HEADLEY PARISH COUNCIL
Minutes of the Meeting of the FULL COUNCIL held on Monday 17 November 2008 at 8.00pm in the Parish Office, Arford Road, Headley.
Present: Cllr R Clifford (Chairman), Cllr A Williams (Vice-Chairman),
Cllr D Chamberlain, Cllr J Grevatt, Cllr R Hall, Cllr G Hopwood,
Cllr A Luff, Cllr R Stubbings, Cllr J Truelove and Cllr D Tregay
Also in attendance: Mrs L Farley (Parish Clerk)
C208/08 APOLOGIES FOR ABSENCE
Apologies were received from Cllrs Hadfield and Burns
C209/08 DECLARATION OF INTERESTS
Cllr Clifford declared a personal interest in minute C219/08 as the applicant for the King George V Playing Field Committee was a neighbour.
Cllr Luff declared a personal interest in minute C219/08 as a family member worked for Headley Down Community Association.
C210/08 APPROVAL OF COUNCIL MINUTES
The Minutes of the following meeting, having been circulated prior to the meeting, were confirmed as a correct record and signed:
Full Council held on 20 October 2008
C211/08 APPROVAL OF COMMITTEE MINUTES
The Council ratified the Minutes of the following committees:
c. From Amenities and Recreation held on 10 November 2008, Members RESOLVED the following recommendations:
minute A47/08 not to increase the allotment rents at this time and
minute A50/08 to accept quotation 1 (£264 to remove privet hedge, adjacent to the Bowling Green, £132 to plant a replacement hedge in mixed native species and £725 to erect a panel fence), and that the Bowling Club would be asked to contribute £250.
C212/08 CHAIRMAN’S REPORT
The Chairman reported:
C213/08 HAMPSHIRE COUNTY COUNCIL MATTERS
Road to be closed to vehicles only, that part of Kingsley BOAT 29 and Headley BOAT 36 between its junction with Binstead BOAT 75 at the northern end of Kingsley BOAT 29 and its junction with Picketts Hill at the southern end of Headley BOAT 36. To prevent the likelihood of danger to the public or serious damage to the road, HCC considers that the closure to the road as specified should come into force without delay for a period of 21 days.
C214/08 EAST HANTS DISTRICT COUNCIL
The District Councillor had nothing to report.
C215/08 FINANCIAL REPORT
a. It was RESOLVED that the Income and Expenditure Report for the period 1 April 2008 to 31 October 2008, be agreed and signed and is attached.
b. A list of cheques drawn during September 2008, which had been distributed for members’ perusal was noted and signed.
C216/08 REPORTS FROM COUNCIL REPRESENTATIVES
a. Public Transport Coordinator – Cllr Hopwood reported that he had attended some transport meetings and that reports would be provided soon.
b. Headley Down Community Assoc – Cllr Tregay reported that the new football pitches at Heatherlands were not proceeding at this time due to a technical hitch.
c. Headley Sports Association (not as Trustee) – Cllr Grevatt reported that he had attended a recent Sports Management Committee meeting and that the new Sports Clubs’ Agreements were still under negotiation.
d. Whitehill & Bordon CAB - Members noted a confidential report by Cllr Chamberlain that had been previously distributed.
e. Grayshott Heathland Trust – Cllr Clifford reported that in a recent discussion with Mr Stephen D’Este Hoare he had discovered that the future of this land was in question. No more was known at this time.
C217/08 PARISH PLAN IMPLEMENTATION SUB-COMMITTEE
(Cllrs Grevatt, Tregay and Truelove)
Cllr Tregay reported that he had received 2GB of data from Mrs Woods regarding the Village Design Statement and now needed a volunteer to take the project forward. This request was to be an item in the forthcoming Winter Newsletter. He also reported that he would contact Mrs Schofield to check on progress of the Biodiversity Report that she was working on.
C218/08 TRAFFIC ISSUES WORKING PARTY
(Cllrs Hall, Clifford, Williams, Hopwood and Mr Eamey)
Cllr Hall reported:
a. That he was hoping the Council would purchase a portable speed restriction sign, possibly in conjunction with surrounding parishes. This would require insurance and costs to relocate on a fortnightly basis.
b. A site visit was awaited regarding the Mill Lane pedestrian crossings that had been requested by the Council.
c. The footpath at Eddey’s Lane would go ahead, possibly by February 2009.
d. The requested path from the Robin Hood Public House towards Standford would cost £20,000 and it was not expected to be funded by HCC. The Clerk was planning to contact the Standford, Hollywater and Passfield Association to ask their opinion on this matter.
C219/08 GRANT APPLICATIONS
The annual grant applications were considered (a report having been previously distributed) and allocations provisionally agreed for inclusion in the 2009 – 2010 budget and are as follows:
Headley Parochial Church Council 1150.00
Whitehill & Bordon CAB 2750.00
King George V Playing Field Committee 375.00
Headley Down Community Association 2000.00
The Phoenix Theatre and Arts Centre 550.00
River Wey Trust 400.00
Relate Basingstoke and District 200.00
Farming and Wildlife Advisory Group 50.00
Mill Chase School 50.00
It was AGREED that these amounts would be reconsidered at the 15 December 2008 Full Council Meeting within the context of the overall budget.
C220/08 MILL LANE FOOTBALL FIELD
Members noted a letter of complaint which had been received from a neighbour of the football field. Cllr Grevatt reported that this had been discussed at the recent Sports Management Committee meeting when it had been recommended that 2 football representatives and a Council member, meet with the neighbour on site to discuss the matter further and that this was to be arranged.
C221/08 FREEDOM OF INFORMATION ACT
a. Members RESOLVED to adopt the model publication scheme, developed and approved by the Information Commissioner, which had been previously distributed.
b. Members considered a fee schedule for the provision of information under the publication scheme and it was RESOLVED to adopt the proposed schedule that had been previously distributed with an added note to indicate that VAT was included in the fees.
c. Members RESOLVED the following retention times for documents as follows:
Sent Emails 3 months
Notes from meetings 3 months
d. It was further AGREED to develop this retention policy over the following months in conjunction with the HALC recommendations.
C223/08 HEADLEY REPORT
Members RESOLVED to defer the decision to appoint a printer for the 2009 Headley Report until the next Full Council meeting at which time further information regarding the negotiation of the incumbent’s quote would be obtained by the Clerk along with examples of work from other bidders.
C224/08 INTERNAL PARISH COUNCIL MATTERS
a. Members considered who to invite to speak at the 2009 Annual Parish Meeting and after discussion, it was RESOLVED that the Clerk would investigate whether someone from the Highways Agency would come to speak about the Hindhead Tunnel.
b. Members considered the times and dates to turn on and off the Christmas lights and it was RESOLVED that the Clerk would write to the proprietor of the Holly Bush requesting that the lights on the chestnut tree be turned on each day at 4pm, starting on 1 December 2008, and off each evening at 11pm, the final evening being Wednesday 6 January 2009. The Clerk would read the meter at the Holly Bush before and after this period. The Clerk would also arrange for the lights adjacent to the Village Hall (which are on a timer) to be turned on at the same times.
c. After minor amendments were AGREED, Members approved the Winter Newsletter which had been previously distributed.
d. Members RESOLVED not to enter the CPRE Countryside and Design Awards Scheme, details of which had been previously distributed.
e. Members received and noted the updated Risk Assessment for 2008/09 that had been previously distributed.
C225/08 PARISH LAND
Cllr Luff reported that there was currently no evidence of intrusion onto the Standford Land.
There being no further business the meeting closed at 9.57pm