Mapledurwell & Up Nately Parish Council

Minutes of the Annual General Meeting

Date:  16^th November 2009 Venue:  Mapledurwell Village Hall Commencing: 8pm

Present:  Chairman Donald Komrower Vice- Chairman Sam Preece

Councillors:  Alan Hutton, Hilary Hossack, Di Coate-Bond Clerk: Susan Lefley and PC Andrew Reid.

Parishioners: Mr & Mrs O Malley, Mr & Mrs Bruce, Mrs Kuntze, Mr Pink and Mrs Needham

1              APOLOGIES FOR ABSENCE

Apologies received from Cllr. Mrs Elaine Still

2              MINUTES OF PREVIOUS MEETING

Minutes of the meeting on 14^th September 2009 were approved by all the councillors as a true record and signed by Donald Komrower.

3              ACTIONS FROM LAST MEETING

4. With regard to the refused application for the bund at Andwell, the Parish Council wrote to Cllr. Elaine Still to ask for a more in depth explanation as to the reasons for refusal. There was confusion as to why this was dealt with at County level and also the idea that the bund would have an unacceptable visual impact by introducing an intrusive and artificial feature into the landscape, hardly a convincing reason when the landscape has already been scarred by the motorway.  Cllr Still contacted the HCC and received a more in depth report which stated that residents in Andwell would only benefit from a reduction of 2 decibels and as such the Environmental Health Officer considered this as insignificant. Also, although the scheme had been amended, it was still not considered acceptable in principle or design. The large earthworks covering 16,000 square metres would look unnatural and intrusive.

If the application is taken to appeal, the Parish Council will support this action.

6.1.2 Mr Yaxley’s Land (see Recreation)

6.1.3 The clerk contacted B&DBC to ask about the S106 funds held to improve the playground and playing fields. As the village hall is about to undergo a refurbishment, the Parish Council did not want to rush into deciding the best way to utilise these funds. But will need to show some scheme, with a price to prove the money will be spent in the correct area before March 2010. As the playing field is being re-positioned due to the refurbishment and new car park, this will be one area needing the funds and also possibly a new play area to be attached to the new hall, once completed.  The clerk asked if the following items could be implemented using the money; 1. Re-alignment of football pitch.  2. New car park away from the original playground on safety grounds. 3. New items for the existing playground. 4. Possible new fenced and gated play area attached to the village hall.  Mrs McGrath, the Parks & Open Spaces Officer at B&DBC responded saying that from our list items 3 & 4 were most related to the fund, followed by item 1 and then 2 but added that all the items listed could probably be justified as enhancement of existing facilities which would allow the accommodation of additional users.

9.2.1 Di Coate-Bond and Terry O Malley have been looking into the Broadband situation for the village. They have been liaising with e-Hampshire, a non-profiting making organisation driven by the Hampshire County Council, who are looking into improving Broadband coverage in rural areas. The Parish is covered by two ‘Green boxes’ one at The Hogget and the other at The Hatch. Fibre Optics will be installed into these boxes to provide a superfast Broadband connection; this is a relatively new concept being trialled. Within the Parish there has been significant industrial interest, along with householders. In order for this to happen, the Parish Council would be required to ‘loan’ £30,000 per green box (£60k) to the company, who would return this money after two years. The tariff to households being in the region of between £20-£30 per month. Half of the village would need to sign up for this. Mr O Malley would like the Parish Council to take a look at this scheme and decide whether it is a good or bad idea. He would like a mail shot to be sent to each parishioner detailing the project and explaining more about Broadband and how it works. He requested a figure £250 to be budgeted to create this leaflet.  Sam Preece asked that if we were to just wait, would there not be a natural improvement in this area? Mr O Malley pointed out about the landline tax which might equate to 50p per line and that most of this revenue would probably end up in the North and that the EU would not subsidise this improvement.  Alan Hutton agreed with this, saying that we would probably fall through the net and maybe we do need to take action for ourselves. The Chairman felt the initial figures for the ‘loan’ were a little daunting and would need to be looked into further. Mr O Malley requested that e-Hampshire be invited to the next parish meeting to discuss further. This was agreed.

Clerk to invite a representative from e-Hampshire to next meeting.              

4              PLANNING AND ENVIRONMENT

New Applications;

BDB/71321 Kingfishers Cottage, Frog Lane, Mapledurwell. Application for a certificate of lawfulness for the dwelling known as Kingfishers Barn and for the use of land as residential land. The Parish Council responded by pointing out to the B&DBC that they were concerned that yet another situation within the parish has occurred where a long period of time has elapsed before the situation has been noticed. There have been a number over the past couple of years.

