CHARLTON PARISH COUNCIL Minutes from the Full Council Meeting held on 20 th November 2018, 7.30pm at St Thomas Community Hall Present: Minutes: Parish Councillors Mrs J Smith (Chairman), C Ward (Vice Chairman), J Morgan, P Wylde, Mrs C Mills, Borough Councillor Carr and County Councillor Mrs Z Brooks Cllr Mrs Smith Members of the Public: Not noted 1 Apologies for Absence to be reported and approved Apologies received from Parish Clerk A Taylor and. Mrs B Rawlings 2 Cllrs to declare any interests None 3 i. Cllrs to approve the minutes from the Full Council meeting held on 16 th October 2018, as a correct record of proceedings: RESOLVED: It was resolved to approve the minutes from the Full Council meeting held on Tuesday 16 th October 2018, as a correct record of proceedings. Cllr Mrs Smith signed and dated to confirm. (all agreed) ii. Cllrs to approve the minutes from the extraordinary meeting held on 1 st November 2018 as a correct record of proceedings RESOLVED: It was resolved to approve the minutes from the extraordinary meeting held on Thursday 1 st November 2018, as a correct record of proceedings. Cllr Mrs Smith signed and dated to confirm. (all agreed) 4 Cllrs to propose co-option of new members No applications received. None 5 Public Participation This item is limited to 15 minutes and only allows questions and comments in relation to business as itemised within this agenda Resident asked when the bollards on Charlton green opposite Carters meadow will be replaced. Cllr Smith informed him that this will be done once plans for the repair of the bridge have been agreed. A member of the Public contested the premise that the Land opposite Carters Meadow was unregistered and had had informal advice from the Land Registry that it may already be owned. He handed the Parish Council a letter from TVBC dated 1993 in relation to Agenda item 12. A spokesperson of the residents opposite Carters Meadow stated that of the 3 options for ongoing maintenance Option 3 would be preferable. 6 Clerk s Report A report on business completed or being progressed: In the Clerk s absence, the Chairman reported, on the Clerk s behalf, the following: The vermin issue at the recycling centre behind Tesco has been reported to TVBC, as they are responsible for this site, who have since visited site to investigate. TVBC was asked to confirm whether the planning condition for construction traffic has been discharged yet. TVBC s response was: I can confirm that details have been submitted in accordance with the requirements of conditions 9 and 10 of application 17/02610/FULLN, which relate to construction traffic. The submitted details, which have been approved, can be viewed online. If you are still concerned that the development is not being carried out in accordance with the approved details in terms of construction traffic, please do let me know and I can pass this on to our Planning Enforcement team to investigate.
Borough Councillor Carr was requested to send a TVBC officer in his place if he was unable to attend PC meetings. As this was a Borough Councillor duty he refused to send an officer in his place. He advised he hoped to be able to attend this meeting later due to a previous engagement. The Speedwatch volunteer group is down to two members, therefore the PC need to review this and assist accordingly. The war memorial plaque was produced and delivered in time for the rememberance service. It has since returned to the stonemason until it can be mounted to the side of the Church. Permission to do so is expected from the Church shortly. Correspondence: A resident has expressed concern that, in his view, the removal of the central line marking from Foxcotte Road has not made any difference to the driving behaviour of those cars passing his property. Comments were acknowledged confirming that the PC may review the speed data once 3 month s worth had been obtained to allow a comparative review to the average speed before and after the markings were removed. The Clerk is to keep the resident informed once the review has taken place in the New Year. A resident queried the choice of red poppies being placed around the village as opposed to white poppies during the remembrance period. He also requested a discussion about flying the rainbow pride flag from the flagmast in the church grounds. Comments were acknowledged. The resident was advised that the flagpole belongs to the Church, therefore any discussion would need to be had with with Reverend Alex. RESOLVED: Councillors agreed that a formal response will be made. Cllr Mrs Brooks obtained a response from HCC about the delays to the road works on Goch Way, which were caused by Virgin Media works. The traffic lights have since been removed. Consultations/Diary Dates: Planning Enforcement Sessions TVBC, Beech Hurst, Andover 8 th November 7-9pm. Land Character Assessment Briefing TVBC, Stockbridge Town Hall, Stockbridge 13 th November 6pm 7 Borough and County Councillor Reports County Councillor Mrs Brooks had nothing to report. Cllr Smith requested that HCC be chased for the quotation for the informal crossing to the Church and improvement to crossing at Foxcotte Road.. NOTE Borough Councillor Carr stated that no decision had been made regarding the Charlton Lakes zip wire and it will most likely be after Christmas. 