HEADLEY PARISH COUNCIL
Minutes of the Meeting of the ANNUAL FULL COUNCIL held on Monday 16th May 2011 at 8.00pm in the Village Hall, Arford Road, Headley.
Cllr A Williams Cllr D Chamberlain
Cllr A Luff Cllr R Stubbings
Cllr R Clifford Cllr G Hopwood
Cllr M Roffe Cllr D Tregay
Miss Katie Knowles (Parish Clerk)
Also in attendance were Mr New and Master Harry New for item 18b.
C013/11 ELECTION OF CHAIRMAN OF THE PARISH COUNCIL
Nominations were invited for the post of Chairman of the Council. Cllr Luff proposed Cllr Williams, which was seconded by Cllr Chamberlain, there were no further nominations as a result of which it was RESOLVED that Cllr Williams serve as Chairman of Headley Parish Council for the forthcoming year and accordingly, he signed a declaration of office.
C014/11 APOLOGIES FOR ABSENCE
Apologies for absence were received from Cllr J Truelove and it was RESOLVED to accept his apology.
C015/11 ELECTION OF VICE-CHAIRMAN OF THE PARISH COUNCIL
Nominations were invited for the post of Vice-Chairman of the Council. Cllr Luff proposed Cllr Chamberlain, which was seconded by Cllr Williams, there were no further nominations as a result of which it was RESOLVED that Cllr Chamberlain serve as Vice-Chairman of Headley Parish Council for the forthcoming year.
C016/11 DECLARATION OF INTERESTS
No declarations of interest were declared.
C017/11 COUNCIL MINUTES
The Minutes of Full Council held on 18 April 2011, having been circulated prior to this meeting, were confirmed and signed as a correct record.
C018/11 COMMITTEE MINUTES
The Council ratified the Minutes of the following committees:
· Staff Sub-Committee 11 April 2011.
· Planning held on 3 May 2011.
At this point of the meeting the Chairman brought forward item 18b of the agenda for the
benefit of those in attendance for this item.
C019/11 CORRESPONDENCE - ITEM 18b
Members considered the letter from Master Harry New requesting that the Parish Council consider the installation of a skatepark in the Parish. Master New was given the opportunity to highlight the issues for young people in the area who currently have to travel out of the Parish to access skatepark facilities. Members sought clarification from Master New about the type of facility he would like to see in the Parish and the advantages and disadvantages of the facilities in neighbouring Parishes. The Chairman highlighted the dilemma for the Parish Council when considering the location of a skatepark facility such as the proximity to houses and complaints that may arise versus a remote location which at the same time does not provide natural surveillance for the safety of the young people using the facility. After some discussion and questions to Master New, it was RESOLVED to refer this matter to the Amenities and Recreation Committee to take forward with the option to set up a Playground & Open Spaces Sub committee to look at all the related issues in more detail.
C020/11 MEMBERSHIP OF COMMITTEES
a. RESOLVED that Cllrs Chamberlain, Luff, Roffe, Williams, Stubbings and Tregay be elected to serve on the Planning Committee.
b. RESOLVED that Cllrs Chamberlain, Luff, Roffe, Williams, Stubbings, Hopwood, Clifford and Tregay be elected to serve on Amenities & Recreation Committee.
C0021/11 ELECTION OF COMMITTEE CHAIRMEN and VICE-CHAIRMEN
a. Planning Chairman – Cllr Luff proposed that Cllr Tregay be elected as Chairman of the Planning Committee which was seconded by Cllr Williams, as a result of which it was RESOLVED that Cllr Tregay be appointed Chairman of the Planning Committee for the forthcoming year.
b. Planning Vice-Chairman – Cllr Stubbings proposed that Cllr Chamberlain be elected as Vice-Chairman of the Planning Committee which was seconded by Cllr Tregay, as a result of which it was RESOLVED that Cllr Chamberlain serve as Vice-Chairman of the Planning Committee for the forthcoming year.
c. Amenities & Recreation Chairman – Cllr Williams proposed that Cllr Clifford be elected as Chairman of the Amenities and Recreation Committee which was seconded by Cllr Hopwood, as a result of which it was RESOLVED that Cllr Clifford serve as Chairman of the Amenities and Recreation Committee for the forthcoming year.
d. Amenities & Recreation Vice-Chairman – Cllr Williams proposed that Cllr Roffe be elected as Vice-Chairman of the Amenities and Recreation Committee which was seconded by Cllr Chamberlain, as a result of which it was, RESOLVED that Cllr Roffe serve as Vice-Chairman of the Amenities and Recreation Committee for the forthcoming year.
C022/11 CHAIRMAN’S REPORT
· The Chairman reminded Cllrs that Declaration of Interest Forms must be completed by all Councillors for the new term.
· He reported on a recent telephone conversation between the Clerk and Mr Mussel of Guildford Diocese, who expressed his concern as to the application to register the Rectory Field as Common Land recently made by the Headley Society, and the alleged involvement of Headley Parish Council in the application. As a result of this call the Chairman requested that the Clerk write to the Diocese stating that the Parish Council had not been aware of the application made by The Headley Society until they were notified of the application by a former Parish Councillor.
C023/11 EAST HAMPSHIRE DISTRICT COUNCIL
The Chairman reported on the District Elections for which turnout of 38.78% was recorded for Headley. He also informed the Parish Council of an attempt by a BAAG representative to set up an unauthorised exit poll at the Village Hall, but this was removed when so requested by the District Council.
