Minutes of the Meeting of the Council |
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Date: | Wednesday 17th May 2016 | Time: | 7.30pm | |
Place: | Bramley Room, Bramley Village Hall | |||
Present: | Cllr Durrant (Chair) | Cllr Bell | ||
Cllr Ansell | Cllr Lane | |||
Cllr Flooks | Cllr Tomblin | |||
Cllr Marshall | ||||
In Attendance: | Maxta Thomas (Clerk) | 0 members of the public | ||
Apologies: | Cllr Capel | Cllr Rowland (Borough) | ||
Cllr Keith Chapman (County) | Cllr Robinson (Borough) | |||
Action |
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1 | Apologies for Absence |
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As listed above. |
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2 | Declarations of Interest |
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None. |
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3 | Minutes of the Last Parish Council Meeting |
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3.1 |
The minutes of the meetings held on 20th April and 11th May were unanimously agreed to be a true and accurate record. The minutes were signed by the Chairman. |
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3.2 |
Matters arising |
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Cllr Durrant went through the outstanding actions from the last meeting.
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Clerk
Cllr Tomblin
Cllr Capel
Clerk |
4 | Open Forum |
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4.1 |
The Chairman invited questions and comments from those present.
None. |
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5 | Presentation on Community Defibrillators |
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Covered at April meeting. |
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6 | Planning & Development |
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6.1 |
New Applications
16/01132/HSE – 5 Lane End Bramley Erection of two storey side, first floor rear and single storey rear extensions and alterations Councillors noted that it was a very large extension. However, no objections unanimously agreed. 16/01148/HSE – Lyndale Sherfield Road Bramley Erection of detached garage and second storey rear extension No objections, but councillors noted that there should be a no future residential use clause on the garage. 16/01258/HSE – 69 Coopers Lane Bramley Erection of single storey side/rear extension No objections. 16/01522/HSE – Brockweir Sherfield Road Bramley Erection of part first floor, part two storey side extension No objections. Planning officer should ensure that materials used are in keeping with the local area. |
Clerk
Clerk
Clerk
Clerk |
6.2 |
Approvals/Refusals – Planning approvals and refusals were noted (appendix A). |
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6.3 |
Local Development Plan Update – Local Plan is likely to be adopted at a full BDBC meeting on 26th May 2016. |
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6.4 |
Use of S.106 funds – BDBC have written to all councils requesting information on possible projects for using s.106 funds. The area covered specifically is Open Space, and play and sports facilities on Parish & Town Council land. Councillors to consider, Cllr Capel to talk to school, and come up with suggestions ahead of next PC meeting in June.
The following suggestions were considered:
Clerk to find out who to talk to about current allocation. Cllr Lane to contact Little Apples parents for suggestions. |
Cllr Capel All
Clerk Cllr Lane |
7 | Parish Environment |
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7.1 |
Longbridge Road Green update – no update. |
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7.2 |
Bullsdown Site – Village Green Status – Cllr Durrant noted that this site could be used as a community facility site, which would mean that Village Green Status would not be appropriate. In any case, the area needs to be assigned so that it is not used for development. It was agreed that Cllr Durrant will explore Village Green options and what would be involved. All councillors to think about s.106 projects which might fit on the area. |
Cllr Durrant All |
8 | Clerk’s Report & Administration |
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Nothing to report not otherwise covered on the agenda. |
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9 | Reports |
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9.1 |
Reports from Parish Council representatives |
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a. |
Allotments & Burial Ground Update – see appendix B. |
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b. |
Neighbourhood Development Plan – see appendix B. |
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c. |
Village Hall Trust – Cllr Lane gave a verbal update on the meeting held on 25th April.
Items for the Lengthsman
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d. |
Clift Meadow Trust – Cllr Capel absent, so no report.
The Clerk noted a problem with the shutters at Brocas Hall which has recently come to light. The main shutter which faces the children’s park jammed on the wooden facia boards. The manual opening rod could not be used as the hole which allows for this was also blocked by the wood construction. The contractors called out for repair have advised that there is a big problem with how the shutter has been fitted and that the wooden facia and frame which surrounds it is causing it to jam as there is not sufficient space and due to the wood swelling in the damp. The contractors who built Brocas Hall have been contacted, and the problem is being investigated. A point to note from this is that due to the design of the building, if a problem with any of the shutters occurs going forward, the wooden panelling will have to be taken down in each case to access the shutters, motors or workings, this will increase the costs of any servicing or repair. Clerk to write to Clift Meadow Trust asking what action is being taken with architects. Clerk also to check with BDBC to see if anything can be done via that route. |
Clerk |
e. |
Education & Schools – see appendix B. Cllr Durrant reported that a new head will be taking over in September. He will be an Executive Headmaster, which means he will be shared across two schools. Some residents and parents have already expressed their unease with the situation.
