Councillor Ian Davidson welcomed everybody and congratulated the management committee of Penwood Village Hall on the improvements made to the hall and thanked them for acting as hosts for the evening. He explained that the theme for the meeting was the community, and representatives would later be introducing their own organisations.

2/01 MATTERS ARISING FROM THE MINUTES OF THE PREVIOUS YEAR

(a) Traffic Calming proposals for the A343 from Seven Stones Bridge to Highclere Street were given at the previous year's assembly, but because of staff shortages a scheme was never finalised nor implemented during the year. Outside consultants have since produced a complete scheme that has been available for parishioners to view, at the RedHouse Public House for one month. The scheme has been modified in line with public comment and accepted by the Parish Council. It is expected that work will now begin in June. Although the cost will be nearly £30,000 the parish is only required to contribute £2,000 and funds are already set aside for this purpose. Blindman's Gate Crossroads will be the subject of a separate study.

(b) Provision has been made in the precept for this coming year for a contribution towards the cemetery maintenance of nearly £1000

Altogether there were 21 council meetings held during the year and total of 57 planning applications were considered. Woodside was particularly contentious and a public meeting was held with developers and a planning officer from Basingstoke and Deane.

Halfacre has also been a sore point given its proximity to Woodside, and in this case a site meeting was held. An interesting discovery was made that the applicant's drawings incorrectly showed adjacent houses to be higher than they actually are. This is not the first time that applications have been incorrect or misleading, which was a point raised by the Chairman when invited to attend the audit commissions review of BDBC Development Control Committee.

Other meetings attended included District Association of Hampshire Parish Councils for which the Chairman has become the Police Liaison Committee representative. Councillors have also attended meetings with North Hampshire parishes and led a meeting to put together a joint response to the Local plan issues report where we had identified common issues between the parishes. Locally, we have met with the community safety team from BDBC and residents from Penwood to help deal with some concerns. Several initiatives came out of that meeting which are now being followed through by Penwood parishioners.

A number of residents from both Highclere and Burghclere have been concerned about the increase in activity at Highclere Castle. As a result of this. it has been agreed that there will be an annual meeting between Col. Sayles, the Castle administrator, Highclere Parish Council and Burghclere Parish Council.

The parish is taking part in a pilot scheme to put together a village design statement, and hopefully later this year the final document will be accepted as supplementary planning guidance i.e. any new building work will have to take into account guidelines laid down in that document. It has therefore been extremely frustrating to be dealing with applications which go against some of the guidelines that are currently only in draft form.

The Council has tried to improve communication with Parishioners, and was very grateful to all those who have helped with distributing leaflets, often at short notice and in all weathers. In particular some of the younger members of the parish who have become involved, Terri-Anne and Kirsty who live in Penwood and Hannah Griffin at Highclere Street. Still more volunteers are needed to distribute leaflets, as the more there are then the less onerous the task! Thanks go to Tony and Mandy Cosgrove at the Red House who not only were custodians of the traffic calming plans hut also for the odd planning application. A number of people also now regularly read the Parish minutes and other information placed on the web site.

For the coming year, we are hoping, with Parishioners' help to continue the tree survey. We have applied for funds for a bus shelter at Penwood (by the old police station); funding for a footway from Star Lane, to Mount Road; and we shall also see the implementation of the traffic calming measures.

A plea was made for members of the parish to consider putting their names forward for Parish Council. There is a lot of work involved, and hence it is imperative to increase the numbers on the council, to help improve its decision making; and ensure that it is representative of a cross-section of the parish.

The Borough Council has suggested that we increase our numbers to eight.

Councillor lan Worth from Wash Water has unfortunately had to resign and the more people putting their names forward for this vacancy the better.

Thanks were given to the litter wardens. Bill Bendle and Colin Corrall for their hard work, and to those who volunteered their services at the last assembly, and were now involved in the Tree Survey and Village Design Statement. Thanks were also given to the Borough Councillor, Patrick Hedgeland particularly with his help on planning matters and to County Councillor, John Wall, in connection with the traffic calming scheme.

