Draft Minutes of Full Council Meeting 9 August 2016


Minutes of the Parish Council Meeting held on


Tuesday 9 August 2016 in the Village at 7.30pm




Present: The Chairman, Cllr David Peart and Cllrs Bridget Culley, Ray Randall, Tony Styles, Tony Grunsell, Katie Dixon, Carole Whitlock, Hugo Wurzer, Philip Jeffery, BDBC Cllr Graham Falconer and the clerk, Derek Kane.




Members of the Public in attendance: Three




Time for public speaking:




The chairman asked if any members of the public present wished to address the council.




A resident, Mr Clem Jones, asked about the allocations process for both the rented units at Bell’s Field (8) as well as the Shared Ownership (SO) units (3).




He is concerned that should not all the households on the BDBC Housing List (BDBCHL) with a local connection be granted a home in Bell’s Field because BDBC consider that households needs are less than other households on the BDBC Housing List borough-wide, together with those other households who have a local connection to the parish but have either been removed from the BDBCHL or not granted an entry (on application), will, in his view by unfair as well as unpopular in the parish.  He also asked who decides on who gets allocated one of these homes.




The chairman responded that there is an S106 Legal Agreement that sets out the allocation cascade which is drawn from households on the BDBCHL that have a local connection to the parish.  As there are currently 18 households on the housing list that have this local connection (number recently confirmed by BDBC Cllr Falconer), the eight rented units will be offered to the eight households from the list in most housing need with a local connection, as recorded by BDBC.  Should there not be take-up by one or more of these eight households the units would then be offered in housing need order to the next household(s) on the list with a local connection (currently 10 of them). 




If there are still remaining units unallocated then a similar allocation based on housing need with those households who have a local connection with the adjoining rural parishes of Ashmansworth, Litchfield & Woodcott and Hurstbourne Priors would then come into consideration.




Only if there were then still unallocated units would the allocation of any remaining unit(s) be offered on the basis of housing need borough-wide.




[Clerk’s post meeting note 1: should a unit become vacant after first occupation the process to re-allocate would again start with households on the BDBCHL with a local connection to the parish].




Before allocation takes place by the registered provider, a list of households with their local connection claim would be submitted to the parish council for confirmation of a local connection claim.




A similar process for the allocation of SO units (3) (plus an affordability test) would also take place, with an allowance for time for a local connection to the parish applicant getting funds and mortgage offer together (6 weeks contract exchange) with again, if any unit(s) remaining empty, for the cascade to rural adjoining parishes. For borough-wide applicants, this would only take place if a unit(s) still remains unsold, and then only if they are in housing need.




[Clerk’s post meeting note 2: should an SO unit become available for sale after first occupation the process to re-allocate would again start with households having a local connection to the parish being invited first].


A member of the public with a local connection (parent lives in village) made it known to the meeting that she had applied to join the BDBCHL last year but was then removed from it as being judged (by BDBC) that she was not accepted on the list as she did not prove to their satisfaction that she was a resident of the parish for the previous two years.




BDBC Cllr Falconer passed his contact details to the member of the public who had just spoken to see if her case could be investigated.  If other would-be applicants with a local connection have been removed from the BDBCHL or denied entry on application, they should be encouraged to also query their removal.




[Clerk’s post meeting note 3: Local connection criteria (from the S106):




i). Immediately prior to occupation of a unit, were resident for a minimum of two years within the parish and need separate accommodation including newly married persons and people leaving tied accommodation upon retirement or




ii). were not resident in the parish immediately prior to occupation but have a strong local connection ie family association with a person resident in the parish or.




iii). are employed in the parish or who have an offer of employment in the parish but preference will be given to those with two years or more of permanent employment in the parish or




iv). immediately prior to occupation of a unit, were resident in the parish in non-self-c0ntained accommodation.




v). a single person who, immediately prior to occupation of a unit, were resident in the parish in the parental home in overcrowded conditions or




vi). immediately prior to occupation of a unit, were resident in the parish in self-c0ntained accommodation inadequate for their needs or




vi). is a person who has a demonstrable need to reside in the parish through a family association to either support or be supported by another member of their family immediately prior to occupation].




