Minutes of the meeting held on 11 July 2000 and planning meetings held on 31 July 2000 and 21 August 2000, having been circulated were taken as read, agreed by the Councillors, and signed by the Chairman.

1. Councillor Mrs Roberts (environmental officer) advised the meeting that the Tree Survey would initially cover Penwood, as the whole Parish was too big to cover in two months. Mr Peter Bigby, has been bitten by a dog whilst undertaking the survey.
2. The Clerk read out an Email received from HCC regarding the progress of "Traffic Calming". A member of staff undertaking Highclere's project has left the Surveyors' department and Mr Jim Souter is reviewing the notes and will submit a scheme as soon as possible. Councillors expressed concern on the number of heavy gravel lorries travelling on the Parish roads.
3. The training seminar for new Councillors had netted £21.00 profit that could be used to pay for a member to attend another training event.
4. Miss Jane Meredith from the Newbury Weekly News has confirmed that she will attend Council meetings dependant on other commitments and content of the agenda.
5. On the A343 the dumped washing machine has been removed and Seven Stones bridge has been repaired.
6. The volunteers undertaking the "Village Design Statement" have held 2 good meetings and another is planned. Ideally they would like to extend the time limit which BDBC have laid down. One other Parish has pulled out of the project.

1. Details of a Community Transport Conference 20 September. Councillor Davidson may attend.
2. Details of HCC information centres
3. A Template Letter from HCC for the Council to use to request hedges to be cut back if a verbal approach fails
4. Copy of a letter from Kingsclere Parish Council to the director of Planning and Transportation BDBC regarding commercial development along the A339 and the need for a working party drawn from the Borough and border Parish Councils to take an overall view of these developments.

Councillors thought this should be on the agenda for the Joint Parishes meeting..

5. BDBC Boundary Review copy of press release and report on future electoral arrangements (retained by the Clerk) There were no changes proposed for Highclere
6. Email for HCC Highways in response to the Clerk's Email regarding weeds at Wash Water. These have now been cut back.
7. Notice of Acre Rural Life Conference 18-19-20 September at Essex University. This was too far for any Councilor to attend.
8. Clerk and Councils Direct publication. This is being circulated.
9. HAPTC Mail 67-00 Advice of spirit of best value conference 19 October 2000 Reply by 11 October This was deemed more applicable to larger Parishes.

10. HAPTC Mail 68-00 Audit Commission "Think Piece". Responses by 30 September 2000. Jim Pearson and the Clerk will read and assess.
11. Email response from HCC Highways. The Clerk had advised Steve Goodall of the large number of missing cats eyes on the A343 and he confirmed that he has issued an order to replace them.
12. BDBC Mayor's Letter asking for help to eradicate Ragwort. Information has been placed on the website together with a photograph.
13. Email from HAPTC. Various topics including seminar run by Confederation of Burial Authorities and Local Government Act 2000. Comment was passed on the high cost (£45)
14. HAPTC Mail 78-00 re Local Government Act 2000 and consultation document on new Model Code of Conduct for Councillors. HAPTC are preparing a response to NALC
15. HAPTC Mail 73-00 re Local heritage initiative grants. This information will be kept on file
16. HCC Passenger Transport report 2000 passed to Councillor Ian Davidson
17. Oakfern Housing Annual report 1999/2000 passed to Councillor Jim Pearson
18. HAPTC bulletin 196-September 2000 copy to each Councillor. This contains several interesting articles

 

 

100/00 CORRESPONDENCE continued

19. Advice of Rural White Paper Conference 6 December. Again the high cost was noted (£20) and Councillor Mrs Sue Roberts suggested that she enquire at the Joint parishes meeting if any other Council are sending a delegate who could then report back to the other councils.
20. HAPTC Mail ref 83-00 warning Parishes against holding a Parish Poll to "keep the pound"
21. Email from Blanche Miles at BDBC in reply to request from Clerk to empty bottle bank at Penwood This has since been emptied.
22. Notice from HCC of meeting on 20 September to discuss ways in which bus services can be improved and to discuss retendering. This is the same day as the Community Transport Conference and Councillor Ian Davidson will decide which to attend.

All Councillors present objected to this as the new rooms overlook neighbours. It was pointed out that at an original site meeting Councillors had argued that this house be built as a four bedroom property and not a five bedroom property. This conversion would allow six bedrooms in total.

An area 3Metres x 10Metres was proposed in addition to the existing enclosure. This would encroach on to a Foresty Commission's track. Councillor Pearson had examined the site and observed that the midi cabin could be sited within the existing enclosure, and it was felt that this should be the condition of any planning approval.

Councillors also felt that if a mast is at any time re-sited, any concrete base should be removed and the land reinstated.

