Minutes of the full council meeting of Bursledon Parish Council
held on Wednesday, 24 June 2009 at the Village Hall,
Long Lane, Bursledon at 7.00 p.m
Present :
Cllr Millar (Chair)
Cllr Clarke (Vice Chair)
Cllr Allen – until item 14.2
Cllr Craig
Cllr Holes – from item 7.2
Cllr Lippold
Cllr Milne
Cllr Moneypenny
Cllr Woodhouse
In attendance: Mrs Jennifer Whittle (Parish Clerk)
8 members of the public
1. Apologies for absence
Apologies had been received from Cllr House and Cllr Misselbrook.
2. Declarations of interest
Cllr Milne declared an interest in item 12.
3. Minutes of the meeting of 27 May 2009
Cllr Allen proposed, Cllr Moneypenny seconded and Members voted
unanimously to agree and sign the Minutes.
4. Matters arising from the minutes of meeting 27 May 2009
There were no matters arising.
5. PCSO’s Report
This item was deferred as there was no PCSO present.
6. Public Session
A Member of the public Mr Rowles complained about the roadside hedges
not being cut in Bursledon. He felt that the Council should get
this in hand. Cllr Millar explained that he had had a meeting with
the Direct Services Manager at EBC that afternoon and had walked the
area. The hedges had not been cut yet due to the bird nesting
season, as they were unable to be touched with machinery during this
period. Cllr Millar confirmed that Eastleigh Borough Council had
said they would now get this done. The Clerk also confirmed that she
had been waiting for the nesting season to come to an end, in order to
get a contractor in to do the Parish hedges, which are usually cut later
in the year, although she was unsure whether cutting had been carried
out by the Contractor last year.
Mr Rowles also complained that the bin men were leaving empty bins in
the middle of pavements and roads, which were a hazard. Cllr Craig
confirmed that Direct Services were currently putting their bin men
through training in order to deal with such matters.
7. Planning applications received from Eastleigh Borough Council
7.1 Woodlands, Hungerford, Bursledon - Single storey side
extension, rear conservatory & erection of detached double garage. Case
Officer: Nicola Reid. Case Ref: C/09/65174.
No letters of objection had been received. Cllr Millar introduced
this item.
Mr Anderton the next door neighbour said that he agreed with the plans
in principle, but felt that the garage in its current position right
next to the road was a little intrusive. He confirmed the
applicants and Tree Officer at EBC were investigating the root system of
the Oak Tree, in order to consider moving the garage back from the
roadside further. Cllr Millar explained this was not a legitimate
reason to refuse planning, as garages were allowed to be placed this
near to roadside boundaries.
Cllr Allen proposed DO NOT OBJECT with a recommendation that when the
Tree Officer had investigated this matter, if at all possible, the
garage could be placed further back from the roadside and have
landscaping in front of it to help screen it from the road. Cllr
Craig seconded and Members voted unanimously in favour. ACTION:
CLERK.
7.2 Riverside Boatyard, Blundell Lane, Bursledon - Retention
of electric security gate and steps to raised garden. Case
Officer: Andy Grandfield. Case Ref: F/09/65013
1 letter of objection had been received from BROWAPG who had concerns
about the public right of way being affected.
Diane Andrewes spoke to represent BROWAPG and advised Members that this
footpath was listed on the definitive map as being 10 feet wide. A
gate had been mentioned in the past, but it had specifically been
referred to as “through the field gate”, i.e not a locked gate.
Cllr Holes arrived.
A representative from Lymington Technical Services advised that the
locked gate had been implemented to stop fly tipping, which had been
experienced regularly.
Cllr Allen suggested that if that was the case a 10 foot wide opening
gate should be put in place to enable full access to the public footpath
with the remainder of the opening being a locked gate. Cllrs
Clarke and Lippold both felt that the 10 foot footpath access should be
open, as the gate currently in place suggested that access was denied.
Cllr Clarke proposed TO OBJECT on the grounds that a definitive footpath
of 10 feet wide was being blocked by locked gates giving the public the
impression this footpath was now closed. Cllr Lippold seconded.
