Minutes 18th September 2018 – Bramley Parish Council

Minutes of the Meeting of the Council

Date:	Tuesday 18^th September 2018	Time: 7.30pm
Place:	Bramley Room, Bramley Village Hall
Present:	Cllr Durrant (Chair)	Cllr Bell (Vice-Chair)
	Cllr Tomblin (Vice- Chair)	Cllr Ansell
	Cllr Capel	Cllr Flooks
	Cllr Marshall
In attendance:	Maxta Thomas (Clerk)	6 member of the public
	Cllr Robinson (Borough)
Apologies:	Cllr Whorton	Cllr Rowland (Borough)
	Cllr Vaughan (County)

		*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 meeting held on 17^th July 2018 were unanimously agreed to be a true and accurate record. The minutes were signed by the Chairman.
3.2	Matters arising
	None.
4	Open Forum
	Cllr Durrant invited comments and questions from the public. The following questions were asked: None.
5	Planning & Development
5.1	Summary of Planning Committee meeting – Cllr Flooks gave a brief summary of the Planning Committee meeting held on 30^th August 2018 (see draft minutes at appendix A).
5.2	New Planning applications 18/02491/HSE – Barefoot House, Olivers Lane, Bramley Erection of garden shed/store No objections unanimously agreed. Clerk to process.	*Clerk*
5.3	Update of Minchens Lane development – it was noted that planning permission has been granted for the phase 4 reserved matters application. Cllr Flooks has requested a meeting with Persimmon about the s.106 requirements, and the Clerk is chasing officers at BDBC for a meeting with them about the same. Cllr Tomblin has confirmed that payments already made against the transport component of the s.106 agreement were made to HCC Highways, and that any further payments for this component will also go to Highways. Cllr Flooks has queried with Highways about the access to the development, which is not functioning as it should. A reply is awaited. Cllr Durrant has been in touch with key contact for the site and highlighted a number of issues with regards to the bridges, the ditch, and the low level lighting. This needs to be followed up. Cllr Bell highlighted that no reply has been received about the foul water provision at the site. Clerk to check with the planning officer and Cllr Bell will check with Thames Water.	*Cllr Flooks/ Clerk* *Cllr Durrant/ Clerk* *Cllr Bell/Clerk*
5.4	Upper Cufaude Farm proposals – the public exhibition held on 17^th September was noted. Most councillors were able to attend this at some point during the day. Cllrs Bell and Tomblin gave a summary of the information gathered from the exhibition: Only the west side of the site is being considered for development at present – the east side will be considered at a later date. There will be no access into Cufaude Lane. The HCC representative was asked about the planned access for the development – a solution is apparently in place, although Bramley PC has not seen this as yet. It was noted that the HCC approved solution for the Minchens Lane development is not working as expected. Attention should be paid to the traffic study once the planning application is in. The national cycle path through Cufaude Lane may be re-routed through the development. Developers believe there should be a junior school on the site. An alternative site for a new junior school is at the Redlands site (near the Basingstoke Incinerator). However, HCC have given no indication of where the school is likely to be sited, or even if there will be a new school. If the school is not agreed, this will put severe pressure on both Bramley School and Four Lanes at Chineham. All 350 dwellings will be two storey. No slate rooves, brick and flint design is proposed. Cllrs believe that Croudace will take not of and respect the Neighbourhood Plan. HCC representative was asked why the west side of the site was not being considered at present, but no conclusive answer was given. Cllr Tomblin noted that there are considerable issues (noise abatement, flooding, etc) with this area, which will be difficult to overcome. Flooding and drainage – HCC view is that any excess water will be expelled from site through existing aquifers and Bow Brook. CT stated that HCC responses will need to be watched. Green space is where it is as the developers do not wish to interfere with the National Trust view from the Vyne; however, this needs to be watched given that there may be more development on the west side of the site. CIL money from site should be going to Bramley PC. However this needs to be confirmed. The Parish should also be getting the precept for the development. It was also noted that Bramley has a number of community facilities and does not really need more; this should be checked when the application is submitted, and when the s.106 requirements are published. The outline planning application is due by the end of the year. Cllrs felt that a meeting between Bramley PC, the developers, and BDBC officers should be considered once the outline planning application is in. Ward councillors to assist at the appropriate time. IT was noted that the exhibition might be considered by Croudace as consulting with Parish Council – this is not the case. However, as stated above, a meeting with Croudace is to be requested when the outline application goes in.	*Clerk*
5.5	Update on Planning Enforcements – no new date has been scheduled at present for the planning and enforcement appeals for Cufaude Lane. It was noted that there has been new activity at the site in the last few weeks. BDBC enforcement officers are aware of this and are taking the necessary legal measures. Unfortunately the site is not covered by the new Borough-wide injunction against unlawful encampments as it is already covered by its own separate injunction. Residents in Cufaude Lane have met with BDBC officers, which has set up a dialogue between the two.