Councillors considered the extension was well screened at the back of the property and did not affect neighbours

A copy of BDBC "Housing Mix Policy Statement " was given to each Councillor It outlines BDBC policy to build more 2 bedroomed houses.

The accounts were presented by the Clerk and signed by the Chairman.

Councillor Jim Pearson had undertaken an internal audit on behalf of the Council. Councillor Pearson pointed out that the period covered was before he was co-opted and therefore had no in-depth knowledge as to what the payments related.

The AGM for HAPTC is to be held on 14 October. The agenda was passed to Councillor Jim Pearson who might attend, if, on checking his diary he did not have a prior appointment. The Clerk will attend the next quarterly Parish Liaison Meeting for Clerks, and the Chairman, Councillor Mrs Sue Roberts will attend the DAPC quarterly meeting for Councillors on 26 September.

The seven bordering parishes quarterly meeting is to be held at Highclere village hall on 25 October at 1930 hosted by Highclere Parish Council. In view of the many district meetings the Chairman wondered if this event continued to be useful, and it was decided to put this question to the meeting. The other Councils will be asked for their agenda items. The Clerk was asked to request Mr Tony West of BDBC Community Safety to address the meeting.

The Council has been invited to provide a "table top" display, and to attend this event.

Councillors agreed this was a good opportunity and a table could be set out with leaflets.

Most Councillors said they would attend.

The Chairman, Councillor Mrs Sue Roberts and the Clerk will attend this event. Councillor Jim Pearson may possibly attend but will advise the Chairman if he is unable.

It was agreed that as there were 3 places set aside for Highclere, if Councillor Pearson had a prior appointment then a member of the Parish Society could attend.

The Council had received from two parishioners, copies of correspondence from them to Lord Carnarvon and BDBC. The problems caused by traffic exiting from events at Highclere Castle on to the village roads were highlighted.

Councillor Farmer stated that the Council could not object to the use of village roads, when such use had been ordered by the police as an emergency measure. Councillor Pearson felt that the Castle should aim to be more accurate in estimates of attendance.

Council members were aware that problems had occurred and understood that they were being addressed. It was decided to keep the letters on file for reference, and monitor the situation until the renewal for the Castle's entertainment licence.

Councillor Pearson reported that the estimate for repairs to Penwood Village Hall was £8000 of which £6000 was available in the form of a grant. It was his understanding that a new lease would be granted at a rent of £2500.00 per annum. An amenities grant for 95% of this cost was currently available. The expired lease was between BDBC and Highclere Parish Council and Councillor Pearson wondered as regards any new lease if the Parish Council could act as custodian trustee for the leasehold in a similar way as it acted as custodian trustee fot the freehold of Highclere Village Hall. A new trust could be formed under which trustees held any new lease.

The Clerk enquired if Councillor Pearson had seen any draft lease as she was aware of a draft lease which was presented in 1994 for a rent of £2750.00. At that time there was a lot of correspondence and legal advice was sought. Councillor Pearson agreed to look over the correspondence.

Councillor Davidson warned against entering into a "full repairing" lease, and it was agreed that legal advice was essential.

Councillor Farmer suggested that the first step could be to seek direction from the Charity Commissioners and it was agreed that the Clerk would contact them for advice.

Councillor Pearson reported that there had been a long period of calm at Penwood. Following on from the consultative meeting held in August, Mr Ray East, the Chairman of the Residents Association had organised groups of young people to tidy up the area.

It had gained momentum during the summer holidays and given them something to do.

Mr East was present at this meeting and was commended by the Councillors and asked to give a report.

THERE WAS A BRIEF ADJOURNMENT TO ALLOW MR EAST TO SPEAK

THE MEETING THEN RESUMED

During the adjournment the committee learned that there had been an incident at Woodlands when youths had attempted to set fire to a car. The youths have been apprehended by the police. There has also been an incident at the flats for the elderly. A secure entry system at the flats for the elderly was identified as first priority and the Clerk was asked to contact Oakfern, as this Housing Association had promised action which had not materialised, nor had any correspondence been received.

Straightening the footpath between Woodlands and Heathlands looks unlikely as a neighbour has claimed that the land required is his, and he is against the proposal.

New lighting and new fencing however are to be pursued. The Chairman expressed concern that the fences were not replaced on an ad-hoc basis but that all were replaced in a single operation with the cooperation of Oakfern Housing.

There was interest amongst the young people in the idea of a youth shelter, but all residents contacted wanted it well away from their properties. It was felt that Mr East's initiative in organising the young children during the holidays could be expanded.

The Chairman, Councillor Sue Roberts proposed "That this Council formally apply to increase the numbers of Councillors to seven".

The Chairman pointed out that enquiries were made in 1998, and that BDBC had suggested two wards Highclere and Penwood.

