Mapledurwell & Up Nately Parish Council

Mapledurwell & Up Nately Parish Council Draft Minutes of the Parish Council AGM Wednesday 17th May 2017, from 7pm, Village Hall Committee Room Present: Parish Councillors Lorna Cuthill (Chairman), Robin Best, David Ellison, Alan Hutton, Tom Horsey Clerk Susan Turner Members of the public 2 1.1 ELECTION OF CHAIRMAN Lorna Cuthill agreed to accept the office of Chairman for the coming 12 months. Proposed Robin Best, seconded Tom Horsey, agreed unanimously. Declaration of office, signed by Chairman, witnessed by Clerk. 1.2 ELECTION OF VICE CHAIRMAN Robin Best agreed to accept the office of Vice Chairman for the coming 12 months. Proposed David Ellison, seconded Alan Hutton, agreed unanimously. Declaration of office, signed by Vice Chairman, witnessed by Clerk. 2 APOLOGIES FOR ABSENCE None 3 DECLARATIONS OF INTEREST None 4 MINuTES OF MEETINGS of March and April 2017 agreed and signed. 5 REVIEw OF PARISH COuNCIL COMMITTEES 5.1 Tom Horsey agreed to continue as Chair of the Up Nately Pond Committee. 5.2 David Ellison agreed to continue as Chair of the Bonfire Committee. It was noted the Parish Council retains the right to cancel the event on the night should circumstances require. 6 REVIEw OF COuNCILLOR AREAS OF RESPONSIBILITy It was agreed that responsibilities would continue as previously. Lorna Cuthill: Chairman, planning, tennis, village hall liaison Robin Best: Vice chair, finance & insurance, Friends liaison, bund project David Ellison: Recreation grounds, play area, allotments, maintenance, Chairman Bonfire Committee, safety officer for bonfire & fireworks event Tom Horsey: Up Nately planning, environment, highways and rights of way, Chairman Up Nately Pond Committee Alan Hutton: Mapledurwell environment, highways & rights of way; police liaison. 7 INSuRANCE RENEwAL (PARISH COuNCIL AND VILLAGE HALL) AgREED unanimously to follow Came & Co s recommendation to insure with Inspire following assurance that bonfire event cover would remain as previously agreed. (SEE APPENDIx I) AgREED unanimously to enter a three-year tie-in giving 5% discount. ACTION Clerk to invoice Village Hall Committee for their share of the premium. 8 FINANCE AND AuDIT 8.1 Cheques for signature 746 Dick Randall Services 666.00 supply and install safe surface mat, install balance beam 747 Came & Co (PC and VH insurance) 1,087.22 748 Clerk salary April / May 520.00. 8.2 year end 2016/17 accounts agreed, signed by Chairman & Clerk. (APPENDIx II) 8.3 External Audit forms 1. Annual governance Statements agreed, signed by Chairman and Clerk. 2. Accounting statements agreed, signed by Chairman and Clerk. 3. See APPENDIx III for Internal Auditor s report. DRAFT Page 1 of 3 for signature...

