Present: Mr C Thompson, Vice-Chairman; Mr R. Fudge; Mrs. J. Gale; Mr S. Georgii; Mr. C. Jones; Mr H. Murphy; Mrs M. Myers and the Clerk Mrs. L. Pennick together with County Councillor Sam James and Grayshott Society representative San Barto. Mr. Thompson welcomed Councillor James and asked Councillors to observe one minute’s silence in memory of former Councillor Ron Beach, who had sadly died on 1st March 2008. 1. Apologies – Mr. C. Slaughter and Mr S. Herrett 2. Declarations of Interest – None 3. Minutes of Meeting held on 14th January 2008. 4. Matters Arising There were no matters arising. 5. Planning & Conservation Committee 5.1 Minutes of Meetings held on 7th February 2008 and 6th March 2008 - the following items were brought to the Council’s attention: 5.2 7th February 2008 – Item 4.1. The application for a pharmacy at the Surgery had been permitted by the PCT although there were concerns from Councillors about increased traffic and parking in Boundary Road. Item 7.4. A letter addressed to the residents of Philips House, has been sent by HVHS Housing, regarding the future of the site. Councillor Ferris Cowper had spent the day at Philips House with representatives from HVHS during discussions with residents. Since then, one 94 year old resident has moved out. The committee had expressed concern at the lack of sheltered accommodation included in the new proposals. Item 7.2. The envisaged H9 status at Waggoners Wells Estate will now be affected by the new Core Strategy plans. 5.3 6th March 2008 – Item 4.1. Mrs Gale and Mr. Jones attended a planning meeting with the Assistant Clerk at Headley Parish Council to see how their e-planning works. There were pros and cons to the system and the Parish Council would require a projector and screen. It was proposed by Mr Jones and seconded by Mrs Gale that a grant to purchase this equipment be applied for from EHDC. All agreed. Item 4.2. There has been no further feedback from EHDC. The landscaping application did however state that: hedges would be retained “where possible”, so this ambiguity in conditions makes them difficult to enforce. This was highlighted at the Planning training session attended by Councillors. Item 4.3 The Co-op Foodstore had replaced the front & side fascias, which were an improvement, but had also changed the frontage, which had not been applied for and the side window displays may constitute advertising and not be acceptable. The Planning authorities had been notified. Item 5.1. An application for alterations to Fitz Folly was refused last year. A revised application was considered but objected to on similar grounds. 6. Recreation and Amenities Committee 6.1 Minutes of Meeting held on 21st February 2008. The following items were brought to the Council’s attention: 6.2 Item 5. The new plots at Beech Allotments have been marked out and are ready for use. Plot holders were being asked if they are interested in a communal shed. Item 7.1. The committee is investigating fencing off the gap and turfing over the raised tree roots on Lyndon Green to the right of the main path at the Headley Road end. Item 7.2. The proposal of a farm style gate for access from Crossways Road onto Lyndon Green was discussed, with a gap retained for disability access and pushchairs. This will protect the wetpour path from damage by heavy vehicles when delivering equipment for the PIG event in the summer. Advice is being obtained from Highways; The Grayshott Society and immediate neighbours will be consulted before any work commences. Item 8.1. The work highlighted by the Tree Survey is pressing ahead. Tree felling is being done on the tennis courts and Sports Field. The Category 2 work will be started soon. An additional £180 for felling a tree on the Sports Field in place of bracing it had been received from M. Simmonds. This was approved. In addition a further invoice for £100 for the extended work on the Village Green/Lyndon Green due to the difficulties incurred by the location of the Xmas lights. This was considered a cheaper option than removing and replacing the lights and it was agreed that the Parish Council would bear this cost. The Clerk was asked to notify Dick Smith of the Buy in Grayshott Campaign. Item 9.2. The new Grayshott signs are in place. 10.1. The mole on the Sports Field is still prevalent despite treatment. The Clerk had spoken to Mr Dugay that day and further action would be taken. Item 10.3. Following the decision to ask A3 Locksmiths to re-quote, a revised price of £1290 had been quoted for the work of installing bollards around the perimeter of the car park at the Sports Pavilion with one drop down bollard in the car park and one between the garage and the pavilion. Mr Robinson proposed that the order be placed following an application for the release of Developers’ funds for this purpose. Mr Thompson seconded the proposal and it was agreed. Item 10.4. It was proposed by Mr Robinson, seconded by Mr Murphy and agreed to ask Mr Baker 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. Item 11.3 Information regarding the maintenance of bus shelters had been received from EHDC and noted but the bus shelter by the Village Green had since been blown down in the recent gale. The Assistant clerk had reported it to HCC. Item 14.1 Susie Bower Garden Designs has offered to draw up a planting scheme for the flower beds at the front of the Crossways Road flowerbeds giving some all round colour. This service together with the planting of the bed will be done free of charge in return for a small notice advising of her sponsorship. The clerk advised that a request for volunteers had been advertised in the Parish Scene magazine. If no-one came forward then Warren Burling may have to be approached to prune shrubs in that area. Hidden Gardens of Grayshott could be applied to for funds towards the cost of plants, when this known. The beds at the rear of the car park are owned by EHDC although we organise the management of them. The large shrub in the rear right hand side bed has become unmanageable and requires severe pruning / removing. It was agreed to contact EHDC for permission in this respect. The brambles behind are very overgrownand need cutting back. Item16. It had been suggested that previous Parish Council chairmen should have commemorative plaques installed in the lobby of The Village Hall. This had since been investigated further and it was noted that only those people who had made outstanding contributions to the village were commemorated. It was therefore agreed to take no further action in this respect. 