Agenda for this Meeting PDF Version for Download

HEADLEY PARISH COUNCIL

Minutes of a virtual Full Council Meeting held Monday 8th June 2020 at 19.30

 

Present:

Cllr Deborah Chamberlain (Chairman)

Cllr Andrew Luff

 

Cllr Anthony Williams (Vice Chairman)

Cllr Tony Williamson

 

Cllr Malcolm Roffe

Cllr Jim Wood

 

Cllr Virginia Evers

Cllr Paul Tansley

 

Cllr Peter Ellens

 

 

 

CO21/20

 

APOLOGIES FOR ABSENCE

 

 

Apologies were received and accepted from Cllr Lesley Coombes and Cllr Rita Stubbings.

 

 

 

 

CO22/20

DECLARATION OF INTERESTS

 

 

There were no declarations of interest.

 

 

 

 

CO23/30

COUNCIL MINUTES

 

 

The Minutes of the previous meeting held on 18th May 2020, previously circulated, were approved as a correct record, signed by the Chairman and retained for filing later.

 

 

 

 

CO24/20

 

COMMITTEE MINUTES

a)     Members received the minutes of the Planning Committee held on 11th May 2020, previously circulated.

 

 

 

 

 

CO25/20

CHAIRMAN’S REPORT

 

 

The Chairman reported:

·       Works had started on the creation of a drainage channel at the Village Hall alongside the Village Green to minimise water ingress to the hall itself

·       Receipt of a letter confirming the Holly Bush Community Asset registration

·       The wedding planned in June requiring permissive parking on Standford Green had been postponed with a requested carry over to 2021. 

·       Cllr Evers would be taking the Minutes of the meeting due to staff sickness. 

 

 

 

 

CO26/20

HAMPSHIRE COUNTY COUNCIL MATTERS

 

 

Cllr Williams reported that the Bordon tip would be introducing a booking system from mid-June. In addition, an email had been received from Active Travel East Hampshire requesting feedback on walking and cycling proposals in parishes.  Cllr Williams agreed to forward the email to the RFO and Chairman and all ideas from Councillors should be forwarded to the RFO.

 

 

 

 


CO27/20

EAST HANTS DISTRICT COUNCIL (EHDC)

 

 

Cllr Williams reported that Skype for Business to hold virtual meetings within EHDC was not as easy to access on certain occasions as comparable Zoom meetings. He mentioned that a new request had been received from EHDC to utilise S.106 Developers Contributions towards external improvements at Woodlands Hall.  The Parish Council had been requested to give their comments by Wednesday 10 June.  Cllrs discussed the application and it was agreed that the Chairman would send a suitable letter declining the support of the Parish Council, as our S.106 funds were required for new works at the Mill Lane Playing Fields.

 

 

 

 

CO28/20

CLERK RECRUITMENT UPDATE AND PROPOSAL FOR INTERIM ARRANGEMENTS

 

 

Members received an update on the recruitment of a replacement Clerk & Executive Officer, following the departure of Miss Knowles in May.  An application had been received but withdrawn due to location. The advert on the HALC website would remain in place.

 

 

 

 

 

CO29/21

FINANCIAL MATTERS

 

 

a)     It was RESOLVED to approve the Income and Expenditure report from 1st April to 31st May 2020, attached herewith.

 

 

b)     It was RESOLVED that the lists of payments made during April 2020 and May 2020, previously distributed, were approved and signed by the Chairman.

 

 

c)     Members RESOLVED to approve the bank statements, corresponding bank reconciliation and trial balance as at 29th April 2020. 

 

 

d)     Members received and considered an application by Grayshott Cricket Club for £9,821 of S.106 funding for cricket outfield improvements at Broxhead. It was RESOLVED not to support this application.

 

 

e)     Members RESOLVED to approve the completion of the Bank Mandate Instruction Form to remove Miss K Knowles as signatory.

 

 

            

 

CO30/20

SPORT AND OPEN SPACES

a)     Members received the comprehensive report prepared by the Institute of Groundsmanship (IOG) commissioned for the purposes of the s106 application for improvements to the pavilion and surrounding land.

b)     Members were advised of a request from the owners of 15 & 17 Kay Crescent for the Parish Council to consider the removal of holly saplings and the pruning of ivy clad trees near their boundary with Arford Common.  It was RESOLVED to contact the owners for a site visit and to discuss the matter further once the lockdown had eased.

c)     The ongoing treatment of Japanese Knotweed and Himalayan Balsam on Arford Common on 3rd June 2020 was noted at a cost of £140 including VAT. It was RESOLVED to contact British Telecom to ensure the treatment continued within their property. 

d)     Members received and considered a proposal to update the footpaths, bridleways and byways of Headley.  It was RESOLVED to start a project on the update and provision of information enabling visitors and residents to explore the Headley Parish, specifically for the new website and downloadable for smart phones.

 

 

CO31/20

 

 

 

 

 

 

CO32/20

INTERNAL COUNCIL MATTERS

Members received a report from the Chairman on the status of the Covid-19 risk assessment necessary to enable the staff to return to work in the Parish Office. Consultation with employees  was required whilst referencing the guidelines published by the Government  for office working. Councillors were asked to forward any suggestions to the Chairman after the meeting to assist with the development of the process.

 

POLICIES

a)     Members RESOLVED to accept the Council’s Grants Policy and to update the Grant Application Form for online completion.

b)     Members RESOLVED to accept the Council’s Whistleblowing Policy.

 

 

CO33/20

COUNCIL REPRESENTATIVES

Cllr Luff advised that Adrian Bird’s daughter, Emma had recently been appointed as a Trustee of the River Wey Trust.

 

 

There being no further business the meeting closed at 20.19.

 

 

 

 

Signed……………………………………………………date………………………