HIGHCLERE PARISH COUNCIL

Minutes of a meeting held at Highclere Village Hall on Tuesday 10 September 2002 commencing at 7.30pm

Present

Councillor J Pearson Chairman

Councillor R East

Councillor Mrs M Davies

Councillor Mrs A Hosie

Councillor T Farmer

Councillor D Langan

Also present

Borough Councillor T Jardine

Apology for absence

Councillor F Somerset

Councillor R Drew

92/02 MINUTES OF THE COUNCIL MEETING HELD 10 JULY AND EXTRA ORDINARY MEETING HELD 6 AUGUST 2002

The minutes of the meetings having been circulated were taken as read, agreed by all, and signed by the Chairman

93/02 MATTERS ARISING FROM THE ABOVE MINUTES

· Traffic Calming

The Clerk has written to HCC confirming that additional islands at the North and South "gateways" to the village are considered necessary. Mr Jim Soutar has replied that as mentioned at the wash-up meeting there is HCC funding for "Rural BEST", and the two additional traffic islands would be considered for this programme, but their practicality has to be checked first. He is also arranging to meet with the Traffic Management Group to seek their views on extending the speed limit at the southern end of the village to improve conspicuity of the signs.

Councillor Farmer requested the Clerk to chase for the read-outs of the permanent censor, which Mr Soutar had promised to forward.

· Litter Warden

A young lady has applied for the position of litter warden and the Clerk has an appointment to discuss this with her.

· Penwood Bus Shelter

A local window cleaner has agreed to clean the bus shelter once a month at a cost of £5.00. It was noted that the graffiti would not be removed instantly but in time after constant cleaning it was hoped that it would be worn off. A copy of the manufacturer's opinion has been supplied to each Councillor. They do not recommend that the shelter is left unglazed, but it may be re-glazed with alternative materials.

94/02 TO NOTE THE MINUTES OF THE PLANNING MEETING HELD 30 JULY 2002

Each Councillor was given a copy of the minutes of the planning meeting held on 30 July. The date of the next meeting of the planning committee will be decided when further applications are received.

95/02 BOROUGH COUNCILLOR'S REPORT

Councillor Jardine introduced himself to the meeting and was welcomed. He felt the most important matter considered by the Borough, as far as Highclere was concerned, was the adoption of the village design statement as supplementary planning guidance. It has already been put to the test at a recent planning application where Tim, his predecessor and the Parish Council have successfully argued that the proposed new dwellings were too high. He has also been advised that the improvements to safety at the play area at Penwood will begin shortly.

96/02 CORRESPONDENCE

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

1. HAPTC Mail 74-02 review of common land and village greens
2. HAPTC Mail 75-02 Beacon Councils Scheme
3. HAPTC Mail 76-02 Details on Europa Nostra Restoration Fund
4. HAPTC Mail 78-02 Update on grants to Parish and Town Councils from the Green Spaces and Sustainable Communities initiative via the new opportunities fund
5. HAPTC Mail 80-02 Countryside and rights of way act 2002 info

Councillor Langdon took this information to study more closely

6. HAPTC Mail 81-02 Reminder of Parish Council' duty to Consider the impact of functions and decisions on crime and disorder in our area.
7. HAPTC Mail 82-02 advice that the government's response to Planning green paper consultation may be viewed at www.planning.odpm.gov.uk/consult/greenpap/greenind.htm
8. HAPTC Mail 84-02 Employment matters
9. HAPTC Mail 85-02 Table of Parochial fees order 2002

10. HAPTC Mail 89-02 Freedom of information Act -Model Publication scheme for Local Councils

HAPTC advises that Parish Councils can decide whether or not to adopt the scheme

11. HAPTC Mail 91-02 Seminar for new Councillors 16 October

No councillor could make this date

12. DEFRA notice advising that Parish Councils are to retain a role in planning
13. DEFRA advice that The Rural services standard 2002 may be viewed at

www.defra .gov.uk/wildlife-countryside/ruralwp/index.htm

and The Rural Standard First progress Report 2001/2002 may be viewed at www.countryside.gov.uk

14. Criminal Justice Strategy Committee advice that "Race for Justice" information may be viewed at www.raceforjustice.co.uk
15. Notice of Environment Agency Flood Conference to be held 26 September
16. Boundary Committee consultation

The clerk was asked to respond that the Parish Council did not consider any local boundary changes were necessary

17. HCC Reception for Volunteers - nominees invited. The Clerk will make enquiries

18. HCC and BDBC info on North Wessex Downs AONB new management plan and advance notice of Forum 23 October at Littlecote House in Hungerford.

Councillors Langan and East may attend

19. Hampshire Constabulary Newsletter

20. Hampshire Constabulary Rural Policing Changes
21. Commission for Racial Equality Stat Docs and Guide for Public Authorities
22. BDBC Planning and Transport Quarterly Bulletin
23. Copy of request by Highclere Castle for transfer of justice's Licence

96/02 CORRESPONDENCE continued

24. BDBC Advance Notice of Mayor's reception 28 November and invitation to propose subjects for the event

25. Basingstoke Coronary Care Support Club, request for funds

Councillors felt that in this area the support was provided via Newbury and therefore it was not appropriate to grant funds to a Basingstoke club

26. Minutes of Penwood Village Hall meeting 23 August

Councillors expressed concern as it was stated in the minutes that there would be an AGM in November and there had already been an AGM in January.

27. Email from BDBC regarding cleared land behind Spar shop. Ian Harris, the parks and open spaces manager for BDBC was preparing a report and will meet with his legal team to clarify issues. He will update this Parish Council ASAP. For the benefit of new members, the clerk has supplied all Councillors with a report detailing the history and purpose of this project.