BDB/71351 Greenacres, Down Lane, Mapledurwell. Erection of a replacement dwelling with a detached double garage. No objection

BDB/71433 Eastrop Farm House, Heather Row Lane, Up Nately. Internal alterations and rebuild rear porch. No objection

BDB/71534 Blaegrove House, Blaegrove Lane, Up Nately. Extension of time limit of planning permission BDB/64738, for the erection of a single storey front extension involving raising of the roof with an office in the roof space and construction of a glazed dormer window. (Cllr received application at the meeting)

TCA2877 Jasmine Cottage, Tunworth Road, Mapledurwell. To fell a eucalyptus tree due to its close proximity to the garage building, which is showing signs of damage to the rear wall? (Cllr received application at the meeting)

Approved;

BDB/71248 Blaegrove House, Blaegrove Lane, Up Nately. Listed Building Consent given on above application.

Refused;

BDB/71351 Greenacres, Down Lane, Mapledurwell. Erection of a replacement dwelling with a detached double garage. The proposed replacement dwelling, detached garage and associated excavation works and hard standing would, as a result of the design, size and scale, be visually harmful to the character and appearance of this area of the countryside and would appear alien in this local context. (Planning policies quoted also)

5.            FINANCE

5.1.1      Payments were approved and cheques signed by two Councillors.

Chq. No 000474                 Audit Commission Fee           £138.00

Chq. No 000475                 Martin Gosling                     £713.00                  Grass Cutting June/July/Aug

Chq. No 000476                 Tennis Nets                        £304.95

Chq. No 000477                 The Villager                        £100.00                    2nd payment

Chq. No 000478                 Ian Judd                            £478.40                       to value land Mr Yaxley’s Land

Chq. No 000479                 Martin Gosling                     £450.80                  Grass Cutting Sept/Oct

Chq. No 000480                 Margaret O Malley                 £73.54      From allotment funds

(End of Cheque Book 000421-000480)

5.1.2     The precept for 2010/2011 was set at this meeting. The Chairman began by handing out a budget forecast to members of the council.  This laid out the finances from last year, this year to date, this year’s forecast and 2010/2011 and 2011/2012 predicted totals. This showed the utilisation of the S106 monies, £35,761 to be spent by 2010/11 and £109,000 for the Village Hall to be introduced in 2011/12. Also the £20k that the Parish Council promised the Village Hall Committee towards their project would be realised in 2011/12 leaving the Parish Council with £9,000, approx one year’s running cost. With the annual precept fund and other funding for grass cutting etc, it was felt that this was an acceptable amount to be left with.The Clerk’s wage was also discussed. She will receive £2,000 per annum for year 2009/2010, rising to £2,100 per annum for year 2010/2011. This is in line with pay scale guidance given by HALC.

The precept for 2010/11 has been set at £5,200 an increase of £200. The Parish has also been allocated £1,100 as a general grant and is hoping to be given £1,000 towards the cost of grass cutting around the parish. The forms were duly signed by the Chairman and two Councillors and the Clerk.

Clerk to return the forms to B&DBC

6.            RECREATION

6.1.1      Sam Preece was asked to give an update on the Village Hall. Three contractors have been approached to offer a tender for Phase 1, the car park/ realignment of the football pitch. They were each interviewed. At the time of the meeting the quotes had not been received and a meeting will have to reconvene once received. Sam had asked a local tree surgeon to quote for the job of clearing the trees from the new entrance to the car park to allow the Highways to do their work but the contractors tendering for the job thought it would be better if the Highways did the entrance once they had finished Phase 1 to prevent possible damage. This work by Highways appeared to be a preliminary requirement stipulated in one of the approval conditions and is now being questioned. Can this be left until after the work has been done? If so, the contractors will be asked to do the tree clearing, if not, the tree surgeon will do so.

The Chairman asked what disruption this might cause to the running of the Village Hall. He was told it will be kept quite separate, so things should be able to carry on as normal. The football finishes in April but the contractors could make a start on the car park before this time.  We need to show a commitment to the spending of the S106 funds earmarked for the recreation/playground before March 2010. This should now be possible. This money cannot be used elsewhere in the parish and there are clear guidelines to exactly how it is spent.

