Draft Minutes of Full Council Meeting 10 April 2017


Minutes of the Parish Council Meeting held on


MONDAY 10 April 2017 in the Village at 7.30pm




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




Members of the Public in attendance: Eight.




Time for Public Speaking:




Jenny Dobson, a resident at Tellstar, Springhill Lane, and on behalf of the residents of Ponderosa on the same lane, wished to speak regarding item 7.2 (Bank Top planning application).




She read from her letter dated 9/4/17 to BDBC regarding Ref 17/00965/FUL:




With reference to the said plans at Bank Top, Spring Hill Lane, St Mary Bourne.




Although we have no objections to the proposed erection of 8 no.dwellings with parking, we do have a number of concerns.




Increased traffic generation entering and exiting the development directly opposite our property. This will be a significant increase in traffic into Spring Hill Lane.




We would therefore like the developers to consider the following suggested alternative options:-




  • Alternative access to the development,

  • alternative exit further up Spring Hill Lane [or]

  • Split the development into two, whereby making a different exit and entrance for half the site further up Spring Hill Lane.




Highway safety is also a concern, with the increase in traffic along Spring Hill Lane. This is a narrow lane and the additional traffic from the 8 dwellings opposite both Ponderosa and Tellstar will increase the risk of accidents.




We would like the developers to consider:-




  • Traffic calming measures on the slope from the development and

  • repositioning the entrance / exit to further up Spring Hill Lane.




With the additional properties and parking there will be a significant increase in noise levels particularly impacting and disturbing us at might, with lights and noise from cars as our bedroom is directly opposite the entrance and exit to the site.




We also have concerns that children will use the exit / entrance as a play area for their bikes and skateboards. This will increase the noise levels and cause a great deal of disturbance. There will also be a significant safety issue.




We would therefore like the developers to consider:-




  • Traffic calming measures which will stop children using the slope and pathway for their bikes and skateboards and our previous suggestion of moving the access to the site.




If the developers can take our concerns into consideration and relook at the location of the entrance and exiting arrangements.




The residents of Ponderosa also handed a letter they sent to BDBC on 9 April 2017 raising the same concerns and suggestions and also pointed out that the planning notice displayed by BDBC is set 25 feet off the lane.




Glenda Mew, of Ponderosa, also asked that the telephone pole directly opposite Ponderosa should be moved.




The chairman thanked the members of the public who had just spoken and will bring forward the item 7.2 for discussion and decision on comment by the PC.




Allan Hitchcock (AH), a resident of the parish, near to the Bells Meadow development asked if he could raise a point on behalf of himself and the Richardson, Redfern and Thacker residents of Finkley Road, all opposite Bells Meadow.




He was very concerned about the fitting of street lamps which is contrary to the ‘dark skies’ of SMB.




BDBC Cllr Falconer, explained that this matter has become an enforcement case with BDBC.




AH also expressed concerns about the lighting attached to the porches / patios of the house on the site and the very tall aerials. In his view these lights are industrial type lighting and are uncovered / unshaded.  Cllr Falconer said he would add this to the enforcement case.




Jane Snow, a resident of Finkley Road, asked if hedging will be replaced at Bells Meadow highway side.  The planning application does include landscaping and hedge replanting.




She also asked that the bank of trees adjacent to Bank Top should not be destroyed for development as they harbour much flora and fauna.




Peter Martin, a resident of the parish, raised (and on behalf of a nearby resident, Pat France [PF]), the condition and therefore repair and maintenance of The Ford.




The area is prone to nettle growth and is often churned up mud.  PF leaves her bins deliberately on the site to put-off vehicles turning or parking there.




PF has difficulties accessing or leaving her property at times.




PM is aware land is not ‘owned’.  Could measures be taken to channel water away and inhibit vehicle turnaround (Bollard)?




PM suggested a chain that can be unhooked for those who need to access The Ford.




Clerk to approach Lengthsman (but available Lengthsman funds are focussed on flood prevention and street drainage) and HCC.




Four member of the public then left the meeting.




The proper business of the meeting then commenced.




1. Apologies for Absence: Cllrs Hugo Wurzer and Bridget Culley.




2. Declarations of Interest: None.




3.1.1 The Minutes of the Meeting held on Tuesday 14 March 2017 (previously circulated).




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




3.1.2 Matters arising: None.




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 2017 Annual Parish Assembly 2017).




Not available.




