Minutes 15th June 2015 – Bramley Parish Council

Minutes of the Meeting of the Council
Date:	Monday 15^th June 2015		Time:	7.30pm
Place:	Committee Room, Bramley Village Hall
Present:	Cllr Durrant (Chair)	Cllr Bell (Vice Chair)
	Cllr Lane	Cllr Clarke
	Cllr Capel	Cllr Marshall
In Attendance:	Maxta Thomas (Clerk)	2 members of the public
	Cllr Tomblin (Borough)
Apologies:	Cllr Ansell	Cllr Wright
	Cllr Murphy	Cllr Robinson (Borough)
	Cllr Keith Chapman (County)	PCSO Nathaniel Johnson

		*Action*
1	Apologies for Absence
	As listed above.
2	Declarations of Interest
	None.
3	Minutes of the Last Parish Council Meeting
3.1	Cllr Lane proposed and Cllr Capel seconded that the minutes of the meetings held on 14^thMay (AGM/APM), 18^th May (ordinary meeting) and 11^th June (extraordinary meeting) were a true and accurate record. Unanimously agreed. The minutes were signed by the Chairman.
3.2	Matters arising
	None.
4	Open Forum
4.1	The Chairman invited questions and comments from those present. None were asked.
5	Planning & Development
5.1	15/01627/HSE – 5 Churchlands Bramley Removal of existing UPVC conservatory and construction of new oak framed garden room No objections unanimously agreed. T/00199/15/TCA – Oakenshaw, Vyne Road, Bramley Notice of Intent to T1 London Plane – reduce by 2-3m approx. to good growth points leaving an approx. finished height of 7-8m, T2 Cypress – reduce by 6-7m approx. and shape leaving an approx. finished height of 3m, T3 Weeping Silver Birch – reduce by 0.5m and crown raised by 2m, T4 Cherry – reduce by 0.5m leaving an approx. finished height of 3m No objections unanimously agreed. Lime Tree Cottage, Vyne Road, Bramley Notice of Intent to T1 Beech – to be reduced by 2-3m approx. and shape leaving an approx. finished height of 7m, T2 prunus – reduce by 5m approx. leaving an approx. finished height of 8m No objections unanimously agreed. 15/01327/LBC & 15/01326/FUL – Bullsdown Farm German Road Bramley Conversion of farm buildings to 2 no. four bedroom live-work dwellings, reconstruction of 1 farm building to form part of 1 no. four bedroom live-work dwelling and erection of 2 no. two bedroom live-work dwellings following demolition of existing outbuildings, conversion of 1 no farm building to car ports and work unit with associated parking and alterations to existing access road No objections unanimously agreed.
5.2	Approvals/Refusals – recent approvals and refusals were noted (appendix A)
5.3	Cufaude Lane traveller site – the enforcement officer attended the site on 8^th June and observed that the requirements of the enforcement notice have not been met. He is currently in discussions with BDBC’s Legal Officer as to the next proposed course of action and will update accordingly when he has further news.
5.4	Strawberry Fields Development – no further news. Cllr Bell has received a request from Cratus Communications about the NDP – they have been directed to the NDP website.
5.5	Local Development Plan update – the consultation is due to finish on 22^nd June. Cllr Durrant to respond, and will email councillors beforehand.	*Cllr Durrant*
6	Clerk’s Report & Correspondence
	Further to last month’s decision to look at alternative evenings for PC meetings, the Clerk confirmed that the Bramley Room is available on the third Wednesday evening of each month. It was agreed that the Clerk will email details to all Councillors, with a final decision to be made at the July meeting.	*Clerk*
6.1	Councillor Training Event – the Clerk is investigating dates with HALC. She will confirm via email when they are forthcoming. Cllr Durrant noted that new councillors need some training on planning guidelines and regulations. Clerk to investigate with HALC and BDBC. Cllr Tomblin noted that BDBC may well be offering training on the subject in due course. Cllr Durrant to let new councillors know where to find planning criteria on BDBC website.	*Clerk* *Clerk* *Cllr Durrant*
6.2	Parish Council Website – nothing to report. The Clerk and Cllr Wright are investigating costs and timeframes, and will report back to the PC at the next meeting.	*Clerk/Cllr Wright*
7	Reports
7.1	Reports from Parish Council representatives
a.	Allotments & Burial Ground Update – see appendix B. Allotments – Cllr Durrant noted that the area is looking very productive, and the recent changes are working well. Burial Ground – Cllr Durrant has spoken with maintenance contractors, and noted that they are doing an excellent job of keeping the area looking neat and tidy. Stolen memorial stone – Cllr Durrant observed that the PC would like to make a contribution to replacement if possible; however, the Clerk noted that this may not be lawful. This is being investigated further. Cllr Ansell’s report on the Burial Ground was noted, including his request for approval of funds of £290 for the predesign phase for the proposed cremations memorial area. The motion was proposed by Cllr Lane, seconded by Cllr Marshall and unanimously agreed. Cllr Ansell to take forward.	*Cllr Durrant/ Clerk* *Cllr Ansell*
