Draft Minutes of a Meeting of the Council held in the Council Office, Grayshott Village Hall on 12th November 2007   Present: Mr. C. Slaughter, Chairman; Mr R. Fudge; Mrs. J. Gale; Mr S. Georgii; Mr S. Herrett; Mr. C. Jones; Mr H. Murphy; Mrs M. Myers; Mr. I. Robinson; Mr C Thompson; the Clerk Mrs. L. Pennick and two members of the public – San Barto and Ciaran O’Brochlan. Another member of the public, Mrs Gonsalves arrived after item 6.6.   1.            Apologies – None 2.            Declarations of Interest – None 3.            Minutes of Meeting held on 10th September 2007. The minutes of the meeting held on 10th September2007 were amended by changing the date which was incorrectly stated as 11th September, then agreed and signed. 4.            Matters Arising 4.1    Item 6.1.2 The new pipe extension and taps have been put in at Stoney Bottom allotments and the water pressure has been increased. 4.2    Item 6.1.12 Mrs Gale informed Councillors that the electricity poles had now been painted and were a great improvement. The clerk to thank Mr Smith and the BIG committee. The Chairman adjourned the meeting to communicate with members of the public. The meeting reconvened and Mr Slaughter asked Councillors if they could bring item 6.6 forward on the agenda. All agreed. 6.6       Tennis Court Trees – Councillors were concerned about the cost of root damage to the courts and drains as well as the leaf fall and seeds on the courts but were loathe to take out trees unnecessarily. It was proposed by Mr Robinson to remove only the 2 silver birch trees, which lose their leaves a lot earlier and have shallow roots, and to monitor the oak tree for signs of damage before taking any action. Mr Fudge seconded the proposal and Councillors agreed after voting 6-4 in favour. The Chairman adjourned the meeting to communicate with Mrs Gonsalves. The meeting reconvened and Mr Slaughter asked Councillors if they could bring item 6.5 forward on the agenda. All agreed. 6.5       Temporary Electronic Speed Limit Reminders and 2 Hour Waiting 6.5.1             The availability of temporary electronic speed limit reminders had been raised with the HAT committee and, if forthcoming, would be placed at the gateways to the village including Whitmore Vale Roadto remind motorists of the speed they are doing or the speed limit imposed. These could be moved around as required. Councillors felt that traffic had increased along Whitmore Vale Roadsince the road works on the A3 and that it was dangerous. With cars parking on the zig-zag lines outside the old Police House, any vehicle pulling out of Valewood Lanehad traffic coming on the near side of the road in both directions and it was a very dangerous exit for vehicles and pedestrians. The presence of the PCSO on Friday at the end of School, at the request of the Parish Council, had been effective in making cars slow down and he has agreed to repeat his presence when possible. It was suggested that a 20mph limit should be applied to the area surrounding the school and that speed bumps could help as it is enforcing speed limits that continues to be a problem. As it is a year since the last traffic survey was undertaken, it was proposed by Mr Thompson and seconded by Mr Slaughter that Highways be requested to undertake another traffic survey on Whitmore Vale Roadincluding school arrivals and departures. All agreed. 6.5.2             2 hour waiting limit – Councillors have been asked to consider parking limited to 2 hours in certain areas of the village to discourage employers and employees from parking all day as this effects trade for businesses in Grayshott. Councillors do not wish to encourage excessive signage within the conservation area. It was therefore proposed by Mr Thompson and seconded by Mr Slaughter, that Highways should be contacted to ask about the feasibility of imposing a 2 hour waiting limit in Headley Road, as far as Wings Woods, but excluding the conservation area. It was agreed. Mr Smith of Buy in Grayshott and the Grayshott Society would be advised of this decision. The clerk was asked to contact the banks to remind their customers to park in the car parks whenever possible. 5.            Planning & Conservation Committee 5.1       Minutes of Meetings held on 4th October and 1st November 2007- the following items were brought to the Council’s attention: 5.1.1.           Meeting of 4th October – Application relating to 1 Waggoners Way– Councillors objected. Mr Jones and Mrs Gale attended a meeting with EHDC on 20th November about planning matters and advised Councillors that they are concerned that the application for H9 status for the Waggoners Estate may be in jeopardy. 5.1.2.     Meeting of 1st November 2007 – Application by Grayshott Spa for new staff accommodation - following the site meeting held on Wednesday 17th October it was decided that there was no objection to the application, with the following observations: 1. As much screening of shrubs and trees as possible should be retained to Headley Roadin order to protect the rural street scene in this part of the village. 2. The Parish Council has serious concerns about the absence of a footway on Headley Road from Waggoners Wayto Grayshott Hall/Applegarth. It is a dangerous stretch of road with a 50mph limit and, increasingly, people are walking from Grayshott Hall to and from the centre of Grayshott to access our shopping facilities.    If permission is granted for this application, then the Parish would strongly advocate the provision of safe pedestrian access to link up with the existing footway from Waggoners Waycorner of Headley Road. It was agreed that the clerk should send a letter to HCC Item 7 – Mr Andrew Meehan had written to GPC regarding Waverley Planning Applications. Mr Slaughter had visited him and informed him of the information process. 6       Recreation and Amenities Committee 6.1    Minutes of Meeting held on 11th October 2007. The following items were brought to the Council’s attention: 6.1.1 Grazing land – item 6.3. 