Minutes of the Meeting of the Council

Date:

Tuesday 14^th June 2016

Time:

7.30pm

Place:

Bramley Room, Bramley Village Hall

Present:

Cllr Durrant (Chair)

Cllr Bell (Vice Chair)

Cllr Ansell

Cllr Lane

Cllr Flooks

Cllr Tomblin

Cllr Capel

In Attendance:

Maxta Thomas (Clerk)

0 members of the public

Cllr Rowland (Borough)

Matthew Evans (Planning & Infrastructure, BDBC)

Edward Rehill (BDBC)

Apologies:

Cllr Marshall

Cllr Robinson (Borough)

Cllr Keith Chapman (County)

PCSO Johnson

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 meetings held on 18^th May were unanimously agreed to be a true and accurate record.  The minutes were signed by the Chairman. 

3.2

Matters arising

Cllr Durrant ran through action points

Cllr Rowland noted the flooding in Olivers Lane, and stated that the issue in resolving this is with gaining access over privately owned land.  She is chasing.

4

Open Forum

4.1

The Chairman invited questions and comments from those present. 

None.

5

Development & Social Housing Talk

Cllr Durrant introduced Matthew Evans and Edward Rehill from BDBC Planning. 

Matthew gave a background to his position as Head of Planning and Infrastructure, and Edward as Senior Planning Officer.

He noted the recently adopted Local Plan, and that it sets out BDBC planning policies until 2029.

The Local Plan states that 850 new dwellings per annum in planning period will be built.  A policy requirement that all developments should deliver a minimum of 40% affordable housing – this includes social housing, and shared ownership, and may include starter homes in the near future (depending on Government policy).  Bramley should deliver at least 200 new homes in the planning period outside of the strategic element.  Strategic elements include Razors Farm (425 dwellings), and Upper Cufaude Farm (390 dwellings). 

Matthew gave background to the affordable housing policy – there are 2340 households on the Borough housing register.  Therefore, justification for the 40% affordable housing policy comes directly from this waiting list and from the housing market assessment. 

Notes and questions were made by councillors as follows:

• Is Manydown going to be excluded from the 40% requirement – Matthew stated that this was not the case, but noted that viability issues might affect this.  Cllr Tomblin noted that this was debated by BDBC in 2015.
• Councillors noted that they were happy to hear that the Razors Farm development is included as part of Bramley.  Concerns were raised on cohesion of communities might work.  It was noted that Bramley and other areas would benefit from master planning over and above reserved matters and s.106 to assist with community cohesion. 
• Councillors noted that that Bramley already has 315 dwellings agreed through recent planning applications even before the Local Plan requirement.
• It was noted that two major developments locally have asked for a reduction in affordable housing.  What impact might this have on Minchens Lane, who are also looking at trying to reduce the affordable housing quota?

Councillors further noted the number of affordable housing that have already been identified for Bramley, which Councillors feel that Bramley does not need.  Cllr Durrant noted that any affordable housing should be closer to the centre of the village (and therefore bus routes and rail routes), which the Minchens Lane development would support, but developments further out from the centre of the village would not.  A recent Freedom of Information request has highlighted that a significant number of families already in social housing in the Parish have asked for a transfer out of Bramley, due to the lack to infrastructure.  It was noted that the 40% affordable housing requirement does not fit well in rural communities, again due to lack of infrastructure and communications.  Matthew stated that the 40% figure is the bottom line for the Local Plan, and will not be changed.  Councillors noted that there is already a problem for families in Bramley in terms of infrastructure and communications, which will be compounded with the extra affordable housing coming. 

