Minutes of the Meeting of the Council

Date:

Wednesday 21^st October 2015

Time:

7.30pm

Place:

Committee Room, Bramley Village Hall

Present:

Cllr Durrant (Chair)

Cllr Bell

Cllr Murphy

Cllr Clarke

Cllr Capel

Cllr Lane

In Attendance:

Maxta Thomas (Clerk)

3 members of the public

Cllr Tomblin (Borough)

Cllr Robinson (Borough)

Apologies:

Cllr Ansell

Cllr Marshall

Cllr Keith Chapman (County)

PCSO Nathaniel Johnson

1

Apologies for Absence

As listed above.  

2

Declarations of Interest

None. 

3

Minutes of the Last Parish Council Meeting

3.1

Cllr Capel proposed and Cllr Durrant seconded that the minutes of the meeting held on 16^th September 2015 were a true and accurate record.  Unanimously agreed.   The minutes were signed by the Chairman. 

3.2

Matters arising

None.

4

Open Forum

4.1

The Chairman invited questions and comments from those present.

Craig Henderson-Bowman asked when roads at the German Road development will be adopted. 

5

Planning & Development

5.1

New Applications

T/00319/15/TPO - The Royal British Legion The Street Bramley

T1) Goat Willow: fell at 1m height. T2) Hawthorn: crown reduce to no smaller than 2m in height with a canopy spread of no less than 1.5m. T3 Ash: fell.

Councillors noted that the application is incomplete as there is no supporting evidence, inconsistent and not submitted by the landowner.  Therefore it was unanimously agreed to object on these grounds.   

15/03423/FUL - Land Adjacent The Street Bramley

Erection of two no. 4 bedroom dwellings with detached garages and associated landscaping and access works

It was noted that the access is very close to the exit from Cufaude Lane.  It was also noted that there were inaccuracies in the supporting documents.  The plans appear to not leave any access into field behind the development, and ownership of this field is unclear.  The application creates similar problems to the larger development application on the other side of Cufaude Lane.  It was agreed that the principle objections were on access and deterioration of the rural feel of the area, which is in a Conservation Area.  Clerk to respond accordingly. 

T/00400/15/TCA - 4 Churchlands, Bramley

Notice of intent to T1/T2  willows - repollard due to decay in base finished height will be 3.5m.  T3 Dawn redwood – lift off of garage to give a 2m clearance

A lack of supporting documentation was noted, as was number of trees that have already been felled in Churchlands in recent years.  It was agreed that the Clerk should ask the Tree Officers to take a cumulative look at trees felled in the area.

T/00397/15/TPO - 6 North Row Bramley

T4 Oak - rear of 6/7 North Row. reduce leader with stem damage/decay by 2m and reduce lateral branches above damage by 1m and remove deadwood. T5 Oak - rear of 5/6 North Row reduce two main scaffold limb structures on south side to reduce loading by 5m T7 Oak - reduce to 5m monouth due to major decay in stem at 2m

Cllr Durrant noted that no expert opinion was included in the documentation.  Clerk to reply that Bramley PC wish to see full evidence before commenting.

Clerk

Clerk

Clerk

Clerk

5.2

Approvals/Refusals – recent approvals and refusals were noted (appendix A)

5.3

Cufaude Lane traveller site – the owner appeared before Basingstoke Magistrates Court on the 17 September 2015  in respect of non-compliance with the enforcement notice.  He pleaded guilty and was ordered to pay approximately £3000 in fines.  The owner has been required to comply with the enforcement notice within 28 days of 23^rd September 2015.

Cllr Murphy noted that the owner has now complied with the enforcement notice, and appears to be working on the land.  Situation to be monitored. 

5.4

Strawberry Fields & The Street Developments – Objections to both applications have been lodged with BDBC, and the PC has been in close contact with both planning officers involved.   

5.5

Local Development Plan update

a.

Inspectors Review – Cllr Durrant has attended 3 days of the inspection process so far, raising concerns on Bramley’s behalf, and summarising the current situation.  This is with regards to Bramley specifically, and also including issues concerning the Manydown development.  Cllr Durrant noted that the sessions were well attended by developers.  Cllr Robinson noted that the Manydown development will take time to come to fruition, and he also noted opposition from residents in the surrounding area. 

b.

