BAUGHURST PARISH COUNCIL

Minutes of a meeting held on Thursday 25 March 2010
7.30 pm, Heath End Hall, Baughurst

PRESENT:  Cllrs M G Slatford (Vice Chairman), G and M Adams, J C Ayre, P E Garrett, J Hewitt (fr4), F Langley, G Round

Also present:  2 members of the public, Borough Councillor M Bound

Apologies for absence from County Councillor M Tucker, Cllrs C C Surtees, P   R  S  Postance, S E Terrett

In attendance:  Mrs P J Waterfield, Clerk

106.                  Minutes of the last meeting

The Minutes of the meeting of 25 February 2010, copies of which had been circulated, were accepted as read with the following amendment:  (96) ‘Basingstoke and Deane had approved the application, but  the Health and Safety Executive (HSE) is calling for controversial plans in Tadley to be called in by the Secretary of State’, and were approved as a true record of the meeting.

107.                  Declarations  of interest

Councillors were reminded that for those with any interest to be disclosed in relation to any item included in the agenda for this meeting, it was their duty to do so at the appropriate agenda item(as required to be disclosed by Section 96(1) of the LGA 1972, and in accordance with the Parish Councils Order 2001).

108.                  Matters arising from the Minutes

(83)                  Wolverton Lane

Changes in legislation will de-regularise rules pertaining to disposal of effluence.  However, this will have to meet a certain standard, and this site does not appear to do so at the current time.  A solution has been proposed, which will require approval by HCC as it involves carriageway works.

(86)                  Salt bins

HCC had invited all parishes to submit their future requirements for salt bins. 

(90)                  Sir George Brown Charity

The missing cheque had surfaced, having been assigned to the wrong charity.  The original cheque had been destroyed.

(98)                  Newsletter

Printing had taken place, and distribution would take place over the next 10 days.

(101)                Highways and Rights of Way

All matters had been reported to the appropriate authorities. 

109.                  County, Borough, Police and BDAPTC reports

The Police advised an increase in theft from outbuildings in the rural area, and listed Stoney Heath, Stokes Lane, Violet Lane, Wolverton Lane and Brimpton Road as targeted areas.  The Neighbourhood Watch coordinators were very helpful in identifying suspicious activity.  Debate was held over the lack of a policing policy by Tesco Express at Heath End Road.

Borough Councillor Bound reported on a recent meeting with AWE, where redundancies and redeployment are to be carried out.  A site  exercise is to be carried out on 12 May.  There is to be a Government directive to explore a list of sites with a view to decommissioning of materials.

Borough Councillor Round advised that the recent planning appeal at land adjoining the Wellington Arms had been refused by the Inspector.  As it is upheld, the occupant will be given a certain amount of time in which to clear the offending items, or BDBC will clear it and charge theoccupant accordingly.  If necessary, officers will then be able to continue along the Compulsory Purchase Order route, should the site be unable to be controlled by planning law.

BDBC Scrutiny panel are also to investigate the role of BDBC during the adverse weather conditions of the past winter months.

Cllr Slatford commented on the need perceived by BDAPTC to control the regular inspection andstocking of salt bins, and comment is also to be made by this Council regarding the lack of dissemination of information by the authorities to Parish Councils during the problems experienced locally during the winter.

110.                  Finance

a)                     financial statement

The latest financial statement was received.  The Clerk advised an excess of expenditure over income, by approximately £5000 during the year.  Precept for the coming year is £27,500, and projected expenditure is currently in excess of this figure.

b)                     105 Long Grove

APPROVAL was given to the payment of the latest invoice from Rowberry Morris for £855.

c)                     Kissing gates

APPROVAL was given to the purchase of 8 kissing gates at a cost of £1351.25, £1000 of which will be recoverable from grants.

d)         Age Concern

APPROVAL was given to the granting of £100 to Age Concern Tadley District, under Section 137 of the LGA 1972, for the benefit of the area and its inhabitants.

111.      Planning

a)         to receive and consider the latest planning lists

b)         decisions by BDBC

112.      Committee reports

a)         Footpaths Committee

• Footpath 10

No further information had been received regarding the proposed meeting of HCC with adjacent landowners, or any work on marking and clearance of the path.

• Land to rear of Hurst Community College

i)  no response yet received from English Heritage regarding the dead and dying trees on the tumuli

ii)  post and rail fencing – on checking the site, the original part-fencing supplied by HCC had disappeared.  Clerk to check with railing contractors, and also contractors employed by L&Q to clear the land to the rear of the site.