Councillor JohnWall advised the assembly that the delay in the traffic calming had been beneficial as the scheme proposed was now a much better project than previously was envisaged, because Hampshire had acquired more money for this coming year for such projects. The delay had been unavoidable as there were no applicants for the vacancy that had occurred in the middle of designing Highclere's scheme, and outside consultants eventually had to be commissioned to complete the task.

Blindman's gate crossroads is the subject of a survey by County Safety Officers and significant expenditure here with a possibility of traffic lights is likely. A roundabout is not deemed appropriate as it requires the introduction of a great deal of lighting.

The forthcoming change of the County Council's structure, imposed by government was outlined. Hampshire has opted for a Leader and Cabinet model. There will be policy scrutiny committees run also by the ruling group, which Councillor Wall felt was inappropriate. Under "Best Value" principles the County Council continually re-evaluated its services although there was a danger that the effort put into this was greater than the value of any improvement achieved. The County had been successful in receiving additional monies from government for schools, social services and roads.

Councillor Wall concluded by saying that he had been the County Councillor for almost eight years and hoped to be re-elected at the County Council elections in May.

Councillor Patrick Hedgeland had been requested by the Parish Council to explain about the new organisation of the Borough and the new requirements of Parish Councils.

There were two government white papers, one on the local choice of government and the other, a rural white paper. The total impact would reflect on the Parish and the role of a Parish Councillor would become more rewarding and more Councillors would be required.

The present system at Basingstoke and Deane where there are 57 Councillors works through committees. This system is no longer acceptable to government and a choice has to be made between three alternatives: A directly elected Mayor with cabinet, a directly elected Mayor with council manager, or a leader with cabinet. Basingstoke and Deane prefer the latter and are operating a pilot study at the present time. The final choice is for the electorate to decide, and there are various opportunities to vote for a preference. A few committees, for example taxi licensing, will still exist and there will be new scrutiny committees and a new standards committee, which will have an impact upon Parish Councils.

The Rural White Paper covers all aspects of life in the countryside, but Basingstoke and Deane already has a Rural Strategy and within Highclere the Village Design Statement and the Tree Survey form part of that strategy. Under the new White Paper the aim is to empower country towns and villages and establish quality operations within parishes. There will be new grants for transport and more grants for community services. A pilot mobile post office is being considered and also an expansion of the idea of village plans, which links with village design statements. There will be standard charters for Parish Councils and more training for Councillors, which will help all tiers of Government to work together. An area forum lead by the Borough will be set up and the Parish through the Clerk will have access to resources of the Borough, and may even get delegated powers. It is hoped that the result of all the changes is greater local influence, which can only happen in Highclere if we have more Councillors. The role of a Parish Councillor, with support from the Borough will be more rewarding.

Councillor Hedgeland concluded by encouraging Parishioners to apply to become Parish Councillors

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The Clerk stated that in the past it was the policy to present audited accounts at the Parish assembly, but this has meant that the information given has been a year out of date. The Clerk felt it more relevant to give the accounts for the year just ended, even though they were not yet signed off by the district auditor. The Council has introduced it's own internal audit procedure, undertaken by Councillor Jim Pearson twice a year.

In the year 1999/2000 expenditure exceeded income. This was largely due to the fact that the Council bought a new photocopier, but it was the forth year in succession in which expenditure had exceeded income. As a result the accumulated fund has reduced each year to an exceptionally low level at year-end 31 March 2000, and the Council could not continue to operate at a loss for another year. £2000.00 of this fund balance is reserved for the traffic calming scheme. Because the scheme was not implemented during the year and therefore the funds not called for, the Council agreed to advance to Penwood Village Hall, the sum of £500. This money has been provided for in this coming year's precept and is given by way of an interest free loan repayable after two years. The money has been used towards improvements to the toilets.

In December 2000 the council had a budget meeting to determine the spending requirement for the coming year, taking into account the lack of surplus funds, and with knowledge that clearly the precept for the last five years has not been sufficient to meet the needs of the Parish. In order to fund the cost of training for the Clerk and new Councillors, the Council hosted a training event in Highclere, which enabled it to charge neighbouring councils who attended. After deducting the cost of the tutors e a slight profit was made and Highclere Councillors had attended for free. There is now a greater requirement for Parish Councils to be more accountable and to be better informed. Inevitably there is a cost in keeping up with new regulations and new technology, and this year for the first time there is a provision for training within the precept.