3.2.2 Matters arising:




Not applicable




4.  Borough & County Councillor Reports:




4.1 BDBC Cllr Graham Falconer’s report:




a). EC/17/00097/BOC3:




I was contacted three weeks ago about the street lighting at Bells Meadow and after visiting the site and discussing with officers it was established that there is no planning approval for street lighting and so the above Enforcement Case has been opened. Such is the seriousness of this that I have asked the Head of Planning to be involved. Since then I have received dozens of emails of complaint.




b). Apsley Farms:




There is also a planning application / enforcement case regarding the biodigester at Apsley Farms as what has been built is somewhat more than was given planning approval. Test Valley BC is the main protester as the lorry movements are through Andover. I’ve had dozens of emails from our Ward residents.




c). Devolution and Boundary Review:




No progress to report but there is an undertone of creating unitary authorities to save money and to reduce the number of councillors — somewhat ridiculous as the cost of a councillor is miniscule compared to the value they provide. Meanwhile BDBC is being investigated by the Boundary Commission to revamp the internal ward structure. This is unlikely to affect Burghclere, Highclere and SMB but it will be significant for those in Basingstoke because of the house building changes of the past few years. There is an agenda for us to go to three councillor wards and if we don’t we will have to implement elections based upon the whole council standing for election at the same time.




d). Bramley Neighbourhood Plan:




This the third NP to be adopted by the BC out of a total of 16 which are in progress.




e). The AA:




The AA has committed to stay in Basingstoke by signing up for new offices. This is good news as we have lost two major employers to Reading.




f). Environmental Services:




The department has been reorganised with one or two casualties.




4.2 No report was received from our county councillor.




The chairman directed that item 7.2 be brought forward.




7.2 Planning Applications for discussion at meeting:




17/00965/FUL — Bank Top, Springhill Lane, SMB— Erection of 8 no. dwellings with parking, landscaping, storage for waste and recyclables following demolition of existing buildings.




Following discussion by the councillors present and the views of the two members of the planning committee not present, although the council is not opposed to the use of this brown field site for development they do have concerns about access to the site, contamination of the site by its past scrap yard use and concerns about lighting.




Decision: By 7 votes to 0 councillors present decided to object to the planning application.








Access to / from the site needs to be moved as the proposed entrance, based on the existing site entrance, on a steep slope, will impact on the existing residents of the narrow Spring Hill Lane adjacent to the existing entrance and it is suggested that this entrance should be further up Spring Hill Lane.  Existing traffic on the lane could also be compromised by the proposed entrance on safety grounds.




The application form’s Section 14 ‘Existing Use’ states ‘NO’ to the questions ‘Land which is known to be contaminated’, ‘Land where contamination is suspected for all or part of the site’ and ‘A proposed use that would be particularly vulnerable to the presence of contamination. 




The parish council draws the LPA’s attention to the past use of this site as a scrap yard where all kinds of chemicals, hydrocarbons and elements were allowed to enter the soil and water table which the applicant appears to have completely ignored.




There is concern that, with new developments such as this, that consideration to the popular ‘dark skies’ of the village have not been acknowledged and that consideration to very low level path lighting be incorporated but no standard street lamps.




The order of the agenda was then resumed.




5.  Items for discussion:




5.1 Bell’s Meadow — Update:




The eight rental homes are currently open for bidding to applicants on the BDBC Housing Register who claim a local connection.




5.2 Flood and Emergency Group (FEG):




5.2.1 Update:




From Clem Jones:


Water levels 1 April 2017


The well was at 110cm on the 19 March, so still rising slower than usual for this time of year, a rise of 13cm, but it has only done another 7cm since then




There is some standing water in the river bed opposite Spring Cottage (The Blacksmiths). There is also standing water between Stoke and Upper Gangbridge. However the river is still only running from just above the ford.




This month’s figures:




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



Gauge at Summerhaugh



Spring at Summerhaugh



Well at Summerhaugh







Out of interest the base for the gauge at Summerhaugh is 77.954m above base sea level.




So if we add on the 19cms the running river at the Summerhaugh is 78.4m above sea level compared to the 104m  in the Vernham Dean borehole. That’s what forces out our springs.




5.2.2 Blockage of Bourne behind BVI: (see also item 7.7)




The chairman is to write to the EA.
















5.3 Neighbourhood Plan (NP) — Parish Council to consider and decide on the final plan.




Firstly the chairman on behalf of the PC expressed his thanks to the Long Term Planning Group for all their work on the Plan.




The PC then took a vote on taking the Plan forward to BDBC and all were in favour.




Cllr Dixon then outlined the next steps:






Then to their Legal,


Plan advertised for further comments back,


BDBC to sign-off (hopefully)


BDBC referendum on the Plan in the Parish.




5.4 Update on Clerk Recruitment Process:




An appointment has been made for the replacement clerk.  Her name is Phillis Bennett who is resides in Hatherden.  She starts on 7 June 2017.  The present clerk will remain on the payroll until 30 June 2017.  The present clerk will continue to offer support, guidance and advice to the new clerk until she is familiar with all the processes.




