01/05  To approve the minutes of the Council meeting held on 9^th November 2004 and the Extraordinary Meeting held on the 7^th December 2004

The minutes of the meeting held on 9^th November 2004 and the extraordinary meeting on 7^th December 2004 had been circulated, were taken as read, agreed by all, and signed by the Chairman, Councillor Pearson.

02/05  Matters arising from those minutes

111/04 – The Clerk was still in the process of obtaining a good and detailed map of the whole of Highclere and Penwood

125/04 Correspondence – The chairman raised the question of the Local Plan Review and Penwood Plantation.  This was still in the plan which was starting the review at about the time of the meeting.  The two pieces of land in Highclere and Penwood would be at the end of the review.  The Clerk would verify the dates and give them to Councillor Langan who was keen to attend the review when it arrived at the Highclere and Penwood area.

03/05  Borough Councillor’s Report

The Borough Councillors report in full is at the end of the minutes, the main points from the report are:

There was still no sign of the draft South East Plan, consultation on which is due to start now.

One of the four councillors who was elected in June as an ‘independent’ had recently transferred his allegiance to the Lib-Dem group. A motion in council urging him to stand for re-election had been passed and referred to the Standards Committee, on which parishes are represented.

There had been a motion to charge for the car parks in Basingstoke in the evening and on Sundays and for Disabled parking, which Councillor Mitchell with other councillors had objected to.  At a subsequent meeting this was referred by the Scrutiny Committee to the full council with a recommendation not to proceed with Sunday and evening charges and to drop evening charges where they now applied and also not to proceed with costly and time-wasting investigation into the  practicalities of charging disabled drivers. 

Councillor Mitchell continues to discuss Penwood Crossroads with the relevant authorities and will start work this month on bringing together a public campaign.

He is also happy to assist in identifying source of funds for an initial study for a walkway and cycle path through and joining the villages.

04/05 Update on Village Plan

Councillor Langan had spent a lot of time study the Village plan for Kingsclere and talking to the organizers of it.  They had initially sent a draft questionnaire out to about 30 households.  When it was received back from comments received, they altered it slightly and have sent it out to about 250 households.  So far they have received 200 questionnaires back.  When the questionnaire was sent out they had a number of volunteers to look after certain areas in Kingsclere to assist people with the completion of the form and to make sure it was returned.  This has helped in the high number returned.

When the questionnaires are analysed they hope that they will come up with about 8/10 projects that the local community would like.  They will then form groups for each of those projects and with the help of the Parish Council proceed to raise money for the projects, over the next few years, obviously with some projects taking much longer than others.

The Clerk has sent out about 25 letters to local users of the village halls and other, hopefully, interested parties in the village and the surrounding area.  As of yet there had been no replies but with Christmas and New Year now over hopefully there would be replies shortly.

There were so far about 10 people who have shown an interest in joining a focus group for the village plan and about another 10/15 people were needed.  Once there was enough interest a meeting would be called to explain what we hoped to achieve and focus groups formed then.

The Chairman asked the Clerk to write to the Lottery Commission re funding for recreational facilities.  [Clerk’s note: we can get the official forms and look at Lottery funding criteria but the Lottery will not respond to general enquiries only to formal applications for properly defined projects]. The Borough Councillor mentioned that present Lottery grant arrangements were coming to an end with new schemes due later this year.

B&DBC had sent £2,000 towards the village plan project.  If this is not spent in full by March 31^st 2005 the balance will have to be returned to B&DBC.

05/05 Update on Penwood Cross Roads, A343 & Traffic Calming

The Parish Clerk had received an answer to her letter sent to the Chief Executive of HCC on November 26^th 2004.  The reply was from Alan Mills, Assistant Director.  The Parish Council were not happy with his reply and felt that he had still not addressed the Council’s concerns.  Also his comments were somewhat different from those expressed earlier by Mr Pauw.  Councillor Farmer had gone through the letter and made comments about several of the issues.  The Clerk with the help of Councillor Farmer’s comments will reply to Mr Mills.

The Council were also concerned that Mr Mills stated in his letter that HCC had “implemented a number of lower cost signings, lining and surface treatment schemes and these had been successful in reducing the incidence of injury accidents to the point where they no longer feature on our high risk listing.  There are therefore no current plans to undertake further work at this junction.”  The Council wanted to know which parts of our roads had been on a ‘high risk listing’ and when, as this had never been mentioned before.  The Clerk would enquire about this when she wrote to HCC.

There had been reflectors put along the A343 through the village where previously there had been bollards.  Mr Mills stated that these did need regular cleaning and he would therefore ask to have them inspected and cleaned if appropriate.  At the time of receiving the letter the bollards were very dirty.  They were cleaned a few days after the Clerk received Mr Mills letter!  There was a suggestion that the litter warden for Highclere could clean the reflectors.  The Clerk will look into this. [Clerk’s note: We will need to be careful about safety considerations, insurance and the impact on our annual risk assessment]

Mr Mills also stated in his letter that as this had all been discussed before in some detail there was little that he could usefully add at this stage.  He did go on to say that the only other information he had concerned the Woolton Hill Junior School Routes to School project but this involved work immediately round the school.  The Council wondered if he knew that Woolton Hill was a different place than Highclere!

