Minutes of the Meeting of Beech Parish Council

held in the Village Hall on Monday 9 FEBRUARY 2009

PRESENT:

Councillor Anne Burridge

Councillor Ian Gibson

Councillor Peter May

Councillor Edward Neish (Chairman)

Councillor Gill Young

Mrs Sheron Gillard – Clerk to the Council

08.81 APOLOGIES FOR ABSENCE

Apologies were received and accepted from Councillors David Woodroofe (work commitments) and Norman

Miles.

08.82 CONFIRMATION OF MINUTES

The Minutes of the Parish Council Meeting held on 19 January 2009, copies of which had previously been

circulated, were confirmed. Chairman Edward Neish signed them as a true record.

08.83 REPORTS FROM ADVISORY PANELS AND ITEMS FOR REFERRAL

I) Development and Planning Advisory Panel

There were no new applications for consideration or EHDC decisions on previous applications for report. a) Whitehill Bordon Opportunity Stakeholders Events – postponed until further notice.

b) Council had received a response from EHDC regarding their enquiry about conditions relating to the

disposal of surface water on site. Chris Murray, EHDC Planning Development Manager, advised that

there are two possible conditions that EHDC can impose along the following lines:

1. The proposals shown on the approved plans to prevent surface water discharging on to the

highway shall be carried out before any part of the development is occupied and shall be

retained thereafter.

Reason - To ensure adequate provision for surface water drainage and to avoid discharge of water onto the public highway.

2. Prior to the commencement of development, a scheme for preventing surface water from the site discharging on to the adjacent highway, shall be submitted to and approved in writing by the Planning Authority. The approved scheme shall be carried out before any part of the development is occupied and shall be retained thereafter.

Reason - To ensure adequate provision for surface water drainage and to avoid discharge of water onto the public highway.

Council to make a note of these conditions and, when appropriate, to recommend the use of them in

cases they think relevant.

II) Highways and Footpaths Advisory Panel:

a) Village 30 – Update from Mott Gifford confirms that village had been surveyed and preliminary proposals drawn up. Plans had been issued to Amey (HCC contractor) and should be implemented by end of April. Clerk to request further detail relating to gateways and signage.

b) Flooding – Clerk to contact Hampshire Highways to advise that gullies at bellmouth on A339 had still not been cleared. Councillors are fearful of flooding leading to a serious accident.

III) Community & Environment Advisory Panel:

a) Hampshire Fire and Rescue Service Draft Corporate Equality Plan – Cllr Anne Burridge had read the

plan and considered it satisfactory with a recommendation that Fire Service do more to provide free fire

alarms to vulnerable households. Council approved that Clerk to complete consultation questionnaire on this basis.

Minutes February 2009 continued…./page 2 of 2

08.84 ANNUAL PARISH MEETING

Agreed that Annual Parish Meeting to commence at 7.00 pm followed by the March Council Meeting.

County Councillor Mark Kemp-Gee had confirmed his attendance.

08.85 VILLAGE HALL

There was no formal report from the Village Hall Committee but Clerk had been advised that Council should

expect to receive a formal request from the Village Hall Committee to consider payment of a second grant at the

next meeting.

08.86 DATA PROTECTION POLICY

Clerk thanked Cllr Peter May for his work on producing the draft policy (previously circulated to Councillors). Proposed Cllr Anne Burridge, Seconded Cllr Gill Young that this policy be adopted.

08.87 FINANCE

a) Review of High Interest Bonds – AGREED that remaining Bonds to be reinvested until further notice.

b) Annual Risk Assessment – RESOLVED: That the Council, having undertaken a Risk Assessment exercise, is

satisfied that all identifiable risks are adequately covered, as per attached schedule.

c) Annual Accounts 08-09

Chairman and Clerk had undertaken a review of Council’s Internal Controls on 26 January 2009. Their report

would be provided as supporting documentation to the Annual Accounts for Internal Audit. This exercise had

highlighted the need to review Council’s Standing Orders and Financial Regulations regularly.

d) Payments authorised:

Proposed: Cllr Ian Gibson, Seconded: Cllr Peter May

RESOLVED: i) HCC - Pension Payments (employer’s & employee’s contribution for

Feb 2009) £94.91

ii) Mrs Sheron Gillard: Clerk’s Net Salary and Allowance (Feb 2009) £406.37

iii) Mr E Neish (Chairman’s Allowance – internal auditor’s gift) £20.79

iv) Mr J Legg – Footpath Maintenance £45.00

(Mr Legg to be requested to maintain footpath during 2009,

liaising with Clerk as necessary).

08.88 REPORTS FROM NATIONAL, COUNTY AND DISTRICT ASSOCIATIONS

a) Next District Association meeting to be held on 11 March 2009, followed by their AGM. Cllr Norman Miles

would be standing down as Vice-Chairman of the District Association at this meeting.

b) Village of the Year Competition – organised by the County Association and sponsored by Calor. To be

considered another year.

c) A briefing on the new Policing and Crime Bill produced by the LAIS was NOTED by Council.

08.89 CORRESPONDENCE

The following items were formally received:

Minutes from the East Hampshire Passenger Transport Forum on 13 November 2008

Hampshire Countryside Access Forum Annual Report

08.90 NEXT MEETING

Confirmed that the Annual Parish Meeting would be held in the Village Hall on Monday, 16 March

2009 at 7.00 pm immediately followed by the March Council Meeting.

CLOSURE OF MEETING

Chairman thanked all present for their attendance and closed the meeting at 8.15 pm.

signed: ...........................................................

Chairman Beech Parish Council

date: 16 March 2009