Minutes of the Annual Meeting of Beech Parish Council

held in the Village Hall on Monday 18 MAY 2009

 

 

        PRESENT: 

         

                   Councillor Anne Burridge

                   Councillor Ian Gibson

                   Councillor Peter May

       Councillor Norman Miles                

       Councillor Edward Neish

       Councillor David Woodroofe

       Councillor Gill Young                                         PCSO Dave Nops

       Mrs Sheron Gillard – Clerk to the Council           Approximately 20 Members of the Public

 

Prior to the meeting, Council had hosted a Reception to celebrate the Council’s 10th anniversary which was

attended by about 40 people.  These included current and ex-Councillors and Clerks, District and County

Councillors, electors (past and present) involved in Parish Appraisal, Parish Design Statement, the Newsletter

and Neighbourhood Watch together with other members of the village.  Light refreshments, including local

wines and cheeses, were provided by Mrs Sarah Neish, Mrs Camilla Gibson and Miss Hetty Neish. 

Chairman Edward Neish, Councillor Norman Miles (first Beech PC Chairman) and District Councillor Patrick

Burridge (Chairman of Beech PC Steering Committee) and CALC Executive Chairman John Korbey addressed

the assembly, acknowledging the work done by the Council in its first 10 years and the benefits to be gained by

active involvement in local government, encouraging those present to consider becoming Parish Councillors at

the next election.  The Council’s Annual Meeting followed.

 

 

09.01  ELECTION OF CHAIRMAN

  Councillor Edward Neish indicated he would be prepared to stand as Chairman for a further year.

  Proposed by Ian Gibson and seconded by Gill Young.  There being no further nominations, it was

  unanimously agreed and RESOLVED: That Councillor Edward Neish be elected as Chairman.  Chairman Neish

  signed a declaration of acceptance of office.

 

09.02  ELECTION OF VICE-CHAIRMAN

           Proposed by Norman Miles and seconded by Anne Burridge RESOLVED: That Councillor Peter May be elected

           as Vice-Chairman. 

 

09.03  APPOINTMENT  OF ADVISORY PANELS AND REPRESENTATIVES

  Unanimously RESOLVED: That all advisory panels and representatives be appointed as follows:

 

Finance and General  Development &                      Highways and                        Community &

Purposes                     Planning Advisory Panel       Footpaths Advisory Panel     Environment      

Advisory Panel                                                                                                          Advisory Panel

To be appointed                              Ian Gibson                              Anne Burridge               Anne Burridge

as required.                           Norman Miles                         Ian Gibson                     Ian Gibson

                                             David Woodroofe                             Peter May                      Peter May                                                                                                                       Gill Young                     Gill Young                                                                             

Hampshire ALC/EHALC Representatives               Financial Controls                 Internal Auditor

Norman Miles                                                               Peter May                      Mrs Sandie Fisher

Gill Young 

 

09.04  CONFIRMATION OF MINUTES

  The Minutes of the Council meeting held on 20 April 2009, copies of which had previously been circulated, were

  confirmed.  Chairman Edward Neish signed them as a true record.

 

 

                                                                                                                  Minutes May 2009 continued…page 2 of 3

 

 

09.05  DECLARATIONS OF INTEREST

           Councillor David Woodroofe declared an interest in planning application 25172/003   Hill Brow, 61 Medstead            Road, his interest being that he lives next door.  Subsequently, Mr Woodroofe exercised his rights to speak during         Public Participation but left the meeting while Council debated the application.

 

09.06  PUBLIC PARTICIPATION

           Mr Fazakerley of 61 Medstead Road presented coloured slides of his proposals for the site and confirmed that he

           had made provision for Section 106 contributions and considered guidelines in the Beech Village Design            Statement.

           Mr and Mrs Gothard of 59 Medstead Road and Mr Woodroofe of 65 Medstead Road, direct neighbours of 61

           Medstead Road spoke against the application stating concerns regarding lack of parking, loss of light,

           overshadowing and privacy and loss of further trees.  Mr Woodroofe also highlighted the lack of levels

           information in the application.

 

09.07  REPORT OF DISTRICT COUNCILLOR

           Cllr Patrick Burridge spoke of the growing need for local communities to identify future requirements as

           Developers’ contributions will, in future, only be collected against specific projects and therefore encouraged

           Beech to consider producing a Parish Plan.  In answer to a question from the floor, Cllr Burridge explained that

           roads and road maintenance is financed through the County not District Council and cannot, therefore, be            financed by developers’ contributions already secured for the provision or enhancement of public open space.

 

           He took questions relating to the formation of the South Downs National Park and confirmed that since Beech

           falls outside its borders, EHDC would continue as its Planning Authority.