6 Members voted in favour and the 3 LAC Members abstained. Members
asked the Clerk to notify the Planning Officer that should they be
minded to permit this planning application that it be referred to the
LAC. ACTION: CLERK.
7.3 Angry Copse, Heath House Lane, Hedge End –
Two storey side extension to provide annexe accommodation, following
demolition of existing garage. Case Officer: Andy
Grandfield. Case Ref: F/09/65278.
No letters of objection had been received.
Members discussed this application and concerns were raised regarding
the property being in the Countryside and being sub-divided. Cllr
Millar believed this would not affect this planning application and felt
it would be referred to LAC if this was an issue.
Cllr Allen proposed DO NOT OBJECT, Cllr Moneypenny seconded. 5
Members voted in favour, with the 3 LAC and Cllr Woodhouse abstaining.
8. Planning decisions notified by Eastleigh Borough Council
8.1 Oak Lodge, Bridge Road, Bursledon - Single Storey side
extension & conversion of existing garage to provide living
accommodation. Case Ref: F/09/64783. PERMIT
8.2 Riverside Chinese Restaurant, Bridge Road, Bursledon –
Provision of first floor terrace with supporting columns (addition to
approved extensions). Case Ref: C/09/64789. PERMIT
8.3 Kings Ash, School Road, Bursledon – Notification of
intent to crown clean and crown lift to 3.5m & crown reduce at base by
up to 2m of 1no. Oak tree. Case Ref: N/09/64962. RAISE
NO OBJECTION
8.4 33 Woolwich Close, Bursledon – Construction of garage within
parking area. Case Ref: F/09/64740. PERMIT
8.5 Reading Room, Portsmouth Road, Bursledon – Erection of 1no.
3-bed detached dwelling following demolition of existing building.
Case Ref: F/09/64680. PERMIT
8.6 2 Wisteria Cottages, Bridge Road, Bursledon – Extension
to existing garage. Case Ref: F/09/64918. PERMIT
The planning decisions were noted.
9. Finance
9.1 To approve and sign the payments list and bank reconciliation
and to approve the monthly accounts, summary income and expenditure by
budget heading, and balance sheet. (Papers previously circulated to
Members).
Cllr Holes proposed, Cllr Moneypenny seconded and all agreed to approve
and sign the payments list.
9.2 To approve and sign the annual statement of accounts 2008-2009
– the Clerk read out the annual figures from the Annual Audit Return.
Cllr Craig proposed, Cllr Holes seconded and all agreed to approve and
sign the annual statement of Accounts. Cllr Clarke requested a
paper copy of the annual return be sent to Members. It was noted
that the internally audited accounts for the year to 31st March 2009
would now be sent to the Audit commission. ACTION: CLERK.
10. DRAFT AGREEMENT RE-DEDICATION OF FOOTPATH IN THE PARISH OF
BURSLEDON
The Clerk advised Members that Hampshire County Council had now
forwarded the Agreement relating to the re-dedication of footpath 501,
which had originally crossed the cemetery car park and exited via the
gate and now continued straight down to School Road along the outside of
the car park. Members recollected that they had voted in favour
of this amended route for the footpath and approved the Agreement being
signed by the Chairman and Clerk. Cllr Craig proposed, Cllr
Moneypenny seconded and Members voted unanimously in favour.
ACTION: CLERK.
11. DEVOLVEMENT OF COUNCIL SERVICES
The Clerk advised Members that this item was on the Agenda to consider
the legal implications of the transfer.
Diccon Bright the new Bursledon, Hamble and Hound Area Co-ordinator
introduced himself and advised that he was anxious to resolve this
matter, as BPC had voted in favour of adopting these areas and had
precepted to pay for the maintenance of them, but due to the lack of
agreement between BPC Members, Eastleigh Borough Council was still
paying for and carrying out the maintenance of the areas and could
invoice BPC for this work. He felt that the MUGA should have been
included in the transfer at this stage, rather than wait until next
year, as the public would criticise if two agencies were required to be
paid to maintain one area. Diccon advised Members that they were
morally bound to organise an immediate legal transfer of the facilities.
