Present: Mr. C. Slaughter, Chairman; Mr C Thompson; Mrs. J. Gale; Mr S. Georgii; Mr. S. Herrett; Mr. C. Jones; Mr H. Murphy; Mr I. Robinson; and the Clerk Mrs. L. Pennick. 1. Apologies – Mr. R. Fudge and Mrs. M. Myers 2. Declarations of Interest – None 3. Minutes of Meeting held on 12th May 2008. 4. Matters Arising - There were no matters arising. 5. Minutes of extraordinary meeting held on the 9th June 2008. 5.1 The minutes of the extraordinary meeting were agreed and signed. 5.2 Matters Arising - There were no matters arising. 6. Planning & Conservation Committee 6.1 Minutes of Meetings held on 5th June 2008, 19th June 2008 and 3rd July 2008 - the following items were brought to the Council’s attention: 6.2 Committee recommendations 6.2.1 Meeting held on 5th June 2008 – Mr. Jones, Mrs. Gale and Mr Slaughter attended a meeting to discuss electronic planning. A 42 inch screen instead of a projection screen has been suggested. Mr. Jones will view this before approval is given. EHDC Planning Department will provide a new laptop for use at planning meetings. Item 4.4 - A letter had been drafted and considered, regarding the EHDC planning policy. Mrs. Gale pointed out that, at the end of the first paragraph, the wording should read District Council instead of Parish Council. Mr. Jones proposed that this letter be approved and sent to HALC. Mrs. Gale seconded this proposal. All agreed. Item 7. - It was noted that tall wooden gates had been installed in Headley Road opposite the car showrooms. Mrs. Gale had visited the site but felt they were within planning guidelines. 6.2.2 Meeting held on 19th June 2008 – An additional planning meeting had been held on 19th June to discuss the application reference infilling at the front of the empty retail unit in Grove House. Councillors recorded NO OBJECTION to the revised plans on the proviso that a condition is applied to the permission notice to ensure that the service access is retained at all times for use by the occupiers of the existing Tesco unit.; Item 4 - A report was received from Mr. Slaughter following a visit to the Co-operative store, including the current situation regarding the new exposed pipe work at the rear of the building. The bins belonging to the flats above the co-op have been moved to the rear of the fenced off area. A suggestion that the Square Group would consider some form of screening in front of the side display windows of the co-op for the benefit of the residents living opposite had been made by councillors. Item 5. - Grayshott Clinic – The assistant clerk had written requesting that the presentation plaques be retained for future use, in the new development. 6.2.3 Meeting held on 3rd July 2008 – Item 4.1 - The Co-op – A retrospective planning application has not yet been received in respect of the Co-op. Item 4.2 – A Planning policy letter had been sent to a small number of local parishes regarding the weight of parish council objections in the planning process. It had been well received with most parishes now having replied giving support to Grayshott’s endeavour. It had therefore been decided to circulate the letter via HALC to all parishes within Hampshire. Councillor Cowper has commented on the letter and, in principle, approves of the views of GPC. EHDC planing policy will shortly be under review and he will therefore raise our concerns with the planning department. Item 5.1 Pinetops – A group visit was made to the site and 7 Councillors were in favour of the application. Item 5.2 - Grayshott Hall – Proposed erection of antenna – No objection. Item 5.3 - Beat House – No objection to the extension however councillors had requested a condition of planning to satisfy their highways concern: in view of the proximity of the school and the safety of the children the yellow zig-zags should be extended by a further two car lengths up to the footpath railing. 6.3 Philips House - Councillors had received a copy of the proposed plans for the re-development of Philips House from Julia Potter at EHDC. Flyers would be posted around the village, in particular to the nearby houses, advertising a public exhibition to be held in the near future. 7. Recreation and Amenities Committee 7.1 Minutes of Meeting held on 12th June 2008. The following items were brought to the Council’s attention: 7.2 Committee recommendations - Item 4 - The ROSPA report on the playgrounds and skate park had been received. It was noted that the platform at the top of the slide at the Nancy Littlejohn playground was very slightly wobbly. Mr Murphy had inspected it and was satisfied it was not hazardous but would continue to monitor it. Mr Slaughter had put the PC notice back up the right way at the skate park The Parish Council had received a price via Vanessa Thompson of Grayshott Gardeners for the proposed treatment of the grass in the War Memorial garden by True Green. They would charge £25.85 per visit and recommended 5 visits per year. Aeration would cost £45 and scarification and overseeding £117.50 in the Autumn. Hidden Gardens had offered to pay for this but as the garden is a centrepiece of the village it was agreed to pay for the work out of Village Assets funds. The clerk was asked to thank Hidden Gardens for their kind offer. Mr Thompson proposed that £125 be included in the budget for next year for this purpose. Mrs Gale seconded and all agreed. Item 5.2 There is leak from the old water pipe. The clerk had obtained a price from ADS to repair the leaking section and a price to replace the whole pipe to see which was more cost effective. An order had been placed to replace the whole of the old metal pipe down to the first standpipe and this had now been done at a price of £440 plus VAT. Item 7 – Quotes had been requested for the cost of weed and feed on the Village Green and Lyndon Green and would be available early August. Item 9.2 - A survey had been received on the Sports