MINUTES OF THE MEETING OF OAKLEY & DEANE PARISH COUNCIL HELD ON 10 April 2014
Present: Mrs. Blackman, Mrs Boutle, Mr. Bullions, Mrs. Burgess, Mr. Ellison, Mrs. Gavin, Mr. Hewitt, Mr Johnson, Mr. Law, Mr. Scott (Chair).
1. Apologies for Absence
Apologies were received from Mr. Favell, Mr. Frankland, Mrs. Hollis, Mrs. Taylor (Borough Councilor)
2. Notices Circulars and Correspondence
Mr Frankland reported on the meeting with Hampshire Constabulary regarding the future of rural policing. Mr Frankland reported that each rural area was to have the service of a PCSO. Council members believed that the Oakley PCSO had been withdrawn and the clerk was asked to confirm this.
3. Minutes
The minutes of the meeting of the 13 March 2013 were accepted and signed by the Chairman.
4. Matters arising from the Previous Minutes
a) Churchyard tree work
The final administrative stage of the petition for a faculty has been completed and we now await the faculty itself from the Chancellor.
b) Grants for churchyard work
An invoice for the total cost of churchyard maintenance in 2013/14 including the tree work has been accepted by the borough. A meeting to discuss all grants available from the borough has been agreed.
c) Planning Meeting Venues
The plans for the Beech Tree Close development have been received by the borough council. These must now be validated before they can be released for public inspection. It is not clear if this will occur in time to be properly considered before the planning meeting scheduled for 17 April consequently the school hall has been booked for two planning committee meetings.
The Junior School hall has been booked for the planning committee meeting on Thursday 17th April and Thursday 15th May
d) Rectory Road Pond
Following discussion between the clerk and Mrs Boutle, the county highways authority will not be chased regarding the pond desilting until after the breeding season.
e) Burial Ground Booklet
No further progress. The clerk and Mr. Burgess were asked to obtain price quotations from St Leonard’s Centre and the Junior School.
f) Calendar Photographs
The Spotted Oakley request for photographs had been placed and two photographers responded.
g) Oakley Tennis Club court resurfacing funding
The clerk has confirmation that the Oakley Tennis Club has not applied for funds through the Local Infrastructure Funds, but another borough source.
5. Project List
Mrs Blackman gave an update on the project list and will distribute it for review at the May council meeting.
6. Planning Matters
a) Minutes of the Planning Committee held on 20 March 2014
The draft minutes of the Planning Committee were reviewed by the council.
b) Neighbourhood Planning
Mr. Scott the second community survey had been issued. The intention was to gather further information regarding the issues identified in the first survey. The second survey was issued before the development of a retirement village with up to 150 homes at Oakley Hall was made public. As a result the first Neighbourhood Planning public meeting held on 2 April was very critical of the work done thus far and of the Neighbourhood Planning Team. The team understands that, in the current planning climate, developers can apply for permission to build on any piece of land and that, in the absence of a Basingstoke and Deane Local Plan, the only vehicle that can mitigate against this is an issued Neighbourhood Plan. This fact was lost at the public meeting. It is believed that the village has started to become aware of the development challenges it faces. Mr. Scott also reported that large developments were being proposed in Overton and Whitchurch and these in combination with the Manydown developments will put a serious strain on the parish infrastructure. There will be a second public meeting at the Junior School Hall on Thursday 22 April at 7:30. The Neighbourhood Planning Team will meet on Tuesday 15th April to discuss whether to stop the current survey or to continue and assess the impact after it closes at the end of April. The council asked the clerk to send a full and unreserved letter of support for the Neighbourhood Planning work and team.
c) Beech Tree Close
The clerk updated the council regarding the status of the planning application for Beech Tree Close. It was not expected that this would be validated by Basingstoke and Deane Borough Council until Friday 11 April. Following discussion it was believed this would give insufficient time for the plans to be properly considered and a council view formed in time for the April planning committee meeting scheduled for 17 April. The clerk was instructed to cancel the booking for the Junior School Hall for 17 April and the planning committee meeting would revert to the Newfound Pavilion. The clerk will reconfirm the booking at the Junior School for 15 May Planning Committee meeting.