His recommended that BPC takes a Licence of the areas, Peewit Hill
Woods, Lionheart Way Ecology Park, Pilands Wood Play Area (including the
MUGA) and possibly the Bursledon Station Woods. He also
recommended that EBC continues with the maintenance of these areas for
the remainder of this financial year and invoices BPC for this work up
to the amount precepted.
Cllr Clarke said that BPC had discussed and were clear on the sites they
wished to adopt, but he had been reassured by EBC that the precept in no
way obliges BPC to legally take on these areas, should anything arise
during the legal transfer that BPC objects to. He felt that BPC
needed to have these areas legally transferred to them before they
undertook any maintenance and absorbed any additional insurance costs.
Cllr Woodhouse said it was very regretful that Members had voted in
favour of adopting the Pilands Wood Play Area without having any formal
debate or written figures available. She felt that Members had
been rushed into this decision, but pointed out that she herself had not
voted in favour of adopting the Pilands Wood Play Area due to her
concerns regarding the costs involved. She felt that mistakes had
been made in the voting process, as there were very grey areas and it
seemed BPC was being dictated to. Cllr Woodhouse proposed that BPC
should reconsider the adoption of these areas.
Cllr Lippold felt that this item had been discussed and Members had been
happy with Cllr Clarke’s recommendation to adopt the Pilands Wood Play
Area, subject to the pre-cept being increased by £2 per residence, in
order to cover the additional costs of managing that facility.
Cllr Lippold queried whether subsequent discussions had raised any valid
concerns regarding the financial implications, as he had not been at
recent meetings.
Cllr Allen said that without doubt there were concerns over the
financial implications. Members had only voted in principle on the
grounds of being told that a £2 per residence increase would cover the
cost of adopting the Pilands Wood Play Area, but had not been provided
with any formal written figures at that time. BPC had only
recently received these from EB and he felt the discussion in January
was rushed and wrongly considered under Exempt Business. Cllr
Allen said he had also spoken to the Head Groundsman, Digger, who had
confirmed to him that there was too much work to be undertaken by the
Groundsmen for the precept provided.
Cllr Millar advised that the figures had been verbally provided by Cllr
House at the informal discussion and confirmed to Members at the January
meeting. He said these figures had not long after been provided in
writing by EBC. Cllr Allen contended this and said written figures
had only been made available in the last month or so.
Cllr Craig explained that BPC had formally voted in favour of adopting
the areas, as Minuted in the January 2009 Minutes and were therefore
responsible for the maintenance costs and EBC could invoice BPC for
maintaining them.
Diccon Bright advised Members that BPC currently had £2 per residence
sitting in the BPC bank account to manage the Pilands Wood Play Area and
EBC were doing this work. Even if there is no legal obligation,
there is certainly a moral obligation and liability is also a concern.
The facilities need to be transferred to BPC as soon as possible so that
they own responsibility and obtain relevant liability insurance.
Cllr Holes proposed that Members consider adopting the SLA for these
areas. The Clerk pointed out that Members had already voted in
favour of adopting the current SLA Agreement for these areas, subject to
the legal ramifications being completed first.
Cllr Milne said that he had not formally queried the legality of the
voting at the January meeting, as Cllr Clarke had reassured him that the
decision was in principle only and that adoption of the areas would be
reconsidered once the legal papers and documents were received.
If, as it now appeared, that decision was formal he and 3 other Members
intend to make a motion to rectify this matter, as the vote was not
dealt with in a constitutional manner.
Cllr Moneypenny said that £2 per residence only worked out at about
£4,600-£4,900 to manage the Pilands Wood Play Area for the whole year,
which would not even pay the Head Groundsman and Assistant Groundsman,
let alone any other expenses for vandalism etc. She asked the
Clerk how much it would cost BPC to manage the Pilands Wood Play Area.
The Clerk advised that Members had relied on the figures provided to
Cllr Clarke at the informal discussion. The Clerk said she had not
been present at the informal discussion and was unable to give any
figures off the top of her head, but she could do a rough calculation
for the cost of the work BPC groundsmen had notified Members would be
necessary.
Cllr Allen requested that the Clerk specifically Minute his opinion that
the funding made available to BPC by way of a £2 per residence increase
in the precept would not meet the necessary costs of managing the
Pilands Wood Play Area. He also felt the workload would increase
once BPC took over the facilities and the public knew.