8 Planning: Cllrs to resolve a response to TVBC relating to the following planning applications: 8.1 18/02832/FULLN Britax Ltd, Plot 1, Churchill Way, Portway Business Park, Charlton: Erection of a temporary storage building ancillary to existing operations RESOLVED: It was resolved to submit a No Objection in response to this application. (Proposer: PW Seconder:JM ) 8.1 18/02832/FULLN 24 Wetherby Gardens, Charlton: Certificate of proposed development for single storey rear extension RESOLVED: It was resolved to submit a No Objection in response to this application. (Proposer: PW Seconder:JM ) 9 Finance i. Cllrs to consider and approve the financial statement for the period 1 st -31 st October Page 2 of 6
2018 RESOLVED: It was resolved to approve the financial statement for the period 1 st 31 st October 2018 as a correct record of accounts. (all agreed, copy attached) ii. Cllrs to approve payments to be made RESOLVED: The following payments were resolved for payment: 1188.78 Bluestone Planning Neighbourhood Planning Consultancy 28.32 Office Expenses A Taylor 2,400.00 Lockerley Stone & Masonry War Memorial Plaque Preapproved payments made since the 19 th October 2018 15/11/2018 390.19 Clerks Salary A Taylor 15/11/2018 12.00 PAYE HMRC iii. Cllrs to resolve the 2019 precept and budget. Cllrs discussed the draft budget, including the review of the project list. The project list was amended with several items removed but no new ones added. RESOLVED: It was resolved to adopt the draft budget and freeze the precept at 20,000 for the financial year 2019/20. (all agreed). A copy of the draft budget is attached. 10 Cllrs to discuss the ongoing production of the parish newsletter The current Editor is unable to continue with the production of the parish newsletter but has agreed to Produce the last one for this year. Councillors discussed various options, including emailing copies, however this may be discounted due to GDPR. The Budget still has funds for editorial payment. It was agreed that 3 monthly is about right and advertisement for editor will be placed in the newsletter, on Charlton Chat and on the noticeboards. This will be an agenda item for January 11 Cllr Ward to report on HCC s implementation of works to footpaths as agreed with the Countryside Ranger Cllr Ward reported The footpaths have been walked by the HCC Ranger and subsequently volunteers confirmed the footpath 743 (Coffin Route) was graded pass using the approved index assessment. 'Pass'. They admitted that it is uneven and narrow but said it was no worse that many of our countryside paths. It was also confirmed that the path was originally 3 ft wide and as the path was mostly close to this width no works were justified. Flattening the current path was considered too labour intensive to flatten. Following discussion it was agreed to utilise the Lengthsman on a short section to see if flattening was feasible. 12 Cllrs Ward and Wylde to provide an update on a recent informal meeting held with residents on the green space by Charlies Lake Cllr Ward briefed the Council on the substance of the Informal Consultation held on Tue 23 Oct. He highlighted: The PC has no desire to fundamentally change the nature of the site. It wanted the existing river and bankside to be more visible and overtly accessible for all residents and visitors to Charlton, to show off its village character without detriment to flora and fauna. The area in question was one of a number of Green Spaces within the Parish that would feature in the upcoming Neighbourhood Plan. He drew attention to 3 Options for future maintenance of the site: 1. Residents continue to maintain without any reference to PC. This would set a precedent Page 3 of 6