b.	Neighbourhood Development Plan – Cllr Bell gave a verbal update. The NDP has now been approved by Parish Council, and is going out to public consultation from 29^th June – 19^th August. Printing is being carried out at the present time, ready for circulation w/b 22^nd June. BDBC have requested a copy of the approved plan. Open days are planned for 4^th and 25^th July – the will be open to all members of the public. A house to house leaflet drop is planned, informing residents of the consultation, where to find information, and how to respond. NDP documentation is all available on the NDP website, but some copies will be printed, and will be available to view at the Dr’s Surgery, Estate Agent, The Bakery, Bramley Village Hall, and at House Twenty 8 (coffee shop) in Sherfield on Loddon. Documentation is to be sent out to all statutory consultees. Cllr Bell will be talking with BDBC re the appointment of an external examiner. Cllr Bell has invoiced BDBC for a £4000 SEIA grant – this is awaiting approval from the BDBC cabinet member, Mark Ruffell. A further £1000 grant on its way. Grant information to be copied to Cllr Tomblin and Cllr Robinson.	*Cllr Bell*
c.	Village Hall Trust – no report. Cllr Durrant noted that the asbestos survey has been completed. Asbestos has been found and will need to be addressed in due course. Work is in hand for a more permanent fix on the car park potholes. Cllr Lane volunteered to stand as the PC representative to the Village Hall committee. This was unanimously agreed.
d.	Clift Meadow Trust – see appendix B. The next meeting is on 18^th June, and will be the AGM. Cllr Durrant asked all councillors to consider attending. Cllr Capel to circulate details. Cllr Durrant noted that now the 2014/15 VAT claim has been received in full, there is a sum of reclaimed VAT from the Brocas Hall build left over. Cllr Durrant proposed granting £5000 of that sum to CMT for ongoing expenses. Cllr Capel seconded the motion – carried unanimously. It was noted that it needs to be made clear to CMT that PC money is a finite resource.	*Cllr Capel*
e.	Education & Schools – no report. Cllr Ansell to introduce Cllr Lane to appropriate people at school.	*Cllr Ansell/ Cllr Lane*
f.	Policing and Neighbourhood Watch – no report. Clerk to pass PCSO details to Cllr Marshall. Cllr Capel noted that the local PCSOs have been very pro-active in dealing with recent problems with the railway barriers.	*Clerk*
g.	Highways & Road Closures Minchens Lane flooding Olivers Lane fallen branch Pothole at the Bramley Lane/Olivers Lane junction Collapsed culvert at Folly Lane The above issues have all been reported. The Clerk has been unable to contact Highways for a status update. She will do so and update council via email. There are problems with Campbell Road roundabout looking untidy – it has not been seeded properly. Cllr Tomblin recommended that any complaints are reported to Cllr Chapman at HCC, and copied to Cllrs Tomblin and Robinson. Clerk to action.	*Clerk* *Clerk*
h.	Road Safety proposals – see appendix B. It was noted that residents will need to be consulted on the road safety proposals. Clerk to add to agenda for July.	*Clerk*
7.2	Borough Councillor Report – Cllr Tomblin gave a verbal report.
	All business park roads in Chineham will have a ‘no waiting at any time’ order. Cufaude Lane is likely to be shut for 3 months at the end of July for realignment work. Cllr Tomblin has attended a compulsory Planning training session, which is likely to be devolved down to PCs. Planning – Cllr Tomblin has met with Croudace about reserved matters at Razors Farm – input will be taken from neighbouring parish councils. Cllr Tomblin has joined a Members Advisory Panel on LIF funding. Devolution of responsibilities – the Government wants this to happen all over the country. HCC are engaging with relevant parties on the subject. Cllr Tomblin noted that more responsibility could eventually devolve down to parish councils. Cllr Tomblin will be attending a meeting with Network Rail re LIF in due course.
7.3	County Councillor Report – no report.
7.4	Chairmans Report – no report.
8	Parish Environment