6	Parish Environment
6.1	Concrete blocks at Bramley Green Road – The new Borough-wide injunction against unlawful encampments was noted. New encampments since this was implemented have been moved on by the police very quickly. Therefore, Cllr Durrant proposed removing the blocks at Bramley Green Road. This was unanimously agreed. Clerk to take forward. The tree trunk to be left in place. There was some debate about installing a stronger gate at the site. Cllr Bell proposed leaving the gate as it is – this was unanimously agreed.	*Clerk*
6.2	Procedures for dealing with unlawful encampments – a draft document has been distributed to all councillors, outlining reporting procedures. Cllr Durrant felt that it should be made very clear that any resident reporting an incident should be strongly encouraged to report it directly with the responsible authority, as this will carry as much weight as any report from the Parish Council. Relevant authorities should be listed on policy, with names and contact information. Clerk to make changes and distribute for approval.	*Clerk*
6.3	Update on WW1 commemorations – Cllr Bell gave an update. Silent soldier silhouettes have been erected around the village, and have been well received by residents. A nurse silhouette is on order, but delivery is not expected for another 2 and a half weeks. Plans for the beacon ceremony on 11^th November are almost complete. An item has been submitted for the next issue of the parish magazine, and a poster is almost ready for display on the noticeboards and website. A risk assessment for the event is being prepared, and will need to be formally agreed at the October PC meeting. Catering will cost approximately £800 including prosecco and soup. This was unanimously approved. Church bells may not be rung as there is a problem with the church tower – this is ongoing. A British Legion flag is required –Cllr Bell to speak with the Church.	*Cllr Bell*
6.4	Poppy Wreath – the Clerk confirmed that a poppy wreath has been reserved for the Parish Council ready for the Remembrance Day service on 11^th November. Cllr Durrant proposed a donation of £200, and this was unanimously agreed. Clerk to process.	*Clerk*
7	Clerk’s report & Administration
7.1	IT Project update -see appendix B. Cllr Ansell gave a verbal report. On hold until the PC contract terms and conditions are approved. These should be sent again to all councillors for comment.	*Clerk*
7.2	Parish magazine article – Cllr Tomblin is due to write the next article. The deadline is 15^th October.	*Cllr Tomblin*
7.3	Casual Vacancy – the Clerk confirmed that a formal election has not been requested, and that the Council is now free to co-opt a new councillor. She confirmed that there are three possible candidates, and that co-option could take place at the October meeting – this was unanimously agreed. Details of the candidates will be distributed to all councillors ahead of the meeting.	*Clerk*
7.4	Litter Warden salary review – the Clerk confirmed that the grant from BDBC for this year is £4071. This represents an increase per hour from £7.50 to £7.83, in line with the national living wage. Cllr Durrant proposed the increase in salary, to be backdated to April 2018. This was seconded by Cllr Capel and unanimously agreed. Clerk to take forward. Litter on the back lanes was noted – Clerk to contact Lengthsman for action. Cllrs noted a commendation to Wendy Castle for organising the village litter pick last week. This will be included in the Parish Magazine article.	*Clerk* *Clerk* *Cllr Tomblim*
8	Reports
14.1	Reports from Parish Council representatives
a.	Allotments and Burial Ground – see appendix B i. Future plans for the allotments – this item was deferred to the October meeting due to the absence of Cllr Whorton. ii. The Clerk noted that BDBC have written to ask if the PC wish to adopt the proposed allotments at Vyne Park (Razors Farm). Whilst they are just north of Chineham, they fall within the Bramley PC boundary. Clerk to check if Bramley PC will get the precept for the Razors Farm development. If so, then Cllrs unanimously agreed to take on allotments. Unanimously agreed. Clerk also to check what is being offered and what facilities will be on site.	*Clerk*
b.	Village Hall Trust – see appendix B. The planning application for the extension has been granted permission. However, funding for this is not yet in place. The car park gate issue has now been resolved by Rocon.