Omission Sites Review – meeting will be on 22^nd October.  Cllr Durrant is planning to attend if no other councillor is available.  Omission sites are those that are not included in plan that developers feel should be. 

Phase 2 of Strawberry Fields is in the plan as an omission site, despite phase 1 not having been agreed yet.

6

Clerk’s Report & Correspondence

Actions from previous meeting:

• Definition of a District Centre – according to the Planning Portal, document PPS5 states that a District Centre is ‘Groups of shops, separate from the town centre, usually containing at least one food supermarket or superstore and non-retail service uses such as banks, building societies and restaurants.’  This document is a useful Glossary of Terms that are in common usage.  Clerk to email the link to all councillors
• Clift Meadow Trust re supply refreshments on the day of the 2016 Bramley Road Race.  Still to be actioned.
• Development responses have been sent to Edward Rehill at BDBC.
• Current police details still to be placed on noticeboards

Report/Correspondence:

• A resident of North Row has sent an email to Ranil Jayawardena MP and copied the Clerk.  She complained about ongoing issues of fly tipping in the brook running past North Row and up past Strawberry Fields, the effect this has on local wildlife, and the lack of action on this from various relevant official bodies.  Cllr Durrant and the Clerk have met with the complainant, and taken a good look at the issues identified.  As a result, the Clerk has obtained copies of ongoing correspondence on the issue, and will liaise with the Litter Warden and BDBC in the first instance in an attempt to achieve a lasting solution.  It has also been suggested that an education event could be held at the School for the children, with a talk being given by the appropriate authority – possibly the Environment Agency.  This will be investigated. 
• The Clerk has attended the HALC AGM.  The focus for this year was on devolution for the Hampshire area.  The aim appears to be to devolve more powers down to the lower tiers of local government, which may present some interesting opportunities for Parish Councils.  Clerk to forward copies of presentations and supporting paperwork to all councillors.  Cllr Tomblin noted that the BDBC leader is acting as the representative for the North Hampshire area.  He also noted that the process will take a long time – there is much consultation to be carried out, and negotiating with the Government. 
• Councillor training – the first training session has been held, and was very successful, with attendees from Sherfield-on-Loddon and Silchester, as well as Bramley.  The second session is on 22^nd October.
• A concerned resident has highlighted concerns about a potentially offensive Halloween display in Beckett Gardens.  This has been forwarded to BDBC for action.
• The external audit documents have been received from BDO.  After a request for a great deal of extra paperwork, BDO have passed the audit just two very minor advisories; one noting that the annual return did not add up by £1.00, and the other noting that a minute reference was missing on the audit form.  The Clerk noted her satisfaction with the successful audit after a very busy and difficult financial year.

Clerk

Clerk

Clerk

Clerk

Clerk

7

Reports

7.1

Reports from Parish Council representatives

a.

Allotments & Burial Ground Update – see appendix B. 

Allotments - It was proposed by Cllr Durrant and seconded by Cllr Lane to set the 2016 Allotment rates at the same level as 2015.  Unanimously agreed.

Burial Ground:

• Rates for the Burial Ground need to be reviewed.  Clerk and Cllr Ansell to action.
• Burial Ground H&S actions – still to be carried out.
• Burial Ground gate – work has been completed.

Cllr Ansell /Clerk

Clerk

Clerk

b.

Neighbourhood Development Plan – Cllr Bell gave a verbal update.

• Consultation Progress report - it is taking a lot of time to go through the responses to the consultation.  Cllr Bell has responded to all participants to the consultation.  The NDP will need significant editing as a result.  He noted the difficulty of work with so few people working on it.  An extraordinary PC meeting will be required to approve the amended plan.  Cllr Clarke asked if BDBC were committed to supporting the Bramley NDP – Cllr Bell confirmed that they were, and have been very supportive.  He noted that developers are stating that as the emerging LDP and NDP are not approved, they cannot be taken into account when considering planning applications – this will cause issues with appeals if such applications are rejected.  Concerns were expressed by councillors on timescales, given that BDBC have to consider their own LDP, and NDPs from various parishes in the district.
• Meeting with MP - Meeting was at Hart DC offices – Mr Jaywardena believed that representations were being made to him as an MP on the NDP.  He was supportive of neighbourhood planning in general, and has written a letter to the BDBC CEO in support of Bramley NDP.  He noted that infrastructure should be put in place ahead of any development.  He expressed surprise that brownfield sites had not been explored in the NDP – there are none in Bramley.  He then enquired why BDBC are not looking at brownfield sites in the wider area, and suggested that BPC should speak to BDBC about this.  This does not come under the NDP remit.  The letter will be made available on the BPC website. 

