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Minutes of the Meeting of the FULL COUNCIL held on Monday 7 July 2014 at 8.00pm in the Village Hall, Arford Road, Headley.


Cllr D Chamberlain (Chairman)

Cllr P Lee

Cllr A Luff (Vice-Chairman)

Cllr A Williams        

Cllr J Burton  

Cllr K Hillbery

Cllr R Stubbings

Cllr G Hopwood

Cllr D Tregay 

Cllr J Truelove

Cllr M Roffe  



Also in attendance: Martin Firman, Hester Whittle representing St Francis Church and Katie Knowles (Clerk to the Council).



Apologies were received from Cllr J Howard-Duff and it was RESOLVED to accept her apology.  



There were no declarations of interest.



The Minutes of Full Council held on Monday 2 June 2014 having been circulated prior to this meeting were confirmed and signed as a correct record.            



The Council ratified the Minutes of the following meetings:

·     Amenities and Recreation Committee held on 19th May 2014.

·     Planning Committee held on 9th June 2014.



The Chairman reported that:



  1. There were no road closures to report.
  2. Ferris Cowper presented his bi monthly update report attached herewith. A number of matters were covered in the discussion including a technical solution to the junction of  the High Street with Mill Lane which is progressing, but has no allocated funding to resource a scheme.

Councillor Hopwood asked if Grayshott Road pedestrian refuge had been shelved. Councillor Cowper asked the Council to consider if it wished him to pursue this project on their behalf. After a discussion about road safety concerns and the behaviour of drivers on this section of road, Councillors agreed that Councillor Cowper pursue this project.     



Councillor Williams declared that he was a Trustee of St Francis Church and therefore if the decisions relating to the item are put to a vote he would not participate. 

  1. Martin Firman and Hester Whittle introduced the planning proposal and presented an overview of the Church’s current community activities and how this work will be enhanced by the proposed improvements to the building.
  2. It was RESOLVED that St Francis Community Church and the planning proposal meets the Council’s criteria for acting as the applicant and it was agreed that the Council would submit the planning application on their behalf.    



  1. Councillor Williams reported the:

·      Hampshire Constabulary had requested that EHDC review the licence for Headley Park Hotel following a number of incidents at the venue which resulted in Police attendance. The public consultation ends on 4th August and after a brief discussion on whether the Parish Council should make a representation, there was a consensus that there were no grounds to object on the four licensing objectives. However it was noted that amplified music from the site was audible in the Parish.

·      Clarification on future requirement that all the SANG sites will required as part of the Whitehill & Bordon development was still being pursued by Councillor Williams.

  1. Members considered the District Council’s consultation in the Community Infrastructure Levy Draft preliminary charges. It was RESOLVED to highlight the lack of clarity regarding whether domestic extensions will attract the charge (chapter 10 and 11) and the potential for an unintentional broad interpretation of relief for charitable investment activities as detailed in chapter 19.
  2. Members considered correspondence from Damian Hinds MP about the protection of community assets by registering them as an ‘asset of community value’. It was RESOLVED that this would be looked at, at a future meeting and Councillors were asked to consider possible community ‘assets’. 
  3. Members received a verbal report from Councillor Williams on the East Hants and Winchester tour of rural affordable housing schemes on 6th June 2014.



a)     It was RESOLVED that the Full Council Income and Expenditure report for the period

1 April 2014 – 30 June 2014 be received and signed as approved and is attached herewith.

b)    It was RESOLVED to approve the list of payments made during June 2014. They were signed as approved.   

c)     Members received and noted bank statements and the corresponding bank reconciliation at 31 May 2014.

d)    Members received and noted the notification of outstanding audit points from the external auditor BDO and the associated charge of £30. The Clerk informed the Parish Council that the revised Governance and Accountability for Local Councils guide states that where a local council receives an asset as a gift at zero cost, like the Pavilion, the asset should be included in the asset register at cost. However it is strongly recommended to ensure that such assets are always disclosed in Section 1 Box 9 of the annual return that councils should assign a nominal one pound (£1) value as a proxy for the zero cost. It was therefore RESOLVED to accept the recommendation of BDO.   



  1. Members RESOLVED to approve the meeting schedule for 2015.
  2. Councillor Roffe volunteered and accepted the role as the Council’s nominated representative to the Village Hall Trustees Committee.
  3. Members received and noted a summary of the results from the Community Speed Watch Scheme and the Council recorded its thanks to the volunteers that enable the scheme to operate in the Parish.
  4. Members discussed the council’s community engagement event on 13th September and the Clerk was asked to organise a date for the working group to meet again to finalise the arrangements.
  5. Members confirmed the Council’s procedure for liaising with the press.



  1. Councillor Luff gave a report on the outcomes of the two Task and Finish group meetings he had attended on 14th and 24th June 2014. The groups were looking at transport issues including the route of the relief road, proposed footpath and cycleway routes and the wider impact of increased car journeys on the surrounding Towns and Villages.
  2. Councillor Burton gave a report on the outcome of the Ecology and Green Infrastructure Task and Finish Group on 25 June 2014.  He reported p that Officers are still working on the basis that 4,000 homes will be built. 2,725 homes are projected to be built during the current JCS period to 2028 with the remainder being built up to 2036. The group spoke more about the existing problems encountered with managing green space including fly-typing and antisocial behaviour, rather than looking ahead. Cllr Burton took the opportunity to highlight the unsuitability of Standford Grange Farm as a SANG.


At 9.55pm it was RESOLVED to extend the meeting for an additional 10 minutes in order to complete the items on the agenda.



Councillor Luff reported that there was no change on the track.



Standford/Passfield/Hollywater Association

No information to report.

Police Liaison

Next Beat surgery on 14th June at Headley Fine Foods.                                                                                                  

River Wey Trust

Report circulated with agenda.

East Hants Association of Town & Parish Councils

Headley were not represented at the last meeting. 

Headley Down Community Association

Cllr Stubbings gave an overview of the recent meeting with Cllr Cowper regarding a permanent skate facility at Woodlands Hall.

Headley Sports Association

The last meeting was cut short.

Village Hall Management Committee

Cllr Roffe was confirmed as the Council’s representative.

Public Transport Representative

No information to report.

Community Forum

Next meeting date 15th July

Twinning Association

Return visit date confirmed.

Whitehill & Bordon Consultative Tier

Reported as part of main agenda.


There being no further business the meeting closed at 10.05pm.