Mr Mills had said that HCC would be happy to consider the possibility of supplementing existing speed limit signing with the use from time to time of an interactive speed indicator device (SID).  He had asked us to let him know if we wished to pursue this channel.  The Clerk will let him know that the Council would be pleased if HCC could deploy SID in the village.

It was also felt by the Council that when the Village Plan started in earnest there might be far more interest in the traffic problems through Highclere and Penwood, providing wider support for the Councils concerns.

The Council then went on to again discuss the desirability of a walkway/cycle track through the village and joining the two villages together.  The Chairman had spoken to B&D re costing of this.  It seems that about 10 years ago it was suggested that a small section through Highclere be paved but the cost at the time was too great.  The Chairman also said that the money would still have to come probably from two sources and the walkway/cycle track was probably going to be from one source and the bridge at Seven Stone bridge would be another.

The Borough Councillor suggested that a good first step would be to obtain funding for a feasibility study into possible ways to link Highclere and Penwood together, with links to schools and possibly also joining the Newbury cycleway.  If this was done it would provide a definite and well-researched scheme on which residents’ views could be obtained. He would be happy to help in obtaining funds for this.

06/05  Formal motion to write off loan to Penwood Village Hall

It had been agreed by Council at the December Council meeting that the Parish Council would write off the loan to Penwood Village Hall.  This loan for £500 had been made three years previously when Penwood Village Hall were very short of funds.  They were now in funds and had offered to pay the loan back last year but he Council decided that they should keep loan in case they were in difficulties again.  As the Parish Council had agreed to give Highclere Village hall £500 out of this years funds they felt that it was only right that they should give Penwood Village hall the same amount.

The Council authorised the Clerk to make an entry in the 2004/05 accounts crediting £500 in the balance sheet offsetting the debt in that the amount owed by the Penwood Village Hall. and debiting the amount to current revenue.  The Clerk will also write the Penwood Village Hall Committee to let them know.

07/05  Highclere Village Hall

The Parish Council were concerned that the costing of the extension to the village hall might escalate. As they had been asked to stand between the Hall Committee and the contractor(s) so as to reclaim the VAT for the Village Hall they wanted to make sure before they undertook this that all possibilities re any unexpected expenses being incurred had been looked into. 

Next door to the village hall was a new house being built.  The Chairman had spoken to the builder who had found his costs had escalated because they had been required to make foundation pilings far deeper than anticipated.  This was because previously there had been clay diggings for bricks along the A343.  The Parish Council felt that the Village Hall Committee should ask their surveyor to look make a proper assessment of this potential need.  The Clerk will write to the Village Hall Committee advising them of the Councils concerns asking them to look into this matter and let the Council know the outcome.

08/05 Information from BDPATC

The Chairman, Councillor Pearson and Councillor Langan had attended the BDPATC meeting in December.  There several points in the minutes that the Chairman wished to bring to the Councils attention:

B&DBC Local Plan

Concerns from Kingsclere re the submission papers to the Inspector for the Local Plan.  There has been consultation with the Parishes and the Kingsclere one is riddled with mis-spellings and minor factual errors.

B&DBC Development Control

Councillor Pearson commented that Highclere had great difficulty in deciphering revision plans also made difficult by the reduced timescale for consultation.  The Clerk had mentioned this to the planning department but at this time nothing seems to have been done about it.

Double Taxation

There was still concern re double taxation.  It was noted though that for the last two years B&DB apart from the precept were also giving a grant of £1,000.

Appendix 3 – item f

There is a new Licensing Act which comes into effect from February 7^th 2005.  A Village Hall will only be able to have 12 “exception licenses” per year, each one costing £21.

Item j

It seems the Co-operative Bank had had a stand at the October NALC Conference.  It seems in addition to having a ‘free dedicated local council account facility’, they also arrange changes of signatories without he usual rigour of all signatories having to turn up at their local branch with their passports etc.  This was noted in case the Parish Council ever wish to change their account.

Appendix 5 – item 1

It was noted that all franked mail if it was undelivered would not be returned to sender unless there was a return address on it.  It seems the aim is to deliver 92.5% of first class mail the next working day.

Item 9

Road Tax: new disks cannot be bought at a post office if you are late in renewing.  The cut of date is the last day of the month.  After that all renewals have to go to DVLA and could incur a £80 fine.

09/05  Date and Format for Annual Assembly

Two dates were suggested for the Annual Assembly – April 13^th or April 20^th.  The Clerk would check with the Rector Tim Horsington when the AGM for the PCC was to be held as last year they clashed.  It was decided that more publicity was needed.  Last year had been a very interesting meeting but unfortunately only about 30 people attended.  The Clerk would bring a draft agenda to the February meeting and Councillors’ would come with ideas for the keynote speaker.

