Minutes 19th September 2017

 Minutes of the Meeting of the Council

3.1

3.2

None.

5.1

Cllr Flooks and the Clerk summarised the decisions made at the Planning Committee meeting held on 13^th September (see appendix A and B).  These decisions were ratified by the full council.  Clerk to make responses accordingly.  Cllr Robinson noted that the Patricias Cottage planning application has been called this in to the DC Committee.

Clerk

5.2

5.3

Subsequent to an in depth meeting between the Parish Council and Persimmon, and the Parish Council and BDBC planning officers, the Phase 2 reserved matters application has now been granted.

5.4

Cllr Bell confirmed that Thames Water is investigating the cumulative impact that the various developments in Bramley will have on Bow Brook, particularly with regards to the connection to the sewage mains.

5.5

5.6

• Unused s.106 allocation from previous development – Bramley PC need to meet with officers at BDBC to clarify some issues with how funds have been allocated.  Cllr Durrant proposed that Cllr Tomblin should take the lead on this; this was unanimously agreed.  Clerk to set up meeting between Bramley PC and BDBC officers.
• S.106 agreement for Minchens Lane development – the summary document of the current status was noted.
• The scoping proforma for s.106 allocation from the Strawberry Fields development has been circulated.  It was agreed that Bramley PC should meet with the BDBC planning officer and Bewley Homes to discuss.  Clerk and Cllr Tomblin to take forward.

Clerk/Cllr Tomblin

Clerk/Cllr Tomblin

5.7

It was agreed that the Committee can respond immediately to routine applications.  However, anything contentious or out of the ordinary should go to full Council.

Subject to the above amendments, Cllr Tomblin proposed and Cllr Durrant seconded that the Terms of Reference be agreed and adopted.  Unanimously agreed.  Clerk to amend, circulate, and place on website.

Clerk

6.1

• The informal atmosphere of last beacon ceremony was very successful.
• Marquee hire is unnecessary as Brocas Hall and the Pavilion could be used.
• The event could be in support of the Royal British Legion.  Cllr Vaughan was asked what events are planned by the RBL– he said there is some reticence on what events are planned.
• A hog roast was suggested.

Cllr Bell to further explore catering options, and also music options.

The final decisions on what kind of event to hold needs to be made at least 6 months ahead of the event itself.

Cllr Bell noted that the proposed PC event is registered with the national co-ordinator for Beacon events.

Cllr Bell

6.2

• Royal British Legion Site.  The occupants have been served with notice to quit by today.  However, the police impounded their vehicles over the weekend, so it is unclear whether they have been able to move away.
• Clift Meadow car park – caravans moved across to the car park from Minchens Court at the weekend.  Police and BDBC are aware.  The Trustees have taken advice and are pursuing legal removal via a local firm of solicitors.  The Trust has requested that the PC cover any legal fees, particularly as it is the landowner.  Cllr Durrant proposed that all costs for the eviction of the unauthorised encampment be paid by the Parish Council; Cllr Flooks seconded, and the motion was unanimously agreed.

Investigations are being made into a possible Parish wide injunction to prevent further unauthorised encampments.  It was agreed that Cllr Bell should look into this further.

Cllr Tomblin suggested that the Parish Council express its disappointment with the current situation with travellers to the local MP.

Cllr Durrant stated that CMT should be encouraged to explore improving the whole site with reference to security.

Cllr Vaughan stated that he has spoken with senior police, and also senior staff at the MOD. He noted that police power under Section 61 (CJPO Act) is surprisingly restrictive.  With regards to MOD site, the MOD have no other powers other than that available to them as landowners.  He has written to the local MP outlining issues in area.

The Dummer gypsy site is unlikely to be re-opened as HCC are now not the responsible planning authority for such sites.

Clerk to put together procedures for dealing with unauthorised encampments.

Clerk to find out how long caravans are barred from sites where they have previously been evicted.

Cllr Bell

Clerk

Clerk

6.3

Cllr Durrant has quotes for the fence work – this will be around £6000-£7000.  A planning application may be required due to the necessary height of the fence.

7.1

7.2

Clerk

7.3

Cllr Ansell will now move on to the next stage of the project, which is to cost out and find suppliers for tablets for each Councillor.  The tablets will be used solely for Parish Council purposes, and it is planned that they will be pre-set up with an email account for each councillor, and read only access to Parish Council documents.  This should eliminate the need for printed paperwork at future meetings.  Cllr Ansell to have proposals ready for the October meeting.

