Minutes 16th April 2019

3.1

3.2

• Googlegroup management – the survey is in hand.
• Welcome packs – the Clerk is awaiting an item from the Clift Meadow Trustees to include in the pack.  Once she has this, she will alter the layout ready for printing, and contact Greenhouse Graphics
• Clerk to double check date of Cllr Vaughan’s meeting with Chief Inspect Matt Reeves.
• VR re housing chase
• Cllr Bell queried whether the Football Club has submitted a development plan for their new changing facilities. Nothing has been submitted to the Parish Council, but they are now dealing directly with BDBC.  It is unlikely that they will make a LIF application, as there are available s.106 funds.

Clerk

Clerk

None.

• I have not much to report except my dismay at the result at the recent DC meeting for Minchens Court.
• On a follow up to the recent Public Transport Meeting held I wondered if a representative from Bramley PC would like to attend the meeting with Cllr Humby?  14th May seems to work for most.

Cllr Robinson gave a verbal report:

• The injunction against unauthorised encampments has been extended to 5 years, and now covers 26 square miles of the Borough.  More information is available on the BDBC website here: https://www.basingstoke.gov.uk/injunction-application.
• The owner of the Cufaude Lane site has failed to comply with court order on removing hard standing, and has received a custodial sentence of 28 days.
• Cllr Bell raised the issue of Basingstoke Golf Course and the quick planning application for the site.  Cllr Robinson has not yet seen the email, but will investigate.

7.1

Clerk

7.2

One possible option would be to consider a community funded road sign, where the community or Parish Council would need to cover the cost of both the works and design fees.

It was suggested that 30mph limit for Cufaude Lane should be investigated – Clerk to take further.  Clerk also to get an idea of costs for the road sign.

Clerk

8.1

Cllr Ansell

8.2

Cllr James

8.3

i.            2018/19 Governance Statement – a copy of this was distributed to all councillors.  Cllr Oborn proposed and Cllr Capel seconded that the governance statement be agreed and signed.  This was agreed unanimously, and signed by the Chairman and the Clerk.

ii.            2018/19 Accounting Statement – a copy of this was distributed to all councillors.  Cllr Bell proposed and Cllr Durrant seconded that the governance statement be agreed and signed.  This was agreed unanimously, and signed by the Chairman and the Clerk

All audit documents will be published on the website in due course.

The following points were raised by the internal auditor:

• The council has significant funds in its current account earning no interest at all.  The remaining funds are in an account that earns very little interest.  This was noted.  Cllr Durrant suggested that any commuted sums paid to the PC should go into a savings account.  Clerk to investigate.  It was also noted that significant payments were made immediately after the audit, and remaining funds are earmarked for projects over the course of the next year.  The clerk and council review reserve balances every month and will continue to do so.  A detailed review of expenditure versus budget will be presented at the end of each quarter at the Parish Council meeting.
• Some members have incurred significant expenses in the year for printing. It is unclear why the proper officer is not printing out all that is needed.  This was noted.  However, Councillors noted that some printing expenses are necessary, and further observed that it is impractical to have the Clerk print out documents on behalf of 9 members and then distribute in a timely fashion.  The cost of the Clerk’s time and fuel would exceed the cost claimed for printing expenses.  It was further noted that members rarely claim justifiable expenses.
• The council appears to have included a ‘cooling off’ period in its requirements – this is contrary to the legislation, which states that any resignation, whether hard copy, email, or verbal, should be effective immediately.  This was noted.  The Council will comply with legislation.
• The council gave grants in the year to a charity whose accounts are overdue at the Charities Commission.  This was noted, and the Council should take care in the future to ensure that all charitable organisations that apply for grants have up to date accounts.  The charity in this instance is the Clift Meadow Trust.  The Parish Council is the landowner in this instance, and grants were made for structural and security reasons, for which the Parish Council considers itself responsible as the landowner.
• The council is looking to get a debit card for the clerk to better manage sundry expenses.  This was noted, and the Clerk will action in due course.
• At the end of the year the council had in its bank a significant sum awaiting return to the Borough Council. This should be included as a creditor so as not to distort the accounts.  This has been actioned, and the money has now been returned.  It should be noted that the Clerk requested that this item be included in the audit report, as there is no formal record of the transaction.