7. Oakley Community Association
The clerk read the report of the OCA meeting held on 31 March. The Oakley Clean Up day held on 22nd March had been very successful. The next major event will be the Sports Weekend to be held on 26 and 27 April. No discussions had been had regarding the proposed bonfire event. The clerk was asked to thank Mrs Hollis for her work with the OCA.
8. Working Party Reports
a) Burial Ground and Churchyard
Burial Ground Regulations
The clerk reported that a funeral director had questioned the rule stating that coffins and ashes containers should be biodegradable. This is a problem because ashes are released from the crematorium in polypropylene containers and some relatives do not wish to add expense by purchasing a second container. After discussions regarding the practicality of the enforcement of the rule the Burial Ground Working Party agreed to discuss this at their next meeting.
Letter to plot holders
Mrs Blackman had drafted a letter to the holders of grave and ashes plots deemed to be in serious breach of the Burial Ground rules and regulations. Mr. Scott told the council that he had a list of those plots and would work with the clerk to issue the letters from the Parish Council.
Notice Board
The clerk was asked to obtain an updated quotation and more detailed design from Mr. Rounce.
b) Environment
Jubiloaks
Mrs. Boutle had attended the AGM of Jubiloaks on 13 May. There is no further progress regarding the proposed Jubilee Wood. Several hundred whips, primroses and Royal Oaks had been planted along the multi-user way. The Woodlands Trust is launching an initiative to promote the planting of WW1 commemorative woods. Jubiloaks is planning to ask for permission to extend this.
Mrs. Boutle reported that one of the new female ducks had been damaged. Following inspection it was decided that natural healing would probably take place and the duck should be left at the pond. A large number of duck eggs had been laid on the island. After discussion the council decided to leave them until the ponds annual maintenance. It was planned to sow the commemorative poppies.
The clerk was asked to buy liners and bins up to the agreed budget of £450.00. In future years the clerk will ask the litter wardens to complete their inspections by the end of September in time for the October budget setting process.
c) Finance
Parish Donation
The Chairman gave a report regarding an Evergreens member who had donated the proceeds from the sale of jewelry for the benefit of parish projects. After sales costs a cheque for £3,980 was passed to the clerk. This was to be ring fenced until an appropriate project can be identified.
Grass Cutting at All Saints Church Deane
Mrs. Blackman reported that a churchyard maintenance grant had regularly paid to the Parochial Church Council or Deane. In 2013 this amounted to £400 and in 2012 £375. Mrs. Gavin proposed and Mrs. Burgess seconded that a grant of £350.00 be paid in 2014. This was agreed by the council.
Mileage Rate Paid to Councilors.
The clerk had researched the mileage rate paid to Oakley and Deane parish councilors for the use of private cars on parish business outside of the Basingstoke and Deane Borough. For some years this was paid at a rate of 65p per mile. At this rate an income tax liability was incurred as the rate exceeded the HMRC agreed Fixed Profit Scheme rate of 45p per mile. Mrs. Boutle proposed and Mr. Ellison seconded that the mileage rate be reduced to 45p with immediate effect. This was agreed by the council.
Beach Park Fencing
The clerk was asked to check if the S106 funds allocated to the replacement of the Beach Park Fencing had been paid.
Mrs. Boutle asked how S106 money had been allocated to two of the village halls. Mrs. Blackman responded that S106 money is allocated by the Basingstoke and Deane Borough Council to very specific categories which are negotiated with developers. In the particular case under question the council was aware that money was available for the improvement of village halls and had passed the information to the village hall management committees to implement.
Stongbond Reconciliation Account
The reconciliation of the final Strongbond account had proven difficult. In particular a payment of circa £2,000 in May 2013 did not appear to have a supporting architects certificate. The clerk was asked to identify this payment and search for a certificate. The rectification work to the track was included in the original snagging list produced by the architect, however it now appears that there is disagreement over whether this can be completed. Mr. Ellison will follow up with the architect. Mrs. Blackman will attempt reconciliation once the architect’s certificate for the £2,000 payment has been provided.
