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 C Thompson; the Clerk Mrs. L. Pennick and two members of the public Mr Phil Bates and Mrs Jamieson 1. Apologies – Mr I. Robinson (until 8.50pm after item 6.2.2) 2. Declarations of Interest – None 3. Minutes of Meeting held on 12th November 2007. 4. Matters Arising Item 10 – Three Parishes Fund – Mrs Gale is ensuring that the fund is publicised further afield and the C.A.B. in Farnham have been advised of its existence to assist in making Grayshott residence aware of it. 5. Planning & Conservation Committee 5.1 Minutes of Meetings held on 6th December 2007 and 10th January 2008 - the following items were brought to the Council’s attention: 5.1.1 6th December 2007 – The application by the NHS, Surrey PCT for a Pharmacy at Grayshott Surgery was of interest. Committee members attended a Planning Training Seminar run by EHDC which was very informative. Mr Jones had attended a meeting with the Waggoners Estate Residents’ Association regarding H9 status of the estate and this will be discussed with EHDC in March or April 2007. 5.1.2 10th January 2008 – Inaccuracies on the boundaries of the Parish in the Pharmacy application at The Surgery had been notified to Surrey PCT. The Co-op application for new signage would be an improvement but, whilst no objection had been raised for the sign to be illuminated during current opening hours, the request for more village friendly signage had been made. The Chartered Surveyors responsible for the proposed siting of the airwaves installation at Grayshott Spa had agreed to notify the residents of the 2 nearest houses at the Clerk’s request. 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 6.2.1 forward on the agenda. All agreed. 6.2.1 One way system - School Road and Whitmore Vale Road junction – Councillors considered the comments made by Mr Bates and Mrs Jamieson. They were disappointed that HCC were not considering a footpath as this had been suggested to Sam James some months ago. The gateway into the Pottery car park, suggested by the School, did not assist other residents walking along a narrow road which was very busy at School times. It was agreed that a no right turn sign was required in Whitmore Vale Road at the junction with School Road for traffic coming from Churt and a no left turn sign in School Road at the junction with Whitmore Vale Road. Councillors were not in favour of a build-out to the East of The Pottery. Mr Thompson proposed that a consultation letter should be sent to the immediate neighbours including those at Yew Tree Cottage, Whitmore Lodge, Highview Grayshott Primary School and The Grayshott Pottery. Mr Slaughter seconded it and all agreed. The meeting was adjourned to take further comments from the members of the public. The meeting was reconvened and Mr Jones asked for a vote of thanks to be recorded to Mr Bates and The Grayshott Pottery Community Trust for the kind offer of £5,000 towards a footpath in School Road alongside the school wall as far as The Pottery car park. Mr Bates and Mrs Jamieson left the meeting. 6. Recreation and Amenities Committee 6.1 Minutes of Meeting held on13th December 2007. The following items were brought to the Council’s attention: Item 5 - Allotments – Most allotments have now been put to bed for the winter. Item 6.2 There is a small amount of rust on the Commando Bridge. The clerk has asked Mr. Hitchcock to address the problem. Item 7.2 – Lyndon Green path – Councillors are meeting with the PIG committee on Wed 16th January to discuss the damage to the edgings of the path. Item 8.1 Trees – these will be discussed under item 6.2.2 on GPC agenda. Item 10.2 Electrical work at The Pavilion – this has been completed. Item 11.1 Speed Limits – temporary warning signs (electronic) – still awaited. Item 11.2 Whitmore Vale Road Traffic Survey – still awaited. Item 11.3 Area outside Wayside Flats – this area has been under discussion because of lighting issues although with current environmental issues it was felt that this should be taken to the Parish Assembly with other lighting issues for discussion. Mr Jones advised that he had been approached by elderly residents who were fearful of going down the path after dark. There had been an incident down there a few years ago. There was some dispute over ownership of the path. Mr Thompson proposed that EHDC be approached to enquire if they would adopt it. Mr Murphy seconded the proposal and all agreed. The Clerk was asked to write to EHDC. Item 14 Lighting – it has been agreed that this should be taken to the Parish Assembly for discussion. 6.2.2 Trees – three quotations have been received for Category 2 work. It was proposed by Mr Thompson, seconded by Mrs Myers and agreed that Mr Mike Sullivan be asked to undertake the Category 2 work. When the third quote for the rest of the work recommended by the survey has been received, a decision will be made to appoint a contractor to do the remainder of the work required. Mr Robinson arrived at 8.50pm. 6.2.3 Skate Park Fencing – two quotes have been received for repair and strengthening of the fence. Having considered both quotations Mr Fudge proposed that GPC accept the quote from JB Corrie at a cost of £709.44 + vat for the caps, bolt and damage and £1285.87 + vat for the reinforcing bars. Earmarked funding for this to come from the “Village Assets” account. Mr Slaughter seconded it and all agreed. 