8.1	Longbridge Road Green – the following was noted: Police have been very visible in the area. The PC are looking at possibilities for funding CCTV, in conjunction with residents and police. Cllr Durrant has attempted to contact the owners of the green area, without success. A resident has fresh details, which he will pass to Cllr Durrant. A resident noted that a public consultation should be held on whether the village green status should be rescinded in favour of a small development. Clerk to check that a localised survey can be carried out. PC to take forward in conjunction with one or two residents. Mr Harris noted that PCSOs appear to have spoken to all youths involved, and their parents also.	*Clerk*
8.2	LIF/Footbridge Funding – Cllr Tomblin is still chasing for information on this.
9	Consultation Documents requiring consideration
9.1	Electoral Review of Hampshire – the Clerk noted this consultation, which has been circulated to all Councillors. Councillors to look at consultation more closely and discuss at next meeting. The clerk noted that this affects HCC wards, and not PC or BDBC wards. Cllr Durrant noted that is not is the PCs interest to have a ‘Bramley’ ward – three wards for Bramley would work better – East and West wards currently exist, and a South ward would work when development happens.	*All*
10	Finance
10.1	Payments and Reconciliation Approval – see appendix C. The clerk outlined the payments and reconciliation for June. She noted the following: Internal audit fees are now due. These are more than previous years due the extra expenditure the PC has made on Brocas Hall. Audit fees should return to normal levels next year. All other payments are as expected. It was unanimously agreed to approve the payments for June – Clerk to process. It was noted that payments for space in the parish magazine need to be reviewed.	*Clerk*
10.2	Acknowledgement of Receipts – Appendix B Payments were received in May/June for: Allotment rent Burial Ground fees VAT refund for second half of 2014/15. The Clerk noted that VAT repayments are now completely up to date, with the next claim to be submitted in July.
10.3	2014/15 Internal Audit – the Clerk noted the recent successful internal audit of the PC, the results of which have been distributed to all councillors. She noted the following: The NS&I savings account should be closed, and the funds amalgamated with the general PC bank account. It was unanimously agreed to implement this – Clerk to process. Finance sub-committee – the auditor recommended that this should be a working group rather than a committee, which would mean that meetings would not have to be public and subject to the usual rules. Terms of Reference would still apply. Unanimously agreed. Cheque signatories – the Council currently requires three signatories on all payments. This is not in line with current standard practice, which is for two signatories on all payments. The Clerk also noted recent legislation which eases the need for multiple signatories. To be considered by Finance Working Group. Allotments – the auditor recommended payment of rent via BACS – this will be implemented for next year’s rent. Staff salaries should be reviewed yearly in open council, generally at the same time as the budget is set. This will be implemented for the next budget. Transparency code – a new code will be coming in for medium sized councils. In preparation for this, the auditor recommended that the budget, annual return, and asset register are published on the PC website. Clerk to implement. Cllr Marshall proposed and Cllr Capel seconded that the 2014/15 audit be approved. Unanimously agreed. The Clerk and Chair signed the accounting statements and annual governance statement. The Clerk finally noted that because of the exceptional income and expenditure in the last year, the PC will require an intermediate audit. This will mean some extra questions and supporting paperwork, all of which the Clerk will be able to supply.	*Clerk* *Clerk* *Clerk* *Clerk*
11	Grant Applications
11.1	Clift Meadow Trust – application for funds to re-decorate the Pavilion. Simon Gill confirmed that his was just for wear and tear maintenance. He also noted that four quotes were requested. Simon Gill finally observed that the CMT is not quite at the point where it is self-supporting. It was noted by councillors that this could be seen as a capital spend. Cllr Bell proposed that grant be approved. Seconded by Cllr Marshall, unanimously agreed. This is additional expenditure to what was agreed on Brocas Hall VAT. Clerk to process	*Clerk*
12	Resolution – To exclude press and public from items that may require discussion of possible legal and financial proceedings i.a.w Public Meetings – Admission to Public Meetings Act 1960
	No confidential business to discuss.
13	Date of Next Meeting
	The meeting closed at 9.17pm The next meeting will be held on Monday 20^th July at 7.30pm, in the Bramley Room at the Village Hall.

