Minutes of the Meeting of Beech Parish Council

held in the Village Hall on Monday, 17 OCTOBER 2011

 

        PRESENT: 

         

                   Councillor David Woodroofe (Chairman)

                   Councillor Ruth Duffin

                   Councillor David Fazakerley                                                 

                   Councillor Bryan Harrison

                   Councillor Peter May                                                              Mr Peter Cox, Village Hall Chairman

       Mrs Sheron Gillard – Clerk to the Council                              Mrs Stella Charman, Parish Plan (Public                                                                                                                                                    Question Time only)

                                                                                                     

                            

11.48  APOLOGIES FOR ABSENCE

           Apologies were received and accepted from Councillor Ian Gibson.

 

11.49  CONFIRMATION OF MINUTES

  The Minutes of the Council meeting held on 19 September 2011, copies of which had previously been circulated,

  were confirmed.  Chairman David Woodroofe signed them as a true record.

 

11.50   DECLARATIONS OF INTEREST

            Councillor Ruth Duffin declared a Personal interest in item to discuss the planting of meadow grasses at village            

            gateways, the nature of her interest being that the access to her property could be affected.

 

11.51   PUBLIC PARTICATION

            a)     Mr Peter Cox queried whether the permitted development at 188 Medstead Road (34203/010) would create a

                    totally independent residence.  This was confirmed.

            b)     Mrs Stella Charman advised Council that following meetings with EHDC officers, the Parish Plan management

                    group were considering restructuring the plan to meet new Neighbourhood Plan criteria and would welcome the

                    opportunity to discuss with the Parish Council further.  It was agreed that this item would be included on the November agenda.

                                                                                                                  

11.52  REPORTS FROM ADVISORY PANELS AND ITEMS FOR REFERRAL       

            I)     The review and appointment of panel membership was postponed until all Councillors present.

            II)    Finance & General Purposes Advisory Panel

                    a)      Clerk’s resignation – The Chairman had notified Council of Mrs Gillard’s resignation, her last day of service to be

                             31 December 2011.  Following discussion regarding proposed conditions of employment and where vacancy would

                             be advertised, Proposed Cllr Ruth Duffin, Seconded Cllr Bryan Harrison and RESOLVED: That Chairman David Woodroofe

                             and Cllr Peter May be authorised to make appropriate arrangements for advertising and interviewing, including raising

                             cheque up to the value of £200 to Herald Newspaper Group for advertising.

                    b)      Cllrs David Fazakerley and Peter May were nominated to meet with Clerk to prepare 2012-13 budget and precept

                             recommendations for approval at November meeting.

            III)   Development & Planning Advisory Panel

                    a)           Previous applications – EHDC Decisions NOTED:

                             i)   34203/010   188 Medstead Road   Conversion of workshop/office building to self contained

                                      dwelling with parking and landscaping (as amended by plans rec’d 28/9/11)     PERMITTED

                    b)      CPRE Planning Response Guidance Booklet – NOTED.

                    c)      Community Forums – It is understood that the January Community Forum, which will be led by Planners, will

                             cover the subject of Neighbourhood Plans in more detail and will elaborate on the implications this has for the

                             Towns and Parishes of East Hampshire.  Representatives of Parish Council and Parish Plan group to attend.

                    d)      Cluster representative at Community Forums – for the purposes of these Forums, Beech has been clustered with

                             Bentworth, Farringdon, Wield and Chawton.  EHDC had requested one named Councillor from the cluster to have

                             voting rights at these Forums.  Cllr Malcolm Williamsonof Chawton Parish Council had volunteered for this role

                             at the next meeting on 25 October at the Alton Maltings at 6.30 pm, which was acceptable to Beech Councillors. 

                             BPC Councillors would also attend the meeting.  Clerk to liaise with other cluster parishes to establish a method for

                             selecting named councillor representative for future meetings.                

