The minutes were accepted as a true record of the May meeting and were duly signed by the Chairman.
The Chairman introduced and welcomed Caroline Cole, the new Clerk.
Safer routes to school - Cllr Sanders is trying to find money for footpaths. Basingstoke & Dean Officers say there has been Section 106 money come through, therefore if we approach them there may be funds forthcoming as this could be construed as a travel scheme.
*ACTION: CLLRS SANDERS & MAXWELL TO MEET BASINGSTOKE & DEAN COUNCIL TO DISCUSS FUNDS. THEY WILL ALSO ASK THE COUNCIL TO RE-CONSIDER TRAFFIC CALMING/YELLOW BOLLARDS DURING SAID MEETING.Engineers report - Cllr Maxwell has not yet obtained the report. He was due to meet the school to obtain the report but the meeting was cancelled the day prior to the Parish Meeting. The work is to be undertaken during next year's summer holidays.
BOLI's - the deadline is September. Cllr Powell attended the meeting a few weeks ago. Suggestions are required from the Council to nominate buildings. The deadline is the next Parish Meeting (24th July) for presentation. Cllr Sanders noted that if a building is on the list, it has implications for planning permission and we should think about the effect for property owners. The Chairman and Cllr Powell are currently undertaking creating a list of potential BOLI's and welcome any suggestions from the Parish Council and others. This long list will then be discussed at the next Parish Council meeting. Cllr Sanders pointed out that we should look for the listing date on the list and check carefully.
Tile Barn House - Cllr Sanders expressed a conflict of interest and left the meeting at this point. Three members of the public joined the meeting in relation to a planning application at Tile Barn - Joanne Teece (Orton House), Jenny Adamson (Sycamore House) and Kevin Hopkins (Arcadia) - also representing Felicity & Craig Stevens. A discussion took place to discuss said application
*ACTION: THE CHAIRMAN TO SPEAK WITH CLLR JOHNSON TO DISCUSS THE APPLICATION AND OBJECTIONS, WITH A VIEW TO CLLR JOHNSON ENTERTAINING A MEETING WITH THE ABOVE LISTED.Cllr Sanders re-joined the meeting following this discussion.
An application to replace the large house and ancillary buildings at Yew Tree Farm, Hatt Common was withdrawn. This application was not opposed by the Parish Council.
The applicant and the architect sought a pre-consultation meeting with Cllr Sanders and Cllr Johnson before submitting a second application. Their reason being difficulties in obtaining guidance from the planning officer who is opposed to the proposal. We could not see any reasons why the scheme should not be allowed and after the usual consideration by the Parish Council planning group, we have raised no objections to the second application.
Rose Cottage is situated on the road to the immediate left of the grounds of the listed Hollington House. An application to make a modest extension to this small one bedroomed former lodge was made in February 2007 and the Parish Council did not object to the scheme. Cllr Sanders found that the application had not been determined as it should have been by this time and that the officer was recommending refusal on the grounds that the application should be treated as part of the estate of Hollington House. The applicant was able to produce evidence that the officers assumptions were not supported and Cllr Sanders application for the case to be 'called in' for determination by the Development Control Committee was accepted. Cllr Powell will represent the Parish Council at the DCC pre-meeting viewing of the site.
The proposal by Thorngrove School, reported in the Parish Council minutes for May 2007, was opposed by the Parish Council on environmental grounds because of its closeness to the new houses at Wheelwrights and the potential disturbance to residents.
Cllr Kyle-Lawrence advised that there is a date of 9th July for work to start on the playground with a finish date given as the 20th July. Two teams are working at the same time for a quick completion. She will put up signs advising when the work is to take place and to take care, along with signs on the notice boards and flyers for the schools to put into pupil's bags.
*ACTION: CLLR KYLE-LAWRENCE TO PRODUCE NOTICES/FLYERS, CLERK TO PHOTOCOPY AND PUT ON NOTICE BOARDS. NO PARKING SIGNS ARE ALSO TO BE PRODUCED.Cllr Kyle-Lawrence is obtaining two quotations for replacing the climbing frame, for which funding is needed. Playground inspectors have advised that the wooden play frame is not safe - it has not been condemned but needs work. A decision is being taken on the 10th July regarding restricting its use.
