Minutes of the annual meeting of Burghclere Parish Council held o 11th May, 2015 at 7.30pm at the Portal Hall

Transcription

1 Minutes of the annual meeting of Burghclere Parish Council held o 11th May, 2015 at 7.30pm at the Portal Hall Present: Cllrs C Saint, C James, G Morton, M Bruce, C Barnard, I Findlay, M North, B Canning S Bosley (Clerk) Borough councillor J Izett 7 members of the public 1. Election of Chairman Cllr Saint resigned as a councillor, but no councillors were put forward to stand as chairman, so it was proposed by Cllr Morton and seconded by Cllr James and then resolved that Chris Saint would chair the remainder of this meeting and a new chairman be elected in June. 2. Election of Vice-chairman Cllr Cliff James elected as vice-chairman. Proposed by Cllr Morton and seconded by Cllr Barnard. It was resolved that Cllr James is elected and he signed the acceptance of office. 3. Planning Committee Proposed by cllr Morton and seconded by cllr Findlay. It was resolved that the planning committee be made up of cllr North, cllr James, cllr Bruce and cllr Canning, who would chair the committee, and that the Terms of Reference remain unchanged. 4. Finance Committee Proposed by cllr Canning and seconded by cllr Bruce. It was resolved that the finance committee be made up of cllrs Barnard, James and Findlay and that the terms of reference remain unchanged. 5. Earlstone Common Management Committee Proposed by Cllr North and seconded by Cllr Findlay. It was resolved that the committee representing the PC is made up of Cllrs Morton, Bruce, and Canning. Bob Hills will also remain on the committee until the bank account mandate, on which he is a signatory, has been amended. 6. Representative on the Herbert Management Committee Proposed by Cllr Morton and Cllr Canning. It was resolved that cllr Findlay will remain as the PC representative. 7. Monitoring Roles

2 It was proposed by cllr Canning and seconded by cllr North. It was resolved that the monitoring roles are as stated below: Playground Cllr James Footpaths - Cllr North Land School to Church Cllr Morton Welcome Pack Cllr Bruce Bus Shelters Cllr Barnard 8. Pinder Recreational Trust Chairman and Vice-Chairman Proposed by Cllr Canning, seconded by Cllr Barnard. It was resolved that cllr James continues as chairman and that cllr Bruce is elected as vice-chair. 9. Accepted apologies None 10. Declaration of members interests for this meeting None 11. Confirm the minutes of the meeting held on April 13 th, 2015 The minutes of the meeting on April 13th, 2015 were confirmed as a correct record and signed by the acting-chairman. 12. County Councillor Not present. 13. Borough Councillor Borough councillor John Izett said he was sad to see Chris Saint step down and described him as a great example of a parish chairman. He also thanked everyone who voted for him in the recent elections and reported that there was a 74% turnout in this area for the elections. He also reported: * On the borough council 1/3 of seats were contested this year. The Conservatives now have a majority, with 32 councillors, and 28 members of the opposition, which is made up of Labour, Liberal Democrats and Independents. * Kit Malthouse was elected as the MP for this area, with a turnout of 69% for the general election. * The sports club suffered a break-in last Sunday morning, when around 1,000 was stolen by two people wearing balaclavas. Bor cllr Izett is concerned about the recent

3 changes to the policing structure in the area and will be discussing it with relevant authorities. * Superfast Broadband: He is aware of the frustrations and, along with Kit Malthouse, is making it a priority to get BDBC to improve communication with all residents about the scheme. 14. Parishioners Open Time None 15. Planning Planning applications: Application number Location Description Decisions 15/01155/HSE Forge House, Oxdrove Construct attached garage: amended scheme A number of residents were present and raised objections. The decision was adjourned to a future committee meeting, while Cllr North seeks clarification from BDBC on a number of issues 15/01424/FUL Mission Hall, Sydmonton Road Change of use to dwelling The decision was adjourned to a future committee meeting, while Cllr North seeks clarification from BDBC on a number of issues 15/01301/HSE and 15/01302/LBC Whitway House, Winchester Road Conversion of barn to multi use, including pool and guest accommodation and conversion of garage to office and gym No objections Planning decisions: Application number Location Description Decisions 15/00037/HSE Birch House, Conversion of loft to Granted Laurel Bank living accommodation T/00528/14/TP Maple House, Tree works Granted O Laurel Bank 14/03688/LDE Ayres House, Application for Withdrawn