            IV)   Highways and Footpaths Advisory Panel:

                    a)      SLR Update

                             Medstead’s Clerk was processing SLR equipment purchase.

                    b)      Clearance of grips and gullies.  Clerk had received one quotation and would endeavour to obtain

                             another for comparison.

                    c)      Winter preparations – Clerk confirmed that grit/salt bins would be filled shortly but re-fills would need to be requested separately.

           V)     Community and Environment Advisory Panel:

                    a)      Meadow grasses at village gateways

                             It was noted that Highway approval would need to be sought before cultivation of verges could be considered.  

                             Until public opinion had been garnered from Newsletter item and Parish Plan survey, no action would be taken.

                    b)      Refuse & Recycling: It was noted that EHDC and Winchester City Council had jointly awarded contract to Biffa and that

                             village collection days had changed to accommodate the merging of rounds.

                    c)      Hampshire Libraries – It was noted that Alton library had been designated a ‘Large Library’ and would

                             reduce its opening hours by 5 hours by closing all day Wednesdays.

                    d)      EHDC – A consultation meeting on proposed Leisure Built Facilities Strategy would be held at Alton Sports Centre on

                             Thursday, 17 November between 6 – 7.45 pm.

 

11.53  PARLIAMENTARY CONSTITUENCIES REVIEW 2013   

           The Boundary Commission’s draft proposals were NOTED.

 

11.54  VILLAGE HALL        

           Proposed, Seconded and RESOLVED: That Standing Orders be suspended to allow Mr Peter Cox, Chairman of

           the Village Hall to answer Councillors’ questions and were reinstated during the Council’s deliberations.

 

           Council considered a draft written statement in support of the Village Hall’s licensing appeal and following minor amendments,

           Proposed: Peter May, Seconded: Bryan Harrison and RESOLVED: That the following statement be approved for submission to the Court:

 

           “Beech Parish Council supports the application by the Beech Village Hall Committee to extend the present

           licensing hours. 

 

           The present licence conditions are overly restrictive when measured against those that were historically applied to

           the Village Hall.  The previous licence conditions allowed music until 11pm with clearing of the premises completed by midnight. 

           The current conditions require all doors and windows closed after 10pm, no alcoholic drinks outside after 10pm and clean up

           completed and premises vacated by 11:30pm.

 

           The Village Hall is extremely important to the life of the village.  This Hall is the only communal venue in the

           Village and the Parish Council has no facilities of its own.  It is very important to note that the Hall (and recreation

           ground) are owned by a private Trust, for the benefit of the village, and not the Parish Council.  The Hall is

           managed by the Beech Village Hall committee. 

 

           The Parish Council can support certain activities but is not in a position to fund a venue which is not in public ownership.

           The on-going viability of these assets depends on the Hall being financially self-sustaining. 

 

           Previously the Hall was a converted printers shed, too small for the size of the community and offering poor

           facilities.  In particular there was no sound attenuation and lack of ventilation.  Over the past 9 years, the Village

           Hall Committee put considerable effort into designing a refurbishment.  This was subsequently implemented by

           constructing the extension on the Medstead Road elevation, together with a complete refurbishment internally to

           create the present excellent facilities.  The design includes details to restrict noise transmission outside the building

           with dominant openings sheltered by the original building, double glazing throughout, and double door porch

           facing onto the Green.   The Parish Council has been fully supportive throughout the process including giving

           financial grants amounting to £20,000 and supporting BVHC’s applications to the planning authority (EHDC) for

           the use of Developers’ Contributions.  The Parish Council has not received any complaints about the new facilities.

 

           The new facilities opened in 2009 under the original licensing conditions.  The present licensing conditions were

           imposed later in May 2011 and are surprisingly restrictive particularly taking account of the much improved

           facilities.   The Village Hall Committee is reliant on bookings to fund the Hall and to maintain this as an asset for

           the benefit of the whole community.  Potential evening lettings are dropping as users are now being put off by

           restrictive licensing conditions which are not imposed at other similar venues.

 

           The redevelopment of the Hall has provided modern facilities with substantial improvements and in particular

           better sound attenuation over the previous buildings.  As a minimum the Parish Council would welcome and

           support the reinstatement of the previous conditions.  It is the Parish Council’s view that this will improve the

           viability of the venue for the benefit of the overall community.”