The trees around the Woolton Hill recreation ground are being checked, to ensure that there are none likely to cause damage.
Cllr Kyle-Lawrence is trying to locate dog hitch fixings to put on the fence surrounding the play area, one for Woolton Hill and one for Heath End.
*ACTION: CLLR KYLE-LAWRENCE TO CONTACT BASINGSTOKE FOR GUIDANCE.Cllr Kyle-Lawrence is seeking to replace the Woolton Hill picnic table. One has been sourced, but Cllr Kyle-Lawrence has seen an additional one at Scats and is comparing prices, with a possible view to purchasing two if cost effective.
Cllr Kyle-Lawrence has organised a tennis court cleaning party, which is taking place on Saturday, 30th June at 9.00 am at Woolton Hill, then moving to Heath End.
Cllr Farmer is putting together a document for anyone using the play grounds - e.g. for fetes, sports days and so on, including a statement advising them to take out insurance. Our obligations are to carry our a risk assessment each time, and to check the ground before and after each event.
CCTV tracking - the Chairman advised that he had instructed the CCTV vendors to write additional software, for which they need more time, in addition to new features being added. If an incident occurs, a SMS text message will be sent to whomever is monitoring the system providing a url which they should access to view what is occurring.
It is hoped to have the new software in place and tested before the next Parish Council meeting.
*ACTION: THE CHAIRMAN TO REPORT AT THE NEXT MEETING RE A TRAINING DATE. FOLLOWING COMPLAINTS, HE WILL ALSO CONTACT THE SUPPLIERS TO ENQUIRE IF WE HAVE ANY FOOTAGE OF EVENTS WHICH TOOK PLACE ON 16/17 JUNE 12.00 AM - 2.00 AM - CARS WERE REPORTED SCREECHING, ALONG WITH OTHER NOISE, ALTHOUGH THIS WAS NOT REPORTED TO THE POLICE.The Clerk reported that the notice board at North End has broken.
*ACTION: CLLR SANDERS WILL INVESTIGATE POSSIBLE REPAIRS - FAILING THIS, CLLR MAXWELL HAS A SPARE.Cllr Maxwell commented on flooding by Trade Street/Junior School. This is an ongoing problem and complaints have been received.
Cllr Sanders commented that there are no major problems on the road and no holes have been reported.
Cllr Kyle-Lawrence observed that she could not drive her lorry round a car parked outside St Martins School, as there was a hole in the road surrounded by cones which blocked her way. Cllr Sanders thought this was in the verge, which is owned by Stargroves.
*ACTION: CLLR SANDERS TO INVESTIGATE THE CONES.Cllr Powell said there is a hole by Sue Elsdon's house in East End.
*ACTION: CLLR SANDERS TO INVESTIGATE SAID HOLECllr Powell observed the verges are breaking away from the road between East End to Holt (thought to be Abbey Wells Road).
*ACTION: CLLR SANDERS TO INVESTIGATE.Bottle bank - following the Council's application for a bottle bank at Mason Court, Cllr Johnson was on site for a consultation. Up to 17 objections were voiced. Cllr Sanders advised that planning permission had been withdrawn and the Council are attempting to find a more suitable location. Cllr Kyle-Lawrence suggested talking to the Yew Tree Garden Centre. Cllr Sanders suggested the tennis courts as a possible location, but Cllr Kyle-Lawrence advised the location had to be on a roadside in order for the tipper truck to access the site. Harwood Paddock was another suggestion, once the office blocks are established.
*ACTION: THE PARISH COUNCIL ARE TO INITIATE THE NEXT PLANNING APPLICATION MEETING/WHEN BASINGSTOKE COUNCIL COME FOR NEXT ASSESSMENT. HOWEVER, IT IS BASINGSTOKE'S RESPONSIBILITY TO APPROACH THE YEW TREE GARDEN CENTRE. CLLR KYLE-LAWRENCE TO APPROACH IAN PICKLES.Overgrown trees and hedges - Cllr Johnson has a standard letter from the Clerk which is dropped into offenders. It was advised that the land between the Mount and the Junior School had overgrown trees (near the telephone exchange).