Cllr Clarke felt that as certain Councillors were unhappy with the vote
they had made, they were now trying to change their decision. He
advised that BPC needed to see the legal documents to see what they were
expected to take over and what work BPC were expected to carry out.
He once again stated that the decision made in January was in principle
only and felt that EBC were delaying on the legalities, as he had
suggested to them at his meeting with them, to get the legalities under
way. He once again confirmed that the costs of managing these
areas and the budget requirements had been discussed at the January
meeting and that BPC needs to take responsibility for land in the
Parish. The areas that had been agreed and voted on in principle
were Pilands Wood Play Area (excluding the open space and MUGA),
Lionheart Way Ecology Park (less the additional plots of land), Peewit
Hill Woods and Bursledon Station Woods (which may not now be transferred
to BPC).
Cllr Lippold proposed that BPC continued in principle to adopt Pilands
Wood Play Area (excluding the open space and MUGA), Lionheart Way
Ecology Park (less the additional plots of land), Peewit Hill Woods and
Bursledon Station Woods, with EBC being requested to prepare the formal
legal Transfers as soon as possible and carrying out the maintenance
work for the current financial year and invoicing BPC, subject to
another vote taking place when the legal documents were received, to
decide whether BPC would formally adopt the areas.
The Clerk advised that the previous decision and voting at the January
meeting had been formal and that Members could not take another vote on
the adoption without following the correct protocol as advised by
Hampshire Association of Local Councils. Cllr Clarke said the
previous decision could be overturned if the legal documents raised any
concerns. The Clerk felt this was not the case as HALC had advised
that to reconsider any decision it was necessary for four Members to put
forward a signed Motion within a six month period from the January
meeting. Diccon Bright advised the Clerk and Members that this was
not necessary and certainly wasn’t the case at LAC level, decisions were
reconsidered outside of the six month period without any motions being
necessary. He advised that BPC’s January Minutes also had a clause
which enabled this item to be reconsidered once the legal documents were
received from EBC, should they raise any concerns. The Clerk and
Chair thanked Diccon for this advice.
Cllr Lippold reiterated his proposal that BPC continued in principle to
adopt Pilands Wood Play Area (excluding the open space and MUGA),
Lionheart Way Ecology Park (less the additional plots of land), Peewit
Hill Woods and Bursledon Station Woods, with EBC being requested to
prepare the formal legal Transfers as soon as possible and carrying out
the maintenance work for the current financial year and invoicing BPC,
subject to another vote taking place when the legal documents were
received, to decide whether BPC would formally adopt the areas.
Cllr Clarke seconded. 8 Members voted in favour. Cllr
Woodhouse abstained. ACTION: CLERK.
12. COMMUNITY CENTRE CAR PARK LEASE
The Clerk had forwarded the draft Lease to Members, which she confirmed
was an exact copy of the original Lease of the Community Centre Car Park
Lease, which had required to be updated with the names and addresses of
the new Community Centre Trustees who were to be party to the new Lease.
Cllr Holes proposed to approve the draft Lease, subject to the addition
of the names and addresses of the Community Centre Trustees, with BPC
not taking independent legal advice, as this had already been done for
the original Lease. Cllr Moneypenny seconded. 8 Members
voted in favour. Cllr Milne abstained in conjunction with his
declaration on interest. The Clerk would finalise the draft Lease
as approved and forward it to the Community Centre Trustees for
approval. ACTION: CLERK.
13. GRAVEL EXTRACTION CONSULTATION RESPONSE
The Clerk advised Members that Cllr Millar and herself had attended a
meeting with Hamble and Hound Parish Council representatives at which
the draft consultation response prepared by Adams Hendry Consulting Ltd
had been discussed and approved in principle, subject to the document
being presented to each Parish Council for formal approval. The
Clerk advised Members that she had emailed them this consultation
response for approval. Cllr Moneypenny proposed that BPC sends the
consultation response as drafted. Cllr Allen seconded and all
Members voted unanimously in favour. The Clerk confirmed she would
send the consultation response by email, fax and post the next day to
ensure that it is received. ACTION: CLERK.