The chairman explained that parish council, together with HARAH and Hyde Housing will be organising a drop in session (likely to be this autumn) for any parishioner (or other member of the public who may have a local connection) to explain how to be registered on BDBCHL and on how to apply for a SO home.




Two members of the public then left the meeting: 




The proper business of the council commenced.




1.  Apologies for Absence: None,




2.1 The Parish Council to resolve on a request by newly-elected Cllr Carole Whitlock  to seek a dispensation to be able to discuss and resolve on Parish Precept setting as a result of the Localism Act 2011.




The clerk had received a request from Cllr Whitlock and he advises the parish council to accept her dispensation, as per all other councillors who live in the parish.  Agreed.




2.2 Declarations of Interests: None.








2.3 Any offices or membership of committees for Cllr Whitlock to take-on / join.




Cllr Whitlock to join the Planning Committee and Highways and Services group.




3.1.1 The Minutes of the Meeting held on Tuesday 12 July 2016 (previously circulated).




Having been already circulated, Cllr Grunsell proposed that they were a true record and should be signed; the proposal was seconded by Cllr Culley and unanimously agreed by the council. 




3.1.2 Matters arising.




Cllr Jeffery raised a matter arising out of County Cllr Tom Thacker’ report regarding further restrictions to Amenity Tips and the risk of increased fly-tipping.




He has been a victim of fly-tipping at one of entrances to his land.  After contacting BDBC for its removal because it is about 6 feet away from the verge he was advised that BDBC do not clear fly tipped waste placed on private land. 




The clerk confirmed this pointing out that BDBC are quick to clear reported fly-tipping from the highway and other public land and they check the rubbish for any identifying features to track the culprit(s).  The clerk had the same response a few years ago that Cllr Jeffery had with regard to a similar incident on private land close to the Highway which BDBC would not clear.




3.2.1 (subject to availability), The Minutes of the Annual Parish Assembly held on 3 May 2016.  (If not available these will be reviewed at the September Full Council Meeting).




3.2.2 Matters arising (if applicable). Not applicable.




4.  Borough & County Councillor Reports.




4.1 BDBC Cllr Falconer having already made his observations known with regard to Bell’s Field allocations during the Time for Public Speaking confirmed his position on Pioneer House (see item 7.6) in that he had declared an interest and had made no comment on the application – in deference to the PC’s ‘Objection’ position (and also confirmed his colleague Cllr John Izett’s position in that he had made no comment on the application at all ) in response to a communication from a former owner of Pioneer House.




4.2 No report had been received for our County Councillor.




5.  Items for discussion:




5.1.1 Flood and Emergency Group (FEG):




Weed Pull: The public stretches of The Bourne from the lower end of Gangbridge Lane (opposite the school) before the Riparian owned stretch from Yew Tree Cottage to Green Lodge, and then the stretch above that to the Gangbridge below the pond was cleared by a team of workers organised by Premier Grounds who have done a very good job along these two stretches.  The work was funded by two grants / gifts of £1,500 each from Southern Water and Vitacress for which the Parish Council issues their grateful thanks.




£300 of this grant remained unspent but will be reserved for other Bourne measures to alleviate flooding, etc.




There have only been three responses so far on the Riparian Owner mail-out sent earlier this summer as regards weed clearance obligations of Riparian Owners and information to them about plans regarding Pathfinder.




There are two particular stretches that require response and attention and the chairman and FEG group will progress these further.




The FEG group met recently to review and comment on the Pathfinder report. The suggested changes were subsequently communicated to Simon Cramp of HCC and he responded by advising that he is currently awaiting feedback from the other flood groups involved and once received, he will convene a further meeting to discuss how to move forward with the Pathfinder project.




Clem Jones advised that there is now only an 8/12 week window to dredge, and then only when the water has gone. The chairman advise that Ian Miller of the EA is trying to sort this out.  The chairman pointed out that a lot of people are away in August including Ian.








The monthly water levels now follow:




From Sarah Cooney (1 August):


Here is the latest from the well at Valley Farm, Stoke and the rolling 6 month figures.  


We are currently 111cm above where we were this time last year (244cm).  