Cllr Durrant noted that he has written to the MP asking him if he is in support of Bramley PCs objections to the Strawberry Fields and The Street developments – he has not responded directly to date. 

Volunteer Event – Cllr Durrant proposed holding a Christmas social event for all PC volunteers and partners, and particularly those on the NDP, to say thank you for their hard work over the past year.  It was agreed that this should wait until the NDP is ready for submission. 

Clerk/Cllr Bell

c.

Village Hall Trust – see appendix B.  Cllr Lane noted that Trustees have asked if the PC could look at the possibility of having a noticeboard near station for displaying Village Hall events.  It was noted that this could possibly be shared with Clift Meadow.  Clerk to send details of suppliers. 

Clerk

d.

Clift Meadow Trust – see appendix B. 

Cllr Capel noted that there is nearly £20,000 s.106 funding still available from the German Road development.  It has been suggested that this be used to tarmac part of the Clift Meadow car park.  However, Cllr Durrant noted that part of the s.106 agreement entered into for Minchens Lane includes tarmacking and expanding the car park.  It may be used for improving the car park, but not tarmacking. 

It was agreed that Cllr Tomblin would contact both Clift Meadow and the Village Hall for ideas to use the remaining funding, and that he would liaise with BDBC officers.  This is urgent, as the money reverts to the developer at the end of November.

Cllr Tomblin

e.

Education & Schools – see appendix B. 

f.

Policing and Neighbourhood Watch – see appendix B.

g.

Highways & Road Closures

• Minchens Lane flooding
• Olivers Lane fallen branch  - possibly done
• Pothole at the Bramley Lane/Olivers Lane junction – possibly done
• Collapsed culvert at Folly Lane
• Cufaude Lane flooding

The above issues have all been reported.  The Clerk is awaiting an update from HCC Highways.

• Campbell Road bus stops – the Clerk is seeking a quote for the work.  This is expected in the next few days.
• Pigeon Close – Cllr Ansell absent, so no update.
• Bullsdown Farm field path repair – Cllr Ansell absent, so no update.
• Cinder Track lights – ongoing.  Clerk is chasing.

Road Closures/Works – the following were noted:

• Cufaude Lane – a large section of Cufaude Lane will be closed for the next six months.  The Clerk noted that she had not received official notification of this closure.  Some concern was expressed about signage for the closure.  Croudace to be written to enquire about the lack of communication.  Clerk to find out about communication, diversions, etc. 
• Ash Lane – this is due to be closed from 2^nd – 9^th November.
• The Street – drainage works are being carried out near Lantern Courtyard and Cufaude Lane.  It is anticipated that these will be complete by 29^th October.  Cllr Capel has been in touch with HCC, who have said that work has not started yet.  Clerk to investigate. 

Clerk

Clerk

Clerk

Clerk

h.

Road Safety proposals – see appendix B.    Cllr Ansell and Cllr Durrant have met with HCC and Lesley Murphy from BDBC.  They are now aware of the seriousness of Bramley PCs proposals.  Highways to write an initial report to be given to Bramley PC and BDBC outlining work to be done, which is due in mid-November.  Next stage will be a feasibility study, which will initially need to be funded by PC, but will be refunded by LIF.   If a decision on expenditure is required prior to the November PC meeting then it can be added to the agenda for the Extraordinary meeting to discuss the amended NDP.

Clerk

7.2

Borough Councillor Report – Cllr Tomblin and Cllr Robinson gave a verbal update. 