4 Ayres Lane certificate of lawfulness for use of land as residential Proposed by cllr James and seconded by cllr Barnard. It was resolved that Cllr North will become the new contact for planning matters with BDBC now that Cllr Saint has resigned. 16. Facebook account and website Cllr North suggested creating a Facebook account to try to get more people involved in the village. It was noted that a new website is being created and it was decided to wait until after that was up and running and then revisit the possibility of social media. 17. Small Grants Scheme The clerk reported that the Small Grants Scheme is again open. A number of potential projects to improve the footpath network were suggested. Clerk to liaise with cllr North to get costings for extending the boardwalk at the Alder wood and putting some steps. They will then submit a grant application in time for the July round of grants. 18. Burghclere Common Three councillors attended a site meeting following the last meeting, when it was noted that some areas adjacent to the road had been cleared of holly and made more open. Councillors reported back and a discussion took place with a number of members of the public who attended the parish council meeting tonight. Cllr North also reported that she had spoken to a number of parishioners about it too. There were pros and cons for both keeping and cutting back the holly. Proposed by cllr James and seconded by cllr Morton. It was resolved, by a majority of 6 to 1, that some cutting back should take place, but councillors will meet with parishioners in September on the common to decide where and how much is taken down. Simon Melville will be invited to join the discussions too. Cllrs North, Bruce and Canning will also monitor the situation. The clerk presented three quotes for the tree works, highlighted by HCC, that are needed on the common. They were: Greentips: 900 JPH Forestry: VAT James George: 1395 It was noted that James George has the 10m public liability now required by HCC to carry out works on the highway. It was suggested that the clerk contact HCC to see if its contractor could carry out the work to the BPC trees when undertaking work on the HCC trees in the area.

5 19. Defibrillator Cllr James reported that it is now necessary to carry out monthly, and if possible weekly, checks on the defibrillator at the Portal Hall in order for it to remain active on the ambulance scheme. It also needs re-registering. Proposed by Cllr Barnard and seconded by cllr Bruce. It was resolved that cllr James registers the device and carries out the first monthly check. The clerk will create a rota and each month a different councillor will carry out the necessary checks, complete the paperwork and it to the clerk, who will submit it. 20. S106 funds and playground Cllr James reported that there appears to be more S106 funds available to install a new piece of play equipment and move the swings to make them safer. He is awaiting a few more quotes for the works. Cllr Morton asked if any of the money available could be used by the sports club. Cllr James will speak to June Balcombe at BDBC and seek clarification on what exactly the money can be used for. Clerk to put it on the agenda for next month. 21. Insurance policy The clerk reported that she has got a quote from another insurer as the PC insurance is due for renewal. The renewal with Came & Company is if a three year long-term agreement is taken out. With Zurich the cost is if a 3-year LTA is taken out. The cover was the same with both insurers. Proposed by cllr Canning and seconded by cllr Findlay. It was resolved to accept the quote for a 3-year LTA from Zurich. 22. HR Services from HALC The clerk reported that HALC will now only be offering HR services to those councils who pay an annual subscription of 120. Councillors asked the clerk to discuss with HALC what exactly would be covered with regards to the councillors also being trustees of the Pinder Recreational Trust. 22. Annual accounts and audit The clerk informed councillors that the annual internal audit had been conducted by David Chedzey and he found nothing to bring to their attention. Proposed by cllr North and seconded by cllr Canning. It was resolved that the acting-chairman sign the annual accounts and the relevant forms for the external audit.

6 23. Accounts Proposed by Cllr Morton and seconded by Cllr James. It was resolved to make the following payments: Payee Description Amount Amanda Findlay Litter warden- McDonald s area Amanda Findlay Litter warden David Chedzey Internal audit HMRC Income tax Sarah Bosley Salary and allowance Sandie Ball Clerk duties for holiday cover Zurich Municipal Annual insurance premium Proposed by cllr Morton and seconded by cllr Findlay. It was resolved to make a donation of 100 to Homestart after the charity completed a grant application. 24. Clerk s Report The clerk reported: The parish lengthsman scheme has been extended for another year. An order has been put in by HCC to repair the problems on Harts Lane, highlighted at the last meeting. A replacement grille has been ordered for the broken one highlighted at the last meeting by the litter warden. There have been 16 names added to the Superfast Broadband register of interest being kept by the clerk. The Chairman closed the meeting at 10.15pm. The next meeting will take place on Monday, June 1, Chairman Date