1 Feb



Level rising; river flowing

14 Feb



Level rising; river flowing

2 Mar



Level rising; river flowing

15 Mar



Level falling; river flowing

2 Apr



Level rising; river flowing

19 Apr



Level rising; river flowing

2 May



Level rising; river flowing

15 May



Level rising; river flowing

2 June



Level rising; river flowing

16 June



Level falling river flowing

23 June



Level falling; river flowing

1 July



Level falling; river flowing

15 July



Level falling; river flowing

1 Aug



Level falling; river flowing














































From Clem Jones:




St Mary Bourne Flood Risk Summary (as at 1 August 2016):







The big springs behind the White House at Ibthorpe dried up mid-month.

There is a quantity of water in the river below Ibthorpe mostly static and held back by weed growth but moving slowly.

The springs above the ford in SMB are still running well. It is unusual for the spring at Holdway to be running in August so the overall GW level in the valley is high.

Overall levels are still up on his time last year which were:

VD        100ms

Gauge  2 cm

Spr.     Dry

Well    124

Hopefully, if the dry July continues through Aug and Sept we will be ok this winter.




Note 1.


The measures at the Vernham Dean Bore Hole and the gauge at Holdway Cottage are from the ground base and are depth of water.




Note 2.


The measure in the Summerhaugh well is the space between the kitchen floor and the top of the water. This is effectively the ground water level at this point in the valley.









Vernham Dean Bore




Well at Valley Farm, Stoke




Springs at Stoke




Gauge at Holdway




Spring at Holdway




Well at Summerhaugh








5.1.2 Highways – Grips and ditches:




Cllr Dixon and the Highways group has taken a look at some of the problem areas for the above.




Premier Grounds has suggested a 'tour' with an aerosol can with her to i/d these in situ with Jason Ebury and evaluate when these should be done (urgent vs not-so-urgent).  Cllrs Dixon, Peart and Whitlock to do this.  The clerk will contact Jason.




Please note: after July work (payment tonight) the £1k Lengthsman grant for 2016/17 has been exhausted (in fact we've gone into the 'red' by £30.00).  This is notwithstanding that the PC earned £1,100 commission for 2016/17 which could be used for further Lengthsman work in the parish, if the PC is agreeable.




The group thank Premier Grounds for their hard work on clearing the gullies and grips on Bourne Hill.  This is a big success.  Hopefully now it will be easier for him to keep them clear on a regular basis. 




There are a number of jobs identified by the group.   Some of the jobs will be easier once the undergrowth on the sides of the roads have been cut by the farmers and HCC, which should happen in the next couple of weeks.




1). At Middle Wyke there is a soakaway on the right past the farmhouse away from SMB.  It needs to be cleared of weeds and the mud cleared so that water can flow into it.  (There is also a blocked drain which will be reported to Highways).




2). In Stoke at the bottom of the Hill coming from Smannell on the left are 2 drains which need to be cleared of undergrowth and hedge trimmings, as no water can get into them at the moment.




3). On the main road in Stoke, from the playground walking towards SMB, there are a number of grips (three or four) which lead from the road into the stream which need to be dug out to let the surface water drain into the stream. 




4). On the road from Stoke towards Binley at Stoke Hollow on the right just beyond the houses 2 grips need clearing and a 3rd would be useful at the lowest point in the road.


5). At the triangle on the road from SMB to Wadwick there are a number of grips into the drainage area that need clearing along with another one on the opposite side of the road which should drain into the field. 




6). On the road from SMB towards Wadwick just beyond the burnt barn on the left is a grip that needs clearing.




7). On the Stoke Road by Willow Tree House is a grip that needs clearing.  From Stoke to SMB it is on the left just beyond the drive to Willow Tree House.




8). At Egbury 2 grips need clearing to allow water to drain into the pond.




9).  On the road leaving Egbury towards Castle Farm, in the dip opposite the thatched cottage, is a grip that needs clearing.  (There is also a blocked drain which will be reported to Highways).




10). The Baptist Hill foot and road bridges are covered with high weeds.  These probably need weed killing once the stream has disappeared.  Or at least cutting down if weed killer cannot be used.


11). Coming down Bourne Hill the small grips on the right hand side need clearing.  During the last downpour the water went straight past them. 




There is a lot work in this list, and it does not need to be done immediately, but over the next few months. 