This last year the Council has not granted funds to any local organisation, nor bought any capital equipment. To meet the spending requirement for this coming year, the precept has been increased to £9821 which is a cost of £14.29 per annum for a band D property. Put into context, this is less than the 4p a day. There are 37 Parishes within the borough and this coming year despite the increase, our precept is within the lowest one third of Parish precepts.

The Revd Tim Horsington on behalf of Highclere Church said the Church had mainstream Christian beliefs, and as this was Holy Week there were several services being held across the three Parishes of Ashmansworth, Crux Easton and Highclere. Highclere Church is Victorian, Crux Easton is Georgian and Ashmansworth dates back to the 12th Century. He welcomed parishioners from all denominations, and said that the Churches tried to remain middle of the road in order to cater for all. It was important to maintain a Christian presence in rural areas and the Church of England was flying the flag because the free churches had disappeared from the countryside and Roman Catholic Churches were usually based in urban areas. The Churches always needed financial support as they were under threat of closure. Practical support was also needed i.e. lawn mowing, and flower arranging. Within Highclere Church activities include Choir, Sunday School, and Bell Ringing There is something for everyone, and the fun and fellowship side is chaired by Jackie Chamberlain. Events include Safari Lunch, Harvest Supper, Fete and Barbecues. Information about the Church can also be found on the Highclere website. www.highclerevillage.com

Ian Briggs, the treasurer, spoke on behalf of Highclere Village Hall Management Committee. Although parking facilities are limited the hall is very accessible on the Andover Road. It is well used by a number of societies, which generates its income, and it has a tenant who also takes the

bookings. Events this year have included an evening with Isla St Clair. In the future the plan is to refurbish the hall in line with current legislation, possibly extend to the South side, and hopefully gain more land for car parking. The funds to achieve this will be sought from lottery grants and Borough and County Council grants. He concluded by urging people to use both village halls. For bookings contact 253860

Hanne Teece, the secretary of East Woodhay and Highclere Neighbourcare told how the group worked. It consists of a group of volunteers who give their time to drive others to appointments at hospitals, dentists, etc. The scheme works very well but it is often hard to keep up with demand and the group are always looking for more volunteers. There is only one driver based East of the Andover Road. Anyone with a need for transport to hospital can call on the service and sometimes drivers find themselves as passengers, which served to show that we all need help at some stage and can all help each other. Councillor Ian Davidson asked if it was self funding and Hanne explained that passengers give a donation and drivers are reimbursed at 35 pence per mile. Anyone wishing to volunteer should contact Neighbourcare on either 254863, 255341 or 253546

Lady Harman, the Vice Chairman of Highclere Parish Society addressed the meeting.

The society has been in existence for four and a half years and has one hundred and seventy two members. It is non political and its purpose is to maintain and promote the quality of life within the parish. It likes to keep an eye on planning issues and to co-ordinate a response to various planning applications. It organised the village appraisal and much of the information gained has helped the Village Design Statement. The geography, history, wildlife and architecture of the Parish are important to the members who organise lectures and workshops on these subjects.

The society aims to work in harmony with, and to support the Parish Council.

Social events include wine tasting and barbecues and an antiques evening is planned for the AGM. The society is also a contributor to the Highclere Website. www.highclerevillage.com

The Highclere Village Website was introduced by Ian Briggs. The website is maintained jointly by Horace Mitchell for the Church, Ian Briggs for the Parish Society and Pat Clarke for the Parish Council. The information on the site includes news and diary pages, directory facilities for products and services, the parish council minutes, and links to other sites. The hits being achieved are between 300 and 400 per day. The site has six advertisers, and needs more. It also welcomes more contributors. David Skyrme has put the Village Design Statement on the website and a lot of help with the site has been given by David Steggall. Enquiries can be Emailed to info@highclerevillage.com

John Bentham reported on behalf of the various neighbourhood watch groups. The neighbourhood watch groups are supported by the local police and P.C.Gary Edwards was present at the evening's event. It was vital that co-ordinators and the police maintained close contact for the system to work well, and for co-ordinators to relate to the residents in their area. There were still some areas within the Parish which were not covered by a neighbourhood watch scheme and would benefit from one. John would give guidance on setting up any new scheme.