Clerk

Clerk

Clerk

Clerk

9.1

a.

i.            New applications – there no new applications to consider at this time.

ii.            Update on waste water provision for new developments – a letter with a comprehensive summary of the issues has been sent today to senior officers at BDBC, as well as ward councillors and the BDBC Planning Portfolio Holder.  Thames Water has been sent a copy for information.  It was agreed that the letter should go on PC website two weeks from today’s meeting – unanimously agreed.  Clerk to action.

iii.            Update of Cufaude Lane planning appeal hearing – the hearing was not completed in the four days available.  There was a focus on the flooding issues, and also on sightline issues when exiting from the site.  A further hearing will be held at the beginning of September 2019.  Website release.  BDBC are still to put their case.

iv.            6 Churchlands – Cllr Bell noted that there is likely to be a further application.  A member of the public noted that damage had been done to a cherry tree on the property.  Clerk to follow up with BDBC.

v.            NDP review – Cllr Bell noted that Terms of Reference will need to be agreed.  This should be on the next Planning Committee agenda.  Clerk to action.

Clerk

Clerk

b.

• The allotment fencing work has been given the go ahead and has been started this week.
• Cllr James to contact Persimmon re the Minchens Lane allotments.
• Burial Ground – the water table monitoring will need to be reviewed at the May meeting – levels have been high over the winter, and whilst they have dropped in the last month or so, still remain at a level above that recommended by the Environment Agency.  The Burial Ground at Sherfield is being investigated as an alternative location.

Cllr James

Clerk

c.

The Clerk noted that after a meeting with BDBC officers re s.106, a significant sum has been identified for work on the Village Hall car park and drainage.  The Clerk has put the Trustees directly in touch with BDBC officers.

d.

• LIF funding for storage facility has been agreed, subject to the paperwork.  Likely to be late summer/early autumn.
• New grills on windows have been installed.
• CMT have requested a copy of the police reporting poster to display around Clift Meadow.  Clerk to action.
• Slightly down on bookings – however, looking to refresh promotional material.
• Litter pick was successful.  Had a turn out of 25 or so residents.  Next one likely to be in the autumn.
• Have asked about repairing/replacing benches at Clift Meadow.  The issue lies with CMT at present.
• Car park lights – need to check whether these are working properly or not.
• Salt bin has been ordered.
• New security measures to be installed next week.

i.            Bollard proposals – Further to the damage to the bollard at the footbridge, Cllr Durrant has obtained quotes for a much more robust lockable bollard for the Clift Meadow side of the footbridge.  This will cost in the region of £600 + VAT.  Cllr Durrant proposed that the existing bollard be replaced with one of the proposed bollards.  However, Cllrs felt that a fixed bollard should be put in place, as there is no need for maintenance vehicle access at this point.  Cllr Durrant and Clerk to take forward.  In the meantime, a temporary concrete bollard has been put in place to prevent vehicular access to Clift Meadow.  Temporary dragons teeth have also been placed by the pub car park, also to prevent vehicular access.  It was also noted that the Clerk and Cllr Durrant are pushing for a resolution for a complete, safe path and footbridge.  Quotes should be obtained for removing some of the tarmac at pub car park entrance, and also to re-dig the ditch and put in a bund.  Clerk to take forward.

ii.            To consider spectator shelter proposals – Cllr Durrant observed that there are very few facilities in the Parish for older children and no protection against the weather for spectators, and suggested that the Parish Council consider installing a shelter at Clift Meadow, which could be used by all.  It was agreed that this should be investigated.

Cllr Durrant/ Clerk

Clerk

e.

We have been informed of off-road motorbikes riding with no helmets and no registration plates on 7 March. A similar report was also made in Mortimer Lane.

In Kirby Drive and Farriers Close, we received reports that damage was caused to a door and objects have been thrown at other doors.

Wyndham Avenue and Clift Meadow are also areas where ASB has been reported.

To report crime or suspicious activity, call us on 101 or report it online by going to www.hampshire.police.uk. You can also report it anonymously to CrimeStoppers instead of the police, on 0800 555111.

Cllr Durrant noted that the police have been very responsive of late, since liaison with residents and the Parish Council.

A resident noted that street lights are now being switched off between 1 and 4am.  She requested that some monitoring of the areas take place to see if this has any impact on ASB.  Clerk to take forward.

Clerk

f.

Cllr Ansell/ Clerk

g.

No progress for the moment.  Lots of feedback has been received from the resident consultation on the Bramley Lane junction proposals.  Highways have indicated that £109k s.106 is available for the junction project.  School to be consulted on junction proposal – Cllr Ansell and Clerk to take forward.

Cllr Ansell/ Clerk

h.

• Some Councillors still need to let the Clerk know of their nomination for Bramley Councillor of the Year.
• All Councillors need to bear in mind that the yearly election of Council representatives (Chairman, Vice-Chair, etc) will be carried out at the May PC meeting, and all Councillors should consider what they wish to stand for.