Mr. Hewitt proposed and Mrs. Burgess seconded that the Strongbond Retention Account be paid once the appropriate architect’s certificate has been located. This was agreed by the council.
d) Publicity
The arrangements for the Annual Parish Meeting, to be held on 1 May, were all in place. The clerk was asked to invite John Glasscock, chairman of the Neighbourhood Planning Team to attend and present if he wished. The police will be present. Cllr Anna McNair-Scott is unable to attend. The House is sitting on that Thursday, but Sir George Young MP will attend if he can get away in time. Derek Burgess will produce 10 posters for display in the village. Parish Councilors are invited to assist with refreshments from 7:00.
e) Sports Grounds and Play Areas
Peter Houseman Field Track
The tack inside the gate to the Peter Houseman Field has deteriorated very badly over the winter and the clerk was receiving regular complaints from users. Nr Ellosn commented that there were two bad patches and several large holes and that the track would require permanent renovation. The Sports Grounds and Play Areas Working Party will include this work in the next budgets for the next financial year. The clerk was asked to implement immediate temporary repairs up to £250.
Outside of the field gate there is no clear ownership of the track. The neighbours are complaining about the state of that also claiming that the volume of sports field users has increased and this has caused damage. The clerk was asked to assess the cost of filling the holes outside, on a temporary basis also. Mr. Hewitt noted that a large pile of rubble had been left in the fields adjacent to Station Road as a result of the railway footbridge work. The clerk was asked to investigate if this could be used to repair the track.
Skate Park
A number of issues had been identified in the annual inspection at the skate park. In all cases these comprised of issues which were not included in the standards in place when the park was built but had now been included in subsequent standards. Mr. Frankland provided a report and quotations for immediate repairs and for ongoing maintenance. Following discussion it was agreed to proceed with immediate repairs and consider an annual maintenasnce contract in the budgets for the next financial year.
Mrs. Burgess proposed and Mr. Johnson seconded that the immediate repairs are rectified at a cost of £329.00 plus VAT. This was agreed by the council.
Play Areas
Mr Ellison proposed that E J Services be asked to consult on repairs and warranty work at the play areas. Mr. Ellison will produce a draft routine maintenance policy for consideration at the June meeting. The clerk was asked to organize a programme of handyman tasks to address some of the issues at the play areas, to be integrated with the routine handyman work.
9. Village Show
Mr. Johnson reported that the show schedule had been printed and distributed. It was intended to site the Oakley Parish Council Gazebo next to the Neighbourhood Planning Gazebo to enable space and manpower to be shared. The clerk was asked to buy one larger gazebo, as was purchased in 2013, up to the value of £150.00 plus VAT for the Neighbourhood Planning Team. The funding was to be charged to the Neighbourhood Planning budget.
10. Highways
The council discussed Mr. Frankland’s report which had been circulated with the meeting papers.
11. Accounts
RESOLVED: That the following accounts be paid –
Tina Harrington / 131.76 / Cleaning MarchMartin Bastick / 184.25 / Handyman work in March
John Dollin Printing Services / 299.00 / Parish Newsletters
St Leonard’s Centre / 39.00 / Neighbourhood Planning expenses
Larkstel / 1987.75 / Grounds Maintenance
John Dollin / 339.00 / Neighbourhood Planning Leaflets
B&DBC / 290.09 / Grounds maintenance
BT / 37.83 / Telephone service
I M Pryce / 82.37 / Expenses
F Bullions / 53.39 / Expenses
Strongbond / 6,105.73 / Retention account**
Promow / 664.00 / Grounds maintenance
John Dollin / 371.00 / Village Show schedule
John Dollin / 115.00 / Neighbourhood Planning Leaflet
Strongbond / 347.08 / Additional works to door, trophy cabinet and brackets
Southern Electricity / 677.29 / Electricity
Southern Electricity - Gas / 929.59 / Gas
D. Burgess / 32.25 / Insulated jugs
HMRC / 467.28 / April payment
Act4Africa / 50.00 / Emma Felton sponsorship
R Scott / 27.20 / Travelling expenses
HALC / 829.00 / Affiliation fee
** See note above regarding payment of this account.