c.	Clift Meadow Trust i. Investment proposals for Clift Meadow – a facilities investment document from CMT has been distributed. The Trust foresees that the cost of a purpose built brick storage facility will cost in the region of £40,000 ex VAT. The other option is to improve existing facilities which will be half the cost. Cllr Bell suggested a possible s.106 re-allocation; however, this would need a deed of variation, and would take some time. There may also be costs associated with this, and also needs full agreement of all signatories to the s.106 agreement. It was agreed that this would be pursued. CMT will be attempting to raise funds. There may be alternative funding options – CMT and PC should investigate these. Some PC reserves could be used. Need more concrete plans to take forward. Other expenditure items may include some fencing and offset barriers by or on the new path, and possibly lowering or removing the hedge. This will need to be considered by CMT. Other funding will be required moving forward for these items. Shutters at Brocas Hall will need to be addressed in the near to medium future. CMT are looking at various options. The CCTV is now working properly. ii. Plaques – PC does not have list and have recommended that CMT do audit as soon as possible.
d.	Police & Neighbourhood Watch – see appendix B. Cllrs asked what is being done about reported incidents – there is no indication in the report. Clerk to make enquiries. Cllrs Durrant and Bell attended a community court session recently for the two people who were caught damaging benches at Clift Meadow. The Community Court is run by the perpetrators peers, aged 16-20, and is aimed at showing first offenders the trouble they cause. Defendants are represented by their peers, and judgment is made by their peers as well. One of the perpetrators was there with his family. A formal apology was received from the defendant, and his parents have pledged to be active in preventing future problems.
e.	Highways/Footpaths – see appendix B. Issues with speeding lorries were noted– Clerk to write to local companies requesting that their drivers take care driving through Bramley. Clerk also to highlight issue with police and highways, but it is likely that there is little that can be done.	*Clerk*
f.	Road Safety Project – see appendix B. Replies are awaited from HCC Highways.
8.2	Borough Councillor Report – see appendix B. Cllr Robinson gave a verbal update. The injunction against unlawful encampments currently covers Bramley, Silchester and Chineham. Turgis Green is also included, and Sherfield on Loddon, as well as certain areas in Basingstoke. The injunction is initially for one year and if successful will become borough wide and permanent. Waste collection – contractor changes to Serco from October. Permitted development rights on offices being converted to residential – this can be done without planning permission. BDBC are applying for an exemption to this in key office areas such as Basing View. Boundary review – there has been some discussion on what the ‘Bramley’ ward should be called. Cllr Robinson invited suggestions, and noted that the ‘Wellington’ Ward was being considered. Cllrs were not in favour of this designation, and suggested the ‘Loddon’ ward instead. S.106 – Cllrs Robinson and Rowlan are trying to obtain clarification of and greater involvement in s.106 agreements. This is proving to be very difficult. There is no consultation between scoping officers and parties who know anything about what the parishes might need.