• Path to rear of The Withies

The completed forms had been returned by HCC, asking for clarification of the route used, and this amendment to be countersigned and dated by each individual applicant on their appropriate form.  Cllr Terrett undertook to organise this.

• Bridleway 15

Works had recently commenced on the surfacing of this path, which will be closed until completion.

• Footpaths booklet

Walk 1 (Browning Hill to Tadley Place)

Various members had walked this route, and several small amendments or improvements were made to the original document.

Walk 2 (Haughurst Hill to Ashford Hill)

The walk had been carried out the previous day.  One area of contention was the route taken through the water meadows at Ashford Hill – Clerk to ask Ashford Hill and Headley PC for up to date route from Definitive Map.

Walk 3 (Wasing)

Destined to take place in early April.

• Kissing gates update

The Clerk had met with the landowner of footpaths 24 and 25, who had advised that he no longer wished to have kissing gates installed on his land.  HCC, who had granted £1000 towards new kissing gates earlier in the financial year, had reminded the Clerk of the need to claim the grant.  It was APPROVED that 8 gates should be bought immediately, at a cost of £1350, in order to claim the grant.  These will be placed on rights of way numbers 29 and 31.  APPROVED that one gate should be sold to an adjacent landowner to allow access from a path on his land, which is not marked on the Definitive Map, to the rights of way above.  The same landowner will pay for the installation of two gates.  The gates, meanwhile, are to be stored with the maintenance contractor.

b)         General Purposes Committee

• Clerk’s Contract of employment

The Clerk’s contract had been duly amended with several minor points, and was signed by both Chairman and Clerk.  Cllr Round wished it noted that he did not agree with the process used to bring this to conclusion.

• To consider replacement of Council copier

The Clerk had initially sought quotations via HCC County Supplies, who have already carried out the necessary exercise in competitive tendering.  Both recommended companies had proved dilatory in providing the necessary information, and at a meeting of full Council, the Clerk had been asked to also obtain quotations from companies in the private sector.

Essentials required were agreed as:

• copier
• scanner
• printer
• fax facility
• automatic doubled sided copying/printing
• USB print
• reduction/enlargement facility
• 1 x sheet bypass
• 50 sheet rotating document feeder
• 1 x 500 sheet paper cassette
• automatic document feeder
• dimensions not to exceed 66.04 ht, 64 cm w, 64 cm deep, because of the limited space in the parish office.

After much discussion, the purchase of a Canon 1024iF copier/scanner/printer/fax was APPROVED at a cost of £796 plus VAT.  A freestanding telephone with answerphone facility was also APPROVED, at a cost of £50. 

• To consider Code of Conduct for Baughurst

This Council had adopted the National Code of Conduct in 2005, and the Revised National Code of Conduct in 2007, both under generic national headings, and without production of a document in the individual name of this Council.  Following advice received from the Monitoring Officer at BDBC, it was noted that ‘There is no need to change the code of conduct to be in the name of the Parish Council as this may imply that you have made modifications to the model code of conduct.’

• BDBC Local Development Core Strategy Key Themes public consultation

A further meeting of General Purposes committee is to be convened to discuss this document.  Consultation ends on 26 April 2010.

c)         Playing Fields and Open Spaces Committee

• Land rear of Hurst Community College

Despite clearance of adjacent land by L&Q at the insistence of a neighbouring resident, and information sent to English Heritage by this Council, no further progress has been made in this Council’s bid to obtain the land.

• 78-84 Woodlands Road

BDBC had advised that no enforcement action was required.  HCC had agreed to provide dropped kerbs for parking purposes.

• Land at junction of Heath End Road and Bishopswood Lane

Agreed that landowner should be contacted to ascertain whether she would be willing to sell the land, and at what price.

• Wolverton playing field

i)          Clerk advised damage to the seat of the rocker, and had asked Recreational Supply Services for a quotation for its repair.  APPROVED that this should be accepted, but comment also made about the less than satisfactory painting of other equipment in the field which had been effected during the previous year. 

ii)         Surface of the field

Agreed that improvement to the surface of the field should be investigated.  Various options put forward include:

• Rolling of the field (via maintenance contractor/local contractor)
• This may necessitate the widening of the gateway and provision of a wider gate
• Removal of mole hills
• Provision of  a path from car park to play areas (requiring permission from the landowners)

iii)         New Trust deed

Cllr Slatford advised that a new deed for the field is in the process of being drawn up.

iv)         Safety

BDBC carry out weekly risk assessments of the field and report any faults.  A major overview is undertaken each spring, and the latest report is awaited.  Comment had been made about the  size of the drop from the slide to the ground, and it was noted that, in 2009, no fresh bark chippings had been ordered.  APPROVED that these should be ordered from BDBC for autumn 2010, at an approximate cost of £1000.