Cllr Dixon has i/d’d £22k of BEST S106 money held by BDBC.  A discussion took place about using this to fund (or part-fund) a ‘smoothing-out – re-cut of passing places on Egbury Road in the 40 mph limit area.  Other items were willow / matting bank restoration along the Gangbridge Lane / The Bourne interface and the purchase of Speed Indicator Devices — SID (permanently up/on).


The clerk advised that Hants Highways had ruled out the restoration and tarmacing of Egbury Road passing places as they are not ‘Highway’ (!). Tarmacing by self-funding (ie S106 Best monies and PC funds would be in excess of £22k available from BEST, if forthcoming).




The clerk to follow-up with Hants Highways regarding re-cutting and smoothing out the pull-ins.




The meeting discussed pot holes, the new equipment being used to repair them, and that the ‘flaky’ edges of carriageways are not considered pot-holes.




[Clerk’s post meeting note: SID devices.  Previously the council had agreed to pursue the renting of these devices via BDBC.  Highways advice was that these are best placed in different places and only for a few weeks a year. There is also the issue that SMB and Stoke have no street furniture and thus poles would need to be purchased and installed in order that unsupervised devices could not be easily interfered with].




5.2 Black Garden – Update:




BDBC confirm that the asset is to be listed — the decision notice was only signed w/e 29/7/16. The asset owners will still have the option for a review/appeal and the PC will be kept updated by BDBC if this occurs.




5.3 Neighbourhood Plan — Update:




From BDBC:




As per paragraph 6(4) of Schedule 4B of the Town and Country Planning Act 1990 as amended, please accept this letter as confirmation that it is St Mary Bourne Parish Council which is the qualifying body for the purposes of St Mary Bourne neighbourhood plan.




Cllr Dixon advised that they are getting positive signals back from BDBC and that a revised draft NP can be available in a few weeks.




5.4 Sovereign land— Batsford set-down/pick-up area — Update:




The chairman asked for his thanks to BDBC Cllr Falconer for at last being able to release the log-jam as regards contact and progress on the above matter.




A proposed agreement from Sovereign has been prepared to create a set-down/pick-up area to serve start and end of schoolday and relieve some of the congestion and inconvenience for local residents.




It would be an annual licence with 6m to end either way. The PC, at their cost, would clear the land of present vegetation and level and lay hogging or pea shingle and care and maintain area. Annual license fee to Sovereign of £1.  There was a suggestion that discrete signage (similar to other green PC signs) be deployed stating the area is a set-down/pick-up area for school days with a ‘Keep Clear’ warning.




It was further suggested that S106 Best money could be employed for the set-up.




The chairman and clerk to examine proposed licence and represent for agreement at a future council meeting.
















6. Finance




6.1 Monthly accounts: August




Bank statements for the EO July as at 9/8/16 had not been received.  Henceforth the following accounts are provisional and not reconciled






Treasurers Account


Investment Account


Petty Cash Account


Lloyds TSB Fixed Term Deposit


Less un-presented cheques


Closing Balance



















#1 Balance in Investment Account & Closing Balance includes £10,290.00 of Lengthsman grant from HCC (drawn from remaining balances of 2015/16 and 2016/17 grant.held on behalf of 10 associate parish and town councils.




Payments made since the Full Council Meeting on 12 July 2016:





Cheque No











The above payments were agreed at the Planning Committee Meeting on 26 July 2016.




Receipts since the Full Council Meeting held on 14 June 2016 (into Business Investment Account):







David Scrase (Q2 Fishing Lic)



Bank interest



SMB Jazz (refund of grant)



Whitchurch Youth Football Club



Southern Water (grant towards weed clearance) #2









#2 A further grant of £1,500 was banked on 1/8/16 from Vitacress towards weed clearance.




Lengthsman funds, as at 31/7/16 held by SMB PC, in Business Investment a/c, on behalf of the 10 associate town and parish councils.







Payments Out













East Woodhay





















The clerk has been discussing with the councils who had unspent monies from 2015/16 as to bringing forward extra work asap. 




Payments Due at Meeting:





Cheque No.


