Held in the Council Office, Grayshott Village Hall On Present: Mr I Robinson (Chairman), Mr. C Slaughter, Mr. H Murphy, Mrs. A Myers, Mr. R Fudge (8:40pm – 9:50pm) Mr. S Georgii, Mr. S Herrett, the Clerk, Mrs. Liz Pennick, the Assistant Clerk, Mrs. L Coney and 4 members of the public. 1 Apologies – Mr. R Fudge. 2 Declaration of Interests – None declared. 3 Minutes of Meeting held on 4 Matters Arising - There were no matters arising. 5 Allotments 5.1 Inspection Reports Beech Allotments – Most allotments are still quiet. Stoney Bottom Allotments – No report. 5.2 Waiting List. The assistant clerk reported that there are two full plots and two half plots still available at Beech (Jo Edser had just requested a full size plot) 5.3 Allotment Improvements. The new plots at Beech have been marked out and are ready for use. 5.4 Grazing Land. Jo Edser was unable to take up the grazing land but a licence has now been issued to Claire Saxton who will graze one pony and occasionally five or six sheep on the site. 5.5 New Allotments at Beech. Jo Edser and Alison Broe attended the meeting to enquire about the erection of a shed at Beech. Mr Robinson confirmed that a shed for use by all allotment holders could be erected (not exceeding 10’ x 8’) on a communal area of the site. Individual sheds were not permitted on plots, as they would require planning consent. The shed should be on slabs and bearers and should be removable. The same rules would apply with a greenhouse, which due to health and safety would have to be polycarbonate not glass, be of a modest size and freestanding. The clerk was asked to write to all plot holders asking them to get in touch with Mrs. Broe if they are interested in a communal shed. 6 Littlejohn and Lyndon Green Play Areas. 6.1 Littlejohn Play Area – Nothing to report, although the gate is a little stiff. 6.2 Lyndon Green Play Area. The wet pour has been repaired. 6.3 Lyndon Green wet pour / rust on climbing frame. Mr Hitchcock has the rust treatment and will apply to the 7 Lyndon Green/ Village Green 7.1 Hedges/Paths/ Fences. The Grayshott Society was concerned at the proposal to turf under the raised tree roots on Lyndon Green. Mr. Robinson said he was happy to discuss this with them, as all it will do is improve the surface and the safety of the area in question. Mr. Sullivan (tree surgeon) will have a look to see if putting soil over the top of the exposed roots would indeed be a suitable solution. The Assistant Clerk had been asked to research the price of replacing the white fencing at Lyndon Green. The options so far were a bow top iron railing, natural child safe timber, chestnut fencing or a rustic coloured plastic paint to tone down the white fencing. Prices generally were coming in at around £50.00 per meter plus installation for the timber / iron fencing and Richard Hitchcock had quoted £385.00 for chestnut fencing. More quotes were due in and would be reported at the next meeting. 7.2 Access works / Damage to Lyndon Green Path. Councillors had been out to site with a representative from the PIG committee to look at creating a vehicular access to Lyndon Green off 8 Trees 8.1 Bracing. Mr Sullivan had informed the clerk that a couple of the category two trees on the Sports Field and one in the grazing land had been advised on the tree survey to be braced. He felt this was unsuitable as bracing just prolongs the life of a dying tree and can be dangerous if done to a tree in a public area. Councillors agreed that the tree on the Sports Field should be felled instead and asked the clerk to give Mr. Sullivan the go ahead to undertake this work, but the tree on the grazing land should be braced if Mr Sullivan thought it was safe to do so. The clerk presented councillors with three quotes for the remaining tree works (Tree felling, Tennis courts and Category 3 and 4 works.) Councillors considered the three quotations and agreed to ask Mr Sullivan to do the Tree felling and Tennis court works at a total cost of £990. It was also agreed to ask Mr Taylor to undertake as much of the category 3 and 4 works that the council could afford. The clerk will consider the remaining budget and ask Mr Taylor to prioritise the work to the budget constraints. Finally the clerk noted that the Scouts as part of their tree badge will be looking at many of the parish trees and will de-ivy them as part of their task. 9 Village Signage 9.1 Sign Declutter. Mr. Robinson read out a draft letter by the Assistant Clerk requesting an audit of signage in Grayshott by Hampshire County Council, as suggested by the planning committee. Councillors were happy for the letter to be sent. 9.2 Grayshott Signs. The new “gleaming and attractive” village entry signs are now installed. 10 Sports Field & Pavilion 10.1 Moles. The mole treatment has been done and the Clerk is awaiting the invoice. The Clerk will speak to Mr. Clapham regarding levelling the molehills. 10.2 Electricity check. This has been completed, the invoice paid and the certificate received. 10.3 Security (CCTV/ Bollards.) The Assistant Clerk had obtained a number of quotations for bollards, the maximum quote being £3,500 which was for a complete supply and install package. Other quotations were considered from separate suppliers and installers but councillors deemed it more efficient to use one contractor to carry all the work in one. It was therefore decided to go ahead and ask A3 Locksmiths to re-quote with one drop down bollard in the car park and one between the garage and the pavilion and to double check the overall number of bollards required. If this quote remains under £1500 it was agreed that he would be asked to proceed with the work. GPC will ratify. Funding could come from Village Assets or Developers Contributions if the works qualifies for the release of funds from EHDC. The clerk was asked to contact EHDC in this respect. 