for other areas of the village. Not acceptable to PC. 2. Residents continue with routine maintenance without interference. Substantial changes (need to define eg tree lopping, new trees and major shrubs but not flowers, bulbs etc) would need PC agreement. 3. Residents Group (RG) formed. Aim to keep and enhance rural character of the area. PC member representing the wider village residents to be part of the RG. Substantial changes would still need PC agreement. Cllr Ward referred to the letter handed by the residents at the beginning of the meeting and proposed the PC would research this further with the Land Registry, as this could affect the future management of the area RESOLVED: To formally ask Land Registry to investigate ownership of the land opposite Carters meadow. (proposed CW, seconded PW) 13 Cllr Ward to propose a formal agreement between the residents and the Parish Council with regards to the ongoing maintenance of the green space by Charllie s Lake There was discussion among the councilors taking into account the views of the residents. RESOLVED: It was resolved to adopt Option 3 and a meeting would be held in January to confirm the arrangements for the RG, with the Parish Councillor to be decided. 14 Cllr Ward to propose a site meeting with a contractor and TVBC to discuss the feasibility of a bridge to access the lakes from the west end of Foxcotte Road An informal quote for a 9m bridge has been received and is about 15K Cllr Smith also Cllr Brooks to investigate if the new HCC grant could be used for the projects like this RESOLVED: It was resolved to formally approach TVBC for a site meeting to discuss this proposal (all agreed) Cllr Carr left meeting 9:05 15 Community Hall Feasibility Cllr Wylde and Ward to propose an initial meeting with TVBC to discuss the siting of a village Community Hall. The Parish Council has a power to provide a village hall under the Local Government Act 1972, section 133 (Provision of parish and community buildings). A local council can act as the custodian trustee of a village hall, because it benefits all or some of the people living in its area, using the power Local Government Act 1972, section 139(1) (b) RESOLVED: Cllrs will meet with TVBC and discuss draft plans for Community Hall (proposed PW, seconded JM) Page 4 of 6
16 Councillor Reports Councillors to provide a report on their areas of responsibility i. Speedwatch and Traffic Liaison: Cllrs Mrs Smith and Mills - A traffic report should received after Christmas for this Qtr. The current speedwatch team will be ceasing so a way forward needs to be decided. ii. Lengthsman Scheme Cllr Morgan: lengthsman will concentrate on path 743 iii. Neighbourhood Watch Cllr Mrs Smith: nothing to report iv. Community Hall Feasibility Cllrs Wylde and Morgan: ongoing v. Charlton Lakes Cllr Ward: Cllr continues to meet regularly with TVBC vi. Resident Forum Cllr Ward: Forum is working well and hopefully will be utilised more vii. Environment Cllr Wylde: The bridge opposite carters Meadow requires urgent repair RESOLVED: to obtain a quote for repair in keeping with current structure (proposed PW, seconded JM) viii. Communications and Social Media Cllr Mrs Smith: ix. Village Fete Cllr Ward: -TVBC have been informed and a provisional dat of 22/6/19 has been given. The next committee meeting will be held in Foxcotte room 28/11/18 17 i. Cllrs to resolve removal of the press and public from the meeting under the Public Bodies (Admission to Meetings) Act 1960 RESOLVED: It was resolved to remove the press and public from the meeting to allow a resolution regarding personnel matters. ii. Cllrs to resolve an application process for the recruitment of a Parish Clerk Following the Clerks resignation, the Council agreed to advertise the role with the intention of having a replacement by the March meeting to allow the current Clerk to carry out a formal handover. RESOLVED: Cllrs approved a job vacancy advertisement and application pack. It was resolved that the PC would form a recruitment committee consisting of Cllrs Smith, Ward, Morgan and Clerk to carry out the interview process. 18. Cllrs to propose items for business for the next agenda 1. To resolve way forward for Speedwatch 2. To discuss Newsletter and ongoing production 3. To report back on meeting with TVBC regarding feasibility of Community Hall 4. To report on meeting with TVBC regarding foot bridge to Lakes 19. Close of Meeting The next meeting of the parish council will be held on Tuesday 15 th January 2019 in the Foxcotte Road, St Thomas Church Meeting closed at 10:15 Page 5 of 6
CHARLTON PARISH COUNCIL - FINANCIAL STATEMENT FOR PERIOD 1st - 31st October 2018 Balance brought forward from 30th September 2018 52,729.89 Income Bank Interest 1.41 Total Income 1.41 New Balance 52,731.30 Expenditure A Taylor - Reimburse Land Registry Documents 12.00 S Brewer - Poppy Wreath 25.00 A Taylor - Clerks Salary 389.99 HMRC - PAYE Period 12.20 A Taylor - Office Expenses 23.23 PKF Littlejohn - External Auditor 240.00 J Wilkinson - Noticeboard installation 230.00 Total Expenditure 932.42 New Balance 51,798.88 Bank Reconciliation Business Account 16,295.06 Treasurers Account 35,503.82 Less Outstanding Cheques 0.00 Closing Balance as at 31st October 2018 51,798.88 Page 6 of 6