Cllr Powell advised there were overgrown brambles on the verge opposite the green in East End. Cllr Sanders responded that the Highways cut these twice per year.
Road signs - Cllr Sanders advised that the two new twinning signs had caused people to look at the whole signage in the area. Due to the large number of signs, there is an argument for a review of all signage throughout the parish - including any signs which may be missing, e.g. the North End signs proved popular, where are the East Woodhay signs?
*ACTION: CLLR SANDERS PROPOSED WE SPLIT THE PARISH INTO ALLOCATED SECTIONS, MAKE A NOTE OF THE SIGNS CONTAINED WITHIN AND THEN DISCUSS AT NEXT MEETING. CLLR SANDERS WILL SEND AN E-MAIL TO THIS EFFECT.A list of income and expenditure was presented and cheques duly signed.
There were four requests for donations - Vitalise (a charity supporting the disabled, of which only one person within the RG20 postcode was supported), Farming & Wildlife Advisory Group, the Citizens Advice Bureau and the Community Respondents Scheme.
*ACTION: A £200 DONATION FOR THE COMMUNITY RESPONDENTS SCHEME WAS PROPOSED, CLERK TO ACTION. RE THE CITIZENS ADVICE BUREAU, CLERK TO FIND OUT FIGURES FOR USE WITHIN WOOLTON HILL/WHAT LEVEL OF DONATION AND REPORT BACK.The Clerk had visited the internal auditor, John Murray, and a letter from Mr Murray was distributed at the Parish Council meeting following the auditor meeting.
*ACTION: WITH REGARD TO BOX 9 ON THE INTERNAL AUDIT FORM WHICH DETAILS THE FIXED ASSETS, CLLR ROSS TO CONFIRM WHETHER OR NOT TO ENTER FIGURE WITHIN BOX. FURTHERMORE, WE NEED TO CHECK WHETHER THE CCTV IS AN ASSET ON THE SUPPORTING RECONCILIATION, AND THE AUDIT REPORT WILL BE HELD OVER UNTIL THE NEXT MEETING FOR APPROVAL.Following Anne Davidson's resignation as Clerk, Caroline Cole was appointed and took up the position as from 1st June. Her salary is £8.701 per hour, with an allowance of £9 per month for telephone and £8.67 for accommodation. Caroline was also appointed as the new Responsible Financial Officer.
Silver trophies - these are listed as assets but the council were not sure of their location.
*ACTION: ALL TO CHECK AT HOME FOR TROPHIEShas started emptying the Youth Club shed, selling off any old equipment and putting the funds towards the new climbing frame.
*ACTION: CLLR MAXWELL TO ESTABLISH WHAT WE PAID FOR THE TABLE TENNIS TABLE AND CLLR KYLE-LAWRENCE TO SELL IT.advised that the work on the boundaries is finished. The Boundary Committee are cogitating and we will hear back.
informed the meeting that trees were still down on footpath 44 down Hobley Lane and this will be dealt with in due course.
*ACTION: CLLR MAXWELL TO FOLLOW UP HIS PREVIOUS ACTION TO CONTACT HAMPSHIRE COUNTY COUNCIL.In Cllr Johnson's absence, the Chairman asked if anyone was aware if Norman Powers had been thanked for his work on the footpaths?
told the meeting that Hampshire County Council had given all County Councillors a £10,000 community grant.
will speak to her contact regarding the Clerk's replacement computer to obtain a price. She also passed on her apologies for the 24th July Parish Meeting, at which point Cllrs Maxwell & Sanders advised they would be unable to attend the 25th September meeting and apologies were noted.
The Chairman, the Clerk and Anne Davidson to meet on the 3rd July to finalise the new computer specification.
In the absence of PC Matt Deery, the Clerk had obtained a report from him, which was distributed at the meeting.