5.5 Highways — Update: lead Cllr Dixon:




Skanska is replacing Amey as HCC’s contractor on roads maintenance.




Footpath signs damaged by hedge / verge cuts – need to be repaired / re-set.




The chairman and Cllr Dixon would like to meet with Steve Goodall of HH.




5.6 Annual Parish Assembly (2/5/17) — Update:




Invites out.




Most reports will be placed on the table.




Banner shown to PC by Cllr Styles.




Cllr Grunsell to secure refreshments and nibbles.




5.7 Broadband — Update:




Survey in H&V and Survey Monkey




Public meeting on findings and discussion / ways forward on 25 April 2017.




5.8 Black Garden — Update:




Above is now ‘live’ as a Community Asset.




5.9 Electronic Speed Reminder Signs — Update (if any): None.






5.10 SMB Jazz: Grant application for £500 to assist funding of Jazz event on 2/7/17. Surplus for Village Shop, Village School and the UCT.




Granted on the same terms as for 2016: ie refunded in part of in full for profits up to £500.




6. Finance:




6.1 Fixed Term 1 Year Deposit — Maturity date 20 March 2018 — Confirmation of deposit amount and yield. 




£20,000.  0.8% = £160.00




6.2 End of Year 2016/17 accounting statements and governance statements will be considered at the Full Council Meeting on 9 May 2017. Noted.




6.3 Monthly accounts: April






Treasurers Account


Investment Account


Petty Cash Account


Lloyds TSB Fixed Term Deposit


Less un-presented cheques


Closing Balance







#1a & 1b








#1a & 1b




#1a Balance in Investment Account & Closing Balance includes £2,080.00 of Lengthsman grant from HCC (drawn from remaining balances of 2015/16 and 2016/17 grant.held on behalf of 11 associate parish and town councils.  




# 1b These balances also include £220.00 of grant money from Groundwork UK that has been supplied to fund further work on the Neighbourhood Plan.




Payment made since the previous Full Council Meeting on 14 March 2017:





Cheque No





Andover Printing Company Ltd (Broadband questionnaire materials)



Derek’s Garden Machinery Services (for CC)



Derek’s Garden Machinery Services (for CC)



Premier Grounds and Garden Maintenance (error of SMB’s Grounds Maintenance invoice paid on 14 March)



GroundLord (Emergency Tree Works) #2









#2 Clerk asked to raise invoice to Bryan Hirst Ltd




Above payments were agreed at the Planning Committee Meeting held on 30/3/17.


Also, at the same meeting, the following payment was agreed and post-date 5 April 2017





Cheque No


HMRC Q4 2016/17 PAYE









The above payment will show in the accounts for next month (next FY).




Receipts since the previous Full Council Meeting held on 14 March 2017 (into Business Investment Account):







Bank interest



St Mary Bourne Bowling Club



David Scrase (Q1 2017/18 Fishing License)









Receipts since the previous Full Council Meeting held on 14 March 2017 (into Treasurer’s Account):







Investment interest 2016/17









Lengthsman funds, as at 31/3/17 held by SMB PC, in Business Investment a/c, on behalf of the 11 associate town and parish councils.







Payments Out


















Ashford Hill & Headley









2,610.00 #3




#3 Hurstbourne Priors PC had overspent their 2016/17 Lengthsman grant by £390.00. Payment has been received and showed in last month’s accounts.




#3 Highclere PC had overspent their 2016/17 Lengthsman grant by £60.00 but had promptly refunded the overspend.




#3 Longparish PC had overspent their 2016/17 Lengthsman grant by £80.00. Payment has been received and showed in last month’s accounts.




Therefore, the actual balance of funds held by SMB PC on behalf of the 11 associate councils is £2,080.00. 


This will be the figure carried for from now on.




The clerk continues to discuss with the councils who had unspent monies from 2015/16 as well as 2016/17Y to bringing forward extra work asap








Neighbourhood Plan funds, as at 31/3/17 held by SMB PC, in Business Investment a/c.







Payments Out

















220.00 #4




#4 The unused balance is to be paid back to Groundwork UK




Payments Due at Meeting (10/4):





Cheque No.