The other Councillors agreed that a larger Council would be beneficial,

Councillor Farmer felt that the Council should first seek guidance from BDBC, and ask what were the recommended numbers of Councillors in proportion to the electorate. It was decided that the Clerk would first contact BDBC and the matter be deferred to the next meeting.

The Chairman proposed that "This Parish Council, at the beginning of it's Council meetings, allows 15 minutes during which time parishioners can speak on agenda items. A parishioner being allowed a maximum of five minutes."

Councillor Tom Farmer proposed an amendment that parishioners only speak for "a maximum of three minutes".

Councillor Ian Davidson proposed a further amendment that "This Parish Council, during it's meetings, will at the Chairman's discretion permit adjournments in which parishioners can speak on the agenda items. A parishioner being allowed a maximum of three minutes."

At a show of hands the further amendment was passed.

It was therefore resolved that:

The Chairman proposed that "This Parish Council appoints a separate Planning Committee. It's membership being the full council plus two non-voting members of the public. It should seek to appoint an architect as one of those members."

Councillor Jim Pearson observed that if the Council membership was increased to seven there would not be a need for this committee but conceded that until that time, this would benefit the Council. He did not however feel that an architect was necessary. Other Councillors agreed that the views of an architect should not be sought.

The Chairman amended her resolution to omit the words "It should seek to appoint an architect as one of those members."

At a show of hands the amendment was passed

The Clerk expressed concern that a committee consisting of the full Council was not really a committee. The Chairman replied that she had first sought guidance from HAPTC but would seek to have it reconfirmed.

The Chairman proposed that "This Parish Council appoint an advisory committee on footpaths."

There was discussion on the benefits and all members approved this proposal.

Councillor Davidson requested a copy of the definitive footpaths map.

He asked that any decision on how such a committee was constituted be deferred until after the next meeting. The Chairman will pass all the information on "Parish Paths Partnership" to Councillor Davidson.

1. Footpath 34 was checked by Councillor Farmer and reported as O.K but the stile where the footpath left Pantings Lane needed repair.

A letter has also been received from Mr Johns stating that he considered that the footpath was ok, but that the stile into the woods needed repair.

The Clerk has written to Mr Perris requesting repairs but suggesting that the council arrange for kissing gates to replace damaged gates at no cost to the farmer. However

Mrs Perris confirmed their dislike for kissing gates and the stiles have been repaired.

2. Councillor Farmer identified the footpath which was the subject of Mr M Collin's concern and drew a map for the Clerk to make further enquiries.

The Clerk has contacted the network officer, Caroline Elliot who is making enquiries regarding dedication of this footpath. This will involve searching the "sideroads order" following the building of the Newbury Bypass

3. The Clerk wrote to HVH management committee regarding footpath at the side of the hall and received a reply that Mr Corrall will cut back
4. The Clerk received a phone call from a parishioner regarding an overgrown pavement opposite Bottle Row Penwood. The Clerk sent an Email to Steve Goodall at HCC and the problem has been addressed.

5. The Clerk had a phone call from a parishioner requesting details of footpath 8. However the plan was missing from the file which detailed the redirection of this footpath. The Clerk contacted Caroline Elliott who sent a new plan for the Council's records. The Clerk attempted to walk this footpath and found it extremely difficult.

Councillors discussed the merit of the Standing Orders, and there was some concern that debate might be stifled when a time limit was applied.

It was however acknowledged that the use of such orders could help meetings run more smoothly, and gave the Chairman better control of meetings.

Councillor Pearson had observed that little use was made of the bus shelter at Blindman's Gate. This he considered would be better positioned by the Penwood community notice board. It was agreed to put this on the October Agenda.

Councillor Pearson expressed concern for Penwood children who walked or cycled to school. He considered a footpath/cycle way from Penwood to Wolton Hill and Highclere was needed. The Chairman reminded the Council of District Councillor Hedgeland's similar concerns and asked Councillor Pearson to Contact him for an update. It was decided to put this on the agenda for October.

Councillor Farmer expressed concern that a builder's advertising board remained on a pole at the junction of Mount Road and the Andover Road. It was believed the builders had been employed at Thorngrove school and Councillor Mrs Sue Roberts volunteered to make enquiries.

Councillor Worth reported loud music from a country and western evening at Oakley Farm on 12^th August. This was understood to be a fund raising event for multiple sclerosis. He queried whether an entertainment licence was required for such an event.

The Clerk will make enquiries for future reference.

Peter Bigby , BDBC For Lease PVH,

Supplies Team, C Corrall ,

Buriton Parish Council, W Bendle,

Pat Clarke (wages), HCC Treasurer,

Pat Clarke (admin costs), W Bendle,

C Corrall,

THERE BEING NO FURTHER BUSINESS THE MEETING WAS BROUGHT TO A CLOSE AND PARISHIONERS WERE INVITED TO PUT THEIR QUESTIONS