M&UN Parish Council AGM 17th May 2017 page 2 9 RECREATION 9.1 Appreciation Councillors recorded their thanks to David Ellison for his work this year on the playground and Pavilion. 9.2 Pavillion David Ellison reported that the roof repairs were almost finished and the rest of the building sound. However the additional roofing works means further grants will need to be sought to complete the refurbishment as planned. 9.3 Tennis Courts Lorna Cuthill reported the tennis courts have been repaired and de-mossed. A family from Old Basing had enquired about keys to the courts. AgREED that, at present, use of the courts beyond the Parish is impractical to administer. 10 OPEN SPACE 10.1 Allotments Chairman to engage Bates Solicitors to negotiate with Bidwells regarding transfer of ownership. 10.2 Mapledurwell Pond Agreed that the cost of clearing the pond and potentially replacing the liner is prohibitive, and not reasonable to consider at least untill the grips, ditches and silt traps above are cleared. Silt cleared from the pond will need to be disposed of as contaminated waste. 11 PLANNING 11.1 Planning Policy & Procedure information leaflet The Chairman reported that a copy of the Planning Policy & Procedure information leaflet as agreed by the Parish Council had been delivered around the Parish ahead of the Parish Assembly. The leaflet reproduces Local Plan Policys SS6 Housing in the Countryside and EM1 Landscape, plus a redraft of the Parish Planning Statement agreed by the Parish Council. (APPENDIx IV) The Leaflet also includes a Parish Assembly invitation and agenda. Further copies of the leaflet will be available at the Assembly and residents questions and comments sought. 11.2 Parish Planning applications New applications The repairs to Slades Bridge application, previously lodged with BDBC and withdrawn, is now registered with HCC. 17/01670/CLB (2nd May) and 17/01673/CONS (9th May 2017) Heather Lane, Up Nately. general repairs to Slades bridge over Basingstoke Canal. To include repointing brickwork, replacing missing bricks, removing vegetation, mortaring up cracks, repainting pattress plates and parapet handrail. Note the decision on this application is made by Hampshire County Council Applications pending 17/01262/HSE (31st March) The Old Orchard, Tunworth Road, Mapledurwell. Installation of two new sliding patio doors and formation of a new opening on the rear elevation. 17/01154/HSE (28th March) Brook Cottage, Frog Lane, Mapledurwell. Erection of single storey rear orangery. 17/00614/HSE (15th March) Hillcrest, Tunworth Road, Mapledurwell. Erection of side and rear extensions, front and side porches, raised roof to provide additional accommodation, replacement chimney and replacement garage with home office/store above. 17/00885/HSE (13th March) Burrough Close, greywell Road, Andwell. Erection of a two storey rear and side extension. 16/03715/VLA (6th Oct) 11 Aspen House, The Hollies. Variation of Section 106 agreement to allow sale of property on open market. DRAFT Page 2 of 3 for signature...

M&UN Parish Council AGM 17th May 2017 page 3 12. BuND update Robin Best reported that permission has been achieved for all 10 agreed monitoring sites. The sites were agreed with the contractor as sufficient for both villages. At Tom Horsey s request, the Parish Council considerd two further sites in Up Nately. AgREED unanimously that two further sites in Up Nately should be included, as best practice and cost effective to ensure the Parish Council has sought to achieve optimum coverage. The cost per additional monitor is 200 and this remains within the agreed budget of 4,600. ACTION Robin Best to arrange the two additional sites. 13. FuRTHER REPORTS 13.1 Pensions regulator Robin Best reported the Parish Council has completed a declaration of compliance with the Pensions Regulator under the Pensions Act 2008 as per the Parish Council s staging date of 31st May 2017. 14 NExT MEETINGS 12 July, 13th September, 15th November. Meeting close 7.30pm. Page 3 of 3 for signature... Date... DRAFT