Cllr Bell noted that a liaison representative needs to be appointed from the PC. |
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f. |
Policing and Neighbourhood Watch – the Clerk has not received a beat report for this month. PCSO Johnson appears to be out of the office until early July, and the Clerk has made enquiries as to who is covering the Sherfield and Bramley beat in his absence. She will update councillors as soon as she has more news. Cllr Marshall also to investigate. |
Clerk/Cllr Marshall |
g. |
Highways & Road Closures
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Clerk
Cllr Rowland
Clerk |
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h. |
Road Safety proposals – see appendix B. |
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9.2 |
Borough Councillor Report – both councillors absent, so no report. |
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9.3 |
County Councillor Report – no report. Cllr Chapman has been elected Chairman of Hampshire County Council. |
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9.4 |
Chairmans Report – Cllr Durrant noted that the MP’s response to the Parish Council’s questions on development in Bramley needed to be reconsidered by the PC. A decision was taken in April to not put the response on website.
Cllr Durrant suggested extracting elements of response that do directly pertain to development in Bramley and putting those on website. After some discussion councillors felt that either the whole letter should go on the website, or that the letter should not be published at all. Cllr Bell proposed rescinding decision and publishing letter on website with no comments, Cllr Flooks seconded – the vote was evenly split with one abstention. Therefore the original decision stands. |
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a. |
Plaque for recognition of long-standing ex-Chairmen – Cllr Durrant suggested a brass plaque in the Village Hall in the reception area could be placed to recognise long standing chairmen. It was suggested by councillors that a plaque showing all chairmen would work – Clerk to investigate. |
Clerk |
10 | Consultation Documents requiring consideration |
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None. |
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11 | Grant Applications |
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None. |
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12 | Finance |
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12.1 |
Payments and Reconciliation Approval – see appendix C.
The clerk outlined the payments and reconciliation for April. She noted the following:
It was unanimously agreed to approve the payments for May – Clerk to process. |
Clerk |
12.2 |
Acknowledgement of Receipts – see Appendix C.
Receipts were noted. |
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12.3 |
To review and approve the 2015/16 Internal Audit |
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a. |
2015/16 Governance statement – the Clerk has distributed a copy to all councillors. The Governance statement was unanimously approved, and duly signed. |
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b. |
2015/16 Accounting statement – the Clerk has distributed a copy to all councillors. The Accounting statement was unanimously approved, and duly signed. |
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c. |
2015/16 Audit report – the Clerk has distributed a copy to all councillors. The following points were discussed.
The Clerk noted that this item is in hand.
This has already been noted by the Chair and Clerk, and work will be done on this in the coming months.
Allotment holders will be encouraged to pay electronically for 2016/17.
Councillors have already been asked to fill out new Register of Member Interest forms as part of the elections process. Completed copies of these will be sent to BDBC by the end of June at the latest. The Clerk finally noted that all audit statements and reports will be placed on the PC website in due course. |
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13 | Date of Next Meeting
The next meeting will be held on Wednesday 15th June. |
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14 | 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 |
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The meeting finished at 9.22pm |
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Signed: …………………………………………………………………. Date:………………………………………
(Chairman)
Appendix A – Planning Summary
Planning Applications for Consideration
Planning Applications for Consideration
1. | 16/01132/HSE – 5 Lane End Bramley
Erection of two storey side, first floor rear and single storey rear extensions and alterations |
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2. | 16/01148/HSE – Lyndale Sherfield Road Bramley
Erection of detached garage and second storey rear extension |
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3. | 16/01258/HSE – 69 Coopers Lane Bramley
Erection of single storey side/rear extension |
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4. | 16/01522/HSE – Brockweir Sherfield Road Bramley