7. Policy and Resources Committee 7.1 Minutes of the Meeting held on 3rd December 2007 - noted 7.2 Budget - Mr Thompson proposed that the precept should be set at £59,000.00 which was a 1.7% increase on last year. Mr Slaughter seconded the proposal and all agreed. The clerk was asked to confirm the figure to EHDC. The tender from Warren Burling of Peters Landscapes for the 2008/09 contract for the maintenance of the Crossways Road car park flowerbeds had remained the same as 2007/08. The clerk was requested to accept the tender. Mrs Pennick reported that HCC had remitted the monies due in respect of the devolution of the flowerbeds maintenance for 2007/08. Mr Slaughter proposed a resolution under Standing order no. 9.9 to exclude members of the public. Mr Thompson seconded the proposal and all agreed. The clerk was also asked to leave the room whilst employees’ salaries were discussed. Mrs Pennick left the room. Mrs Pennick was requested to return when the discussion had ended. 7.3 Council Office Letting Agreement – Mr Slaughter and Mr Thompson met with Mr Stephen Penny, Chairman of GVHMC to discuss the proposed new agreement. It was agreed that any meetings held in the Parish room by external organisations with which Councillors are involved, by way of their position as a GPC representative, should not be charged for separately by GVHMC. GVHMC were reminded of the VAT savings gained through GPC and informed that GPC would look sympathetically at the grant awarded each year. This had been increased for 2008/09 and will be increased again in the following year. 7.4 Domain names – When the name Grayshott Spa was originated – the new owners wanted to use just “Grayshott” as the domain name. Several domain names including the word “Grayshott” were bought by Ferris Cowper who has continued to pay for them to protect the name. Mr Georgii advised that a link could transfer users to Grayshott.com. Ferris is willing to retain the names for 2 more years. If the Parish Council had their own web site this would probably be grayshott.gov.uk but this would be part of the discussions to be held with Pete Hatch. 7.5 Sports Pavilion Grant – This annual grant is for the operating expenses of the Pavilion, not for maintenance of the building itself. It was agreed to send a cheque for £321.00 to the treasurer of GSFC, as determined in the 2007/08 budget. 8. Financial Matters 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 12th November 2007 was not available. This would be presented at a future meeting. 9. The Square – Anna Longley from Hampshire County Council had advised Colin Thompson that the rules for being accepted as a project for HVI had changed and the application now had to go through the HAT team with Sam James who has assured Colin it will be considered, but we will not know the decision until March 2008. Mr Jones informed Councillors that the Assistant Clerk had been asked to write to the Co-op requesting that plans for the frontage of the store should be sympathetic to The Square project. Mr Thompson advised that concern had been expressed at the untidiness of the trolley park and the storage of bread baskets in The Square. Also a cabinet had appeared by the Co-op. The assistant clerk had asked for these to be removed and also for advice about the plans for the storage area at the rear. 2 motorbikes / scooters were being parked on the Square. Notices had been issued asking for their removal. Mr Hitchcock continues to clean The Square. A generous donation of £50 had been received by The Square Group from a Grayshott resident and £1500 from Hidden Gardens of Grayshott towards the cost of planting to be included in the project. The Clerk was asked to email membership forms for The Square Group to Councillors. Mr Thompson will inform residents of the position with regard to designs and funding at The Parish Assembly. 10. Correspondence list 10.1 A list of correspondence received since the last meeting had been circulated to Councillors prior to the meeting. Noted. 10.1.1 Mr Slaughter informed Councillors that Peter Norman from the Fire Service had asked to speak on the topic of Safety Initiative at the Parish Assembly. This was agreed. 10.1.2 Mr Bruce Cooper from Phillips House had written by email with concerns about speeding traffic and parking restrictions. The clerk was asked to reply. 10.1.3 A request for a grant had been received from Hampshire Youth Band. It was noted that as there were no Grayshott residents playing in the band the organisation did not fulfil the Parish Council’s grant criteria. 10.1.4 An enquiry had been received from a resident about the legitimacy of scattering a deceased relative’s ashes at the allotments. It was agreed that if this were done on the communal pathways there would be no objection from GPC but if it were on an individual plot then permission must be sought from the current plot holder. 10.1.5 Mrs Garrett, Neighbourhood Watch co-ordinator for Waggoners Estate had been asked by the residents Association for a replacement sign for Halters End. Mr Jones had also been asked about this. The Clerk was advised that it was thought Mr Lee had spare signs. 10.1.6 A note of a seminar on speech and communication had been received from The Central School of Speech and Drama in London. Noted. 10.1.7 Notice of a Consultation to be held by The Police Authority in The Village Hall on 23rd January regarding Community Safety. Noted. 10.1.8 Community Forum agenda for meeting to be held on 22.1.08. Includes a presentation by Mr Peter Harrison of Grayshott Concerts. Noted. 10.1.9 North Planning Committee meeting to be held on 17.1.08. Noted. 11. Future Dates Date of the next meeting: 10th March 2008 The meeting closed at 9.50pm. Signed: …………………………………………. Dated: ………………………. CHAIRMAN
The minutes of the meeting held on 12th November 2007 were agreed and signed.
All reports had been circulated to the Council prior to the meeting