8.3	County Councillor report – see appendix B.
8.4	Chairman’s report i. Replacement plaque/honours board – the board has been received and installed in the Bramley Room. It is to acknowledge people who have made a significant contribution to the community – Cllr Durrant invited suggestions for additions to the board.
9	Consultation documents requiring consideration
9.1	Borough Council boundary review – the Boundary Commission recommendation for Basingstoke & Deane Borough Council is that there should 54 councillors in future, 6 less than at present. The councillors will represent 18 three-councillor wards, with the new ‘Bramley’ ward including Sherfield-on-Loddon, Stratfield Turgis, Silchester, and Mortimer West End, as well as Bramley itself. Cllrs did not consider ‘Bramley’ an appropriate name for the ward. Clerk to collate councillor comments.	*Clerk*
10	Grant Applications
10.1	‘Muddy Fingers’ children’s garden – proposals for this have been distributed to all councillors, although a formal grant application has not been received at this stage. The club is moving forward, and a number of children have already signed up. It is completely separate to a similar scheme being run at the school. Cllr Durrant noted that the rules for Clift Meadow should be checked to allow for the scheme. It is believed that this should be in order. Cllr Tomblin noted concerns about the scheme needing funding on an ongoing basis, and also security concerns. This is being taken into consideration. Councillors were generally very supportive of the scheme. A formal grant application was requested, to be considered at the October meeting.
10.2	Bramley School Association fireworks – an application has been received for £1000 towards the annual fireworks event at the School. Proceeds from the event will go towards an outdoor allotment facility at the school, to be maintained by the children. Cllr Tomblin noted that the PC should be acknowledged as contributing to the event in any supporting literature. The event will be charged for on the night for attendance, and this has been included in the budget. Cllr Durrant proposed giving the grant, Cllr Marshall seconded, unanimously agreed. Clerk to process.	*Clerk*
11	Finance
11.1	Payments and reconciliation approval – see appendix C The Clerk noted the payments on the reconciliation. She noted the following: A statement of payments for August was sent out and agreed via email. This was agreed in principle at the July meeting. An expenses submission has been received today from Cllr Ansell, for £109.44 for a lighting system for the WW1 beacon ceremony. Cllr Bell has submitted expenses of £32.40 for the attendance at a recent HALC meeting It was unanimously agreed to approve the payments– Clerk to process.	*Clerk*
11.2	Acknowledgement of Receipts – see appendix C Receipts were noted. The Clerk noted receipt of the second half of the annual precept. She also noted that the quarter 2 VAT claim will be in the order of £1918. This will be claimed in October.
12	Date of Next meeting
	The next meeting will be held on Tuesday 16^th October 2018.
13	Resolution to exclude press and public from items that may require discussion of possible legal and financial proceedings
	None.
14	Confidential Items
	None. The meeting closed at 10.02pm

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

(Chairman)

Appendix A – Minutes of the Meeting of the Planning Committee

Date:	30^th August 2018	Time: 7.30pm
Place:	Bramley Room, Bramley Village Hall
Present:	Cllr Chris Flooks (Chair)	Cllr Chris Tomblin
	Cllr Malcolm Bell
In attendance:	Maxta Thomas (Clerk)	1 member of the public
Apologies:	Cllr Nick Robinson (Borough)

		*Action*
1	Apologies for Absence
	As listed above.
2	Declarations of Interest
	None.
3	Minutes of the Last Planning Committee Meeting
3.1	The minutes of the Planning Committee meeting held on 11^th June 2018 were unanimously agreed and signed off by the Chairman.
3.2	Matters arising
	No response from Thames Water re drainage strategy, or from BDBC. This needs to be chased again with both BDBC and Thames Water.