10/05  Community Wardens  -  Penwood Area

The Clerk and the Chairman had had an email from the Borough Councillor re Community Wardens.  These were now in operation with a couple of wardens working in Tadley and Bishop Green.  Whilst Penwood would not need a full time Community Warden it would be helpful if there was someone there several times a week.  Councillor Mitchell had registered an interest in this.  The Council felt if it was at all possible to have a Community Warden in Penwood it would be very useful.  Over the Christmas and New Year period there had been quite a few disturbances in the Heathlands area. The Clerk would respond positively to Cllr Mitchell.

11/05   Correspondence

B&DBC  -  Parish Council Tax Base, Grants & Precepts – 2005/06.  A copy had been given to all Councillors.  There were no comments.

The Countryside Agency  -  Countryside & Rights of Way Act 2000 – Land at Seven Barrows.  This had been omitted from the original plans that were sent to the Council.  This was on the edge of area and did not affect us.

B&DBC  -  Annual Telecommunications Roll Out Liaison Meeting – 19^th January 2005 at 6.00pm.  This is the roll out plan for the next lot of communications masks.  No Councillor was free to attend.

B&DBC  -  Parish Training – Development Control.  This was a training session to cover a variety of topics on the planning service.  They hoped to run it sometime in March but wanted replies of interest by 14^th January.  The Clerk would reply and let them know that Councillors’ Pearson and Langan are interested in attending.

B&DBC  -  Website – Parish Data from the 2001 Census.  B&D letting the Council know that the Facts and Figures section of the Council’s website had been expanded.  No comment

B&DBC  -  Office closing dates etc and Calendar of Council and Committee meetings for January and February 2005.  All Councillors’ had been given a copy.

B&DBC – Progress on Double Taxation Relief.  All Councillors had been given a copy of this.   These were notes arising from a discussion group at the Mayor’s reception for Parishes on 16^th November 2004.  No comment

HCC  -  Highclere traffic calming.  This had been dealt with under item 5 on the agenda.

Campaign to Protect Rural England  -  Explaining what they do and offering to make a presentation.  The CPRE had made a presentation earlier last year to the Highclere Society so it was not appropriate for the Council to use them for the time being but would bear them in mind for future events.

Borough Councillor Horace Mitchell – re Public response to the forthcoming SE Plan consultations.  The Councillors had been given a copy of this email received from the Borough Councillor.  It seems at a recent Council meeting at B&D the Conservative opposition succeeded in changing the Council’s official stance on the SE Plan proposals from SEERA.  ‘The Council believes the South East Plan must represent the bet interests of the residents and businesses of Basingstoke & Deane.’

Hampshire Countryside access forum  -  Forum Annual Report & assistance for Parish Councils – no comment

HAPTC  -  Asian Disaster – Advice from HAPTC saying that it is the role of National Government to contribute overseas aid from the taxpayer and that individual donations are more appropriate than using scarce public money from Parish Councils for overseas causes.

HAPTC  -  New Places to Walk in Hampshire.  Information received from HCC re new right to walk  - No comment

HAPTC  -  Home front recall scheme – This programme has been set up to fund groups that would like to carry out projects that commemorate the 60^th anniversary of the second world war.  Application packs are available.  No comment

SLCC  - Membership Renewal form.  The Clerk will renew the Council’s membership.

B&DBC  -  Standards Committee – Monday 17^th January – agenda and minutes of last meeting – April 2004.  Councillor Farmer asked if he could borrow the copy.

South East Plan Public Consultation  -  Public consultation on the initial draft of the Plan is scheduled for the period 24^th January to 15^th April 2005.  There was an information pack with a supply of leaflets.  Each Councillor took a leaflet.

Other Correspondence (available for Councillors to review)

Concessionary Travel Scheme 2004/2005.  This was giving the date when parishioners over 60 can collect their travel tokens.  The Clerk had put the posters up on the notice boards.

AccessAbility – December 2004 Newsletter

Vol Dot Comm – Basingstoke Voluntary Services magazine

HCC   -  Information Centres  - Newsletter

Highclere Welfare Charities – replying to the Councils’ comments.  The Clerk had replied to the letter

Quiet Lane Schemes in Hampshire?  There had been an earlier correspondence about the ‘Quiet Lane Scheme, now they were not quite so sure about it.  Councillor Somerset said he thought with a few lanes in Highclere it would be a good idea. 

North Wessex Downs – Review of Council of Partners progress from April 2002 – March 2004

B&DBC  -  Standards Committee – Monday 17^th January – agenda and minutes of last meeting – April 2004

126/04  Accounts For Payment

The following accounts were passed for payment. SLCC (Membership) £82.00, Viking Direct (Stationery) £82.29, BT (Telephone) £20.93, L. McClelland (litter warden) £75.72, W Bendle (litter warden) £162.76, C Corrall (litter warden) £124.68, D Mitchell (Salary) £483.43, Inland Revenue (PAYE etc) £169.27, D Mitchell (expenses, December Meeting, Mileage & postage) £62.96.

127/04 Councillors’ matters arising to be included in the next agenda:

Parish Assembly – Wednesday 20^th April 2005

There being no other business, the meeting closed at 9.45pm.  The next full Council meeting will be on Tuesday 8^th February 2005 in Highclere Village Hall, Jubilee Room at 7.30pm. 

Planning committee meetings will be held as and when necessary.