M&UN Parish Council AGM 17th May 2017 page 4 APPENDIx I: INSuRANCE RENEwAL From: Came and Co - Renewals <renewals@cameandcompany.co.uk> Date: 23 May 2017 15:40:25 gmt+01:00 To: 'Susan Turner' <clerk.mapledurwellupnately@parish.hants.gov.uk> Subject: RE: FAO Mark Alexander - Fwd: Mapledurwell & Up Nately Parish Council and Village Hall Committee - Bonfire and Fireworks Event Dear Sue, Thanks for the email and further information. I have had confirmation from Inspire that cover will be provided for the bonfire event understanding that it is within 50 metres from buildings and roads. They acknowledge the Parish Council is unable to notify Hampshire Fire Brigade until the day of the event. I trust this clarifies but please let me know if I can assist further. Kind Regards Mark Alexander Cert CII Came & Company Local Council Insurance From: Local Councils <Local.Councils@cameandcompany.co.uk> Date: 19 May 2017 09:15:44 gmt+01:00 To: "'clerk.mapledurwellupnately@parish.hants.gov.uk'" <clerk.mapledurwellupnately@parish.hants.gov.uk> Subject: Mapledurwell & Up Nately Parish Council and Village Hall Committee - Bonfire and Fireworks Event Dear Sue, Further to our telephone conversation yesterday, I can confirm that the recommended policy with Inspire, will provide Public Liability insurance for the Parish Council and Village Hall s responsibilities towards the bonfire and firework event held annually, subject to complying with the conditions on page 88 of the policy document, see attached. As advised last year by my colleague Andrew, a claim for injury, loss or damage arising from the event where it is proven the Parish Council and/or the Village Hall Committee is legally liable for the incident will be covered by the Inspire policy. Due to the venue used for the event not being owned or maintained by the Parish Council or Village Hall Committee, the field owner remains responsible for any injury, loss or damage arising from a defect with the area of land. This risk is not covered by the Inspire policy. As standard, we strongly recommend, to reduce the likelihood of a claim arising from a defect with the land, that a check of the venue is carried out by the field owner on the day of the event to ensure it is in a safe condition. It may be prudent for the Parish Council/Village Hall Committee to do so as well but the land owner ultimately has responsibility for this. I trust this is of assistance but please let us know if you have any further questions. Kind Regards Mark Alexander Cert CII Came & Company Local Council Insurance Blenheim House, 1-2 Bridge Street, guildford, Surrey gu1 4RY Office Tel: 01483 462884 email: local.councils@cameandcompany.co.uk

APPENDIx II.I: AuDIT SHEET 16/17 M&UN Parish Council AGM 17th May 2017 page 5

APPENDIx II.II: AuDIT SHEET 16/17 M&UN Parish Council AGM 17th May 2017 page 6

APPENDIx III: AuDIT FORM 16/17 M&UN Parish Council AGM 17th May 2017 page 7

M&UN Parish Council AGM 17th May 2017 page 8 APPENDIx IV: DRAFT PARISH COuNCIL PLANNING STATEMENT (FROM THE PLANNING POLICy LEAFLET MAy 2017) Mapledurwell & Up Nately Parish Council MAPLEDuRwELL & up NATELy PARISH PLANNING STATEMENT guidance for determining the Parish Council s response to planning applications Agreed January 2014, revised May 2017 The Parish Council is asked to express its view on planning applications which have been submitted to Basingstoke & Deane Borough Council (BDBC). It is important that the response is consistent, sensible and meets the expectations of residents of the Parish. The following points should be borne in mind: 1. The Parish Council has no power to approve or reject planning applications. In general, a BDBC Planning Officer will decide the outcome of an application by applying planning policies and guidance drawn up by the Borough Council and central government, including the Basingstoke & Deane Local Plan. Local residents who may be affected by the development, and the Parish Council, are informed of the application and invited to comment. 2. The following guidance has been agreed by Mapledurwell & Up Nately Parish Council to assist in determining its response to BDBC consultations. 3. In general, the Parish Council will take a positive view on developments which do not detract from the appearance of that area of the Parish, and do not detract from an amenity enjoyed by other residents. In this context the Parish Council will seek to maintain the character of the Conservation Areas together with the rural and agricultural aspect of the Parish. 4. If an application is refused, the applicant has a right to appeal to the Planning Inspectorate. In this situation, the Parish Council, and all those who previously commented, will again be invited to respond. 5. The Parish Council will be guided by BDBC Local Plan planning policies. Note: All correspondence received by BDBC relating to a planning application is now published on the BDBC website. DRAFT Clerk: Susan Turner 2 Ash Cottages, Newnham Road, Newnham, Hook, Hants Rg27 9AF Tel 07515 777 060 email clerk.mapledurwell&upnately@parish.hants.gov.uk