Erection of part first floor, part two storey side extension |
Approvals/Refusals
1. | 16/00708/TENO – Site At Minchens Lane Bramley
Installation of 1 no. telecom’s cabinet |
Granted |
2. | 16/00785/HSE – 9 The Mews Bramley
Proposed side and rear extension |
Granted |
3. | 16/00884/HSE – 39 Taylor Drive Bramley
Erection of a first floor side extension over existing garage |
Granted |
4. | T/00121/16/TCA – Street House The Street Bramley
1 no. leylandii – fell |
Granted |
Pending Applications
1. | 15/03423/FUL – Land Adjacent The Street Bramley
Erection of two no. 4 bedroom dwellings with detached garages and associated landscaping and access works |
Objections |
2. | 15/03907/LBC & 15/03906/HSE – Bramley Corner House Bramley Corner Bramley
Conversion of outbuilding to annexe |
No objections |
3. | 15/04506/FUL – Royal British Legion The Street Bramley
Erection of 10 no. dwellinghouses (4 no. 2 bed dwellings and 6 no. 4 bed dwellings) to include parking, access and amenity space, following demolition of existing private members’ club building |
No objections, comments |
4. | 16/00122/ROC – Razors Farm Cufaude Lane Chineham
Removal of condition 8 of planning permission BDB/77341 (Outline application for up to 425 dwellings) regarding the Code for Sustainable Homes Policy (CfSH) |
No objections |
5. | T/00050/16/TPO – 13 North Row Bramley Tadley
T7 Oak – fell to ground level and grind out stump and replant |
No objections |
6. | 16/00265/OUT – Land At Goddards Farm Goddards Lane Sherfield-on-Loddon
Outline application with access to be considered for residential development of up to 95 dwellings (including 40% affordable) and demolition of garages to form a vehicular access point from Bow Drive and associated ancillary works; replacement garaging, planting and landscaping, informal open space, children’s play area and surface water attenuation |
Objections |
7. | 16/00117/HSE – 29 Taylor Drive Bramley Tadley
Erection of two storey rear extension |
Objections |
8. | 16/00641/OUT – Land At Os Ref 464380 158820 Vyne Road Bramley
Outline planning application for erection of a dwelling (all matters reserved) |
Objections |
9. | 16/00697/FUL – Land At Beech Farm Lane End Bramley
Erection of 15 no. dwellings, together with the widening of the existing access onto Lane End and provision of an area of public open space with associated landscaping |
Objections |
10. | 16/00786/HSE – 26 The Smithy Bramley
Erection of a two storey side and rear extension |
No objections |
11. | T/00136/16/TPO – 2 Herridge Close Bramley
Lime tree – crown reduce by 3m all round leaving an approx finished height of 15m and crown spread of 8m and remove any deadwood |
No objections |
Appendix B – Briefing Notes
ALLOTMENTS
Total plots currently under lease agreement
- X4 full plots
- X10 half plots
Available plots
- X6 half plots
Waiting list
The waiting list is at 16, however the current work will release 6 from the list in time for 2016 growing season.
Sub-contractor work –
During the ditch clearance project, Plots 5,6 & 7 were used as a working area. These need preparing and fencing to be returned as land available for leasing. Bulpitts have been met and the work package agreed, completion is expected.
Actions
- Health and safety assessment required of Allotment area
- Plots 5, 6 & 7 to be prepared for re-leasing as allotments.
BURIAL GROUND
Memorial Ground expansion
Sub-contractor work required for the ditch clearance as indicated in the Allotment briefing section has been completed.
We need to engage with the Landscape Designer to understand the next steps.
Aim is to apply within the October 2016 Deadline LIF for funding to support any memorial garden project.
NEIGHBOURHOOD DEVELOPMENT PLAN
THE SCHEDULE FOR THE ADOPTION OF THE NEIGHBOURHOOD PLAN, May 2016.
NEXT STEPS
- Reg 15:- Submit the plan and consultation statement to BDBC( planned to be the 27th May)
- Reg 16:- BDBC publicises the proposed plan so that stakeholders can make representations that may be considered at Examination. ( Consultation 6 weeks)
- Reg 17:- BDBC submit the plan and any representations to the person appointed to carry out the examination ( 6 weeks)
- Reg 18 and 18:- BDBC publishes the Examination report and a decision notice. The Decision notice sets out whether or not BDBC is prepared to adopt the plan. (At this stage having had consultation with BDBC throughout the making of the plan there would have to be something seriously wrong not to adopt). Having agreed to adopt, the plan goes to referendum. A support in excess of 50% is required to accept the plan(4 weeks)
- Reg 20:- This states what BDBC must do when plan is adopted, having passed referendum ( becomes part of the planning rules, a legal document)
The Edited version of the EIA REPORT available w/e 13th May. If the NP had to be submitted before the 27th May, with the probable adoption of the Local plan by BDBC on the 26th May, then the reference to the local plan would have to be changed from “emerging” to “adopted” before being accepted by BDBC, so for the sake of 10 days the plan will be edited to “adopted” on the assumption it will be adopted by full council BDBC. If not, they have problems?