10.4 Guttering. The down pipe on the southern end of the pavilion has been smashed just above the ground. The clerk had received two quotations to have this repaired. One from Mr Baker at £170 to replace the broken hopper and down pipe and encase in a metal outer, together with metal casing for the two pipes on the other end of the pavilion next to the car park and one from Mr Woods to replace the drain pipe with a cast iron one with hopper at £254 or in plastic with a wooden casing at £185. It was agreed to ask Mr Baker to proceed with work. It was noted that Mr Baker had repaired the gang mowers at no charge but an invoice was presented for payment for the cost of the parts at £284.32. Councillors agreed to pay this. Mr Baker also commented that councillors might like to keep in mind that the mowers are getting old and will need replacing in the next few years. 11 Highways & Footways 11.1 The meeting resumed at The Traffic survey has been completed and the council awaits the results. The proposed footway was to be passed to Safer Routes to Schools to progress. 11.2 Area Outside Wayside Flats. The clerk had received a letter confirming that the footpath leading to the 11.3 Bus Shelters. The assistant clerk had received a letter from EHDC requesting comments from parish councils regarding the maintenance of shelters. Most bus shelters are on HCC land but historically have been maintained by EHDC under contract. This agreement expired but HCC are not prepared to take responsibility for them and are willing to let them fall into disrepair. EHDC are therefore trying to prevent this happening and are looking for support from the parishes and any information that can be given as to the current state of shelters. The committee agreed that they would be supportive of any maintenance to bus shelters which EHDC would be willing to carry out. It was noted that the back of the shelter on 11.4 Outstanding Highways Issues. The clerks passed to councillors for information a list of outstanding highways issues, which Mr Slaughter would take with him to the highways meeting with Ferris Cowper and Colin Taylor next week. It was noted that Cllr Cowper’s involvement was to ensure that all the issues are considered and then he would leave it to highways to progress. It was requested that the potholes on 12 12.1 Report. Nothing new to report. 12.2 Fencing. This has been done together with the reinforcing, post caps and other repairs. 12.3 Community Service. Mr. Robinson proposed to accept the offer of the community service people to remove the graffiti at the skatepark. This was agreed by councillors. Clerk to arrange. At 13 The Square 13.1 Inspections and Reports. It was agreed that steps should be taken to set up a regime of cleaning the slabs on the square. These should be wet washed with Jeyes Fluid and hosed off. Clerk to ask Richard Hitchcock to action. Mrs. Myers had noticed some new, rather unsightly new pipework running from the Co-Op building to their condensing unit along the outside of the building above the rear part of The Square. It was wondered whether this was permitted under health and safety requirements or whether it needed consent. The assistant clerk had been in correspondence with the regional transport manager for Co-Op to ask that their driver refrain form parking in the disabled bay to the front of the store. This led to discussion on the difficulty of parking in Avenue Road due to the number of vehicles parked during the day, which makes it difficult to get to the unloading bay. Once the store renovations are complete the delivery times will alter and will for the most part be before 13.2 Notice Boards. The clerk had noticed that the backing on the Parish Council notice board by Keats is disintegrating. She had enquired with the manufacturers who charge £25.00 per board to replace the backing. This was felt to be excessive, as five boards need doing. However the board needs some treatment to stop it disintegrating further. The clerk had found some waterproof sealant spray at around £6. It was agreed that this was a suitable solution. 14 Flowerbeds (War Memorial/ With regard to the 15 Neighbourhood Watch. The Waggoners Estate Residents Association had asked to have their Neighbourhood Watch sign replaced. Geoffrey Lee subsequently went round the village to check the other signs and found three, all of which need replacing as the current ones are about 20 years old. The clerk was asked to check with the Police to see if they could provide the signs free of charge. If this is not possible the committee agreed to order 4 stick on signs to lay over the top if the existing ones. 16 Village Hall. Parish Chairmen’s Plaque. It had come to the Parish Council’s attention that there are some former chairmen’s names missing from the plaques on the wall of the village hall. The committee felt it was appropriate to go ahead and install plaques as required. The clerk was asked to check to see who was missing to ensure none are forgotten. 17 Correspondence. Letter from Grayshott Society re. a number of concerns including H9 status for Waggoners Wells estate. Trees in Kingswood Firs, Lyndon Green fence, the barrier outside the Post Office and traffic calming. The clerk had replied. Countryside Services re footpath maintenance. Councillors were asked to nominate 4 or 5 main paths and let the clerk know by email. The path to the left of the old Police House in Letter from Dr & Mrs Carter re street lighting near entrance to Kingswood Firs. Clerk to respond in light of future plans for lighting by HCC and additional lighting provision in the Traffic Calming proposal. Letter from HCC enclosing a copy of the new definitive Map of Public Rights of Way for the 18 Date of Next Meeting – The meeting closed at Signed: ……………………………………….. Date: …………………………………………..