14. SET UP NEW PARISH WORKING GROUPS
Cllr Clarke confirmed that this item was something he had proposed when
he had been Chair and was happy for Cllr Millar to decide on. Cllr
Millar confirmed that he would like to set up a Working Group for the
Parish Plan.
14.1 Parish Plan and Conservation Area Plan. Members
discussed this working group. Cllr Millar advised that other
Parish Councils had devised a Parish Plan for their parishes and that
BPC should do the same. He asked Members to consider who would
like to be involved. Cllrs Clarke, Holes and Woodhouse offered to
be involved and suggested that when any meeting are set up BROWAPG and
OBAG representatives were invited. Cllr Millar advised that the
meetings would be open to the public and duly advertised. He
suggested that BPC obtained a copy of Hamble and Hound Parish Councils’
Parish Plans, to use as a precedent and then sets up an initial meeting.
The Clerk advised that Hound PC were still in the process of drafting
their Parish Plan, but Hamble PC’s was completed. ACTION:
CLERK/CLLR CLARKE/CLLR HOLDES/CLLR WOODHOUSE.
14.2 Recreation and Amenities. Members felt this working
group was not necessary.
15. APPLETREES ROADSIDE HEDGE
Cllr Moneypenny had put forward a motion for this item to be
reconsidered, as she was concerned that this hedge encroached the public
highway and this problem had not been addressed by EBC. Cllr
Millar advised that he had discussed this with EBC and the hedge had
been cut. Cllrs Allen and Moneypenny felt the hedge had not been
cut back enough and still encroached onto the pavement. Members
discussed this matter and it was resolved that the Clerk would write to
HCC Highways with a request that this address this matter as soon as
possible. ACTION: CLERK.
16. THE PARISH OF BURSLEDON “SONGS OF PRAISE” EVENT
The Clerk advised that the Parish of Bursledon Church had written
requesting permission to attend the proposed Village Hall 100th
Anniversary Event in 2010 and perform a “Songs of Praise”. They
had advised that they had the necessary insurance cover. Cllr
Clarke proposed that BPC allows the Parish of Bursledon to hold this
event, subject to the Clerk first checking with Legal at EBC there was
no legal reason not to do this. Cllr Lippold seconded and Members
voted unanimously in favour. ACTION: CLERK.
17. Correspondence
17.1 EBC had sent their draft BHH Community Safety Plan for
2009-2012. This had been circulated to Members for approval and to
notify EBC direct of any amendments they might wish to be made.
17.2 EBC had written advising of several proposed Traffic
Regulation Orders:
Pylands Lane – to extend the existing “no waiting at any time” pas the
entrance to Dodwell Farm to allow access to that property for farm
vehicles.
Lands End Road – a loading bay outside the Jolly Sailor House from 7am
to 12 noon to allow for deliveries to the pub.
School Lane – three additional properties to be included in the permit
parking Traffic Regulation, as they were omitted from original order.
17.3 EBC have forwarded the Environmentally Sustainable
Development Supplementary Planning Document adopted on the 5 March 2009.
This will be filed in the Parish Office for any Members wishing to view
it, or can be viewed on EBC’s website at
www.eastleigh.gov.uk/ebc-4060.
17.4 EBC have forward a copy of their “Promoting Walking in
Eastleigh Borough” brochure, which will be filed in the Parish Office.
17.5 Cllr Ralph had tendered her resignation. The Clerk advised
Members that it was necessary to prepare a Notice of Vacancy. Members
resolved that a Notice of Vacancy should be placed on the Parish notice
boards. ACTION: CLERK.
17.6 Members had requested the Clerk to obtain a quote from
Southern Electric Contracting for the cost of street lighting
maintenance in conjunction with EBC’s street lighting project.
Members had then decided against this option, due to the lack of street
lights under the care of BPC. Southern Electric had since provided
their quote, which will be filed in the Parish Office for future
reference, should the need arise.
17.7 OBAG had written, requesting BPC to consider writing to the
owner of The Vine Inn to ask them to redecorate the outside of the pub,
which is in need of an overhaul. Members asked for this item to be
placed on a future Agenda. ACTION: CLERK.