VILLAGE HALL TRUST
No written report.
EDUCATION & SCHOOLS
No written report.
POLICING & NEIGHBOURHOOD WATCH
No written report. A beat report has been requested.
HIGHWAYS/RIGHTS OF WAY
Issues –
o No reported issues received via the Parish Council since last Parish Meeting.
o Bullsdown Path, between Campbell Road and Bramley Green Road.
• The project aim is to commence this work Summer 2016 when the local material becomes available from the quarry.
Actions
- Local survey required to investigate any issues such as stile(s) needing repair on rights of way within the Parish. Councilors are encouraged if out walking or cycling (Tony) to record and share any issues.
- Contact ‘Bullsdown’ contractor to establish a commencement date.
- Update the 2010 Bramley Walks leaflet to present to the council. – TBC (HCC offer leaflet services and also a ‘mapboard’ service
- Obtain printing costs for an updated ‘Bramley Walks’ leaflet – TBC
TRANSPORT/ROAD SAFETY PROJECT
The LIF application was submitted by the deadline date, a total of £236,129 was applied for.
BDBC have indicated a decision date within July for applications on this round.
I have met with Network Rail representative to discuss the application.
- They in general are supportive of the application and will pursue discussions with their property teams. However, the rail regulator defines stringent safety requirements around crossings and one point they picked up is that any stop line for a road must be no further than 2.5m away from the crossing.
- They have recently completed a 7-day survey of barrier down time and will share. They did indicate during the period surveyed average down time was 4 minutes 5 seconds with the longest period being 15 minutes 10 seconds.
- They agreed to investigate a 2nd entrance to the Basingstoke bound platform (2) at the opposite end from current entrance by crossing, commented that it made complete sense, and could (could I say) fit well within any potential footbridge which they prefer to be at the opposite end of the platforms from the level crossing.
- Network Rail enquired as to full closure of level crossings as a long term within their network.
- Would investigate any potential issues with erection of rain shelters for pedestrians held at the crossing during downtime.
I met with the owner of Mekanix who is fully supportive of the application.
CLIFT MEADOW TRUST
No written report.
Appendix C – Finance
Bank Reconciliation | |||||
18th May 2016 | |||||
Closing Balance from statement #033 1st May 2016 | £139,762.75 | ||||
Income | |||||
17 May 16 | 000061 | Spencer & Peyton/Ash Brook – Burial Ground fees | 138.00 | ||
17 May 16 | 000061 | Malcolm Bell – beacon catering refund | 47.94 | ||
£185.94 | |||||
Expenditure | |||||
20 Apr 16 | 462 | HALC – HR Consultancy service | 180.00 | ||
20 Apr 16 | 463 | HALC – NALC Levy | 205.00 | ||
20 Apr 16 | 464 | HALC Affiliation fees | 514.00 | ||
20 Apr 16 | 475 | GHL Engineering – deposit for Pavilion shutters | 1,047.78 | ||
18 May 16 | 477 | Mrs M J Thomas – Clerk’s salary | 1,156.15 | ||
18 May 16 | 478 | Mrs J Shore – Litter Warden’s salary | 291.67 | ||
18 May 16 | 479 | Mrs M J Thomas – catering for beacon ceremony | 142.00 | ||
18 May 16 | 479 | Mrs M J Thomas – postage costs | 25.80 | ||
18 May 16 | 479 | Mrs M J Thomas – replacement noticeboard keys | 29.50 | ||
18 May 16 | 479 | Mrs M J Thomas – APM catering | 80.00 | ||
18 May 16 | 479 | Mrs M J Thomas – travel expenses | 13.50 | ||
18 May 16 | 480 | LvW Highways Ltd – traffic survey work | 765.00 | ||
18 May 16 | 481 | Bramley Village Hall – Hall hire – April | 36.00 | ||
18 May 16 | 482 | Do the Numbers Ltd – Internal audit fee | 475.00 | ||
18 May 16 | 483 | Bulpitt Brothers – Burial Ground maintenance | 720.00 | ||
£5,681.40 | |||||
Balance including uncleared cheques | £134,267.29 |