Full planning consent has been obtained for the village hall refurbishment and quotes will be obtained for the work in due course. Due to the pressing need to commit some of the S106 funds, the car park needed to be started. This will help once the village hall work commences in any case. Mr O Malley questioned why the car park was being addressed first? It was explained that the funding situation dictated the sequence of events. Mr O Malley then went on to question if the villagers really wanted a new village hall. The Chairman explained that three years ago there was a referendum organised to ask this very question and the general consensus was that the S106 money being offered towards a village project, should go towards a new village hall. The Parish Council drew up plans for a new build and applied for the Lottery grant but failed. Left then with £109k plus a commitment of £20k from the Parish Council, plans were redrawn to accommodate the available funds. The time scale for all of this, including the planning procedure has taken a while. If when the quotes for this work come in they are too high, the situation will need to be reconsidered and the parishioners will be made aware of the situation.  Sam Preece reiterated that the plans for the village hall have for the past couple of years been presented at the Annual Parish Meeting and that he had only ever heard positive comments about the plans for improvement.

Alan Hutton pointed out that SEEDA have £25 million to give to community projects and we should apply to them.

Clerk to find out about SEEDA’s funding criteria and pass on to the fund raisers.

6.1.2      The Chairman contacted Mr Yaxley to enquire if he would like to sell a small triangle of land that runs adjacent to the recreation ground. Mr Yaxley asked that we obtain a valuation from a land agent, which the Parish Council has done. The value placed on the land was between £3,750 and £4,000. The clerk has been asked to send a copy of the valuation to Mr Yaxley and we will await his response.

Clerk to send valuation to Mr Yaxley.

6.2.1      Hilary Hossack reported that the surfaces of the tennis courts will need some attention. It was three years ago since they were last maintained. This work can be funded by the S106 money due to be committed by March 2010.

Hilary to obtain a quotation for the work.

6.3.1   A new contract for the football club needs to be drawn up for 2010/11

DK to prepare new contract

7.            OPEN SPACES

7.1.1 The proposed allotments in Blackstock Lane were discussed. These are being developed for residents of Hook, although people from our Parish would also be eligible to apply. The organisers have met up with various people and prepared a comprehensive report. The Parish Council is awaiting a formal notification in order to make a response. There is some confusion as to whether planning permission is required or maybe a certificate of lawfulness.  Compared to the allotments on Frog Lane, where parking is an issue, this site would possibly have parking on site offering more scope for people who have cars. 

7.1.2 The allotment in Frog Lane has been given funding of £2,312.00 from the B&DBC. This money is earmarked for various projects on the site, ranging from fencing to water issues. The Parish Council hold the funds and payments will be made via the clerk. The Parish Council requested that the invoices must be generated through one member of the allotments only and supporting receipts and invoices must be made for each purchase and sent to the Clerk. Proof of expenditure and the nature of the purchases need to be presented to the B&DBC at the end of the financial year.

Alan Hutton commented on the willows growing on the allotment site and that it would be a good idea to remove these saplings before they create a larger problem at a later date.  Funding for this was questioned.

7.2.1 The grass around the pond has not been picked up and looks unsightly.

The clerk to advise contractor.

8.            ROADS AND FOOTPATHS

8.1.1 Footpath 12, Blaegrove Lane was flagged up by Ann Lywood. The diagonal path that is supposed to run across the field has been obliterated and walkers are now using the hedge line. Miss Lywood asked if the land owner could be contacted and asked if he is happy for people to continue to walk along the hedge line, making it a permissive footpath. Mr Hutton pointed out that after 10 years a permissive path become legal and that a landowner wouldn’t necessarily want this. The Chairman asked why the path can’t just go across the field as shown on the map.

8.1.2 The stile opposite Bywaters has been repaired.

8.1.3 Footpath 27 is in good condition.

8.2.1 The road closure in Mapledurwell will probably only be for a day rather than the three months as advertised. Highways will be digging out the grips to improve drainage. When the road is closed, Alan has offered to trim the hedge along the Tunworth Road.

9.            PARISH INITIATIVES

9.1.1 Donald had a meeting to discuss the Villager publication. Representatives from Greywell and Newnham were there, along with The Rev Jane Leese and Sue Turner, the editor of the current Villager. There does not seem to be the desire for any revolutionary change. Sue Turner is going to look into redesigning the front page putting a news item, along with forthcoming events on the front. The back page reserved for the church information. The centre pages to include general interest items from the parishes and police notices, with an insert 2-3 times a year.  At present the publication costs £650 to produce and distribute.

Active news gatherers are required, people to stimulate articles.

Also the Mapledurwell web site will be getting a possible revamp in the future.