4	Planning & Development
4.1	New Applications
a.	18/02047/HSE – Hunters Moon Cufaude Lane Bramley Conversion of part of garage to living accommodation No objections unanimously agreed. Concern that there is not more documentation to be raised with BDBC. Clerk to raise with planning officer.	*Clerk*
b.	18/02094/HSE – 3 Churchlands Bramley Erection of single storey rear extension No objections unanimously agreed. Clerk to process.	*Clerk*
c.	18/02336/HSE – 4 Leighton Close Bramley Erection of single storey rear extension and first floor side extension over garage Cllrs were concerned about the application for the following reasons: The house is in a prominent position in the village, overlooking Clift Meadow. This is the most sensitive street scene of the whole Minchens Lane development. The roofline will be altered, risking a terracing effect. The apex of the proposed conversion of the garage takes it above the adjoining garage and emphasises even more the sharp edge to the property against the barn effect of the neighbouring property. The street scene as proposed by the developers after great discussion with the Parish Council was acceptable to the PC and residents, giving an acceptable view from Clift Meadow but this will destroy that scene. The design of the extension is not in keeping with the original building. Clerk to submit objections on this basis.	*Clerk*
d.	T/00290/18/TCA – Oakhearts Cottage Lane End Bramley Cherry Tree. Remove remains of previously pruned tree Cllrs have no objection and are happy to defer to the BDBC tree officer. However, the Committee would like to see a replacement tree planted if possible. Clerk to process.	*Clerk*
e.	T/00294/18/TPO – Oak House Officers Row Bramley Trees T1-T6: tree work as per schedule dated 09/08/18 to include crown lifting and crown reduction The Committee are happy to defer to the BDBC tree officer decision – it was felt that work was reasonable. Clerk to process.	*Clerk*
f.	18/02375/HSE – 22 Coopers Lane Bramley Erection of single storey rear extension (Part Retrospective) No objection unanimously agreed. Clerk to process.	*Clerk*
g.	T/00313/18/TPO – 6 Churchlands Bramley T1 Ash – remove. T2 Ash – remove. T3 Horse Chestnut – remove. Committee members noted that the trees are important to the street scene, and would request that suitable replacements be considered. Otherwise, the Committee will defer to the BDBC tree officer’s view. Clerk to process.	*Clerk*
h.	Any other new applications None.
4.2	Approvals/Refusals/Pending (see appendix A) – these were noted. The Clerk noted that she has enquired about enforcement for the refused application at Cufaude Lane, but has not received a reply as yet.
5.	Update on Minchens Lane development – s.106 issues
	Cllr Flooks has contacted Persimmon requesting a meeting about the s.106 requirements. The Clerk is chasing BDBC for a meeting about the same. Clerk also to query whether barriers are being placed at end of path at Clift Meadow as agreed, and check lighting is going in and planned. Cllr Tomblin noted his enquiries to BDBC about the transport component of the s.106 agreement – £200k has already been paid to Highways, another £200k is due very soon, with another £150k later on. All payments will go to Highways. It was noted that the access to the development is not functioning as intended, which is causing issues on Minchens Lane itself. HCC Highways to be contacted with PC concerns. Cllr Flooks to take forward.	*Clerk* *Cllr Flooks*
6.	Upper Cufaude Farm proposals
	The developer for Upper Cufaude Farm is having a public exhibition on 17^th September, and has invited Councillors to a private viewing before the exhibition opens. It was agreed that this would work better after the public session – Clerk to contact developer to arrange. Clerk also to encourage all councillors to attend the public session. Cllr Tomblin noted that the proposals do not include the plans for the entire site; part of it has been held back at present. There are possible issues with access to Cufaude Lane, but it is difficult to tell at this stage. No planning application has been submitted as yet.	*Clerk*
7.	Update on Unlawful Development
	The planning appeal for the Cufaude Lane planning application was due to be heard at the end of June. However, the Planning Inspector at the hearing noted that there is an ongoing injunction appeal for the same site, and ruled that both hearings should be held at the same time, and therefore postponed the planning appeal. There is no new date scheduled at present.
8.	Date of Next Meeting
	The date of the next Planning Committee meeting will be on 12^th September 2018. Meeting closed at 8.45pm.