THE MINUTES OF THE ANNUAL GENERAL MEETING OF DURLEY PARISH COUNCIL HELD ON TUESDAY 19th MAY, 2015 IN THE KEN STAINER SUITE AT DURLEY MEMORIAL HALL, DURLEY AT 7.30 p.m.

As this is a new Term of Office newly Elected Parish Councillors were introduced and signed the new Declaration of Office Forms and Register of Members’ Interest Forms.

5 Parish Councillors, the Clerk (Mrs Anne Collins) and 1 parishioner were present.

1. ELECTION OF OFFICERS:

Chairman – Cllr Pitter proposed Cllr Charles. Cllr Burton seconded this proposal. All Councillors present were in agreement and Cllr Charles was duly Elected.
Vice Chairman – Cllr Pitter proposed Cllr Watts. Cllr Burton seconded this proposal. All Councillors present were in agreement and Cllr Watts was duly Elected.
Hall Management Committee Chairman – Cllr Burton proposed Cllr Smith. Cllr Farr seconded this proposal. All Councillors present were in agreement and Cllr Smith was duly Elected.
Hall Management Committee Vice Chairman – Cllr Smith proposed Cllr Pitter. Cllr Watts seconded this proposal. All Councillors present were in agreement and Cllr Pitter was duly Elected.
Highways Officer – Cllr Watts proposed Cllr Farr. Cllr Burton seconded this proposal. All Councillors present were in agreement and Cllr Farr was duly Elected.
Footpaths Officer – Cllr Burton proposed Cllr Smith along with another Councillor. Cllr Farr seconded this proposal and Cllr Smith was duly Elected. Councillors agreed that perhaps the new co-opted Parish Councillor might be able to be the other Footpaths Officer.
Recreation Ground Chairman – Cllr Pitter proposed Cllr Watts. Cllr Burton seconded this proposal. Cllr Watts was duly Elected.
Transport Representative – Cllr Burton proposed Cllr Pitter. Cllr Farr seconded this proposal and Cllr Pitter was duly Elected.
Neighbourhood Watch Co-ordinator – Councillors agreed to leave this post for the moment until we have more information from the next PACT Meeting.

2. CO-OPTION OF ADDITIONAL PARISH COUNCILLOR. There were two candidates who applied to become Parish Councillors – Vivien Bartlett and Steve Delmege. Both had written a short piece about themselves. Councillors agreed unanimously to ask Steve Delmege onto the Parish Council. Both candidates were very good and it was disappointing that we could not appoint both. Clerk will inform Steve Delmege that he has been successful and invited him to the next Meeting. Clerk will also write to Vivien Bartlett and thank her for her interest, but unfortunately although she was unsuccessful on this occasion we hope that she will still apply if there are future vacancies.

3. Congratulate District Councillor Humby on his re-election and welcome him to the Meeting. Unfortunately DC Humby was not able to attend as he had a full Council Meeting in Winchester. A letter of congratulations will be sent to him.

4. APOLOGIES FOR ABSENCE: Apologies were given by Cllr Charles who was on holiday. Both DC Humby and DC Ruffell were at full Council Meetings in Winchester and were unable to attend.

5. ANY DECLARATIONS OF INTEREST UNDER THE CODE OF CONDUCT. There were no Declarations of Interest declared.

6. ADOPT THE FINANCIAL REGULATIONS. These were adopted as previously with the safe custody arrangements amended as agreed by Councillors.

7. THE MINUTES OF THE MEETING HELD ON 14TH APRIL, 2015 WERE SIGNED AS A TRUE AND CORRECT RECORD OF THE MEETING.

8. MATTERS ARISING:

(a) Durley Parish Plan update. The Report is to be printed at the end of May and circulated to residents at the beginning of June. The Public Meeting will be on Thursday 25th June and will be advertised within the village and on the website. Cllr Burton showed Parish Councillors the poster that will be put up and circulated.

(b) Update on faster broadband in Durley. Cllr Humby. There was no update.

(c) Open Spaces Fund has been claimed for the cycle rack & swings. The claim has been put in. Cllr Pitter will obtain a disclaimer to put up above the rack.

(d) Traffic Survey – Cllr Humby to report from HCC. No further update.

(e) HGV Highways Meeting with HCC – Monday 15th June at 4.00 p.m. This has been confirmed and it is hoped that all Parish Councillors will be able to attend.

(f) Any issues raised from the Annual Parish Assembly which need attention. There were no issues raised that will not be dealt with at another Meeting.