7. Policy and Resources Committee 7.1 The license is due for renewal in May. It was proposed by Mr Thompson and seconded by Mr Jones that the area covered for consumption of alcohol be increased to include The Square. Agreed. 7.2. The next P&R meeting will be on 21st April instead of 7th April to allow time for the Clerk to prepare draft end of year accounts. 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 1st November 2007 together with a list of payments due to be made at 7th March 2008 were circulated and approved. 9. The Square – Mr Thompson informed Councillors that whilst the Square Group had initially approached Hampshire Village Initiative, the project was deemed too large and it had been recommended that they apply to Hampshire Country Towns Initiative, which has been done. There is a two year programme and a budget of £200,000 - £250,000 but we will not know the decision whether we have been accepted until May 2008. The Group were keen to see the refurbishment begin within 2 years. The Square group committee had devised some events for this year. The Government had written to GPC urging everyone to Enjoy England and celebrate St George’s Day on 23rd April . The Group would be organising a cream tea for this. The Paella in the Plaza was organised for 11th May and there were possibilities of an artists exhibition and a Wimbledon finals Day event. Gallery One have contacts with a sculptor who grew up in Grayshott and may be able to assist with a tactile sculpture in the Square. They will be attending the next Square Group meeting to show some examples of his work. The committee are pushing ahead with membership and Mr Thompson urged Councillors to encourage this. The Square Group AGM will be held at the Annual parish Assembly. It was commented that the new pipework installed by the Co-op looks awful. The blue box belonging to the Co-op has been removed and the trolley park has been moved back to its original position but the licence has still not been finalised nor the rent paid. GPC’s solicitor is dealing with these issues 10. Annual Parish Assembly 10.1. The notice for the Assembly had been published in the Parish Scene. Keith Cox was taking over Business Connections who printed the magazine. It has been printed this time at a re-negotiated price. Copies need to be delivered by Councillors in the near future. The back pages include 2 questionnaires. One was originally intended for the Parish Assembly but as there was space it was felt that a wider audience would be reached by the Parish Scene. The question of which County residents wish to include in their postal address prompted discussion on whether the Boundary commission should be contacted regarding a change in the Parish boundary. This could affect the Hindhead Together plans and residents in the Surrey part of Headley Road would need to be consulted. Councillor Sam James undertook to investigate the variances in Council Tax between Hampshire and Surrey which might influence residents’ decisions. 10.2. Refreshments – The W.I. were happy to organise the refreshments at the Parish Assembly again this year and advised that last year several residents asked if they could make a donation towards the coffee. It had therefore been suggested by the W.I. that a container for donations be placed on the refreshments counter and the donations should go towards The Square refurbishment funds. Mr Thompson declared an interest and abstained from voting. GPC fund the cost of the refreshments but it was agreed that donations could be requested and the funds should go to the W.I. It was their prerogative to donate the funds wherever they wished. 11. AGM - Councillors were reminded that the GPC AGM was on 12th May 2008 and Councillors would be technically resigning their posts on committees and were eligible for re-appointment. Councillors were asked to consider if they were agreeable to continuing with their current appointments prior to the meeting. 12. Correspondence list 12.1 A list of correspondence received since the last meeting had been circulated to Councillors prior to the meeting. Noted. 12.2 A letter had been received from the Party in Grayshott Committee requesting permission to use Lyndon Green and The Square for the annual summer event which this year would be held on Sunday 29th June. It was agreed that permission would be granted. 12.3 A request to illuminate the Xmas lights on Lyndon Green and the Village Green by Grayshott Concerts had been received by Dick Smith who has approached GPC with the request that the Parish Council should be the guardians of their use. Whilst in principal this was felt appropriate, there were several factors to be decided: whether a meter should be installed, how the cost should be covered (at present BIG make a donation towards the cost of power) and whether the light should be used outside of the Christmas period. The results of the questionnaire on additional lighting in the village should highlight residents’ views on this and it was therefore decided to include the matter on the agenda for the P&R meeting in April. 12.4 Notification of a HAT meeting to discuss Highways issues had been received. It was agreed that Mr fudge should attend and report back to Councillors. 12.5 Greening Grayshott – A document highlighting issues relating to Grayshott had been prepared by Mr Fudge. Councillors agreed that this should be taken to the Parish Assembly for public debate. 13. Future Dates Date of the next meeting and AGM: 12th May 2008 The meeting closed at 9.32pm. Signed: …………………………………………. Dated: ………………………. CHAIRMAN
Minutes of a Meeting of the Council held in the Council Office, Grayshott Village Hall on 10th March 2008
It was pointed out that the Confidential page of these Minutes had not been circulated to Councillors. The Clerk agreed to make these available to Councillors after the meeting. The minutes of the meeting held on 14th January 2008 were agreed and signed.
All reports had been circulated to the Council prior to the meeting