          

09.08  REPORTS FROM ADVISORY PANELS AND ITEMS FOR REFERRAL

           I)   Councillor Ian Gibson and the Clerk had met to consider the Annual Accounts and renewal of Council’s

                 insurance policy (see Minute 09.09 and 09.10)

           II)  Development & Planning Advisory Panel

                 a) The Council considered one application.  Proposed, Seconded and RESOLVED that the comments                           of the Council be forwarded to EHDC as follows:

                             i)  25172/0003   Hill Brow, 61 Medstead Road   Detached two storey dwelling with access and

                                                          parking, three bay car barn for 61 Medstead Road                 OBJECT for the

                             following reasons:-       

                             1.         Lack of topographical survey – impact of levels cannot be considered (re: VDS Design

                                         Guidelines – Landscape & Setting no. 7)

                             2.         Insufficient information regarding the disposal of surface water run-off

                             3.         Opposed to reverse backland development/over-development of site.

                                                                                                                           

            III)   Highways and Footpaths Advisory Panel:

                    a) Road Closures – Clerk had received details of a number of road maintenance plans which would

                        necessitate the closure of roads in and around the village in the coming months. 

                    b) Cllr Ian Gibson and the Clerk had met with Mr Iain Hopcroft of Hampshire Highways East on Monday,                         27 April and driven all village roads.   Recent work in Wellhouse Road to patch surface and reinstate

                        verges was noted.  Mr Hopcroft advised that Medstead Road and King’s Hill would receive annual

                        patching during forthcoming school holidays.  Reinstatement of white lining would follow – Beech

                        repeated its request that those along road edge be at a minimum equal distance apart throughout the

                        village to reinforce narrowness of route.  Snode Hill – Mr Hopcroft to arrange micro-surfacing.

                    c) Clerk had spoken with Hampshire Highways regarding additional 30 mph repeater signs.  Unfortunately,

                        as previously reported, they confirmed that regulations do not allow for repeaters where street lighting is

                        provided at less than 183m apart as it would make limit unenforceable.  As part of the Village 30

                        programme, Beech will be visited by speed survey van along with a police camera team who will enforce

                        limit.  The County are also arranging for temporary SLRs to be deployed in villages on a rota basis. 

                        Clerk awaiting confirmation of possible time frame.

            IV)   Community and Environment Advisory Panel

                    a) Cllr David Woodroofe reported he had attended an EHDC Safer Neighbourhood and Councillor meeting

                                                                                                         Minutes May 2009/continued.....Page 3 of 3                  

                        on Wednesday, 22 April in Alton.  The meeting highlighted that East Hampshire is a relatively safe place

                        to live with police meeting their targets and having good crime clear-up rates.  However, public should

                        continue to be vigilant and support Neighbourhood Watch Schemes.

                   

09.09     INSURANCE RENEWAL

              Councillor Ian Gibson and the Clerk had considered the renewal quotation from Norwich Union which included

              a 5% no claims discount.  This discount could rise to 20% over 4 years.  Council debated entering a 3-year

              binding agreement with Norwich Union (until 31 May 2012) to gain an additional 5% reduction.  Following

              discussion, Proposed, Seconded and RESOLVED: That, the Council’s insurance be renewed with Norwich

              Union with effect from 1 June 2009 for a 3 year period.

 

09.10   FINANCE

            a)  Councillor Ian Gibson and the Clerk  had reviewed the Annual Accounts for year ending 31 March 2009                  and were presented to Council for approval.   Proposed Ian Gibson and seconded Edward Neish and

                 RESOLVED: That the Statement of Accounts for the year ending 31 March 2009 be approved.  Chairman

                 Edward Neish and Responsible Finance Officer Sheron Gillard signed the Council approved Statement of

                 Accounts.

b)  Annual Governance Statement: RESOLVED: that the Annual Return for the year ended 31 March 2009

     presents fairly the financial position of Beech Parish Council and its receipts and payments in accordance

     with the requirements of the Accounts and Audit Regulations 2003 and Local Council’s Governance and

     Accountability Guidance Notes.  Council completed the Annual Governance Statement which was then

     signed by Chairman Edward Neish and Responsible Finance Officer Sheron Gillard on behalf of the Council.

c)  Clerk to arrange with Mrs Sandi Fisher to undertake an Internal Audit using the ten key control tests as set out

     in Appendix 9 of the Governance and Accountability in Local Councils in England and Wales Practitioner’s

     Guide 2008.

d)  Responsibility for Internal Controls for 2009/10: Councillor Peter May had been appointed and was

     asked to undertake twice yearly checks along similar lines to 2008/09.

e)  Chairman’s Allowance: Proposed by Ian Gibson and Seconded by Gill Young and RESOLVED that

     Chairman’s allowance for 09/10 be set at £200.00 to be drawn as required.

            f)  Payments authorised:                                                                                                                

                 Proposed Gill Young and Seconded by Peter May

                 RESOLVED:    i)     Norwich Union – annual insurance policy                                         £276.65

                                         ii)    Hampshire Playing Fields Association (subscription renewal/grant)     £20.00

                                         iii)   Mrs Sheron Gillard: Clerk’s Salary, Allowance and Administration

                                                Expenses (May 2009)                                                                        £448.17

                                         vi)   HCC - Pension Payments (employer’s & employee’s contribution for

                                                May 2009)                                                                                         £111.94

                                               

09.11   CORRESPONDENCE

            The following items were formally received:-

                   EHDC – Choice Based Lettings

                   GOSE – Final RSS available to view at www.gos.gov.uk/gose

                   Hampshire Fire and Rescue Plan 2009-2012

                  

09.12   NEXT MEETING

   Confirmed that the next meeting of the Council would be held in the Village Hall on Monday, 15 June 2009 at

   7.30pm preceded by Parishioners’ Question Time at 7.15 pm. 

 

CLOSURE OF MEETING      

Chairman thanked all present for their attendance and closed the meeting at 9.15 pm.

 

                                                                  

 

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

                                                                                                         Chairman Beech Parish Council

date: 15  June 2009