(g) Drainage in the Sawmills Green and Play Area. Clerk will get advice and someone to look at the area which needs attention.

9. COUNTY COUNCILLOR’S REPORT: CC Humby. There was no Report available.

10. DISTRICT COUNCILLORS’ REPORTS: DC Humby and DC Ruffell. There was no Report available.

11. PUBLIC PARTICIPATION ITEMS BY INVITATION OF THE CHAIRMAN. There were no members of the public present who wished to bring anything to our attention.

12. CORRESPONDENCE:

(a) Update on litter picking by WCC. Clerk read out update from WCC.

(b) Play area Inspection Reports. Cllr Watts will look at the Report and Peter will be asked to do any minor problems.

(c) Letter from Steven Lugg re affiliation to NALC. Councillors agreed that they could not understand why we would wish to not be affiliated to NALC. It was felt that it might be best to have a Meeting with some other local Councils to see what their views are.

(d) Councillor Training – Wednesday 3rd June. Steve Delmege will be asked if he would like to attend.

(e) Moorgreen Hospital – Drop in to give views on services on 28th May between 5.00 – 6.45 pm. Councillor made a note of the date and will try and attend.

(f) E-mail from resident showing photographs of dumped rubbish at Church Copse, Greenwood Lane where there is an unauthorised entrance. This was noted and Councillors agreed that this is a problem due to the entrance being put there.

(g) Resolution from HALC to NALC regarding faster broadband proposals to ask that new houses have the infrastructure for faster broadband and VAT should be zero rated on community broadband enabling projects.

13. SCHOOL REPORT: No Report was available.

14. NEIGHBOURHOOD WATCH REPORT: Although there was no Report Cllr Watts will attend the next PACT Meeting on 10th June. Cllr Watts will also ask why the speed van is always sited outside of the School during School times when the traffic is slower, as this does not give a true reflection of the traffic speed during the rest of the day/night.

15. HIGHWAYS REPORT: Cllr Farr said that pot holes in Gregory Lane, Heathen Street and Manor Road will be reported. The Clerk also said that the telephone cables are still exposed at the side of the road in Mincingfield Lane. Cllr Pitter offered to take photographs of the pot holes and cables to help HCC locate the problems.

16. FINANCIAL TRANSACTIONS: Councillors agreed invoices presented by the Clerk and signed cheques. Chairman and Clerk to sign the Annual Return for 2015. Councillors agreed that the Accounting Statements for 2014/15 and Annual Governance Statement 2014/15 should be signed as correct. The Chairman and the Clerk then signed the Annual Return ready to be sent off to the External Auditor.

17. HALL: Hall sign has been re-varnished and the ceiling tile has been replaced, although another ceiling tile has been broken and needs to be replaced. Cllr Smith said that the Hall floor was uneven again in one area. Dave Farr will be asked for his advice. A dead dog was found in a carrier bag in the Hall car park which has been disposed of, but will be reported to the Police.

18. RECREATION GROUND: Cllr Watts to report. Swing seats and chains have been hung, but the cradle swing chains are too short and Clerk has sent a photograph to the company to see if they can send out longer chains. Tidy up of contents in lock-up – DFC have thrown out items which are no longer required. Chairs and tables will be kept and some other items will be tidied up shortly before the Church Fete. Cllr Watts asked if tree branches over-hanging the lock-up/Pavilion could be cut back. Peter will be asked to do this. DFC have re-seeded the pitch and do not wish the pitch to be cut for 2 weeks. Clerk will inform OCS so that they do not visit and cut the grass. The air vents in the showers will be looked at during the summer break. The stile also needs a new wooden step so Peter will be asked to renew it.

19. PLANNING:

15/00752/FUL. Mr A Chalk. Proposed replacement of part of existing conservatory with rear extension. The Forge, Durley Street, Durley. Councillors had no comments to make on this application.

15/00468/FUL. Mr D Scivier. Extension to and conversion of existing detached outbuilding. Corner Cottage, Sciviers Lane, Durley. REFUSED.

O/14/75735 – Chalcroft Farm and land west of Horton Heath, Burnetts Lane, Eastleigh. This was noted.

15/00996/PNACOU. Mr Barker. Change of use from agricultural building to dwelling (C3). Hill Farm, Netherhill Lane, Botley. Councillor had no comments to make on this application and agreed to leave it to the Planning Officers.

