Draft Minutes of a Meeting of the Policy and Resources Committee Held in the Council Office, Grayshott Village Hall On Monday 9th June 2008   Present:        Mr C Thompson, Mr. C Slaughter, Mr R Fudge, Mr C Jones, Mrs J Gale, Mr. S Georgii plus the Clerk, Mrs L. Pennick   1              Apologies – none 2              Declaration of Interests – none. 3              Minutes of Meeting held on 21st April 2008– agreed and signed. 4              Matters Arising – 6.5 Human Resources Policy - No further information had arisen. The clerk was asked to keep this item on the agenda. 5.      Council Policy Matters    5.1 HALC draft resolution – A resolution regarding electronic and variable payments, proposed by Binstead Parish Council for tabling at the HALC conference in September, was circulated to Councillors. Mr. Thompson proposed that GPC should second this resolution and this was seconded by Mr. Georgii. All agreed. Mr. Slaughter undertook to attend the HALC conference and second the proposal. 5.2 Parish Boundary – Mr. Thompson proposed that GPC should investigate the possibility of adjusting the Parish boundary to include all those properties between the current boundary inHeadley Roadand the A3 junction, including all those in side turnings. In addition, the houses inKingswood Lane, Hurstmere Close andHammer Lanethat are currently outside the Parish boundary could be included. This would also mean an adjustment to the County boundaries, which could take many years to effect. The Council rates for properties moving fromSurreyinto Hampshire might be reduced by about £100. It would certainly make Highways issues easier to manage. A draft letter to all residents affected, seeking their views and agreement, should be put before the next GPC or P&R meeting for consideration. A letter should also be sent to Hindhead Together advising them that we are minded to instigate this proposal as this may affect their plans. 5.3 Greening Policy – Battery Recycling – In line with the new GPC Greening Policy it had been suggested that a battery recycling point in Grayshott would be a good idea. Mr. Fudge had approached Mr. Broome at Coxhead and Welch who was happy to have a recycling bin in his premises. The type of batteries that could be disposed of needed to be defined: no car batteries or lead acid batteries. The clerk was asked to check with EHDC, obtain a box/bin for the purpose and thank Mr. Broome for his generosity. Mr. Thompson and Mr. Fudge volunteered to collect the batteries and take them to the recycling plant at Bordon on a regular basis. Posters advertising the new venture should be displayed around the village and on grayshott.com. 5.4 The Square – Events and Public Indemnity Insurance. Mr. Thompson informed Councillors that the Hampshire Country Towns Initiative had accepted the Square Refurbishment Scheme into the 2008/09 and 2009/10 programme and a budget of £20,000 had been formally agreed for 2008/09 which would enable the Square Group to have plans drawn up. They wished to continue holding functions in the Square to demonstrate its use as the focal point of the village. A problem had arisen regarding the use of the Square by informal groups or individuals who did not have Public Indemnity insurance. The clerk had sought the views of the new Insurance brokers who had suggested that in certain instances, individual’s house contents policy would provide public indemnity insurance. Alternatively, the Parish Council could perform a risk assessment on each proposed event to determine the risk of a member of the public being injured during the activity. An 11 year old girl had asked permission to hold a cake stall in the Square in aid of a charity helping children with Cancer. The project would be overseen by her parents. Councillors applauded her wish to raise money for charity and agreed to empower Mr. Thompson to assess the details and grant permission. The Council further agreed to sponsor the event by providing a licence free of charge for this event.   6              Parish Scene - Title Page and Electronic Version The style for the title of the publication had still not been formalised. The clerk had not been in touch with Russell Cupitt again but would arrange a meeting and Mr. Slaughter would attend. It was agreed that the publication would be printed in black and white as it was too expensive to print in colour. The electronic version could be attached with a link to the weekly newsletter from Peter Hatch on grayshott.com as a GPC database would be too complex and time-consuming to manage. If this resulted in more work for Mr. Hatch then GPC should contribute financially if it meant saving money on a printed version. Views on this proposal would be sought from residents, in the next edition of the Parish Scene, by Mr. Georgii.   7              Correspondence A letter had been received from EHDC Housing Manager seeking the Parish Council’s views on its style of leaflets. Mrs. Gale undertook to look at them and comment at the next GPC meeting. A response is required by 31st July.   8              Date of Next Meeting – the next meeting to be announced but this will not be in August.   The meeting closed at 9.50pm.       Signed: ………………………………………..        Date: ………………………………………….. Download as Word Doc