97/02 TO ADOPT THE ACCOUNTS FOR THE YEAR END 31 MARCH 2002

Independent auditor, Mr John Murray, has audited the accounts and a copy has been supplied to each Councillor. Mr Murray has pointed out that payments made in-between meetings on 25 March 2002 have not been recorded in the minutes, due to an oversight. The Chairman acknowledged that these cheques were approved and were for the following amounts:

Hampshire County Council £2000.00, J Dawson £100, HAPTC £9.95, SLCC £43.00, P Clarke £114.00, Viking Direct £43.96.

The Clerk answered questions relating to the accounts.

The Chairman then proposed that the accounts be adopted and this was unanimously agreed.

98/02 UPDATE ON RECYCLING BINS AT PENWOOD

Neither the Red House Pub at Highclere, nor the Spar Shop at Penwood will accept the bottle banks and recycling bins. East Woodhay Parish Council has also asked the landlord of the Rampant Cat at Broad Layings, but he also is unwilling to accept them.

Councillors discussed the problem at length. Councillor East then proposed that, as there would be a new Litter Warden who could concentrate on that area, we should first see if the problem could be contained and review it at the November meeting. This was agreed by majority vote.

99/02 UPDATE ON LEASE FOR PENWOOD VILLAGE HALL

The Parish Council has been advised by Basingstoke and Deane of the current position, which is as follows:

• Report to Cabinet on 24 September recommending a policy change.
• Council to confirm policy change recommendation from Cabinet on 17 October.
• Revised policy recommended is to grant leases to voluntary organisations where appropriate at a peppercorn rent following individual consideration (Members consulted fully support the policy change but there is still ongoing discussion with the District Auditor who, although accepting the Council has a right not to charge a market rent, is concerned in terms of Members demonstrating their fiduciary duty that a decision made once for the period of a lease carries less weight than an annual review of subsidy funding. I anticipate Members will ratify the new policy having taken the District Auditor’s observation into account).

• It is proposed that the policy be applied to new lease arrangements from 17 October and to all current leases, following individual consideration, from 1 April 2003.

All Councillors welcomed this news.

100/02 TO CONSIDER UNDERTAKING A SURVEY TO IDENTIFY VOLUNTEERS TO ASSIST IN RUNNING A YOUTH CLUB AT PENWOOD, AND TO ASCERTAIN SUPPORT FOR A YOUTH CLUB AMONGST PENWOOD RESIDENTS.

Councillor East felt that there was now a lesser need for a Youth Club at Penwood as there are several after school classes for young people. Councillor Pearson ascertained that the Hampshire Constabulary did not host any Youth Clubs. It might be possible to obtain a grant from various sources to pay for a Youth Club leader, but there was no guarantee of such funding. It was agreed that a survey needed to be conducted, as there was no point in bidding for funds if there was no support for a Youth Club. The survey should also identify volunteers to assist a Youth Club Leader as one volunteer per 10 children is recommended by Mr Mike Nicholls, the Youth Leisure Officer for Basingstoke and Deane. The Clerk agreed to send a questionnaire to Penwood households.

101/02 REPORT FROM MEETINGS ATTENDED

4 September Parish Liaison Meeting

The Clerk attended this meeting, at which comments were invited on the draft charter between The Borough Council and Parishes. Councillor Langdon asked for a copy in order to pass comment. Attendees at the meeting were also advised of the changes in effect following the Review of the Highways Agency Agreement. BDBC will now take over traffic management for the whole of the borough and Parish Clerks were advised to inform Martyn Bennett of any ongoing Traffic Calming projects. There was also a presentation on Health and Safety matters

102/02 TO CONSIDER PLANNING APPLICATIONS

There were two planning applications and given the date by which comments must be submitted, the Chairman exercised the right reserved to require any application to be considered within the full Council meeting. (Minute 73/02 June 11^th)

BDB53385 Rossdale, Deadmore Lane. Demolish existing bungalow, erect new bungalow

NO OBJECTION

Comments: The large roof appears oppressive.

For what is the outbuilding titled "existing building" on the plan to be used? Garage?

BDB53861 Wychwood, Andover Road, Wash Water, side and rear extensions

NO OBJECTION

Councillor Langan stated that he was not happy that the full Council discussed applications that only the planning committee members had seen prior to the meeting. The Clerk commented that all Councillors had received the agenda several days in advance and this clearly showed that these planning applications would be discussed. There was therefore opportunity to request to see any application, or alternatively abstain from commenting.

After lengthy discussion it was unanimously agreed that in future a separate meeting of the planning committee should take place either before or after the main Council meeting whenever the dates coincided.

The Chairman pointed out that he still had the right require any contentious planning application to be considered by the full Council.

103/02 COUNCILLORS QUESTIONS

Councillor East informed the meeting that he was actively opposing the Sainsbury Development at Greenham and had attended several meetings on this. He recommended that the Parish Council promote an inter-Parish organisation to comment on these developments.

The Clerk informed Councillor East that this mechanism was already in place via the Joint Parishes meetings, and Highclere Parish Council had already written objecting to the first large development at Greenham. Since then however it had been acknowledged that East Woodhay, Highclere and Ashmansworth would be more affected if the Wash Water site was developed for warehousing. The other Parishes have joined together and paid into a joint legal fund. Although not required to pay into the legal fund, Highclere , East Woodhay and Ashmansworth support the opposition.

104/02 ACCOUNTS FOR PAYMENT

The following accounts were approved for payment

J.K.Murray Audit Commission P.M.Clarke P M Clarke Mr W Bendle Mr C Corrall

The meeting was then closed at 10.20 p.m.. The next full Council meeting will be held on Tuesday 8 October 2002 in Highclere Village Hall Jubilee Room at 7.30 pm