Pavilion but to date the accompanying longevity report had not been received. The survey recommended that the asbestos in the roof should be removed. Mr Thompson would contact Sport Haslemere to ascertain whether they would support a bid for a new pavilion. A local fundraiser who had assisted with fundraising for The Edge is willing to assist GSFC in this venture if it goes ahead. Mr Herrett will ascertain from Elstead PC the cost of the Elstead Pavilion. The clerk had requested a local firm of plumbing and heating engineers to inspect the showers / toilets / hot water systems etc in the Sports Pavilion and to make recommendations and provide estimates to make it more energy efficient. The clerk was asked to approach HPFA to advise on expected standards of Sports Pavilions and to comment on how Grayshott compares. Item 10.1 The bus shelter had been installed. Mr Murphy expressed concern at the strength of the back timbers and the clerk was requested to ask Phoenix to quote to supply a backboard. The seat was considered too high and should be lowered. Richard Hitchcock to be asked to quote to stain/paint the seat to blend in with the shelter. The clerk was asked to contact the Bus Company to see if they would install new bus stop poles as they are very rusty and unsightly. Mr Jones suggested that the area under the seat near the entrance to the Headley Road car park needed re-seeding or turfing. The clerk was asked to obtain quotes for the next R&A meeting. Item 10.2 – Highways. The HCC Transport team had concurred with the request for a no Left turn from School Road in Whitmore Vale Road but felt that a no right turn from Whitmore Vale into school Road is unnecessary as the actual number of vehicles making this movement each day is very low. The clerk was asked to write to Mr. Nightingale giving the Parish Council’s agreement to this amended scheme. The clerk had been advised that an additional £305,000 was available for Highways maintenance and Councillors were asked to nominate 2 or 3 roads, which were affected most by potholes by 21st July.Mr Slaughter advised that a letter had been sent to Colin Taylor, head of Highways requesting priority be given to the footpath in Headley Road and in particular two major potholes between Visual Assets and the Photographers but these had still not been rectified. It was agreed that all of the storm drains in Headley Road needed clearing as water was coming up out of the drain by Magical Rooms and in the exit from the Village Hall car park. This is caused by the lack of storm drains between the A3 and the Hampshire boundary. In addition the potholes in Crossways Road by the Stoney Bottom junction needed addressing. The clerk pointed out that residents had advised her that Avenue Road had been due for resurfacing in 2005 but that this had still not been done. Item11. - Mr Jones commented on the amount of litter in the skate park on the Saturday prior to the cleaner clearing it up. The clerk had cleaned the swear word from the skate park grind box but would chase the Community Service team at EHDC re the removal of the rest of the graffiti. Village Hall – GVHMC were investigating the HCC Community Building Partnership funding in respect of provision of disabled toilets. Sunday Funday – It was noted that the event had been a success due to the hard work of the organisers who had taken measures to protect the wetpour path from damage by lorries. This appeared to have been successful and no damage had been noted. 7.3 Tree surgery - The previous contractor had carried out work on the trees belonging to the Tennis Club surrounding the tennis courts, and the Tennis Club had expressed the view that these trees had shaded players from the sun but were now too short. Whilst the trees were owned by the Tennis Club they were on Parish Council land and therefore the Parish Council had the right to cut them should this be deemed necessary. The Club had requested that the oak tree be pruned back further as it was still overhanging the courts which would cause a problem with acorns. The clerk had spoken to the tree surgeon, Graham Taylor who had advised that any further cutting of branches on the tennis court side would unbalance the tree and would only encourage further growth resulting in more acorns. It was therefore agreed no further action should be taken. 8. Policy and Resources Committee 8.1 Minutes of Meeting held on 9th June 2008. The following items were brought to the council’s attention: 8.2 Committee recommendations - Item 5.1 Binsted Parish Council had proposed a resolution regarding Parish Councils’ permission to use electronic payment facilities for tabling at HALC AGM. It was proposed by Mr. Thompson that GPC second Binsted’s proposal. Mr. Slaughter had agreed to attend the AGM. Mr. Georgii seconded this proposal. All agreed. Item 5.2 Parish Boundaries - it was proposed that these be expanded to include houses in Hammer Lane, Hurstmere Close and Kingswood Lane, together with properties along Headley Road and adjoining roads as far as the A3. Mr Thompson would draft a letter to residents in this respect. Item 5.3 Greening Policy & Battery Recycling. The Clerk was asked to check regarding restrictions and regulations. When the program is up and running, Mr. Fudge together with the clerk, should publicise the scheme. Item 7 Parish Scene – Mr. Slaughter has not yet spoken to Mr. Cupitt regarding a logo. Item 8. Housing leaflets from EHDC – Mrs. Gale had perused the leaflets and felt that the layout was good, clearly set out, content clear and concise and the typeface appropriate. The clerk was asked to respond. 