Signed: …………………………………………………………………. Date:………………………………………

(Chairman)

Appendix A – Planning Summary

15/01627/HSE – 5 Churchlands Bramley

Removal of existing UPVC conservatory and construction of new oak framed garden room

T/00199/15/TCA – Oakenshaw, Vyne Road, Bramley

Notice of Intent to T1 London Plane – reduce by 2-3m approx. to good growth points leaving an approx. finished height of 7-8m, T2 Cypress – reduce by 6-7m approx. and shape leaving an approx. finished height of 3m, T3 Weeping Silver Birch – reduce by 0.5m and crown raised by 2m, T4 Cherry – reduce by 0.5m leaving an approx. finished height of 3m

Lime Tree Cottage, Vyne Road, Bramley

Notice of Intent to T1 Beech – to be reduced by 2-3m approx. and shape leaving an approx. finished height of 7m, T2 prunus – reduce by 5m approx. leaving an approx. finished height of 8m

Approvals/Refusals

15/01231/HSE – 27 St Marys Avenue Bramley

Erection of single storey rear extension and roof light with parapet wall. All rear windows changed from brown colour to aluminium finish

Granted

14/03343/OUT – Aurum Crockford Lane Basingstoke

Development of up to 130 no. residential dwellings, with associated access, parking and landscaping

Approved subject to legal agreement

15/00961/HSE – Ashmead House Ash Lane Latchmere Green Little London

Erection of double garage

No objections

Pending Applications

1.	14/02347/FUL – Beaurepaire Park Bramley Construction of new vehicular access onto Morgaston Road, and associated new sections of drive across park, and associated landscaping works	No objections, but comments submitted
2.	15/01327/LBC & 15/01326/FUL – Bullsdown Farm German Road Bramley Conversion of farm buildings to 2 no. four bedroom live-work dwellings, reconstruction of 1 farm building to form part of 1 no. four bedroom live-work dwelling and erection of 2 no. two bedroom live-work dwellings following demolition of existing outbuildings, conversion of 1 no farm building to car ports and work unit with associated parking and alterations to existing access road	Summary obtained – awaiting PC comments
3.	15/01453/FUL – 1 Moat Close Bramley Raise roof to form two storey dwellings with two and single storey front extensions. Demolition of single storey elements to north-west. New pedestrian and revised vehicular access	Objections
4.	15/01502/HSE – 5 Ringshall Gardens Bramley Erection of a first floor side extension	Objections
5.	15/01478/HSE – Brambledown Sherfield Road Bramley Erection of single storey rear extension and raising of roof to create living space. Erection of porch. (Amended scheme to that approved under 14/03852/HSE to reduce floor space of rear extension)	No objections