Derek Kane (salary)



Derek Kane (expenses)



Premier Grounds and Garden Maintenance for SMB + Lengthsman work for SMB



Premier Grounds and Garden Maintenance – Lengthsman Ashford Hill & Headley PC



Premier Grounds and Garden Maintenance – Lengthsman for Ashmansworth PC



Premier Grounds and Garden Maintenance – Lengthsman for Whitchurch TC



Premier Grounds and Garden Maintenance – Lengthsman for Ecchinswell PC



Premier Grounds and Garden Maintenance – Lengthsman for Burghclere PC



Hill & Valley (Parish Mag – contribution to printing costs)



HALC & NALC affiliation fees for 2017/18



HALC HR Consultancy Service fees for 2017/18



JE Group Ltd (Banner for APA)



Nick Copp – Internet Security and support for recent email issues



Groundwork UK (repayment of unused portion of grant for Neighbourhood Plan)



BDBC (Planning Fees for Batsford change of use – set-down / pick-up area)



Diane Malley 2017/18 payroll fees



SMB Jazz 2017 (Conditional Grant)

























































































Invoices raised since the then Full Council Meeting on 14/3/17:





Inv No.



SMB Bowling Club (water charges)




HCC (Lengthsman Grants for 12 councils + commission – for 2017/18)




BDBC (Litter Grant for 2017/18)




David Scrase (Fishing Syndicate 2017/18 Q1)




SMB MYC (2017/18)




Bryan Hirst



































Provision is to be made for £1,000.00 for any unforeseen expenses this month, together with the £541.69 payment dated 5/4/17 to HMRC. It had been agreed to transfer £6,000.00 from the Business Investment account to the Treasurers account.




The acceptance of the reconciled accounts for the month of March was proposed by Cllr Jeffery and seconded by Cllr Styles and unanimously agreed by the Full Council.




7.  Planning:




7.1.1 Report from Planning Committee Meeting held on Thursday 30 March 2017 (previously circulated):




7.1.2 Matters arising from the Report:




7.2 Planning Applications for discussion at meeting:




17/00965/FUL — Bank Top, Springhill Lane, SMB— Erection of 8 no. dwellings with parking, landscaping, storage for waste and recyclables following demolition of existing buildings.




Discussed and decided after item 4.




7.3 Trees — Notices of Intent (if any): None.




7.4 Advice of Planning Applications considered by BDBC (if any): None.




7.5 Planning applications withdrawn to be noted (if any): None.




7.6 Planning appeals (notifications, if any): None.




7.7 Compliance:




BVI Garden – No Planning Application for change of use of former watercress bed to a garden. Also, erection of a greenhouse on same site does not appear to come under permitted development.  Near roadside boundary and not behind building.




The clerk to alert BDBC Enforcement.




7.8 Other parish councils’ planning matters (if any): None.




7.9 Other Planning matters:




BDBC, following the clerk enquiring about any agricultural ties associated with Coronation Cottages (application ref 17/00750/FUL), has advised that an initial search suggests none, but that a further check will be made.




8.  Recreation Ground and Lake:




8.1 Permission for SMB Bowling Club to access Bell’s Field (for parking) via the entrance to the Rec adjacent to the MUGA for their summer season.




Decision: No objection.




8.2 Permission to use Recreation Ground for a football match (with use of goals) on Friday 19/5/17 by Vitacress.




Decision: No objection. Inform Premier Grounds re cut.




8.3 Permission from Whitchurch U11s to play football on Saturdays during the 2017/18 season.




Decision: No objection.




8.4 Weekly Play Areas inspections: Change of system — Clerk has not been able to access — Update: — Clerk has not been able to access — Update: The clerk is yet to follow this through.




9.  Item of Correspondence to be circulated




9.1 HCC Countryside Access: Small Grants scheme: Deadlines for 2017 (24/4, 24/7, 23/10 and 22/1/18). Noted.




9.2 HCC: Newsletter for local councils – March 2017. Noted.




9.3 Police: Basingstoke Police Enquiry Office – opening 4/4/17: Noted.




9.4 BDBC: Further road closure at Roman Road / Finkley Road (opp Bell’s Meadow): Noted.




9.5 (not on agenda) BDBC: Road closures B3048, B3400 and Bloswood Lane — Noted.




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




10.1 HALC: Advice and Resource Pages: Noted.




10.2 BDAPTC / Hampshire Road Safety Council: Seeking rep for BDAPTC on road safety council: Noted.




10.3 BDAPTC: Seeking a vice-chairman for the association. Noted.




10.4 (not on agenda) HALC: e-update for April. Noted.




11.  Footpaths:




(not on agenda) Planning Inspectorate: HCC order determination for making Rope Yarn Lane a Restricted Byway — 15/8/17 — statements to inspector deadline 6/6/17.


12.  Highways/Transport/Services: Covered under items 5.5, except.




Commentary on risks by householders deploying dragon’s teeth, log, and boulders near edge of highway.


























































































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


These minutes are subject to approval at the Parish Council Meeting on 9 May 2017. 


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