Derek Kane (salary)



Derek Kane (expenses)



Derek Kane (petty cash advance)



Cllr David Peart (expenses)



Diane Malley (payroll 6m of 16/17))



Premier Grounds and Garden Maintenance



Premier Grounds and Garden Maintenance – Lengthsman St Mary Bourne PC #3



Premier Grounds and Garden Maintenance – Lengthsman Highclere PC



Premier Grounds and Garden Maintenance – Lengthsman Longparish PC



Premier Grounds and Garden Maintenance – Lengthsman Ashmansworth PC



Premier Grounds and Garden Maintenance – Lengthsman Whitchurch TC



Premier Grounds and Garden Maintenance – Lengthsman Overton TC



Premier Grounds – Weed Pull 6/8/16



SSE (Pavilion electric)



SSE (Games area electric)



Viking (stationery and sundries)



Mr E Philips (on behalf of D Fiske) – Tree work, Lake

















































































#3 The total includes £80.00 + vat of non-Lengthsman work (removal of barbed wire near path behind Bell’s Field) – this will be accounted for as Grounds Maintenance Misc Tasks.




Invoices raised since last Full Council Meeting:





Inv No.



SMB Village Shop (2016/17) rent




SMB Football Club (2016/17) fees



















Inv No 7/16 dated 1/7/16 to SMB Bowling Club for £61.19 remains outstanding as at 31/7/16.




Provision to be made for £1,000 for any unforeseen expenses this month.  It was agreed to transfer £9,300.00 from the Business Investment account to the Treasurers account.




The acceptance of the non-reconciled accounts for this month was proposed by Cllr Dixon and seconded by Cllr Jeffery and unanimously agreed by the Full Council.




6.2 (not on agenda) — Advice of change of trading names:




6.2.1 Came and Company (the PC’s insurers) will continue as the trading name although Parish Council Insurance Brokers Ltd is now succeeded by Stackhouse Poland Ltd as from 1/7/16 as regardspayments(next annual premium due September) .




6.2.2 Southern Water’s business customers for the purposes of meter reading, billing and customer services from April 2017 will be managed by Business Stream.  (Retail customers remain unaffected)




7.  Planning:




7.1.1 Report from Planning Committee Meeting held on Tuesday 26 July 2016 (previously circulated).




7.1.2 Matters arising from the Report: None.




7.2 Planning Applications for discussion at meeting:




7.2.1. 16/02412/HSE — Ashvale House, Stoke Hill, Stoke — Erection of a summer house.




Decision: No objection.




7.2.2. 15/04307/HSE - 14 Stevens Green, SMB, SP11 6DF — Erection of two-storey side extension.  Amendments to plan (original plan considered by the PC in January 2016 with ‘no objection’




Decision: No objection.




7.3.1 Trees — Notices of Intent:  None.




7.3.2 Trees — Notice of Exempt Work to protected trees — T/00287/16/DDD — Removal of cherry tree (dead) at Yew Tree Cottage, Gangbridge Lane, SMB.




The clerk having previously advised the PC via email on receipt of the notice had received no message of objection from any councillors and therefore let the matter pass.





7.3.3 (not on agenda) — A resident of Spring Hill Lane had advised of a beech tree on another property on the same lane that is dead and needs attention. The resident had advised BDBC.







7.4 Advice of Planning Applications considered by BDBC:




16/01587/HSE — 4 Applegate, SMB, SP11 6DT — Part conversion of garage to living accommodation, infill existing car port to form garden room and ground floor shower room




Granted on 13 July 2016.




Access suggestions: All large and long vehicles should approach and exit the site from / to the south on the B3048 only.  No other minor road should be used in the parish.




7.5 Planning applications withdrawn to be noted: None.








7.6 Planning appeals:




14/02566/FUL decision on – Pioneer House, Church Street, SMB — Change of use from light industrial to residential dwelling including provision of a first floor rear addition including the installation or rooflights — was refused by BDBC on 15 January 2016 and objected to by SMB PC on 14 October 2014 (fourteen) for the same reasons (overbearing on The Malthouse)has been sent to the Secretary of State for appeal by the applicant.  Any representations previously made to BDBC on this application will be forwarded to the SoS by BDBC, but any further or amended representations should be received by the Planning Inspectorate by 23 August 2016. The PC’s comment on objection can be found on the PC’s minutes of the Full Council Meeting 14 October 2014.




Cllr Styles raised the matter of the petrol tanks (and their possible presence).




The clerk advised that although not material to the PC’s objection (back in Oct 2014) he had passed additionally as a comment the council’s uncertainty as to whether the tanks were removed or filled-in ‘years ago’  along with the council’s objection on the basis of planning criteria (overbearing, overdevelopment).




