Minutes of the Meeting of the Council

Date:

Wednesday 17^th May 2017

Time:

7.30pm

Place:

Bramley Room, Bramley Village Hall

Present:

Cllr Durrant (Chair)

Cllr Tomblin

Cllr DiMascio

Cllr Ansell

Cllr Flooks

Cllr Capel

Cllr Marshall

In Attendance:

Maxta Thomas (Clerk)

2 members of the public

Cllr Rhydian Vaughan (County)

Chris Price – Community Speedwatch

Apologies:

Cllr Bell (Vice Chair)

Cllr Lane

Cllr Rowland (Borough)

Cllr Robinson (Borough)

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 meeting held on 12^th April 2017 were unanimously agreed to be a true and accurate record.  The minutes were signed by the Chairman.

3.2

Matters arising

None.

4

Open Forum

Cllr Durrant invited questions from the public.

None.

5

Planning & Development

5.1

New Applications

 17/01269/RES - Razors Farm Cufaude Lane Chineham

Reserved matters application for details of landscaping and layout of access road to future pumping station pursuant to outline permission BDB/77341

Councillors noted the lack of supporting information to the application.  However, the details appear to be in line with the original site plan.  No objections unanimously agreed, but comment about lack of supporting information.  Clerk to process. 

17/01380/HSE - 51 Longbridge Road Bramley

Single storey front extension

No objections unanimously agreed.

17/01540/HSE - 9 St James Close Bramley

Conversion of garage to living accommodation and move front door forward

Councillors noted that parking could be an issue with the loss of the garage.  It was also noted that the location plan is inadequate and does not provide enough information.  Objections on grounds of loss of garage space unanimously agreed.  Clerk to process.

        i.            17/00577/FSTRAD - Bramley Bakery car park

Street trader license for fish and chip van

No objections unanimously agreed.  It was noted that adequate litter bins should be placed to deal with any extra litter.

Clerk

Clerk

Clerk

Clerk

5.2

Approvals/Refusals – these were noted.   See appendix A.  Cllr Tomblin noted the approval for Razors Farm, and noted his disappointment that this had been given despite it being contrary to both the Local Plan and Bramley Neighbourhood Plan.  Clerk to enquire on what grounds the application was granted and why the PC s objections were dismissed. 

 
Clerk

5.3

Minchens Lane reserved matters – update

16/03524/RES - Land At Minchens Lane Bramley – AMENDED

Cllr Flooks has written to Persimmon outlining the Parish Council’s concerns, but has not had a reply to date.  Clerk to chase.  Cllr Rowland has reported that the application is likely to be called in to the DC committee at BDBC in June.   A formal objection to the application needs to be made to BDBC.

Clerk

5.4

Update on Beech Farm development – the application for 15 houses at the site has been refused.  However, the separate application for renovating the farm buildings still stands.  Cllr Durrant to follow up with English Heritage on obligations for restoration. 

Cllr Durrant

5.5

Update on Strawberry Fields planning application – the PC’s objections have been forwarded to BDBC.  It was noted that neither of the Borough ward councillors support the application.

Bewley has requested a meeting with councillors to discuss s.106 and affordable housing requirements.  Clerk to set up meeting with Bewley and Cllr Ansell, Cllr Capel, Cllr Flooks, Cllr Durrant and Cllr Tomblin. 

Cllr Durrant noted the large sign that has been placed on the land.  Clerk to check whether this is permissible with planning, and to express the PCs objections. 

Clerk

Clerk

5.6

Update on planning enforcement actions

One Stop shop – BDBC officers are investigating light levels from the shop front, and have requested further information from the applicants.  Any further action is dependent on receiving this information.  The Clerk is continuing to chase for updates.  Clerk to write expressing the Parish Council’s dissatisfaction.

Kebab stand – BDBC Licensing officers have confirmed that the sale of kebabs is taking place no later than 11.00pm, then no licence is required under The Licensing Act 2003.  However, no food registration has been completed, and the information has been passed on to Environmental Health to look into this.  The Clerk noted that the Litter Warden reported a minor increase in litter for the first couple of weeks; however, this appears to have since been offset by the placement of a bin by the stand.

Councillors to check if stand is trading after 11.00pm.

Cufaude Lane traveller site – Enforcement officers at BDBC has provided the following update:

‘Regular site visits have continued to the site to assess the current situation. This has allowed officers to observe the site and ensure that copies of the injunction remain positioned on the site.  It has also allowed officers to gain greater details about all the residents on site, which has resulted in visits by the Traveller Liaison Officer.                                                      

 Legal matters are still progressing;  Discussions have been undertaken regarding the way forward in relation to formal Enforcement action, This has involved discussion with Legal Colleagues and also we have been taking advice from Counsel, the most recent discussion were last week and this resulted in additional evidence gathering on site on 9^th May 2017’.