C024/11 HAMPSHIRE COUNTY COUNCIL MATTERS
a) The Chairman reported the Temporary Road Close of Barley Mow Hill, between its junction with Glayshers Hill and its junction with The Hanger to allow APG Traffic Management to carry out tree felling works. The period of closure is from 16 May 2011 for a period of three months or until the works are completed.
b) There was no County Councillor’s report.
C025/11 COUNCIL REPRESENTATIVES
a. Council representative appointments were reviewed and RESOLVED as follows:
a. Standford/Passfield/Hollywater Association Mr & Mrs R Sergeant
b. Police Liaison Mr T Eamey
c. Three Parishes Fund (next review 2012) Mrs W Rix/Mrs C Wilson
d. River Wey Trust Cllr Luff
e. East Hants Association of Town & Parish Councils Cllr RClifford/Cllr D Tregay
f. Headley Down Community Association. Cllr G Hopwood
g. Headley Sports Association (not as Trustee) Cllr R Clifford/Cllr M Roffe
h. Public Transport Co-ordinator Cllr G Hopwood
i. Village Hall Management Committee Cllr R Stubbings
j. Grayshott Heathland Trust N/A subject to confirmation from EHDC that the trust had been wound up
k. To review and appoint the membership of current Council working parties and sub-committees: RESOLVED as follows:
i. Tree Wardens Mr C Vincer, Mr D Power & Mrs S Priestley
ii. Newsletter Cllr Chamberlain
iii. Annual Report Editor Cllr Tregay
C026/11 SUB-COMMITTEES & WORKING PARTIES
a. Parish Plan Implementation Sub-Committee (reporting to Council on a regular basis) comprising: Cllrs Tregay, and Roffe and invited representatives.
b. Staff Sub – comprising: Chairman & Vice Chairman, Amenities & Planning Chairmen, together with the Clerk.
c. Sports Sub - comprising: Cllrs Tregay, Clifford and Luff. To negotiate with the Sports clubs to obtain best value.
d. Insurance Review Sub – to consider and appraise the Council’s insurance policy comprising: Cllrs Williams, Stubbings, Chamberlain and Luff, together with the Clerk.
e. Traffic Issues Working Party – comprising: Cllrs Williams, Clifford, Hopwood and Tregay and Mr T Eamey. To formulate, evaluate and liaise proposals with Highways and the proposed Whitehill Bordon Opportunity.
f. Playground & Open Spaces Sub – comprising: Cllrs Hopwood, Clifford and the Chairman and Vice Chairman of the Amenities Committee. To evaluate the playground inspection reports, new legislation, regular inspection check lists and new/replacement equipment. Also to discuss and make recommendations relating to open spaces issues.
g. Allotments sub – comprising: Cllrs Tregay and Stubbings and together with the Clerk and representatives from the Allotment Association. To maintain and enhance the site and manage the Allotment rent budget for the benefit of the site.
h. War Memorial Working Party – comprising: Cllrs Clifford, Luff, Hopwood, Mr T Eamey and the Clerk to research ongoing requirements for the restoration, cleaning and annual inspection in September of the War Memorial.
C027/11 TERMS OF REFERENCE OF COMMITTEES
a. Members considered the Planning Committee Protocols which had been previously distributed and it was RESOLVED to amend Point 1 with the insertion of the word Full before Council and Point 6 with the deletion of “on behalf of the Parish Council” and the insertion of “and present the views of the Parish Council” after the word speak and adopt the amended terms of reference as attached herewith
b. Members considered the recommended terms of reference for the Amenities and Recreation Committee which had been previously distributed and it was RESOLVED to amend the Dogs section with the insertion of the word appropriate before dog signs and adopt the amended terms of reference as attached herewith.
C028/11 FINANCIAL ISSUES
a) RESOLVED that the Full Council income and expenditure report for the period up to 31 March 2011 be received and signed as approved and is attached herewith.
b) RESOLVED that the Full Council income and expenditure report for the period
1 April 2011 – 30 April 2011 be received and signed as approved and is attached herewith.
c) RESOLVED that a list of payments made during April 2011, which had been previously distributed be approved and signed and is attached herewith.
d) Members received and noted bank statements and the corresponding bank reconciliation for March 2011.
e) Members considered a request for photocopying facilities to advertise the Headley Factor and it was RESOLVED to support the event with up to 2000 free one-sided copies.
f) Members considered a quotation from J Dorans for the replacement of the 3 stone slabs on the brick Memorial Bench on the Village Green and it was RESOLVED to replace the stone slabs with good quality Indian Stone.
C029/11 PARISH COUNCIL INSURANCE REVIEW
The Chairman summarised the outcome of the Insurance Review Sub Committee held on 26th April 2011 and their subsequent recommendation to Full Council to accept the revised quotation from Zurich following their agreement to reduce the premium to match Came and Company’s quotation for a three year Long Term Agreement.
It was RESOLVED to accept the quotation from Zurich of £2,266.45 including insurance premium tax for a three year agreement commencing on 1 June 2011.
C030/11 PARISH NEWSLETTER
Cllr Chamberlain asked for suggestions and contributions for the next Newsletter. It was NOTED that the newsletter would need to be approved at the June Full Council meeting.
a) RESOLVED that Cllr Luff would attend the Annual County Civic Service on 19th June 2011 in Winchester Cathedral.
Cllr Luff reported that grass had not re-grown at the entrance of the track after the building work but that he would continue to monitor the area.
There being no further business the meeting closed at 9.44pm.