Cllr Ansell

Cllr Ansell

8.1

a.

The Clerk confirmed that the bench at the Burial Ground has now been replaced and installed.

i.            Burial Ground fees review – the Clerk noted that Bramley Burial Ground fees are among the least expensive in the Borough, and that with space beginning to run out in the next few years, a thorough review of fees was recommended.  Cllr Ansell noted that the PC at least needs to cover its costs.  Cllr Ansell to have proposals ready for the next meeting.

ii.            Burial Ground landscaping proposals – Cllr Ansell suggested removing the hedge separating the old and new parts of the Burial Ground, and replacing it with a few decorative trees, thereby freeing up more space for possible cremation plots.  A quote for the work has been received for £1,800 – this does not include planting new trees.  Cllr Durrant proposed accepting the quote and doing the work, Cllr Capel seconded, unanimously agreed.  Clerk to contact contractors.

iii.            Headstone repair – the Clerk noted that since the work to re-instate the headstones earlier in the year, one family have complained that the gilding on their headstone has become worn.  They believe this is due to the headstone being laid flat for some weeks, although the firm who re-instated the stone and BDBC both agree that this is not the case.  The headstone has also subsequently been chipped, possibly by the groundsman.  A quote has been received for repairing the chip for £350 (of which £200 is to remove and refix the stone), and for regilding of a further £468.  Cllr Ansell proposed that the PC pay for repairing the chip.  Owners to talk to borough about gilding.  Unanimously agreed.   Clerk to take forward.

iv.            Allotment tree maintenance – Cllr Ansell noted that some trees over the allotments need some maintenance work, particularly as they are now completely shading some of the allotments and affecting the growth on the allotment.  The trees are in a Conservation Area and therefore the work needs to be cleared through BDBC.  Cllr Ansell has a quote for £350 to thin out the trees, and the woodchip will be returned to the PC.  Cllr Durrant proposed accepting the quote and getting the work done, Cllr Flooks seconded, unanimously agreed.  Cllr Ansell to take forward.

Cllr Ansell

Clerk

Clerk

Cllr Ansell

b.

• Cllr Flooks attended the last meeting.  He noted the fine balance between income and expenditure.  There are also issues with the missing trust deed.  Cllr Flooks suggested that when this was finally resolved that the documents should be stored with the Parish Council.
• Clerk to check with the VHT re the proposed extension.
• Over the summer the Village Hall Trustees needed to place an emergency grant request to repair, update and improve the fire safety equipment at the hall.  The grant request was for £1,175, and was agreed by Councillors via e-mail.  Cllr Durrant proposed that this decision be fully ratified; seconded by Cllr Ansell and unanimously agreed.  The Clerk confirmed that the invoice is now due for payment.
• Cllr Marshall to attend next meeting.

Clerk

Cllr Marshall

c.

• General cutting back of hedges to happen around the car park.
• August is slightly down on income, but this was expected due to the holiday season.
• Concerns raised about rubbish being left over the weekend – believe this to be local youths.
• Shutters will need servicing before the winter.
• The sewage pumps need to be checked before the winter.
• The Youth Club is looking to extend their hours to encourage older children to attend.
• Thanks have been received from the Kemp family for the PC contribution to the commemorative bench.
• Events – wine tasting, pamper evening, farmers market/xmas fair.
• A new trustee, Graham Auld, is pitching in with practical matters.  He has suggested and has started on a cover for the exterior water tap.
• Advance notice of private function at Clift Meadow at end of September, with the possibility of loud fireworks.  The Clerk recommended making neighbours aware.

Cllr Capel

d.

Beginning of term, so no update as present.

e.

i.            Anti-social behaviour issues – issues have continued over the summer.  The situation is being monitored and dealt with as appropriate by the Police.  It was noted that all incidents should be reported via 101 or 999.

f.

i.            The Clerk noted that a new water main is to be installed in Bramley Road, near to the junction with the A340 Aldermaston Road.  It is expected that the work will take 30 weeks to complete, and will commence on Monday 16^th October.  Rolling road closures are expected, with temporary traffic lights for part of the work located on the A340 and Silchester Road.

ii.            Air quality monitoring update – the equipment has now been installed, and Cllr Ansell gave an update on the initial data.  Early results show that nitrous oxide levels are very high at school drop off times – main peak is between 8.30am – 9.00am.  More data is required, but information can be used when responding to planning applications.

iii.            Bramley Green Road layby – Cllr Durrant has been liaising with HCC re the installation of a gate by the service area layby in Bramley Green Road.  He proposed that Bramley PC support moves to restrict access to this area, and further proposed financial support of up to £1,000 for the project.   The gate is likely to be installed by the end of October.  Cllr Ansell seconded, unanimously agreed.

iv.            Trees overhanging C32 coming from Sherfield – lorries are now hitting branches.  Clerk to report.