It was brought to the attention of Councillors that Brownheath Park were advertising livery spaces and the planning consent was agreed for the owners own personal use not as a commercial business. This was originally a concern as the large vehicles using the country lanes would not be acceptable. It was agreed that the Clerk will ask the Enforcement Officer to investigate.

20. THERE BEING NO FURTHER BUSINESS THE CHAIRMAN DECLARED THE MEETING CLOSED AT 8.30 p.m.

THE MINUTES OF THE MONTHLY PARISH COUNCIL MEETING HELD ON TUESDAY 14th APRIL, 2015 IN DURLEY MEMORIAL HALL, DURLEY AT 6.30 p.m.

5 Parish Councillors along with the Clerk, Mrs Anne Collins were present. Kirstie Baines was also in attendance to give a School Report.

1. APOLOGIES FOR ABSENCE: Apologies were received from Cllr Burton,
County/District Councillor Humby and District Councillor Ruffell.

2. ANY DECLARATIONS OF INTEREST UNDER THE CODE OF CONDUCT: There
were no Declarations of Interest declared.

3. THE MINUTES OF THE PREVIOUS MEETING HELD ON 10th MARCH, 2015 WERE
READ, CONFIRMED AND SIGNED.

4. MATTERS ARISING:

(a) Durley Parish Plan update. Cllr Charles reported that the Report is nearly completed and will be printed soon. A Public Meeting has been arranged for Thursday 25th June, 2015 at 7.30 p.m. at Durley Memorial Hall. The Report will be delivered to every household in Durley before the Public Meeting.

(b) Progress on gate at end of footpath opposite School. Cllr Charles said that he will speak to the owners of Quob Stables hopefully this week. The gate at the top of the footpath opposite the Church has been repaired. A letter of thanks will go to Rob Marsh for carrying out this work.

(c) Update on faster broadband in Durley. Cllr Humby will update everyone at the Annual Parish Assembly which is being held this evening at 8.00 p.m.

(d) Durley litter pick response. Clerk has had one response and Councillors agreed that a reply should be sent thanking her for her offer and explain that WCC are not encouraging litter picks due to health and safety regulations. However, if she is able to pick up litter when she is out and about in the village this would be appreciated, although it would have to be her decision and responsibility.

(e) Open Spaces Fund – cycle rack outside of Hall. Clerk reported that WCC have agreed that the remainder of the Open Spaces Fund held for Durley would be released towards the cycle rack outside of the Hall, along with the swings and chains for the Recreation Ground play area. The cycle rack has arrived and Cllr Pitter and Cllr Charles will fit it outside of the Hall.

(f) Traffic Survey – Cllr Humby to report from HCC. Cllr Humby was not present at the Meeting to report.

(g) Report from Cllr Pitter and Cllr Charles on Parish Council Forum with HCC sharing the future of Economy, Transport and Environment Services held on 26th March at Winchester. The Report was read out to Councillors and is attached as Appendix 1 to these Minutes.

5. COUNTY COUNCILLOR’S REPORT: CC Humby. No Report given as a full Report
will be given at the Annual Parish Assembly which will follow this Meeting.

6. DISTRICT COUNCILLORS’ REPORTS: DC Humby and DC Ruffell. No Reports given as full Reports will be given at the Annual Parish Assembly.

7. PUBLIC PARTICIPATION ITEMS BY INVITATION OF THE CHAIRMAN. No members
of the public were present so no issues were raised.

8. CORRESPONDENCE:

(a) Deed of Dedication for land at the Sawmills. The highways land was agreed and has been signed by the Chairman. Clerk has returned the Deed back to the Solicitors.

(b) Press release from CC Humby regarding faster broadband. Clerk read out the Press release stating that although he has attended a Meeting with Bill Murphy the Managing Director of Next Generation Access at BT Group in Winchester he would still like to see BT go further and know how the remaining phases of the superfast roll-out would be delivered.

(c) E-mail from HCC regarding HGV ban through Durley. Cllr Charles spoke to
HCC regarding the HGV ban through Durley at the Meeting that he attended on 26th March and Adrian Gray, Head of Highways (Traffic Manager) is going to look into the request and respond back to the Parish Council.

(d) HPFA subs due. Councillors agreed that the £40.00 should be paid. All Councillors were in agreement.

(e) Grass mowing on The Sawmills Green and drainage. Clerk said that D Rappini
is happy to continue cutting the grass at The Sawmills Green for the same price as this year. However, he did say that drainage work may need to be considered in the future as it is very wet in some places. Councillors agreed to meet with Dave and see what can be done to ease the problem.