11.1

Grant unanimously agreed, subject to PC being recognised in the Fun Day programme.  Clerk to take forward.

Clerk

12.1

The Clerk noted the payments on the reconciliation.

It was unanimously agreed to approve the payments– Clerk to process.

Clerk

12.2

Receipts were noted.

The meeting closed at 9.16pm

4.1

a.

Erection of part single storey, part two storey front extension. Erection of part single-storey with balconies above and part two-storey extension to rear

Objections unanimously agreed as below:

• Balconies will overlook neighbouring property
• Front extension design is out of keeping with both this property and neighbouring properties.
• Rear extension – upper storey windows will overlook neighbouring property.
• Rooflights will increase from 1 to 5, which will increase light pollution, and are not in keeping with a previous rural setting.

Clerk to process.

Clerk

b.

Change of use from open space to residential land including the erection of outbuilding and fencing

The following points were made by the applicant:

• The original garage needed replacing due to asbestos etc.
• The applicant spoke with neighbour about their plans before beginning any work, and they had no objection prior to the changes.
• There appears to be a boundary dispute, although the location plan does show that the changes are within the owner’s curtilage.
• Before the changes there was room for one small car to park.  Now two cars can park easily.

After some discussion, no objection was unanimously agreed.  Clerk to process.

Clerk

c.

19/00857/HSE – 27 Farriers Close Bramley

Erection of single storey rear extension following demolition of conservatory

No objection unanimously agreed.

Clerk

4.2

The approval for the Minchens Barn application was noted, and concern was expressed that that the Neighbourhood Plan does not appear to have been considered in this instance.  A letter of complaint to BDBC on the issue was suggested.

a.

The appeal was heard at BDBC offices last week.  No final decision was made, and there will be a further appeal hearing in September.

Cllrs noted that sight lines were discussed, and how one oak tree in particular was causing some concern.  Cllr Tomblin and Clerk are looking at obtaining a TPO on the remaining trees.

Cllr Tomblin/ Clerk

b.

The Parish Council submission has been entered via the planning portal.  There is no date as yet for the appeal to be heard.  It should be noted that application 19/00373/FUL for the same site was approved at the last DC meeting at BDBC.

c.

The appeal for this application was dismissed.  The main issues were the effect of the appeal proposal upon the character and appearance of the Churchlands street scene; and upon the living conditions of the occupants of 5 Churchlands, with specific reference to outlook.

Clerk

i.            Strategic Housing and Economic Land Availability Assessment (SHELAA)

The map for Bramley was reviewed.  It will be published in the Parish Magazine and on the PC website.  Clerk to take forward.

Clerk

• The lockable bollard at the footbridge has been vandalised and allowed access to a vehicle, which exited Clift Meadow at the pub car park.  BDBC have confirmed that there are no plans to replace the original wooden posts by the pub car park.  Therefore, temporary posts will be placed in the next day or two, with plans to make a more permanent barrier later on.  A more robust bollard for the bridge is being investigated.
• Concerns have been raised that the new path and footbridge have not yet received a certificate of completion.  Given that the responsibility for maintenance will rest with the Parish Council, BDBC has been notified of this, with a query as to whether the bridge and path should be closed until is all made secure and properly completed.
• The Clerk continues to liaise with BDBC re the St James Park playground.
• Main junction into the site is also causing problems with people ignoring the priorities.  Cllr Flooks to write to Highways highlighting the issue.
• Staggered barriers at the Doctors surgery are still required.

Cllr Flooks

Councillors and the Clerk met with officers at BDBC to discuss the issues.  Since 2014, the s.106 rules have been tightened up, which means the use of such funds is now very specific.  It is very unlikely that funds earmarked for one use (such as open spaces) could be used for something else (such as community facilities).

A number of s.106 opportunities were discussed:

• Car parking contribution – this is showing at £161k.  This was the sum earmarked for resurfacing work at Clift Meadow.  The work has now been carried out, so BDBC need to clarify if they are going to receive any of these funds.  The likely answer is no.
• Community Facilities contribution – this sits at £197k as received, and is earmarked for work on the Village Hall drainage and car parking.  The Clerk has put the Trustees directly in touch with the relevant officer at BDBC.
• Play and open space contributions – just under £2k is available towards the play park at Clift Meadow, and a LIF application is being progressed to support the proposed works.
• Football club allocation – this is towards a reduced scope of works that do not include provision of a community/function hall.  The works are for the changing rooms and kitchenette and serving hatch.  The club are working on securing external funding from NGB which will look to match fund the s.106.  The investment in this club will balance the loss at Sherfield Park of one set of changing facilities to ensure future provision is not lost.

Meeting closed at 8.49pm.