Officers will update further on this matter once they have additional information.  They are aware of recent increased activity at the site.

In a further update today, BDBC confirmed that they are going back to court to get the injunction varied to include the entire site, and that the travellers will subsequently be issued with a final notice to quit.

Update to go on website. 

Clerk

All

Clerk

6

Parish Environment

6.1

Parish maintenance issues

1.          Ditching work at Bramley Green – a quote has been received for this work for £200.  It was unanimously agreed that the work should be carried out – Clerk to process.
   
   
2. Campbell Road roundabout grass cutting – the Clerk has made enquiries with the Parish Lengthsman about keeping the grass on the bank and around the roundabout cut back.  She is awaiting a response.  Cllr Durrant suggested replacing some of the hedging around the ditches – Clerk to make enquiries.
   
   
3. Campbell Road roundabout bus shelters – the glass has now been replaced, and the shelters have been repainted where necessary.
   
   
4. Coopers Lane bench – this has now been completely refurbished.  Cllr Durrant noted that concrete ends are cracked – Clerk to check if they are structurally sound.
   
   
5. Cinder Track culvert clearance – the Clerk has made enquiries with the Lengthsman about getting this cleared, and is awaiting further information.  Cllr Durrant noted that youths are climbing up by the culvert – he asked whether this can be prevented.  Clerk to check who owns land and make enquiries. 

Clerk

 Clerk

Clerk

Clerk

Clerk

7

Clerk’s report and administration

7.1

Moving meetings from Wednesdays to Mondays – several issues recently have highlighted that Wednesday evenings are becoming increasingly difficult for Parish Council meetings.  To be consulted on outside of meeting and put on agenda for June.

Clerk

7.2

Update on defibrillators – contact has been made with the railway station about placing a defibrillator at the waiting room on the eastern side of the railway.  The station manager has stated that this may be possible; however, there is no power supply, which may make it difficult.  The Clerk is investigating this with the Community Responders.  Councillors suggested using the phone box at end of Strawberry Fields, or possibly building a brick plinth to replace it.

7.3

2016/17 Audit report – the Clerk noted the successful completion of the 2016/17 internal audit.  The following points were raised by the auditor:

• The Council has significant funds in its current account that might be better in a deposit account.  The Clerk noted that the Council is making significant efforts to use the funds currently held in reserves, but acknowledged that consideration should be given to transferring funds into a deposit account until the PC is ready to use them.
• The budget, once approved, becomes a public document and should be included with the signed minutes.  The Clerk acknowledged this and will do so in future.  She noted that the budget is placed on the website once approved.
• The VAT reclaim to the end of the year had not been submitted as at the date of the audit.  The Clerk noted that she was at that time still awaiting the funds from the Q3 VAT claim, which have since come through.  The Q4 VAT claim will be made within the next few days.
• One of the Councillors has not attended a meeting for 10 months.  This automatically excludes them from membership.  The Clerk has taken advice on this matter.  The Councillor in question has been unable to attend Wednesday evenings in recent months, and has made her apologies accordingly, which have been accepted.  She is able to attend on Monday evenings.  As the PC has accepted her apologies and reasons for non-attendance, the advice is that she can continue as a councillor.  However, the Clerk is seeking further clarification to ensure that she has fully understood the advice and its implications.
• The council is owed s.106 funds relating to new developments.  These were reviewed but not quantified.  The Clerk stated that the reason that they were not fully quantified in the minutes is due to some controversy over the distribution of s.106 funding.  A meeting needs to be scheduled with BDBC on the issue. Cllr Durrant noted that BDBC allocate the money with very little input from the Parish. 

1. Annual Governance Statement – Cllr Ansell proposed, and Cllr Capel seconded that the 2016/17 Annual Governance Statement be approved and signed.  This was unanimously agreed, and the statement was duly signed.
   
   
2. Accounting Statement – Cllr Durrant proposed, and Cllr DiMascio seconded that the 2016/7 Accounting Statement be approved and signed.  This was unanimously agreed, and the statement was duly signed.

8

Reports

8.1

Reports from Parish Council representatives

a.

Allotments & Burial Ground Update – see appendix B.

1. One of the benches in the Burial Ground has been removed as it was unsafe.  The plaque from the bench has been retrieved.  The bench needs to be replaced.  Clerk to obtain quotes for replacement.

Clerk

b.

Neighbourhood Development Plan – see appendix B.  It was noted that BDBC are now using the NDP in their considerations on planning applications.

c.

Village Hall Trust – see appendix B.

1. Cllr Ansell presented audio visual proposals for the Bramley Room.  He will have a full costed proposal for the June meeting.
   
   
2. Recognition plaque to go between cupboard and chair storage.

d.

Clift Meadow Trust – see appendix B.

Cllr Capel gave a verbal report. 