• It was highlighted that Bramley might be worthy of consideration for starter homes rather than social housing.  Matthew stated that the starter home requirement is likely to apply to future developments, and not those that already have planning permission. 
• Cllr Bell noted that the lack of Local Plan has hit Bramley severely, as any development application has been seen as meeting the Borough housing requirement, and not looked in context for the Parish.  This has led to difficulties in putting together the NDP.  He also noted that the current 315 more than meets the requirement expected of Bramley in the Local Plan, and that there should be no further development over and above what has already been agreed.  Matthew noted that whilst there is a demonstrable 5 year housing supply at the moment with the adoption of the Local Plan, this may not continue in the future, which will leave BDBC in the same situation as previously. 
• Concern was expressed by Councillors over how s.106 funds will be allocated in the future, and that this will be very important to the parish.  Matthew stated that the Planning Officers do not directly deal with s.106 allocation, but is happy to work with PC and relevant officers moving forward.
• Edward observed that the ‘at least 200’ requirement will not mean unlimited development in Bramley, and that there should not be much more approved than that which already had permission.
• Councillors finally observed that the PC and planning officers need to be wary about outline planning permissions being granted and then being not being immediately built.  Matthew acknowledged the problem and the uncertainty that this gives.  He noted that the 5 year housing supply issue is being looked at by the Government, and hopes that there will be more clarity and certainty proved in the near future. 

Cllr Durrant thanked Matthew and Edward for attending the meeting – the PC was highly appreciative.

6

Planning & Development

6.1

New Applications

16/01435/HSE - 2 Pigeons Close Bramley

Erection of single storey side/rear extension

No objections unanimously agreed.

16/01534/LBC & 16/01533/HSE - The Old Cottage The Street Bramley

Erection of an oak framed garden room and alterations

No objections unanimously agreed.

16/01636/HSE - 14 Strawberry Fields Bramley

Erection of rear conservatory

No objections unanimously agreed.

16/01770/HSE & 16/01771/LBC - Lime Tree Cottage Vyne Road Bramley

Refurbishment of existing barn adjoining Lime Tree Cottage for residential use as ancillary accommodation

Objections unanimously agreed on the following grounds:

• Roof tiles – these should be clay tiles rather than slate, in keeping with the surrounding properties
• Although the property is just outside the Conservation Area, the visual aspect of the building has an impact on it.  Therefore, the clay hanging tiles on the walls should be maintained, as these are a feature of older buildings in Bramley
• The replacement aluminium windows were noted.  It was felt that these would not be in keeping with the surrounding area, or indeed the retained windows in other parts of the building.

• Councillors noted that as the building is a grade 2 listed building, as many external existing features as possible should be retained and carried through to the rest of the building.  This is particularly important in view of the proximity to the Conservation Area.

16/01724/FUL – Latchmere Green Barn Ash lane Little London

Change of use from restricted B8 storage, to general B8 storage; and use of existing workshop to separate B1C workshop (part retrospective)

It was noted that this application does not appear on the BDBC planning portal. 

Councillors to look at in more depth and give consensus reply via email by 17^th June.  However, at first sight, there appear to be no objections.

Clerk

Clerk/all

6.3

Use of S.106 funds – BDBC have written to all councils requesting information on possible projects for using s.106 funds.  The area covered specifically is Open Space, and play and sports facilities on Parish & Town Council land. 

The Clerk has received replies from the Village Hall Trust and the Youth Club.    The list needs to be consolidated and then sent to BDBC.  Cllr Lane volunteered to take forward – the deadline is 27^th June.  List to include a suggestion for a Parish Office.

Cllr Durrant also noted that the PC needs to engage with BDBC officers about s.106 moving forward. 

Cllr Lane

7

Parish Environment

7.1

Longbridge Road Green update – the landowners have written to BDBC with regards to lifting the Village Green status at Longbridge Road.  They are investigating offering a 0.75 acre plot of land to the rear of houses on the eastern side of Longbridge Road and to the north and south by Jibbs Meadow and Lane End respectively as a possible replacement Village Green site.  This land is currently owned by BDBC.  It was noted that the area suggested is a SINC, an area of scientific interest. 

Cllr Ansell noted the ‘full support’ comment in the letter– Cllr Durrant clarified that this relates purely to improving the area, and does not relate to any commitment re the Village Green statement or any possible development. 

