Minutes of the meeting held on 13 February 2001 and Planning meeting held 5 March 2001, having been circulated were taken as read, agreed by the Councillors, and signed by the Chairman.

1. Following the meeting with June Balcombe to discuss the developers' contributions the Clerk has requested copies of the S106 agreements
2. Councillor Tom Farmer has spoken with Steve Goodall, the Area Surveyor regarding the missing "cats' eyes" on the A343, who advises that the road surface will be replaced between spring and summer and that the "cats' eyes" will be replaced at the same time. This could also be at the same time as the implementation of traffic calming measures.

1. Email from BDBC enforcement officer R Jackson to confirm appropriate protection is considered to be in place for the planting at Tot Hill
2. Email from HCC Area Surveyor Steve Goodall to confirm a meeting with David Evans and neighbours including Councillor Farmer re lack of drainage in Tubbs Lane
3. Email from HCC Area Surveyor Steve Goodall explaining BT duct flooding at Penwood and request for comments on unofficial lay-by outside the Old Forge.

A further letter from Charles Hoile solicitor and Clerk's fax'd reply recommending that the owner of the Forge take up this matter directly with the Area Surveyor.

4. Email from HCC area surveyor Steve Goodall confirming he will fill in pothole in the Drove
5. BDBC Landscape Assessment Draft - passed to Councillor Sue Roberts, and advice of workshop 31 March, morning at Clere School. Comments required by 20 April

No Councillor was able to attend but a member of the Village Design Statement will attend the meeting

6. DETR Draft model Code of Conduct consultation paper passed Councillor Tom Farmer to study and comment. Responses direct by 27 April or via HAPTC
7. HCC Hampshire Paths Partnership request not to undertake paths work during "Foot and Mouth" outbreak. This was passed to Councillor Ian Davidson
8. BDBC notice of services affected during "Foot and Mouth" outbreak
9. HCC Notice of Revocation of Clearway Restrictions Objections by 30 March

No Councillor objected to this.

10. HAPTC notice re "Foot and Mouth" Notices were later supplied by Hampshire Paths Partnership.
11. BDBC Consultation requested on mobile shop and post office Original 28 February deadline is extended to 23 March. The Council has already responded.
12. Emails between the Clerk and BDBC Blanche Miles re litter in the Drove confirming BDBC will take over this responsibility leaving litter warden free to do residential areas.
13. Email from HCC area surveyor Steve Goodall re signs to Hollington House Hotel and Hollington Herb Garden
14. Email from HCC area surveyor Steve Goodall re graffiti on bridge in Drove
15. Email from parishioner Ray East re salt bins and blinking light at Penwood
16. BDBC "Your council your choice" consultation meeting notified 24 April at Clere School. It was agreed to put this on the April Agenda.
17. Copy of Email sent to parishioners regarding access to Highclere Cemetery during Foot and Mouth outbreak as advised by Colonel Guy Sayle. This information was also placed on the website.
18. HAPTC information on National Lottery Funds - It was agreed to put this on the April Agenda.
19. Article on Secrecy and Confidentiality forwarded via HAPTC
20. Oakfern Housing newsletter for winter - Copies passed to Jim Pearson for Penwood parishioners
21. BDBC Health and Safety Food News- retained by the Clerk
22. BDBC minutes of civil emergency meeting regarding flooding passed to Councillor Ian Worth.
23. BDBC notice of Best Value Audit for Development Control inviting participation. Councillor Mrs Sue Roberts attended on 28 February and found it useful to be able to give her opinion. She also asked the question "who is responsible for ensuring that information given in a planning application is correct?"
24. BDBC Notice that environmental grant funding is approved and applications sought by 30 April

David Hill, the tree officer should be consulted and his approval given. Replacement trees should also be planted to retain the area's wooded identity and amenity value

The land is outside the settlement development policy, encompasses land that at present is woodland and therefore is changing the use of such land. This development would cause unacceptable disturbance to Lottoria Cottage. The council also expressed concern that felling of trees was reported to be taking place in the area where there is a group of trees covered by TPO 107.

1. Joint Parishes response to Local Development Plan 19 February.

Six Councillors representing four parishes attended this meeting and a combined response has since been submitted to Basingstoke and Deane. A copy of the response can be obtained from the Clerk

2. Parish Liaison meeting (for Clerks) 21 February

The Clerk attended and reported that an area of concern for other parishes was S106 agreements. The chairman of the meeting Katrine Sporle had recommended that copies of the agreements were requested and studied. As a result the Clerk has requested copies of the two agreements made between Thames Vale and Basingstoke and Deane as a result of development approval in Highclere.

3. Village Design Statement Meeting, Penwood 4 March

At the last Annual Parish Assembly, Peter volunteered to undertake a tree and hedgerow survey which had been initiated by the Borough Councillor Patrick Hedgeland, for the Parish. It was hoped that many more volunteers would come forward but as none had, Peter concentrated his efforts on the Penwood area and completed this survey on his own.