10 new allotment plots will be created from part of this land. This will restrict the size of the grazing land available for lease. A quote had been received from Red Lane Nurseries to rotivate the land designated for the new allotments several times, at a cost of £540.00, and provide stock netting at a cost of £375.00. Mr Robinson proposed that an order for the works to commence be placed with Red Lane Nurseries. Mr Murphy seconded the proposal and all agreed. A prospective lessee for the grazing land had applied to the clerk. It was agreed that the land should be leased as seen and any changes to the fencing be undertaken by the lessee at their own cost. 6.1.2  Village Green – item 7.1. Hidden Gardens had agreed that they were happy for GPC to use their grant to meet the cost of planting hollies along the new fence by the Village Green and these had been ordered. The contractor would use the GPC compost. 6.1.3 Tree Survey – item 8.1. the survey had been completed and quotes were being sought for the different categories of work to be done. 6.1.4 Village Signage – item 9.1. The committee had approved the new design of the signage to include the Grayshott logo. Mr Thompson and Mr Slaughter would be attending a meeting on Wednesday to decide the precise whereabouts of the signs but Highways are happy with the suggested list of sites provided by Mr Slaughter. The sign on Headley Roadwill be placed bordering the Parish of Headley by the Fairlands site. Mrs Gale asked who the signs will belong to ultimately and who will be responsible for insuring them. The clerk was asked to clarify this with Mr Bates. 6.1.5             HGV sign at Whitmore Vale Road– item 9.2. The Recreation and Amenities committee had agreed that there was a need for an HGV sign at the Grayshott end of the road as well as the Surreyend. However it was also agreed that, aesthetically, the sign has been erected in the wrong place by the HCC contractors. The Rev. Wing has confirmed she would be happy for it to be repositioned on the Church land and at a meeting with Mr Slaughter, the Grayshott Society were consulted in order to reach a compromise. They would like it removed as it is in the conservation area. Councillors had received correspondence from residents objecting to the positioning of the sign. The GPC duty to residents and safety should be balanced with the needs of the conservation area. After discussion, it was agreed that the sign should be retained but moved to the lamp post at the start of Whitmore Vale Road. Hampshire Highways to be requested to re-site it.    6.7    Dog fouling – A member of the public had reported an increase in dog fouling along Headley Roadbetween the pinch point near the Royal British Legion and the Sea Raj restaurant. It had been agreed that Poop Scoop bins should only be provided on Open Spaces. The dog warden should be asked to inspect the area. 7.      Policy and Resources Committee 7.1    Minutes of the Meeting held on 8th October 2007- It was proposed by Mr Thompson that Grayshott Parish Council, as the owner of The Square, becomes a member of The Grayshott Square Group. This was seconded by Mr Slaughter and agreed. 7.2    No amendments to the new Standing Orders had been received from Councillors by the Clerk. Mr Slaughter referred to Section 26 and asked if Councillors were in agreement with this statement. All agreed. It was proposed by Mr Slaughter and seconded by Mr Thompson that an additional paragraph be added stating that correspondence including Emails sent on behalf of the Parish Council can only be sent by the Clerk, the Assistant Clerk or the Chairman of GPC. This was agreed as it had always been understood that this was the case. 7.3    It was proposed by Mr Robinson that the structure of the committees be changed so that they are all meetings of the Full Council This would prevent items going backwards and forwards between R&A and Full Council. It would also cut down number of meetings held each year. Committees had been set up to reduce the work of the Full Council. If more items were on the agendas, there was a risk that dealings would be more superficial. It was agreed to take the matter to P&R in December. As the time was 10pm, the Chairman extended the meeting for 30 minutes.   7.4    Annual Parish Assembly – The Village Hall has been booked for 4th April 2008. Mr Thompson proposed that the AGM of The Grayshott Square Group be held at the Parish Assembly. Mr Jones seconded it and it was agreed that this would take the place of a Speaker. 7.5    2008/2009 Budget – As there were no additional items suggested by Councillors, this will be discussed at the P&R meeting on 3rd December 2007. 7.6    Council Logo for Letterheads – 2 options for the layout of the new letterhead were presented to Councillors for consideration. It was agreed that the County should read Hampshire within the address and Option 2 should be adopted. 7.7    Council Office Letting Agreement – it was agreed that this should be discussed on the agenda at the P&R meeting in December. 8.      Financial Matters All reports had been circulated to the Council prior to the meeting 8.1       Income and Expenditure Report  - received and noted. 8.2       Bank Accounts – reconciliations for all accounts received and noted. 8.3       Accounts for Payment A list of all accounts paid since the 11th September 2007until 12th November 2007had been circulated and were approved. 9.      NHS Regulations – Application for a pharmacy at The Doctors’ Surgery – Notice of an application has been received for a pharmacy to be run, for a minimum of 100 hours, by Boots the Chemist. Although located at a Doctors’ Surgery, the pharmacy would be expected to stock medicines other than those at a dispensary. Whilst not wishing to put Lloyds Pharmacy out of business, a little competition is not a bad thing and with a number of Nursing Homes in the nearby area, it was suggested that there was sufficient custom for two dispensaries in close proximity. It was agreed to put the application on the Planning Agenda to give the Public a chance to comment, should they wish to do so. 10.    Three Parishes Fund – Mrs Gale had recently attended a meeting of the Fund which has monies from investments and sponsored charity works to allocate. Recent accounts show no funds have been given out to Grayshott, Headley nor Headley Down residents. Bordon CAB have a call on the funds. Another meeting has been called for 13th November 2007which Mrs Gale will be attending. 11.       Correspondence list 11.1   A list of correspondence received since the last meeting had been circulated to Councillors prior to the meeting. Noted. The Minerals and Waste document was requested by Mr Jones for perusal.   15         Future Dates    Date of the next meeting: 14th January 2008 The meeting closed at 10.30pm.   Signed: ………………………………………….   Dated: ………………………. CHAIRMAN