Clerk

g.

Cllr Ansell has held meetings with Network Rail re the footpath issue.  NWR are refusing permission to release land for a footpath and have stated that the footpath does not and has not crossed their land; the impending electrification of the railway means that they will not release land.

This is a major blow to key parts of the safe route to school.  The landowner of the land that the path currently crosses is extremely concerned as the current path is very dangerous during school drop off times and is impacting his business.

History of footpath the needs to be checked out.

Junction modification into School Lane – all surveys have come back clear apart from BT, who need to conduct further surveys.  This may have a significant impact on the project, and on costs.  BT want the PC to pay for the survey, and any work that may be required as a result.  Discussions are ongoing.  The survey will cost £4800 – Cllr Durrant proposed paying for survey from LIF fund; Cllr Flooks seconded, and unanimously agreed.  Cllr Ansell to take forward.

Cllr Ansell

h.

i.            Review of pilot and next steps – the pilot scheme has thus far been successful.  The CSW team are now looking for funding for continuation in the future, as outlined in the report at appendix B.

This item was postponed to the October meeting.

8.2

• Travellers – having myself been subjected to the presence of Travellers in Minchens Court I am dismayed at the lack of action by the police in resolving this issue when criminal action has been done – with regard to Clift Meadow.  I have raised this with our MP, our county councillor and the Chief Executive of BDBC.

When they land on private land there is a process that unfortunately                 needs to be adhered to – in the Minchens Court a word was had with a                 private enforcement company present and a week’s grace was given for          them to move on.  Unfortunately it seems that the moving on was                 actually just across the road in to Clift Meadow.

I am pressing for the old Traveller site at Dummer to be re-opened as a                 short term measure to ensure there is an authorized traveller site.                  Unfortunately it seems HCC is resistant to this call which has also been                 supported by our MP and County Councillor.

I have also been approached by Clift Surgery as they are concerned                 about Travellers coming into their car park – I have sent an email to                 Persimmons to see if they would move the barriers over the entrance- I                 haven’t had a response as yet.

• Community Environment and Partnerships Committee – at this meeting last week it was voted unanimously that weekly bin collections for waste were supported.  This is the largest tender that the council put out and therefore careful consideration was taken on many of the aspects that were discussed.
• Planning – As you know I have been supportive of the Parish Council on the matters of Minchens Lane – to which we seem to have a compromise in place following discussions with Persimmons.  However I am still pressing for a timeframe for the footpaths to be completed which I brought up at the meeting we all attended.
• MB noted that houses for local plan is being increased from 850 to 974 – out for consultation at present.  This may have a significant impact on 5 year housing supply.

Cllr Robinson gave the following verbal report:

• Basing View – the AA are now staying in Basing View.
• The proposed leisure complex is going ahead.
• The Manydown development is out for consultation.
• The Sherfield-on-Loddon Gladman application has been refused.
• He is chasing the s.106 triggers for the Minchens Lane development.
• He is chasing officers re various planning enforcement issues in the Parish.

8.3

• Cllr Vaughan reiterated his points on superfast broadband, and noted that householders need to apply to their provider to obtain it.
• Pollution signs at level crossing – turning engines off.  The signs have been agreed, but locations for the signs are still be discussed..
• Cllr Vaughan noted that the diversion for the water mains replacement is 7 miles long, through Little London.

8.4

i.            Parish Council newsletter – Cllr Durrant noted that a newsletter should be ready for distribution in December.  Postponed to the October meeting.

9.1

10.1

Councillors requested that CMT check how vandal proof and robust the hinges and locks might be.  Once this point has been answered, then email agreement for the grant will be obtained.

Clerk to contact CMT.

Clerk

12.1

The Clerk noted that she has received the external audit results, and expressed her satisfaction that there were no matters that came to the auditor’s attention.