17.7 EBC had today emailed following School Road Traffic
Consultation discussions. They have investigated placing flashing
speed signs at the roadside and are unable to so as there is
insufficient space. They have also looked at placing chicanes,
speed ramps and 30 mph road signs and/or 30 mph roundels on the road and
are unable to carry out any of these measures, as there is insufficient
lighting in School Road to enable safe usage. Members asked the
Clerk to go back to EBC with a request to reconsider roundels and
following any response report the outcome in the Parish Newsletter.
ACTION: CLERK.
17.8 The Parking Operations Manager at EBC has responded regarding
the parking problem outside the Post Office. He has said he is
unable to enforce any action, as they do not have any powers over the
roadway next to the Post Office and only have power to act in the areas
that are double yellow lines in Portsmouth Road itself. The Clerk
however reported that the PCSOs had offered some time ago to monitor
this situation.
17.9 The Windmill Children’s Centre on the Bursledon School Campus
have invited BPC to send a representative to their open day on Thursday,
9 July 2009 from 1.30 pm to 3.30 pm. RSVP by 30 June 2009 please.
Cllr Milne advised he would attend. ACTION: CLERK.
18. Clerk’s report
18.1 The Clerk reported that the parish gates had been locked
promptly each evening to avoid the problems being encountered throughout
the Borough with illegal access to open spaces.
18.2 EBC had confirmed there would be a £20 application fee in
establishing the acceptable height of any fences around BPC allotments.
They have recommended that Members suggest a height they would like the
fences, when making any application for this information. The
Chair authorised the Clerk to make an application to EBC for a fence 1.8
metres in height. ACTION: CLERK.
18.3 One of the two benches in the Viewpoint has collapsed, due to
rotting. The Clerk asked Members if they wished for another bench
to be reinstated at the Viewpoint or to leave just one bench remaining.
Members wished to leave just one bench at the Viewpoint at this stage.
Cllr Clarke asked the position with regard to the Viewpoint. The
Clerk advised the BPC had cut the grass and trimmed the lower hedges,
but the Tree Officer and Richard Mould-Ryan had tried to investigate
cutting back the larger trees and replacing the sign, but noone is able
to trace the owner’s address. Cllrs Clarke and Millar asked for
this item to be placed on the next Agenda for further discussion.
ACTION: CLERK.
19. Chairman’s report
19.1 The Chair had been at a recent meeting where a new initiative
“Park and Stride” was discussed, whereby parents driving children to
school were to park in designated car parks further away from schools
and walk to help relieve congestion directly outside of schools.
He advised that the Lowford Community Centre Car Park had been suggested
for use by Bursledon Infant and Junior Schools. Members were not
too sure how successful this option would be.
19.2 Cllr Millar confirmed that he would be on leave from 2 July
2009 to 18 August 2009. Cllr Clarke confirmed he was able to Chair
all BPC Meetings, except the next meeting on 8 July. Cllr Holes
confirmed he would Chair this meeting, but asked the Clerk to remind
him. ACTION: CLERK.
20. Councillors’ Questions
20.1 Cllr Woodhouse had received correspondence relating to John
Game nearly being hit by a car in Blundell Lane. She asked if BPC
was able to do anything about this. Cllr Millar confirmed that
Cllr Misselbrook had on behalf of BPC been investigating all
possibilities with regard to reducing the speed limit on this road
without success. Cllr Millar suggested that the Clerk refers this
enquiry to HCC Highways for further investigation. ACTION:
CLERK.
20.2 Cllr Lippold advised that due to external commitments he was
unable to attend many BPC meetings and advised that should Members wish
he would tender his resignation. Members were opposed to this, as
they felt that Cllr Lippold had given valid input and support at the
meetings he had attended. Cllr Lippold asked the Clerk and Members
to notify him if at any time they wished him to stand down.
21. Exempt Business
21.1 Planning Enforcement. The items were noted.
21.2 Capital Projects.
21.3 Assistant Parish Clerk – Approve draft Contract.
21.4 Parish Clerk – Approve revised Contract.
21.5 Appraisals.
The meeting closed at 10.19 pm.
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