From experience gained it would require funding and eleven more volunteers to complete the survey throughout the rest of the Parish. He outlined the criteria to qualify for a LHI grant which included involving school children. The Parish Council would have to provide 10 percent of the grant which would need to be greater if colour photographs were to be included in the final document than would be the case if no photographs were used. He has also arranged with David Hill, the tree officer, that a training course will be held, probably in May.

Councillors discussed the way forward and acknowledged the positive implications of a tree and hedgerow survey on planning applications and tree preservation orders. Borough Councillor Patrick Hedgeland agreed to attempt to recruit volunteers from the Highclere Parish Society, and it was suggested that the Arbor Flora group and the Woolton Hill Gardening Club could also be approached. School children attending Clere School should also be involved. Peter will give a presentation at the Annual Parish Assembly to be held in Penwood Village Hall on April 9^th , and ask for more volunteers.

It was therefore proposed by the Chairman that the survey be continued throughout the Parish, and that Peter Bigby should apply for a LHI grant based on producing a report including colour photographs. This was unanimously approved, and Peter was thanked for all his hard work so far.

Penwood Village Hall has been booked and Ray East has organised volunteers to serve refreshments. A supply of display screens was required and Councillor Ian Worth will try to locate some. Items suggested for the agenda include Village Design Statement, Tree Survey, Hampshire Paths Partnership, Website, Penwood and Highclere Village Halls, as well as County and Borough Councillor's reports. Borough Councillor Patrick Hedgeland has also agreed to speak briefly on changes being brought about through the Local Government Act 2000 Modernising Agenda and Rural White Paper and tie this into the need to increase the numbers of Councillors.

The draft lease has been received and passed to NALC via HAPTC for initial legal advice. Councillor Jim Pearson wondered if there were any rights under the landlord and tenant act to continue with the old lease. The Clerk believed that there was a time limit to do so, and that this possibility had been looked at previously and referred to in earlier correspondence.

Following the Council Meeting in February, details of the proposed Traffic Calming were placed at the Red House Pub and on the website. An article appeared in the Newbury Weekly News, and a leaflet was also sent to each household, requesting comments. The Clerk has received several Emails and written comments. It was agreed that a special Parish Council Meeting open to the public in the same manner as all Parish Council Meetings should be held, together with Jim Soutar or his representative, to consider the proposals and parishioners' comments, and receive advice on feasibility and technical matters. The measures to be implemented could then be finalised with a further walk through if required. . The Clerk will arrange a suitable date.

A letter from Mr Jon Gates, Hampshire Constabulary Crime Reduction Officer was copied to each Councillor. He advised that one light at this bus stop would only result in people staring into a black space. Councillor Pearson considered that four lights were required, but Councillor Mrs Sue Roberts was concerned about "light pollution" in a rural area. As requests for the HCC lighting grant must be received by 13 April it was proposed and approved that an application be made, but if successful, further consultation will be undertaken before lighting this area. 

A further training event for Councillors will take place on Wednesday 16^th May. Again this will be run by HAPTC. The closing date for application is Monday 2 April.. Attention was drawn to observation papers by HAPTC and SERCAF respectively on the Rural White Paper. Both these documents highlight the new training requirements for Councillors.

The Clerk requested that any Councillor wishing to attend advise her as soon as possible

A copy of the agenda was supplied to each Councillor. Councillors Mrs Sue Roberts and Ian Davidson will attend the meeting which will be hosted by East Woodhay Parish Council at East Woodhay Village Hall

The Clerk drew that attention of Councillors to the Logo of East Woodhay Parish Council. She suggested that a competition to design a Logo for Highclere Parish Council would be a good community project. Councillors thought this was a good idea and should be put on the agenda for the next meeting.

The Chairman advised the meeting that the Council's computer needed repair. Although it worked well as a word processor and database/spreadsheet compiler, the internet applications would not function correctly. A quote has been obtained from PFX services, but it was pointed out that there might be irreparable physical damage. Councillors discussed the options and agreed not to spend money on repairing the computer. Instead it was recognised that the Clerk used her own computer and should be reimbursed for its usage and cost of any repairs. The Clerk was instructed to advise the Council's decision and request PFX services to remove Email addresses from the Council's computer.

It was suggested that there might be some group who could use the computer as a word processor or failing that, it should be offered to PFX Services.

Councillor Jim Pearson said that Penwood Village Hall had not been given the amount of grant from HCC that it had believed it would receive. The Clerk said she had copies of some of the correspondence between the two groups that she would consult and report back at the next meeting.

53/01 ACCOUNTS FOR PAYMENT
Penwood Village Hall (balance of Loan), Highclere Village Hall for rent of room, Penwood Village Hall for rent of room, Supplies Team, HCC, BDL, W Bendle, Corrall, P.M.Clarke, S. Roberts, Lady Harman , D Skyrme, HAPTC