7.2

Bullsdown Site – Village Green Status – no further progress. 

8

Clerk’s Report & Administration

PC newsletter – the Clerk suggested that the time was right to resurrect a Parish Council newsletter, to go out to all households.  Cllr Durrant suggested that this should be published twice a year.  This was unanimously agreed.  It was also agreed that this should be put out soon.  Clerk to ask for articles from Councillors. 

Parish Magazine – Clerk suggested a rota of councillors writing for magazine to ensure that articles are placed every month.  Deadline is usually 15^th of month for next month’s magazine.  This was agreed unanimously.

Outstanding actions:

• Progress defibrillator installations
• Archiving – two boxes are ready to go to HCC Archives in Winchester.  Prices have been obtained for storage units for more recent documentation.  This needs to be followed up.
• Contact Clift Meadow Trust re shutter problems at Brocas Hall
• Bus stops near Cufaude Lane need attention – BDBC/HCC to be contacted.

Clerk/all

Clerk

Clerk

Clerk

Clerk

Clerk

9

Reports

9.1

Reports from Parish Council representatives

a.

Allotments & Burial Ground Update – see appendix B. 

Allotments - remedial work on six of the allotments is now complete, and they are ready for new tenants.  Waiting list should drop to under 10. 

A complaint has been received about state of the track after the ditching work was completed.  This may need to be addressed moving into the autumn.

Burial Ground - Cllr Ansell proposed accepting the small amendment to the Burial Ground regulations, allowing stonemasons to engrave a small area on the rear of headstones with the branch/company name of the mason.  This was unanimously approved.

Cllr Ansell is awaiting details for LIF application for Memorial Garden – application to be submitted in September. 

Cllr Ansell finally noted that the Burial Ground does seem to be drier since ditching work was done, and that water in the ditch is still running freely. 

b.

Neighbourhood Development Plan – see appendix B. 

1.          i.            Ratification of amendments to NDP and SEA – Cllr Bell noted that some minor amendments had been agreed informally by councillors at a recent NDP meeting.  Cllr Durrant proposed that the amendments be ratified, and that the draft submission NDP be submitted to BDBC.  This was unanimously agreed.  Cllr Bell to take forward.

Cllr Bell

c.

Village Hall Trust – see appendix B.

d.

Clift Meadow Trust – see appendix B.

e.

Education & Schools – see appendix B.  Cllr Capel volunteered to make contact with the school for a general update, and for s.106 ideas. 

Cllr Capel

f.

Policing and Neighbourhood Watch – see appendix B.  The Clerk noted that PCSO Johnson is now back off leave, and that the July return date was an error on his out of office auto reply. 

g.

Highways & Road Closures

• Bullsdown footpath – work is ready to commence on the footpath, but completion of the legal work is awaited.  The PCs solicitors have suggested that the deed and licence for the path may not be necessary, and that a maintenance agreement with BDBC may be more appropriate.  They are liaising with BDBC on this; however, BDBC are being very slow in responding.
• The overgrown state of many of the verges in the Parish was noted.  Clerk to investigate when these are likely to be addressed.  This also applies to the bund on The Street by Cufaude Lane.
• Cllr Durrant noted the blocked drain at top of Minchens Lane by Minchens House.  Clerk to report.

1.          i.            Campbell Road roundabout – the verges have now all been cut back, with the exit out of Campbell Road being done last week, and the remaining verges being done in the last few days.  The Clerk has been liaising with HCC Highways, who have said that the high bank coming out of Campbell Road is being investigated and may well be lowered further to aid sight lines.  The Clerk is to write to the relevant officer at HCC to re-inforce the PCs view that he bank should be taken down to its original level before the roundabout was in place, and to ask that the verges at that exit are cut on a regular basis.  Cllr Keith Chapman will be copied in on this.  The Clerk further noted that work is planned to increase the size of the middle circle of the roundabout, and reduce the area of white hatching in the road. 
2.        ii.            Signs on roundabout were noted, and contact has been made to get them removed.  Cllr Rowland clarified situation re Shercrest, and noted that many signs have now been removed. 