• The CMT Facebook page has a huge following, and is the main source of advertising for events and new classes.  The website will remain and be kept up to date more as a reference site. 
• The AGM is on 10^th July at Brocas Hall. 
• Cllr Capel to be kept up to date on any vandalism occurring and will report back to the PC.  She noted that some smaller instances have not been reported – she has encouraged that these should be reported as well.  Cllr Durrant noted that an external light has been installed. 
• Car park signs have now been ordered, along with some flyers to be placed on the cars. 
• Storage options are still being explored. 
• The Trustees have asked if three quotes and needed for all items that the PC pays for.  The Clerk verified that preferred suppliers for regular maintenance is acceptable, but should be reviewed regularly.  Larger expenditure items still need three quotes.

e.

Education & Schools – see appendix B.

Cllr Capel has asked them to include an item in the next newsletter about courtesy when parking at school drop off and collection times. 

f.

Policing & Neighbourhood Watch – see appendix B. 

1. Update on anti-social behaviour – issues have continued in the Village, and Cllr Rowland has reported that there have been issues in Sherfield as well.  Sgt Cullis at Tadley Police Station is aware of the matter and PCSO Johnson has planned an operation to tackle/ identify the offenders in Bramley, which will utilise foot/ cycle from various officers. With both PC, PCSO and council CSPO officers working at various times, it is hoped that as much of the days/ evenings are covered as possible.  Cllr Durrant noted that he has contacted planning at BDBC about and informal cut through at Yew Tree close, and also noted the change in demographic in the parish since recent development.  It has been suggested that if BDBC come up with a scheme to close up this exit, then the PC may be able to part fund it.  This will be subject to PC approval.  This is being looked at by a very senior level at BDBC.
   
   
2. Police reporting campaign – the Clerk presented a poster designed to raise awareness in the Parish for reporting ASB and vandalism via 101.  She noted that, once approved, this will be placed on the Parish noticeboards, and be sent out via social media.  At the same time, links to web pages telling people what to expect when they call 101 will be placed on the PC website.  The proposed poster was unanimously approved.  Clerk to take forward.

Clerk

g.

Highways & Road Closures – see appendix B.  Cllr Durrant has contacted Highways about the lack of maintenance on the C32 east of the level crossing, particularly in the Forge Field area.  A meeting with Highways is planned in early June. 

h.

Road Safety project – see appendix B.  A flash report has now been received – work is progressing, although Network Rail are still not negotiating on the path.  The contractors now have the traffic video data, which they will incorporate into the project proposals.  The detailed design phase should be in late June/early July. 

i.

Community Speedwatch – see appendix B.  Chris Price noted CSW signs on lampposts in Chineham, and will investigate costs for a couple of signs in Bramley.  He noted that the CSW team are trying to educate rather than enforce.  Lesley Kelly has clearance as a CSW co-ordinator.  The team are investigating ongoing funding once the 6 month trial is over.

8.2

Borough Councillor Report – no report as both ward councillors were absent.

8.3

County Councillor Report – Cllr Vaughan was welcomed by the Parish Council.  He noted that he has no report at present as he is very new to the County Council. 

Cllr Tomblin asked if Cllr Vaughan could confirm when the A33 roadworks were due to start.  Cllr Vaughan will check and report back.

8.4

Chairmans Report –  nothing to report.

9

Consultation Documents requiring consideration

None.  The Clerk noted recent receipt of the draft Planning Obligations for Infrastructure Supplementary Planning Document – this will be distributed to all Councillors ready for discussion at the June meeting.

Clerk

10

Grant Applications

10.1

Bramley School Association – a grant request for £1000 has been received from the Association, to provide various high profile entertainments at the 2017 Summer Fair.  The Chair of the Association, Nicky Dann, gave background to the grant application – the BSA see the grant as sponsorship for various specific entertainments.  Cllr Tomblin noted that the PC would like to see acknowledgement of any grant made in the Fair brochure – Nicky confirmed that this would happen.  Funds from the Fair will go towards a woodland feature at the school. 

Cllr Durrant proposed that the grant be given.  Cllr Ansell  seconded the motion.  Unanimously agreed.  Clerk to process.

Clerk

11

Finance

11.1

Payments and Reconciliation Approval – see appendix C.

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

• Internal audit fees are due
• Payment of the agreed grant to Bramley Youth Club is due.
• Hire charges for the Community Speedwatch SID equipment are due.
• LIF project fees are due – the Clerk has requested payment of the grant money from BDBC.
• All other payments as expected

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

Clerk

11.2

Acknowledgement of Receipts – see Appendix C.

Receipts were noted.   

12

Date of Next Meeting

The AGM and APM will be held on Wednesday 24th May.  The next ordinary meeting will be held on Wednesday 14^th June 2017.

13

Resolution to exclude press and public from items that may require discussion of possible legal and financial proceedings 

14

Confidential Items

None.

The meeting finished at 9.21pm