• Long Grove

Two recent incidents of vandalism had occurred, and had been reported to the Police.  One is the subject of an insurance claim (removal of a central pole for the climbing frame unit), and repair is still awaited.

• Pineapple field

Agreed that a further meeting should be held with representatives of Calleva Football Club to discuss tariffs.  As a suggestion to put forward to this, tariffs were mooted of £800 per year for rental of the field, and £17.50 for occasional users.  The Clerk also mentioned the amount of debris which had been left behind the pavilion, which Calleva had been requested to move.

• Bulb planting

APPROVED that:

1000 single snowdrop bulbs to be purchased at £200

1000 wild daffodils to be purchased at £270

Noted that Baughurst Scout and Guide Group had agreed to help with planting.

• Brimpton Road

Clerk had asked maintenance contractor to clear back vegetation on eastern pavement.

• Forest Close

Clerk had met with HCC officers and Borough Cllr Round to investigate illegal use of HCC land, introduction of driveways across HCC land and non-approved dropped kerbs, and miscellaneous other factors.  HCC had agreed to provide a plan of possible actions.  Paths also need to be swept.

• 4/5 Pinewood Close

Clerk had met with HCC officers and Borough Cllr Round to consider the provision of runways and dropped kerbs.  The area involved met the criteria demanded by HCC, and the cost will be met by the residents concerned.   A Scots pine tree will need to be removed, but the residents are keen to replace the tree at their cost.

• 1 Mornington Close

Two adjacent residents had complained about the invasion by this property into an adjacent open space, owned by HCC.  HCC have served notice on the owners to remove their fences, shed and driveway from the land.

• Flytipping, rear of Old Forge shops through to Mornington Close

BDBC to be asked to clear garden refuse from this land.  If this fails, maintenance contractor to be asked to do so.

• 105 Long Grove

The joint survey requisitioned by both parties had proved trespass by the residents of the above property.  Under the terms of the legal agreement between both parties, the cost of the survey is to be borne by the party who is proved to be responsible for the trespass, but as yet no funds have been received.  Legal proceedings to recover these costs have been put in train, and it was AGREED that this Council would proceed further with legal action.

• 1 Wellington Crescent

A letter had been sent to the new occupants, reminding them that they do not have a legal right to access across land owned by this Council from their side gate.  A formal telephone complaint had been received regarding the nature of the request, where the complainant had preferred to deal with a Council member rather than the Clerk.

• Conifer Close

Tree surgeon had advised that a silver birch tree leaning into the garden of a resident from  land which is owned by this Council was not in a dangerous condition, and there was no need for its felling at this time. 

113.      Highways and Rights of Way

a)         No 56 bus

Noted with regret that the above service will cease on 17 April 2010.

b)         Browning Hill

Potholes to be reported.

c)         Hurst Community College

School to be asked to remind pupils to dispose of litter tidily, and not drop it in public areas.  Also to be asked to clear back undergrowth from Woodlands Road to layby.

d)         Traffic calming proposals in Baughurst and Wolverton

The Principal Engineer at HCC will present the proposed scheme to this Council at their meeting on 29 April 2010.  Areas included are:  general HGV signing; warming signs in the Axmansford area; traffic management measures at Baughurst Road/Violet Lane junction; Wolverton Townsend; Wolverton Road/Ham Lane junction area;; Crabbs Hill, from A339 past church and playground.                                                                                                                                                                                      114.      Councils

The following papers were received:  West Berkshire Local Development Framework Core Submission; Tadley and District History Society Project News; BDBC Core Strategy ‘key themes’ consultation.

115.      Accounts for payment

Received:  £15 Pineapple field hire; 26p bank interest; £1.50 Footpaths booklet

To pay:

116.      Date of next meeting

The next meeting of BAUGHURST PARISH COUNCIL will be the Annual Assembly (for all residents) on Thursday 15 April 2010, 7.30 pm, Heath End Hall.  The next full meeting of Council will be held on Thursday 29 April 2010, 7.30 pm.