The clerk outlined the payments and reconciliation for September.  She noted the following:

• The PC insurance is now due.  The renewal fee is £1,443, a nearly £100 increase on last year.  This will be the third year of a 3 year long term agreement, and the insurance requirement should be reviewed thoroughly this time next year.  The Clerk noted that the new air quality monitoring equipment has been included in the policy for no extra fee.
• Payment is due of the outstanding amount for the audio/visual system for the Village Hall.
• As stated above, payment is due for the fire safety equipment for the Village Hall.
• Payment is due for the replacement bench for the Burial Ground.
• All other payments as expected

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

Clerk

11.2

Receipts were noted.

The next meeting will be held on Tuesday 17^th October 2017.

 Minutes of the Meeting of the Planning Committee

3.1

Further amendments were proposed:

• If a Committee member is unable to attend any given Committee meeting, they may nominate another Councillor to attend in their stead.  However, the Committee shall be quorate with three councillors present.
• The Committee has delegated powers to consider and recommend Parish Council responses to consultations pertaining to planning policy from Borough or County Council, or at a national level if relevant.
• Any planning application that already has five objections or more made to Basingstoke & Deane Borough Council and/or to Bramley Parish Council shall be referred to the next available full Council meeting.

The Terms of Reference were unanimously agreed subject to the above amendments, and will be put forward to full Council for ratification.

4.1

1. 17/02659/VLA – Land At Middle Barn Minchens Lane Bramley

Discharge of Section 106 agreement relating to planning permission BDB/48984

• No comments or objections.

1. 17/02805/HSE – Patricias Cottage Bramley Corner Bramley

Erection of detached garage to include first floor study

• It was noted that the elevation diagrams do not accurately show the exterior stairs.
• Councillors noted that the stairs should be on the other side of the extension, as their current position overlooks their neighbour.  If this brings the extension too close to the house, then the whole extension should be moved back to accommodate.
• Objections as outlined above unanimously agreed, and a request that the living space be used solely as a study and not as full living accommodation should be a condition of planning permission if granted.

1. 17/02830/HSE – 4 Tudor Close Bramley

Erection of single storey rear extension following demolition of existing conservatory

• No objections unanimously agreed.

1. 17/02957/HSE – 8 The Mews Bramley

Erection of single storey side/rear wrap around conservatory. Conversion of garage and erection of link extension

• No objections unanimously agreed.

4.2

Beech Farm – the Planning Officer has stated that he is awaiting comments from the Environmental Officer.  The farm building has been vandalised a couple of times over the summer.  However, the Planning Authority has said they can do little – security is up to the owners of the site.  Cllr Robinson to investigate as he feels that planning officers should be enforcing action to ensure that the site is at least maintained.

Cllr Robinson

4.3

Subsequent to an in depth meeting between the Parish Council and Persimmon, and then the Parish Council and BDBC planning officers, the Phase 2 reserved matters application has now been granted.

4.4

Cllr Bell has been liaising with Thames Water with reference to drainage plans for both this and the Minchens Lane development, and the cumulative effect that this might have on Bow Brook.  Thames Water is investigating the impact that the two developments might have.

Cllr Tomblin noted that he wrote to Mike Townsend in his previous capacity as a Borough Councillor, noting that impact on Bow Brook and how there should be an overall drainage strategy taking into account all development in Bramley.  This was going to be looked into, but appears not have been.  Cllr Tomblin requested that Cllr Robinson take the issue further, which he agreed to do.

Cllr Robinson

5.1

Display of 1 no. externally illuminated Fascia Sign and 3 no. window graphics

The issue has been passed to the Environmental Health team at BDBC, who have requested more information from the applicant.  However, there has been no response from the application on the issue in the last two months.  BDBC continue to chase. Cllr Robinson to chase planning officers.

Cllr Robinson

5.2

Change of use of site as a private gypsy site for one family comprising a mobile home, utility room and touring caravan

There are various legal issues to do with the injunction which are currently being pursued by BDBC.  Once these are resolved, it will become clear exactly what action should be taken.  However, there is no timescale on this at present.

5.3

Change of use of open space land to land within residential land (Retrospective)

Subsequent to the refusal of permission by BDBC, the applicants have appealed the decision.

In the meantime, the issue has been highlighted to BDBC officers in charge of Estates, as the land in question is BDBC land.

No enforcement has been carried out to date.

The next meeting will be held on Monday 9^th October 2017.