Appendix B – Briefing Notes

ALLOTMENTS

Nothing noted to report

BURIAL GROUND

The scheduled Health and Safety inspection has been postponed until later in the summer until the Parish Clerk has fully recovered from her injury
I have asked for 3 separate quotes in relation to the memorial ground area project, sadly I have had no responses, although one company did respond with advice concerning the project.
If attending I was going to propose the PC approve using Bramley Apple Design just for the ‘Pre-Design’ phase to the value of £290.
- This will provide Initial briefing meeting, site visit and client brief document. Design analysis and research in conjunction with Bramley PCC. Site survey and analysis including taking measurements, aspect, soil type, ph and composite photographs. Includes a visit to site by landscape contractor to inspect ground and consider drainage issues. Produce Black and white site Design survey plan @1:100 scale. – Could we perhaps propose tomorrow evening without me there ?

NEIGHBOURHOOD DEVELOPMENT PLAN

No written report

VILLAGE HALL TRUST

No written report

EDUCATION & SCHOOLS

No written report

POLICING & NEIGHBOURHOOD WATCH

No written report

HIGHWAYS/RIGHTS OF WAY & ROAD CLOSURES

No written report

TRANSPORT/ROAD SAFETY PROJECT

LIF Application – (Footbridge and safety proposals) Update from Councillor Tomblin –
- Dear Councillor Tomblin,
  Thank you for the link below. I have been in touch with my colleague at       Network Rail to confirm where their discussions are at, and am       advised that there is a meeting scheduled for the week commencing 22       June to confirm NR’s position.
  I have forwarded the linked information, whilst I understand that Reading       West station differs to Bramley as it does not have a level crossing and       therefore will be being dealt with by other departments, I have       raised again concern regarding accessibility. I have already advised that       should NR wish to progress the footbridge, information on       accessibility consideration will be required to be shared as part of       the necessary stakeholders discussions and consultation.
  I hope that by the end of June we will be in a position to resolve what       is possible with regard to footbridge provision at Bramley, so that this       proposal can be more fully considered in conjunction with the Parish       Councils proposals and a way forward agreed.

Parking issues – I have emailed Barry Ford Basingstoke and Deane Council to try and arrange a discussion meeting over the parking within the Parish. Barry Ford, Community Design & Regeneration (Principal Engineer), Basingstoke and Deane Borough Council, Tel: 01256 845592
Email: barry.ford@basingstoke.gov.uk –

CLIFT MEADOW TRUST

Finances

There have been no major items for expenditure over the past month, however there are a number of worrying areas that will need to be dealt with soon. These include

a sunken and collapsed drain which has caused a second, though thankfully, minor flood in the Pavilion. Bad weather in the winter could exacerbate the likelihood of frequent flooding and we need to revisit this issue.
The car park is becoming more pitted and pot-holed.
The pavilion is looking tired and requires some cosmetic work. There are unsightly damp patches in the kitchen and a lot of scuffing and chipped paint within the Pavilion
While we have managed to find some new users, they all require storage space of which we have very little. The new ‘shed’ leaks and is of poor quality and really only fit for outdoor equipment.

However on a more positive note the Trustees have responded well to managing two buildings and through a lot of hard-work we shall be reporting a change of fortunes at our AGM next week. We have generated a small surplus for the year 14-15 compared to a loss of £12,174 for the year 13-14. Much of the thanks needs to go to the Parish Council for their support last year and continued support for this year as we look to tackle the upgrades I have highlighted above.

Bookings and Events

Between Brocas Hall and The Pavilion we now have a booking every evening. While this is great news it is not enough to support the running of the two buildings. We are therefore reliant on the one-off events in order to be profitable.

However it is not just about making money but also providing the environment that the Clift brothers intended. The Big Lunch was a great example of that. Turn-out was mostly for those with young families and there were 30-40 families present.

We have secured the services of a tennis coach for the summer. He, Greg, will run a couple of open court days and Christine (LIF) has secured a fair amount of interest which we hope to build on. Greg will pay us a consideration for managing lessons on the Park.

Appendix C – Accounts