9.2.1 Broadband. See 9.2.1 Actions from the previous meeting.

10.          MOTORWAY BUND/NOISE

10.1 Maria Miller has written to the Chief Executive of the Highways Dept to ask why the stretch of the M3 running past the village was omitted for resurfacing. We are still awaiting a response.

11.          CORRESPONDENCE/CONSULTATIONS/PARISH COUNCIL ADMINISTRATION

11.1. Di Coate-Bond received a letter from Maria Miller regarding Broadband and what actions are taking place.

11.1.2 The clerk received the following letters;

English Rural.  To advise us about the new government initiative call CBL (Choice Based Lettings) which allow people to choose where they want to live. The properties in the Parish owned by English Rural which were built in the village under the proviso that they would be offered to local families first, will now be placed on the CBL list. English Rural have advised the Parish Council to make sure that local families wanting to apply for these houses in the future, are on the local authority housing register and in the meantime, they will continue to aim at filling these properties with people who have a local connection.

Clerk to place a notice in Villager.

Maria Miller MP See 10.1

Hampshire County Council. Advising us on the forthcoming consultation on potential changes to the Hampshire Minerals and Waste Core Strategy.

BT. See 13.2

11.2.1  Donald Komrower attended a meeting at Country Watch to discuss the Local Development Framework which is aiming to include a large area of the Loddon and Lyde river valleys in its Local Plan for future development. It could be a sizeable thing with 9000 dwellings, putting huge pressure on our infrastructure and the environment. These pockets of land were put forward using the SHLAA scheme and once these sites have been designated, they will be lost. A similar situation at Manydown has been quashed until 2016 at least. The time scale is worryingly near, by September 2010 B&DBC need to come up with suitable sites and there is a danger that this could be pushed through. There have been studies done on these sites; ‘Water’ ‘Transport’ and ‘Ecological’ and the water one is available to view on the B&DBC website now.

Donald stated that as a Parish who will be directly affected by these proposals, we should support Country Watch. The last time they had to fight to protect the area it cost in the region of 20-30k. He asked if the Parish Council would be happy to offer £1 per head of parish population (approx £500) to supplement their ‘fighting fund’

12.          DATE FOR THE FUTURE MEETINGS

12.1 The date for the next meeting is set for Monday 18^th January 2010                                                                                                              

13.          MATTERS ARISING

13.1 PC Andrew Reid attended the meeting and presented a report to the Chairman highlighting incidents in the parish since 14/05/2009. In Mapledurwell there were 3 reports of criminal damage, 1 theft of a vehicle, 2 thefts from motor vehicles and two thefts from properties. This is a decrease from 2008 when 20 incidents were reported. In Up Nately there were 2 thefts of motor vehicles, 3 non dwelling burglaries, 1 report of criminal damage and 1 theft. This is a rise from 2008 when only 4 incidents were reported. For a detailed report, see clerk.

Alan Hutton thanked PC Reid for his support and asked how rural policing will be funded in the future. PC Reid said that things were pretty stable at present and at the moment the parish was getting response officers from Basingstoke, which is an improvement from Whitchurch.  Sam asked about the fly tipping episode in Up Nately and the Environment Dept was congratulated on their swift response in clearing up the mess and that they along with the police are very keen to catch the perpetrators.

A member of the public asked PC Reid about the change in speed limit from 60 to 30mph along the Greywell Road, stating how fast cars travel along this stretch of road.  The Parish Council did apply for the Village 30 scheme so time ago.

Clerk to follow this up.

Another parishioner informed PC Reid about the cycle club that rides through the village. They are cycling very fast and there is a constant stream. They are also very rude and obnoxious.  PC Reid said he would contact the group to advise them of the expected behaviour.   A similar situation involving the motocross crowd occurs along Frog Lane, when they travel along with their vans at great speed. Also a regular taxi driver uses this road with little consideration for anyone else.

13.2 The Parish Council have been asked if they would like to adopt the telephone kiosk in Up Nately. The telephone apparatus will be removed. The current condition of the kiosk has been noted as being pretty dire and would need regular maintenance; also liability would transfer to the Parish Council if they accept the proposal.  The village will be asked what they would like to do. We need to apply before 23^rd January 2010

Sam to place an article in the Villager.

13.3 The Victoria County History Project has asked that each parish being researched should donate £500 towards the project.  The Chairman has requested more information as to how this money will be spent. Will there be a book published and what would the village receive for this? Is there a copy we can view?

Clerk to find out more information.

14.          MEETING CLOSED at 10.10pm