The Penwood Village Hall report was presented by George Russell, the Chairman of the Management Committee. After 20 years supporting the hall, George said he was considering retiring. It was vital therefore for others to come forward. The hall was now much improved and a new toilet facility for disabled persons had been built. The hall was however now running out of funds with only £98.00 left in the account. Bookings were improving and the hall was booked for bingo, ballet, brownies, keep fit, ladies badminton and a puppy club. In the past there had been trouble from some children on the estates, but with the help of P.C. Edwards and local residents this was no longer a problem. In September it is hoped that a children's playgroup will be set up in the hall, but the radiators have to be covered to meet health and safety regulations, and the cost will be £600. The playgroup will advance £200 to get the work started but the balance still needs to be raised. For bookings please ring 523866

Mr Peter Bigby still required volunteers to assist in the Highclere survey. It has been agreed with the Parish Council that a Local Heritage Initiative Grant would be sought to cover the cost of producing a report complete with colour photographs for the benefit of this and future generations. Some of the trees identified may be able to become protected by Tree Preservation Orders. Volunteers are given an information pack on how to do a survey and a training session will be held. The main survey will take place through summer and autumn. Peter indicated on a map the Penwood survey which he had completed and for which he has already produced a report. In the course of doing this survey Peter had also gleaned information for the local history group and the Village Design Statement. All present were invited to look at the display.

Mr Ron Snipp with the help of Peter Bigby had arranged an excellent display of information and old photographs collected by the local history group which is wholly funded by the Parish Society. The group meets on the first Thursday of every month at the Red House Public House. Anyone is welcome and invited to bring information and old photographs. More information is required and all home owners are invited to research the history of their own property and supply the details.

Mr David Skyrme explained that this Village Design Statement is a statement of what residents in Highclere and Penwood want from their villages, and what form they wish future development to take. If adopted by Basingstoke and Deane it will become supplementary planning guidance, and developers will have to refer to guidelines within the document, and comply with them. Several workshops have taken place since October, and over one hundred people have given useful input. The production team has been collating this information and a draft was displayed at the Westridge Studios over the last weekend in March. To clarify "appropriate scale and density" for new development, a survey of house heights and floor areas has been undertaken. Main concerns are overcrowding and loss of landscape through new development. Employers and landowners were yet to be consulted. The latest draft and several examples of Village Design Statements produced by other communities were available for the audience to view at the end of the meeting.

Councillor Ian Davidson advised the meeting that the County will give material support in maintaining our footpaths, which at present were all closed due to the risk of spreading foot and mouth disease. The first project will be to document the paths and record all fingerposts and stiles. These can then be surveyed and maintenance plans put into action. When fully documented the information can also be included on the website. Councillor Ian Davidson invited Peter Bigby to talk further on the Forestry Commission's footpaths through Pen Wood. Peter had been asked by the Commission to test public opinion as to whether these footpaths should be re-opened. Peter had already consulted a neighbouring farmer who had expressed his fears that re-opening these footpaths was premature as the Foot and Mouth outbreak was still such a great threat. There was a possibility that part of the footpaths could be opened to allow cyclists and dog walkers access to a small area. The audience by show of hands supported the decision to keep all paths closed.

As a further appendix to his report George Russell asked if Basingstoke and Deane could appoint a full time youth worker who served several parishes, as shortage of volunteer youth workers is a problem in getting groups started. Councillor Patrick Hedgeland said that he thought this was an interesting idea and that he would look into it. George also advised that he had a good knowledge of the Parish's footpaths and was willing to give assistance in identifying them.

Councillor Patrick Hedgeland was asked about the new cabinet with leader system proposed by Basingstoke and Deane. He advised the questioner that the members would all be from the leading party, but two of the scrutiny committees will be formed from the opposition. Councillor John Wall explained that this varied between Local Authorities, but all at the moment were only pilot schemes.