Minutes 18th May 2016 – Bramley Parish Council

Minutes of the Meeting of the Council
Date:	Wednesday 17^th 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*
1	Apologies for Absence
	As listed above.
2	Declarations of Interest
	None.
3	Minutes of the Last Parish Council Meeting
3.1	The minutes of the meetings held on 20^th April and 11^th May were unanimously agreed to be a true and accurate record. The minutes were signed by the Chairman.
3.2	Matters arising
	Cllr Durrant went through the outstanding actions from the last meeting. Defibrillators – Clerk still to progress Minchens affordable housing quota – Cllr Durrant has written to developers but has not yet received a response. Cllr Bell enquired how late developers can request such a change – Cllr Tomblin confirmed that it counts as a change of conditions, and they can apply at any time. Cllr Tomblin also offered to write to Rebecca Emmett at BDBC about social housing quotas (chasing a Borough Councillor enquiry he has already made). Cllr Capel still to approach school re s.106 funding usage. All to consider possible ideas. Sign at Bullsdown development – this has now been moved. Archiving – Clerk still to action.	*Clerk* *Cllr Tomblin* *Cllr Capel* *Clerk*
4	Open Forum
4.1	The Chairman invited questions and comments from those present. None.
5	Presentation on Community Defibrillators
	Covered at April meeting.
6	Planning & Development
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).
6.3	Local Development Plan Update – Local Plan is likely to be adopted at a full BDBC meeting on 26^th May 2016.
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: A bench in Coopers Lane. Youth facilities on eastern side of railway line. Cllr Ansell to find out if Bramley Youth Club has any ideas. Signs near level crossing asking traffic waiting there to turn their engine off. Shelters at level crossing – Cllr Ansell is already investigating, and stated that the PC is likely to obtain funding from GWR fund, but need to clear it with BDBC/HCC first. Signage to Brocas Hall, Clift Meadow, Village Hall. 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
7.1	Longbridge Road Green update – no update.
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
	Nothing to report not otherwise covered on the agenda.
9	Reports
9.1	Reports from Parish Council representatives
a.	Allotments & Burial Ground Update – see appendix B.
b.	Neighbourhood Development Plan – see appendix B.
c.	Village Hall Trust – Cllr Lane gave a verbal update on the meeting held on 25^th April. Our new Events & Administration Co-ordinator – Catriona – has started Looking to schedule the next film in June Roller disco – not as many people turned up as we hoped Window in the Bramley room should now be fixed The loose front rail should also now be fixed Thinking about doing a Wine Club – People to pay £xx and this will cover the wine/cheese and give people the opportunity to taste different wines from all over the world Items for the Lengthsman Fence panel loose by the Bramley room Fire Assembly sign need to be re-stuck
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.
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 Culvert improvements on appear to be complete. Cllr Tomblin noted that the bus stop in area needs to be tidied up. Clerk to investigate. Olivers Lane is flooded. Cllr Ansell has raised a query with Borough Councillors, and Cllr Rowland will take the issue forward. Campbell Road roundabout – grass on verges coming out of Campbell Road need to be cut back as they are impeding visibility.	*Clerk* *Cllr Rowland* *Clerk*
	i. Potholes review – several bad potholes at edge of the road in Minchens Lane, which have been reported but not addressed. Clerk noted that potholes are not being repaired by HCC unless there is a clear safety issue.
h.	Road Safety proposals – see appendix B.
9.2	Borough Councillor Report – both councillors absent, so no report.
9.3	County Councillor Report – no report. Cllr Chapman has been elected Chairman of Hampshire County Council.
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.
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
	None.
11	Grant Applications
	None.
12	Finance
12.1	Payments and Reconciliation Approval – see appendix C. The clerk outlined the payments and reconciliation for April. She noted the following: An invoice is in for further work on the traffic survey. The cheque has been raised for this, but Cllr Ansell has requested that the invoice not be paid until the PC has seen data from the survey. An invoice has been received from Bramley PCC for Parish Magazine pages (£200). This does not appear on the reconciliation. An invoice has been received for shutter repair work at Brocas Hall (£324). This does not appear on the reconciliation. All other payments as expected. 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.
12.3	To review and approve the 2015/16 Internal Audit
a.	2015/16 Governance statement – the Clerk has distributed a copy to all councillors. The Governance statement was unanimously approved, and duly signed.
b.	2015/16 Accounting statement – the Clerk has distributed a copy to all councillors. The Accounting statement was unanimously approved, and duly signed.
c.	2015/16 Audit report – the Clerk has distributed a copy to all councillors. The following points were discussed. The council holds an account with NS&I with out of date contact details and minimal interest. This account should be closed without delay. The Clerk noted that this item is in hand. The reserves of the council have fluctuated greatly over the past few years but with s.106 money likely to be available, appropriate reserves plans and policies should be drawn up. This has already been noted by the Chair and Clerk, and work will be done on this in the coming months. It is not clear whether allotment holders are encouraged to pay by FPS. This should be encouraged where possible. Allotment holders will be encouraged to pay electronically for 2016/17. It appears that not all members have accurately and completely filled out the Register of Members Interest Forms. This should be checked and corrected at the next available meeting. 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.
13	Date of Next Meeting The next meeting will be held on Wednesday 15^th June.
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

	The meeting finished at 9.22pm

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

(Chairman)

Appendix A – Planning Summary

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
2.	16/01148/HSE – Lyndale Sherfield Road Bramley Erection of detached garage and second storey rear extension
3.	16/01258/HSE – 69 Coopers Lane Bramley Erection of single storey side/rear extension
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 2^nd 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