MINUTES OF THE MEETING OF OAKLEY & DEANE PARISH COUNCIL HELD ON 12 SEPTEMBER 2013
Present: Mrs. Blackman, Mrs. Burgess, Mr. Ellison, Mr. Frankland, Mrs. Gavin, Mr. Law Mr. Scott (chair) Mrs. Taylor (borough councilors)
1. Apologies for Absence
Mrs. Boutle, Mr. Bullions, Mrs. Davis, Mr. Favell, Mr. Hewitt, Mrs. Hollis,
2. Notices
Mrs. Gavin reported that she had attended a very useful Introduction to Planning for Councilors course organized by HALC. In particular it clarified the planning approvals and appeals process. It had been suggested at the training, that parish councils establish a good working relationship with the local planning officers by inviting them to speak to the parish council on the expectations of the planners when a planning committee reviews an application. Mrs. Taylor supported this.
3. Minutes
Following the approval of two typographical errors, the minutes of the meeting held on 13 June 2013 were confirmed and signed by the Chairman.
4. Matters arising from the Minutes
There were no matters arising from the minutes which would not be dealt with in subsequent agenda items.
5. Planning Matters
a) Minutes of the Planning Committee held on 18 July and 15 August 2013
The minutes of the Planning Committee Meetings of 18 July and 15 August were reviewed accepted by the council.
Mr. Law expressed concern, to the council, that it appeared the Parish Council
Planning Committee’s comments regarding planning applications were being ignored by the borough planning officers when making application decisions. Mrs. Gavin confirmed that she has created an ongoing record of the parish council objections and comments and the eventual outcome which could be used to clarify the concern.
b) Neighbourhood Plan
The chairman confirmed that the Basingstoke and Deane Borough Council had confirmed the Oakley and Deane Neighbourhood Area as the whole parish. The chairman also reported the activities of the neighbourhood planning team, now numbering fourteen. Over the summer four sub-teams had considered the high level aspects of the borough local plan requirements, local potential development sites, community engagement and the evidence base. He also confirmed that the Basingstoke and Deane Borough plan is expected to be ready for independent examination in the late summer of 2014 and that our local plan should be developed in parallel to this time scale.
The clerk confirmed that the requested grant of £4,250 had been approved and, subject to sight of the bank statement, 90% of this should have been transferred to the parish council account. The remainder will be transferred at the end of the Neighbourhood Planning process. The clerk also confirmed that a total of £7,000 is available and the team could apply for further funding if it became needed.
c) Basingstoke and Deane Local Plan
The chairman reported that the parish council’s response to the Local Plan will be provided by the Strategic Planning Working Party.
Councilor Taylor clarified her letter that had been published in the September 2013 issue of The Link by explaining that her first priority was to resist the development of any dwellings in the land to the East of the Battledown Bridge. She urged council members to similarly resist this development by the consultation deadline on 4 October 2013. She also suggested that letters of objection request that any money released by development in this area be allocated to the improvement of the Pack Lane/Oakley Lane junction.
Councilor Taylor also informed the council that the Economic Prosperity and Performance Committee of the Basingstoke and Deane Borough Council had to consider a number of changes to the Manydown Plan when it next met.
6. Oakley Community Association
The clerk read a report prepared by Mrs. Hollis on behalf of the Community Association. Attendance at the OCA stand at the village show had resulted in 26 new members being recruited.
At the OCA AGM it had been reported that most of the objectives set out for 2012/13 had been achieved. Future events discussed included a car boot sale, an open garden day, support for the Jubiloaks proposals, a firework event and a Halloween event.
The 2014 Sports Weekend had been scheduled for 26 and 27 April.
The report noted that because of a rescheduling of the OCA committee dates there would be no report available at the October Parish Council meeting.
7. Working Party Reports
a) Burial Ground and Churchyard
The chairman reported that the working party would meet shortly to discuss the Parish Council’s response to the quinquennial architect’s report of the state of the St Leonard’s churchyard.
b) Environment
Mrs. Gavin presented the report of the Environment Working Party.