He received a phone call from the BDBC Planning Officer a few weeks later about the petrol tanks who was seeking any further information on them.  The clerk did not have any more information and said that the presence or otherwise of tanks is anecdotal, but was not material to the PC’s objection.




Clem Jones offered to talk to an elderly contact in the parish who may know about the fate of the tanks.




The clerk advised the council that any comments about the tanks regarding an appeal need to be sent to the SoS and not the LPA for consideration and that the deadline of the 23 August 2016 needs to be borne on mind.  Should any comments be sent about them it must be clear that these are in addition to the material planning considerations that the PC made in their objection.




Decision: The comments made by the PC when considering the application in October 2014 should stand and will have been forwarded by BDBC to the SoS.




7.7 Compliance: None.




7.8 Other parish councils’ planning matters: None.




7.9 Other Planning matters: None.




8.  Recreation Ground and Lake:




8.1 Latest play areas inspection – update




The clerk considered it prudent to advise the PC on the existing medium risks reported regarding the Play Areas given that repair work has been ‘frozen’ pending a decision to take forward a new Play Area in the SMB Rec Area.  The clerk awaits renewal of contact with the HPFA after the ‘holiday season’.




See also item 10.4




8.2Andover Rugby U16s Training on the Rec Sunday 11 September — permission requested.




Granted.  The activity will need to take place p.m. if the SMB Football Club are playing. The clerk to check with the footballers.








8.3 (not on agenda) Broken goal post.




One of these has been damaged by persons unknown. (Two bolts broken on retaining bracket).




The chairman has arranged with a local blacksmith to take it away and repair. (PCs cost).


The chairman suggests that a second pair of chains and padlocks be procured in order that the goals cannot be swung out by persons unauthorised to use these goals. 




8.4 (not on agenda) Pavilion Handback by CC to PC and PC handover to FC.




These are to take place respectively on 1 September at 5.30pm and on 3 September at 9.30am.  The clerk asks if at least one member of the Rec Committee can attend with him.




9.  Item of Correspondence to be circulated:




9.1 Southern Water — Annual Report and Newsletter. Noted.




9.2 Hampshire Hospitals — Road naming ceremony to launch Andover War Memorial Hospital Open Day — 20 August 2016. Noted.




9.3 Police: June Report. Noted.




9.4 HCC: Newsletter for parish and town councils — including news on public consultation on future of local government in Hampshire (deadline 20/9/16). Noted. See also 9.5, 10.1 and 10.2.




The clerk to place the HCC consultation on to the 13 September agenda for this PC’s response.  The general view by councillors was that BDBC are an efficient principal authority and should not be subsumed into a unitary authority like ‘Heart of Hampshire’. Councillors are to give some thought to this in preparation for 13 September.  They can also give their individual view as a resident of Hampshire, Basingstoke Borough and SMB to the consultation themselves although a collective view will be given too.




9.5 BDBC: Their view on the future of local government in Hampshire (where it affects BDBC) and the consultation by HCC. Noted (see 9.4 above).




10.  HALC/BDAPTC/SLCC/Training & Conferences Reports:




10.1 HALC: DCLG letter to HALC regarding devolution in Hampshire. Noted. (See 9.4 above).




10.2 HALC: HCC letter to HALC regarding public consultation on future of local government in Hampshire. Noted (see 9.4 above).




10.3 HALC: Parish and Town Council Awards — deadline 29/9/16. Noted.




10.4 HALC: New funding alert — Big Lottery Fund – projects that bring different cultures or generations together. Noted.




One suggestion was an outdoor adult gym along with new children’s play equipment (see item 8.1). A similar suggestion was such equipment placed at intervals along the Lake path from the Rec to Derrydown surgery.  [Clerk’s post meeting note: Permission would be needed to place such on landowners land should the PC decide to proceed with this].










11.  Footpaths:




Cllr Styles was advised by Caroline Hoyes that the landowner of the path at Doiley Bottom has cleared this path well.




12.  Highways/Transport/Services:  No matters discussed, other than elsewhere during this meeting.




























































































There being no other business the meeting closed at 9.10pm.




These minutes are subject to approval at the Parish Council Meeting on 13 September 2016.


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