 

           Cllr Ian Gibson and/or Chairman David Woodroofe were nominated to attend the hearing.

 

11.55  PARISH PLAN

           Council noted Mrs Charman’s earlier report and looked forward to further discussion at November’s meeting.

 

11.56  TRAINING   

            a)  Cllr Ruth Duffin had attended HALC’s Core Skills for new Councillors which she found excellent and would

                 welcome the opportunity to attend further training sessions.

           b)  Cllrs Ruth Duffin and Bryan Harrison had attended Community Engagement training during the District

                 Association meeting, only parts of which they found useful and applicable to Beech.

                                                                                                        

11.57  HAMPSHIRE ALC AND REPRESENTATIVES

            a)  Cllrs Bryan Harrison and Ruth Duffin had attended the District Association meeting on Wednesday,

                 28 September and Cllr Bryan Harrison had also attended a East Hampshire Environment meeting.

            b)  Cllrs Bryan Harrison and Peter May would attend Hampshire ALC AGM on Saturday, 29 October in

                 Chandler’s Ford.                                                                                                            

 

11.58   FINANCE

            a)     Annual Accounts 2010-11

                    Clerk reported that External Audit had been satisfactorily completed and that completion of audit notices                      

                    had been posted on notice boards and website.

            b)     Annual Accounts 2011-12

                    i)       Cllr Peter May reported that he had carried out  internal control checks on behalf of the Council on 27

                             September 2011 and had found no matters to bring to their attention.

                    ii)      Second Quarter Receipts & Payments Summary to 30 September 2011 presented to Council showing                                      

                             bank reconciliation NOTED as follows:

                                 Current Account Balance                                        567.07

                                 Less: Cheques drawn but not debited at 30.9.11    (448.28)

                                 Deposit Bank Account Balance                         11,499.21

                                 High Interest Deposit Bonds                              40,920.45         

                                 Balance carried forward 1.10.11                      £52,538.45                   

 

                            Chairman David Woodroofe initialed bank statements to confirm reported figures.

           

                 c)         Payments authorised:    

                             Proposed David Fazakerley and Seconded by Bryan Harrison: RESOLVED:    

                             i)          Mrs Sheron Gillard: Clerk’s Net Salary, All’w & Admin Exp (Oct 11)      £465.55

                             ii)         Hampshire Pension Fund (e’ers & e’ees contribution for Oct 2011)         £113.28

                             iii)        Audit Commission – annual audit charge                                                  £162.00

                             iv)        Hampshire ALC – New Councillor training                                                 £30.00

                             v)         Beech Village Hall – hall hire Oct & Nov 11                                               £28.48

                             vi)        Mrs R Duffin – travel expenses re: New Councillor training                       £12.60

           

11.59   CORRESPONDENCE

            The following were formally received:

                   Victim Support – Letter of thanks for donation.

                   EH Domestic Abuse Service – Letter of thanks for donation.

                   The Queen’s Diamond Jubilee Beacons – Guide to taking part.

                   Local Council Journal – HALC Newsletter Autumn 2011               

                  

11.60   NEXT MEETING

            a)    The following dates for Council meetings in 2012 were approved:

                                                         January                16th   

                                                          February               20th  

                                                         March                   19th    Annual Parish Meeting Plus Council meeting

                                                         April                     16th

                                                          May                      21st    Annual Council Meeting

                                                         June                     18th

                                                         July                      16th                      

                                                         August                  Meeting to be scheduled, if required.

                                                         September            17th                        

                                                         October                15th                        

                                                         November            19th                      

                                                         December             Meeting to be scheduled, if required.

 

            b)    Confirm date of next scheduled Council meeting as Monday, 21 November 2011 at 7.30 pm with public

                   question time starting at 7.15 pm. 

 

   CLOSURE OF MEETING    

Chairman thanked all present for their attendance and closed the meeting at 8.54 pm.

                                                        

 

 

 

 

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

                                                                                                         Chairman Beech Parish Council

date: 21November 2011