The main pond duck population now stands at seven with the recent introduction of four females, a gift from North Waltham Parish Council. The chairman was asked to write a letter of thanks to the contact, Adele Stevenson.
The hanging basket competition received disappointingly low numbers of entries, with the exception of an increase in the number of entries from Meon Road. The working party had decided to run it again in 2014 and hope that entries would be higher once this year’s entrants commented on their enjoyment.
The project for the schools in this year’s schools competition was ‘Native Birds’. Classes participated well. The contribution from the junior school was more varied and the working party is considering changing the criteria for the competition in 2014 to more evenly balance the ages and time availability. The new trophy was presented.
Planting of the diamond flower bed is to be carried out at the end of September.
The clerk confirmed that the Boaz Project could not provide the quantity of plants needed for the summer 2014 planting. It was suggested that the watering of the flower beds could be adopted by the handyman. This suggestion was carried forward to the confidential items.
The bulb planting is planned for the beginning of October. The parish councilors are asked to provide suggestions for location.
The installation of wildlife boxes is on hold at the moment and will recommence once handyman service has been resumed.
The WI bench had been installed and well received. The installation of this was paid for by the parish council. The clerk was asked to add the repair of the bench near the St John’s Garden of Remembrance to the handyman’s job list. The clerk was also asked to chase the installation of the bench on the MUR.
The clerk was asked to organize the maintenance of both ponds and progress the installation of a silt trap for the Rectory Road pond which Hampshire County Council had said was unfeasible. The WP reported that the overhanging tree above the seat at the Rectory Road pond had been cut back by the resident’s at the manor. The clerk confirmed that in fact he had done it.
The WP reported that the footpaths it had checked were in good condition underfoot but some required head height trimming.
The working party report included mention of the Jubiloaks open meeting which had been held on 3 September. Jubiloaks is now affiliated with Natural Basingstoke.
Allotment rental invoices had been distributed to all plotholders. The report stated that allotments held by non-payers had been reallocated. The clerk confirmed that this is not so and no allotments will be reallocated until one month after the quarter day on 29 September to allow all plotholders time to pay.
The clerk was asked to source and install a replacement litter bin for the corner of the Drive and Kennet Way.
The WP reported that Jubiloaks was taking over responsibility for the maintenance of the Multi-User Route from Hampshire County Council Rights of Way team. Council had no objection to this
c) Finance
The external audit comment was presented to the council and discussed.
After discussion Mrs. Gavin proposed and Mrs. Burgess seconded that the council insurance premium be renewed for one year only. This was agreed by the council.
The clerk was asked to approach HALC for clarification regarding the new supervision clause in the insurance policy.
d) Publicity
Mrs. Burgess presented the Publicity Working Party Report. The parish newsletters will be finalized on 16 September and distributed in early October.
The act of remembrance is now fully organized. The council approved the budgeted expenditure of £100 for a cable to provide electricity to the public address system at the service.
Mrs. Burgess reported that the tea towel stock is very low and asked the council for permission to order a new stock, understanding that the retail price will increase to £3.00 as a result of new purchase prices. The council approved this purchase.
Local businesses will be holding a Christmas Fair. Mrs. Burgess asked the council if the Publicity WP could have a stall selling village merchandise at a cost of £10.00. This was agreed.
Mr. Frankland reported that the website continues to receive around 450 visitors each month; over 70% of these are new visitors.
e) Sports Grounds and Play Areas
Mr. Ellison reported that the tiling and flooring repairs had now been completed at the Newfound Pavilion at a cost of just under £1,000. This is around 50% of the budgeted figure and Mr. Ellison asked the council to consider putting the remainder towards the purchase of a water softener for the Newfound Pavilion.