• Governance review for Taylors Farm is now done, and it will become the new PC of Sherfield Park from May 2016. 
• Electoral review of BDBC due in 2017/18.  It will not cover parish boundaries. 
• Critical Care Unit has received planning permission, although funding could be a problem.
• Dixon Road traveller site – issues are ongoing, and owners have put in an appeal on application for three caravan sites. 
• Motion for supporting refugees in the BDBC area to be debated at the next full council meeting.
• Stephen Ball has been appointed as the Priest in Charge for the benefice of Bramley, Stratfield Turgis, & Hartley Wespall.
• The Borough is looking at brownfield sites for development – however, these can be more expensive to develop than greenfield sites, which is why developers are less interested in them.  There has been a move in recent years to convert office blocks into residential units.
• Highways objections to The Street development were noted.
• All half hour free parking at top of town will be converted to 1 hour free parking. 
• Proposed ban on smoking within 50 yards of all children’s play areas.
• Meeting re public transport strategy – PC representatives invited.
• Cllr Robinson finally noted that he has not met with Cratus Communications re the Strawberry Fields development, and has no plans to do so.

7.3

County Councillor Report – no report.

7.4

Chairmans Report – Cllr Durrant proposed placing a diary of what PC and Borough Council councillors are doing on behalf of the community.  This was unanimously agreed.  Clerk to investigate with Chris Wright. 

Cllr Durrant proposed commissioning an independent study of Bramley Parishes past, present and options for the future.  This should include its evolution in terms of land usage, occupations, expansion, as well as an assessment of the structural infrastructure; roads, utilities, flood zones, healthcare and education.  It should show cause and effect of many changes in Bramley Parish.  The proposal was met with unanimous support.  Cllr Clarke to take further.

Newsletter – it was suggested that a PC newsletter could be released once a year.  IN the meantime, articles should be published in the parish magazine, especially NDP updates. 

Clerk

Cllr Clarke

8

Parish Environment

8.1

Longbridge Road Green – no further progress.  Further information has been obtained about the owners, and Cllr Durrant has written to them, but no response at yet.  Will continue to chase.

Cllr Durrant

8.2

Adoption of roads at Bramley Green/German Road – Craig Henderson-Bowman gave a synopsis of the current situation re roads in the area, and noted with concern the speed of traffic in Kirby Drive and around Beckett Gardens.   Several pets have been hit by speeding vehicles, and it may only be a matter of time until a child is hit.  The road has not been adopted by BDBC, and the matter was raised some 18 months ago. 

Cllr Durrant noted that the PC does not have authority to take it further, although it can add weight to any applications/submissions.  Adoption may happen, but may not necessarily solve problems.  However, it will mean that proper signage and speed limits can be put into place.  The developers are Taylor Wimpey.  Roads should be adopted by HCC when developers have complied with building conditions.  Cllr Tomblin suggested raising issue with Keith Chapman at HCC.  Cllr Robinson to take forward. 

Cllr Robinson

9

Consultation Documents requiring consideration

None

10

Grant Applications

2016 Poppy Appeal – a Poppy Wreath has been organised on behalf of the PC.  Cllr Durrant proposed a donation of £100, Cllr Lane seconded.  Unanimously agreed.

11

Finance

11.1

Payments and Reconciliation Approval – see appendix C.

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

• All outstanding payments from last month have now gone through.
• The external audit fees are now due.  These are high this year due to an intermediate audit being required.  Next year should be back to normal.
• Payment is now due for the in house training sessions given by HALC.

All other payments are as expected. 

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

Clerk

11.3

Acknowledgement of Receipts – see Appendix C

Payments were received in October for:

• Burial Ground fees - £210
• Second half of the Precept
• BDBC grant of £4000 for NDP work.
• Quarter 1 VAT - £1595
• An interest payment from Unity of £98

11.3

Payroll/Pension Outsourcing – The Clerk noted that the PC has received its staging date of 1^st October 2016for pension auto-enrolment.   She proposed that the Finance Committee should look at pension options, and also outsourcing of the payroll at the same time.  This was unanimously agreed.

11.4

Council printing options – The Clerk noted that she was researching options for printer replacement, and has concluded that a laser printer may well be the best option.  However, whilst the ongoing costs will be less than at present, the initial budget will be between £200-£400.  Cllr Clarke proposed that the Clerk obtain a laser printer within this suggested budget, Cllr Capel seconded, and the motion was unanimously agreed.  Clerk to take forward.

Clerk

12

Date of Next Meeting

The next meeting will be held on Wednesday 18^th November at 7.30pm, in the Bramley Room at the Village Hall.  Cllr Clarke gave his apologies ahead of the meeting .  

13

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

No confidential business to discuss.  

The meeting closed at 9.55pm