9. Financial Matters 9.1 Income and Expenditure Report – received. It was noted that the insurance premium was much lower than forecast as the provider was now Norwich Union, who had been recommended by HALC via Came and Co. Insurance Brokers. The premium would be held for 3 years at a 15% discount. The figures in respect of subscriptions are one-off and payable at the beginning of the year. Costs incurred for the painting of the skate park ramps needed to be moved to a new account and the budget figure currently in the village assets account should also be moved. The clerk was asked to write to EHDC regarding the contribution for Garden Maintenance in the car-park devolution scheme. New bus shelter - Developers’ funds had been applied for in this respect. The application should have been considered this week but will not now be heard until September due to discussions at EHDC regarding the future of transport funds. Village Hall - The clerk pointed out that three quotes had been received by GPC prior to the selection of Croombs Electrical Services, who had been appointed to undertake the fire safety work. Cricket Club – Graham Sampson had requested Parish Council to pay the invoice for the installation of the new junior cricket strips. Mr. Slaughter proposed GPC should do so subject to a cheque being received from the cricket club in this respect. This was seconded by Mr. Murphy and agreed. 9.2 Bank Accounts – reconciliations for all accounts received and noted. 9.3 Accounts for Payment - A list of all accounts paid since the 1st April 2008 together with a list of payments due to be made at 11th July 2008 were circulated and approved. 9.4 Grants 9.4.1 Vitalise – An application had been received form Vitalise which is an organisation providing disabled people with holidays. The clerk was requested to write and ask how many residents of Grayshott benefited from the scheme. 9.4.2 Grayshott.com – Following discussion, GPC councillors were minded to make a grant to Grayshott.com, given their substantial use of web space. Mr. Thompson undertook to discuss the matter with Peter Hatch to determine the level that should be budgeted for next year. He proposed an interim grant of £100 in the meantime. Mr. Murphy seconded the proposal and all agreed. 9.4.3 Recreation Ground Trust – Mr. Slaughter explained that Lyndon Green and the Village Green were maintained under the Recreation Ground Trust which was a separate charity. The cost of maintaining the greens for 2007/8 was £2110.14. It was proposed by Mr. Thompson and seconded by Mr. Murphy that GPC approve a grant for this amount to the trust. All agreed. 9. The Square – Mr Thompson informed Councillors that the project had been accepted by the Hampshire Country Towns Initiative who had appointed a landscape architect to work on it. They were very enthusiastic about the scheme and impressed by the consultation work that had been done so far, but The square Group is still awaiting the final approval of the budgeted amount available for next year. It is hoped the scheme will be implemented in the late summer / Autumn 2009. Further fundraising would be needed and grants requested from EHDC amongst others. The accumulated interest held in the Charlotte Lyndon Trust could be utilised for the project and a local fundraiser had expressed an interest in helping with the project. It was important to continue showing use of the Square for community events and the P&R committee had therefore agreed to give permission for events in The Square by individuals or groups who did not have Public Liability insurance subject to a risk assessment being performed. To this end, Mr Thompson had approved a request to install a cycle machine in The Square on a Saturday morning and collect funds for Barnardos as the risk to the public was considered nominal. A survey of services in The Square would be conducted and it was proposed that this be paid for by Grayshott Parish Council from the £2,000 already approved for The Square Refurbishment scheme. A calendar of fundraising events had been drawn up by The Square Group: a French themed lunch on 14th September, a BBQ in The Square after the Boundary Walk on 28th September and a local artists’ exhibition, organised by Gallery One during the week of 4th-8th October, which will raise funds by donation from the artists. As the time was 10pm, the Chairman extended the meeting for 30 minutes. 11. Correspondence list 11.1 A list of correspondence received since the last meeting had been circulated to Councillors prior to the meeting. Noted. 11.1.1 The clerk had advertised The Rail Users’ Group on the Grayshott.com website. 11.1.2 The Care Services flyer had been circulated to the relevant groups in the village. 11.1.3 Councillors were very happy For Mrs Jan Badger to represent them on the Hampshire Countryside Forum and looked forward to hearing her comments. The clerk was asked to write and thank her. 11.1.4 It was proposed by Mr Robinson and seconded by Mr Thompson and agreed to make a contribution of £25 to the Village Hall Caretaker’s leaving gift. The Chairman, Mr Slaughter and the Clerk agreed to represent the Council at the leaving party. 11.1.5 The clerk was requested to liaise with Graham Taylor re. the planting of the Canadian Maple from Mr & Mrs Bicknell. 11.1.6 It was suggested that the Grayshott Society be asked if they wished to organise the refurbishment of the bench in St Joseph’s churchyard which had been damaged by vandals. 11.1.7 Hampshire Fire & Rescue – the clerk was asked to respond in the affirmative re. GPC’s inclusion on the stakeholders’ list. 11.1.7 The new vicar, Morray Thomas, would be arriving in September. The clerk was asked to write welcoming him to the Parish and inviting him to attend the GPC meeting. 12. Future Dates 12.1 Date of the next meeting: 8th September 2008 The meeting closed at 10.25pm. Signed: …………………………………………. Dated: ………………………. CHAIRMAN
It was pointed out that Item 7 regarding Parish Assembly should read 2009 in the last line. Subject to this amendment, the minutes of the meeting held on 12th May 2008 were agreed and signed.
All reports had been circulated to the Council prior to the meeting