goodall re disability parking at church. The church is advised to display its own notice.
17. HAPTC Mailing 032/01 Foot and Mouth, Re-opening countryside paths. The area west of the A343 can not be considered as it is classed as infectious.
18. BDBC Design for accessibility- to be passed to Highclere Village Hall team
19. Email from Robin Clugston -item 1 regarding replanting on Forestry Commission land, dealt with by Peter Bigby; items 2 and 3 relating to ditches and water on the road surface of the A343, referred to Steve Goodall and awaiting a reply

NO OBJECTION

NO OBJECTION

NO OBJECTION

APPROVED

APPROVED

REFUSED

REFUSED

The Chairman attended the meeting. Concern was expressed at the meeting that Parish Councils should have an input into proposed Area Committees.

It was reported that HAPTC might become a referral organisation for legal advice which could give Parish Councils a direct access to a barrister.

The problem of travellers was affecting some parishes, and this matter had been discussed.

The Clerk sent a copy of the draft lease to NALC and received a reply advising the Council "to suggest to the management committee that they should obtain their own legal advice, particularly on the terms of the lease and the possibility of an application under the landlord and tenant act". It further states that "as the Council is proposing to act solely as Custodian Trustee they should not involve themselves in the terms of the lease or the negotiations. Their only concern is to ensure that their status as custodian trustee is acknowledged and that their right to vest the lease in the Official Custodian without the consent of the borough council is expressly acknowledged".

The Clerk has sent a copy of the NALC response back to BDBC and has had a brief conversation with Mrs J M Levy from the Borough Solicitor's department. It as possible that a further draft will be presented which would acknowledge the Council's role as Custodian Trustee.

uncillor Jim Pearson stated that the implication of the landlord and tenant act meant the management committee should be able to renew the lease on the same terms as the original lease.

The Clerk felt that at this stage a Solicitor should be instructed to act, and funds identified within the precept for legal advice should be granted to the management committee for this specific purpose. Previously a local solicitor had looked at this problem in 1997 and his comments were held on file.

Councillor Jim Pearson stated that he felt that a renewal of the lease under the original terms should first be pursued, and that he was willing to approach BDBC.

Councillor Ian Davidson felt there should be a template for such a lease in existence, and expressed concern that management committee members did not understand their role as management trustees

The Chairman proposed that legal advice be now sought, but Councillor Davidson wanted first to approach BDBC and point out that they were unreasonably expecting a charity with no funds to incur heavy legal costs. He felt the Council was in danger of wasting public money.

The Clerk reminded the meeting that the advice from NALC was not to become involved with the terms of the lease.

Councillor Jim Pearson proposed that he go to BDBC and talk through the different options. Councillor Ian Davidson agreed to accompany him, and Councillor Tom Farmer said that in the event that Councillor Davidson could not attend then he would be happy to do so. This approach was therefore agreed by consensus

Following earlier consultation with June Balcombe, both village hall management committees have been advised that funds must be allocated within the current year.

The Clerk has now received copies of the two section 106 agreements and these have been shown to Councillors. Clarification of details has been given by the programme monitoring officer, Nicola Bushnell. The earlier agreement which requires funds to be used by October 2001 is written in broader terms. Councillor Jim Pearson considered that a possible use for a portion of these funds could be for radiator covers at Penwood Village Hall. This would allow the hall to be used by a mother and toddler group. The chairman agreed that a formal proposal for this project, endorsed by the Parish Council, should be submitted by Penwood Village Hall. This was supported by all Councillors, and the Clerk was asked to contact BDBC, obtain an application form and pass this on to the Chairman of Penwood Village Hall.

Councillor Tom Farmer had read the draft of this document with questionnaire, and considered it also in respect of the Parish Council's standing orders. He made several observations and proposed that when the document was finalised it becomes part of the Parish Council's standing orders as an appendix. Any duplicated reference would then be deleted.

Councillors agreed to this proposal and the Clerk was asked to submit the replies to the questions via HAPTC.

Councillors were reminded that this meeting will be held at Clere School at 6.30pm

It gives an opportunity to vote for a new executive to be adopted by BDBC. The choices are Leader with cabinet, directly elected Mayor with Cabinet, or directly elected Mayor with a Council Manager.

Councillors thought this was a very informative document which should be kept on file. Both village halls were currently exploring use of lottery funds.

There was discussion on the best way to run such a competition, and it was suggested that information could be circulated by a leaflet drop, and perhaps local businesses could be approached to donate a prize. Councillors were asked if they wished to give an overall prize plus an additional "under 16" prize. Councillor Farmer considered that it would be a prize in itself just to have a LOGO adopted. Even a child's effort should be considered as it could be professionally interpreted by a graphic designer. The Clerk suggested that a graphic designer could be the judge. The Chairman suggested that the Clerk put together a programme for consideration.

Councillor Ian Davidson asked if other Councillors were aware that the Chairman of Penwood Village Hall was owed £400. In discussion it was agreed that the first priority was to complete the works, possibly with the aid of S106 funds and lottery money. When bookings increased the Chairman would be able to recoup his loan from the hall's funds.

It was commented that the management committee could always contact Stephen Neave from BDBC community services for advice.

Councillor Tom Farmer asked the Clerk when the monies reserved for the traffic Calming would be called for, and was advised that they would not be paid over until after the scheme was completed. The loan to Penwood village hall had been advanced from this money, and reimbursed through the precept for the current year.

Councillor Farmer asked why it had become the practice to withhold the names of parishioners who lodged complaints with the Parish Council. The Chairman felt it was sometimes tactful to do so, but suggested that if Councillor Farmer felt that this was incorrect he should put this on the agenda as a resolution, for the next meeting.

69/01 ACCOUNTS FOR PAYMENT

The following accounts were approved for payment:

HAPTC (in between meetings)

Highclere Village Website, Audit Commission, Sue Roberts, Highclere Parish Society, Micromap ,

Lady Harman , D R Gribble