(f) HALC subs due. Clerk read out the subs due and Councillors agreed that it was a large amount to pay for a smaller Parish Council, especially when you include the HR additional fee of £120. Clerk will pay the subs and ask if a reduced rate could be considered for smaller Parish Councils for the HR fees.

(g) Open Spaces Fund for swings and bike hoops approved. The Grant will be paid once both invoices have been paid.

(h) Clerk said that David Poole’s Memorial Service was to be held on Wednesday 13th May at 2.30 p.m. in Durley Church. David was a former Parish Councillor and Chairman for many years.

(i) Clerk reported that Durley would have an uncontested Election as 6 nominations were received for the 7 vacancies. Clerk will advertise to co-opt an additional Parish Councillor. An e-mail has been received from Vivien Bartlett who has just moved into the village stating that she would like to be considered. Clerk will ask her for more details and she will be considered with any other candidates at the next Meeting.

9. SCHOOL REPORT: Kirstie Baines was present and gave a detailed School Report which is attached as Appendix 3. The main areas on the Report are the Memorial area opposite the School, the footpaths used to walk to School, installation of flood barriers, pupil numbers and the road widening for car parking outside of the School.

10. NEIGHBOURHOOD WATCH REPORT: There was no Report.

11. HIGHWAYS REPORT: Cllr Farr said that she would give a Report at the Annual Parish Assembly.

12. FINANCIAL TRANSACTIONS: Councillors to agreed invoices presented by the Clerk and signed cheques. Shown as Appendix 2.

13. HALL: Hall foyer refurbishment quotes. Cllr Charles said that he has 2 quotes and will get a 3rd shortly. Hall ceiling has been repaired, although one more tile has been broken. Councillors thanked Cllr Charles, Frank Holttum and Peter for repairing the ceiling. The guttering was also replaced outside of the Hall at the same time so that use was made of the tower which was used for the ceiling. The Hall sign which is over the foyer door has been re-varnished by Dave Farr and will be put up again soon.

14. RECREATION GROUND: Cllr Watts had no issues to report. Swing seats and chains have been ordered. Tidy up of contents in lock-up. An offer has been made to help sort out the lock-up. Councillors agreed that some of the contents could be disposed of and agreed that we would arrange a tidy up after the football matches have been completed and before the Church Fete.

15. PLANNING:

15/00342/FUL. Mr C Page. Erection of 1 no. five bedroom detached dwelling. Land to the East of Maybank, Durley Hall Lane, Durley. Councillors were concerned that after informing the Planning Officers there is still no orange notice outside of the property so some residents are not aware that there is a Planning Application being applied for. Councillors agreed that this development is not within the development area of Durley and there is no justification for an additional development in the countryside. It would also set a precedent if approved, for anyone who purchases a small parcel of land in the village, as they would also expect to build a new home. Councillors agreed that an objection would be made, and perhaps the application should be deferred so that an orange notice could be put up.

15/00468/FUL. Mr D Scivier. Extension to and conversion of existing detached outbuilding. Corner Cottage, Sciviers Lane, Durley. Councillors agreed that this building has been there a long time and would have no detrimental impact on Sciviers Lane if it was converted into living accommodation, therefore no comments would be made.

15/00103/FUL. Mr. R. Webb. First floor side extension. 9 Mill Way, Parsonage Lane, Durley. GRANTED.

13/02670/FUL. Mr C White. Change of use of redundant barn to office use (b1a) with ancillary storage, associated landscaping, parking and access arrangements. The Barn, Church Lane, Durley. APPLICATION WITHDRAWN.

15/00180/FUL. Mr. P. Collins. Single storey side and rear extension and detached double garage. Homefield, Kytes Lane, Durley. GRANTED.

0/15/75953 land at Hedge End North, Winchester Road, Botley. Clerk said that a Non/Technical Summary is free of charge on the internet, but the Environmental Statement is available at a cost if we wished to purchase it. Clerk said that after enquiries the Environmental Statement is huge and fills an A3 archive box. Councillors agreed that they would view on-line.

15/00694/FUL. Mr Curl and Ms Gillies. Two storey rear extension and single storey side and rear extensions with open porch. 2 Ivanhoe Cottage, Durley Street, Durley. Councillors agreed that no comments would be made on this application.

16. THERE BEING NO FURTHER BUSINESS THE CHAIRMAN DECLARED THE
MEETING CLOSED AT 7.35 p.m.