The clerk reported that communication had been received from a resident bordering the Avon Road Play Area regarding damage to her fence cause by trees in the park. The clerk was asked to approach Simon Warner for a quotation to remove the trees.
The clerk asked for approval to spend £250 from the handyman materials budget for a leaf blower. A borrowed machine has been used for some years but this is no longer available. This expenditure was agreed.
The clerk informed the council that high risk damage had been done to the Wicksteed multi play unit in the Avon Road Play Area. Despite emergency repairs this still represented a hazard. The clerk was asked to approach EJS to discuss the damage and to obtain a quotation for its repair. The council agreed that the equipment did not need closing.
8. Village Show
Mrs. Burgess reported that the Village Show attracted its highest ever attendance and good feedback had been received from the public. The Chairman was asked to write to the Village Show committee and the retiring members to thank them for their efforts.
9. Highway Matters
a) Community Speedwatch
Mr. Frankland reported that, as a result of the article in The Link, seven new Community Speedwatch volunteers had been recruited. Mr. Frankland will organize a training event. The new recruits will help spread the load of administration. Mr. Frankland also presented the evaluation of the campaign he had written which included a number of suggestions for improvements including the authority to run Speedwatch sessions with fewer members and remote data entry. These suggestions were being considered by the Hampshire police.
b) The Vale Parking restrictions
The parking scheme is now working well and has significantly reduced the congestion at the school crossing patrol point.
c) Rectory Road Pond
The clerk was asked to arrange a meeting on-site to discuss the silting.
d) Oakley Lane Speed Limit
Mr. Frankland confirmed that, following discussions with Hampshire police, it is clear that a 20MPH speed limit is legally enforceable.
e) Sunnymead Disabled Parking Scheme
The council has no objection to the scheme as proposed providing the wider issue of parking in Sunnymead is addressed as an urgent matter by Basingstoke and Deane Borough Council.
f) Deane Gate Crossroads
Mr. Law pointed out that the difficulties at the Deane Gate crossroads would be made worse if the planning application for the proposed Indian restaurant was approved by the borough council. The clerk was asked to write to the borough planning officer responsible with this comment.
10. Payment of Accounts
RESOLVED: That the following accounts be paid -
Macallan Penfold / 300.00 / Architects feeCash / 200.00 / Village Show
Tina the Cleaner / 95.20 / Pavilion cleaning
Display Max Ltd / 168.00 / Village Show Signs
Amazon / 17.53 / Suspension files
Office Direct / 110.38 / Filing Cabinet
Peter Raine / 129.00 / Seat installation
Oakley with Wootton / 7.80 / Photocopying
B&DBC / 289.99 / Grounds Maintenance
Larkstel / 1813.70 / Grounds Maintenance
Jeanettes / 241.49 / Trophies and engraving
Tina the Cleaner / 151.61 / Pavilion cleaning
S E Water / 65.43 / PH Water
Cliff North Flooring / 522.00 / Newfound floor repair
BDO / 960.00 / Audit Fee
HMRC / 452.27 / July Payment
Oakley with Wootton / 7.80 / A3 Colour Copying
G Kebby / 420.00 / Newfound tiling
Promow / 664.00 / Grounds Maintenance
Sally Warner / 161.58 / Show Expenses
Ian Pryce / 195.95 / Expenses
Ann Davis / 47.44 / Show prizes
B&DBC / 1.00 / PH Rent
Hampshire County Council / 22.58 / Pavilion Supplies
Malshanger Estate / 176.19 / Allotment water
Promow / 664.00 / Grounds Maintenance
B&DBC / 289.99 / Grounds Maintenance
S E Water / 27.08 / Newfound water
Larkstel / 1,742.90 / Grounds Maintenance
HALC / 36.00 / Planning course for Wendy Gavin
J Boutle / 70.00 / Hanging basket competition prizes
M Fitzsimmons / 40.34 / Show admin expenses
HMRC / 494.47 / August tax and NI payment
11. Circulars and Correspondence