Clerk

Clerk

Clerk

h.

Road Safety proposals – see appendix B. 

The LIF application is in.  Further questions have been asked, and are being responded to by the Clerk.  Decision should be by end of July.

Cllr Capel asked where the proposed shelters at the level crossing were likely to be placed.  Cllr Ansell replied that the location has not been identified as yet, and does not form part of the LIF proposal.  Cllr Capel stated that there have been further problems with anti-social behaviour at the level crossing and station on Friday and Saturday evenings, and that shelters may not help this situation.  Cllr Ansell to put out consultation to local residents once formal proposals are in.

Clerk

Cllr Ansell

9.2

Borough Councillor Report – Cllr Rowland gave a verbal report.

• The Local Plan has been approved, but is subject to 6 week period where it can be challenged.  This will finish on 7^th July.
• Manydown masterplan – the pre application phase starts on 1^st September for six weeks.
• Leisure Park re-development – some conflict on how this will fit in with Festival Place.  Decision has been called in.

9.3

County Councillor Report – no report. 

9.4

Chairmans Report – Cllr Durrant and Cllr Tomblin attended the Parish Conference.  Cllr Durrant handed over to Cllr Tomblin, who gave a verbal report on the Conference.

Gave background on devolution and how this might work in Hampshire.    He noted the current separate bids from Solent, and the Heart of Hampshire, both of which include an elected mayor for their areas, and from HCC for the whole county, which does not include an elected mayor as part of the bid.  There will be public consultation on the issue in due course.  Devolution may well mean that some county responsibilities may devolve down to PC level in the long term.

Mel Barrett gave talk on development in Basingstoke, with a focus on the Leisure Park redevelopment.  He also spoke about infrastructure, and noted that the A33 may be in the frame for a dual carriageway in the distant future. 

Finally, Inspector Paul Pressley on gave a presentation on Community Speedwatch and how it is working within the Parishes. 

a.

Plaque for recognition of long-standing ex-Chairmen – Cllr Durrant suggested a brass plaque in the Village Hall in the reception area could be placed to recognise long standing chairmen.  The Clerk has costed some examples at around £45 - £75.  Cllr Durrant suggested that location for plaque should be Village Hall – this was agreed.  There may be a longer term project for a roll call of all PC Chairmen, but this will require some investigation.

10

Consultation Documents requiring consideration

None.

11

Grant Applications

Bramley Village Hall Trust – application for resurfacing the floor in the main hall and Committee Room.  A quote has been received for £4000 excluding VAT.

Concern was expressed on how quickly the resurfacing has needed doing after previous time (approximately three years). 

Cllr Tomblin proposed the VHT go back and explore either LIF or s.106 funding for a replacement floor, as well as a possible County Councillor grant.  If there is a shortfall where the PC can loan money, than this will go forward.  This was unanimously agreed.  Clerk to process.

Clerk

12

Finance

12.1

Payments and Reconciliation Approval – see appendix C.

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

• Various invoices have been received for NDP consultancy work and work on the SEA report.  A grant has already been received for the SEA report work.
• Storage shed at Clift Meadow – it is thought that this is being paid for by s.106 funding.  The Clerk is seeking clarification on this matter.  The work has been carried out and the invoice is now due.  Cllr Durrant noted that VAT money is still in the account from the Brocas Hall project – however, care should be taken with this particular invoice. 
• An expenses claim has been received from Cllr Bell for £11.85, for meetings re the SEA report.  This does not appear on the reconciliation.
• All other payments as expected.

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

Clerk

12.2

Acknowledgement of Receipts – see Appendix C.

Receipts were noted.

13

Date of Next Meeting

The next meeting will be held on Wednesday 20^th July.

14

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

 None.

The meeting finished at 9.48pm