Minutes of the meeting of Barton Stacey Parish Council held at 7.30 pm on Tuesday 18 TH July 2017 at Barton Stacey Village Hall Meeting opened at 19.30 pm. Cllr Lovell welcomed everyone to the meeting Present: Cllr Jan Lovell (Chair), Cllr Nigel Cooper, Cllr Charlotte White. Also present: The Clerk - Mrs Jo Gadney. Members of Public - 9 PUBLIC PARTICIPATION For ten minutes residents are invited to address the Parish Council, make comment on items on the agenda or raise matters for consideration at a future meeting. Jonny White would like to talk about the Village fireworks and a Community Interest Company. Subject to appropriate permissions and a lot of work the village fireworks are happening this year on 5 November but much smaller than previous years. Main concern is to be a safe, fun fireworks on a model that can be reused year after year. Entry will be by (free) ticket to control numbers. The size of the fireworks display will be proportional to the amount of money raised in donations before the event. More donations = bigger display. We will formally request permission from the Parish Council to use the recreation ground in due course, and will keep the Parish Council informed of progress. Firework finances - Surplus from the previous displays can no longer be held on the village hall account. Therefore a new community interest company (assets locked to benefit the community) will set up an account for the funds. The funds will be used by those organising the fireworks as before, including as a reserve to cover insurance excess and cancellation costs, if incurred. A Community Interest Company (CIC) has been set up to support events and provide services that benefit Barton Stacey and its surrounding areas. This is a not-for-profit, and regulated by the Government s CIC regulator. Any assets that it holds can only be used for the benefit of the community. It is a type of flexible social enterprise. It is called Dever Events and Services (DES) Community Interest Company, shortened to DES. DES is one of 230 CICs incorporated across the UK in June 2017. DES is not affiliated to any group. It is set up purely to provide a vehicle to support events and provide services to the benefit of Barton Stacey and its surrounding areas. Initially DES is investigating support to the 2017 fireworks and the 2018 soapbox race. Once this setup phase is complete, DES will be open-forbusiness to support events and provide services to benefit Barton Stacey. For more information, please contact Jonny White 761680 Resident of Bransbury has concerns re the planning applications at Riverside Cottage. Yurt application most users are likely to come from outside and will access by car. Some may walk or cycle. Access for which is a single track road, narrowed by overhanging hedges with a number of blind bends. Increase in traffic already been seen. The yurt application seeks to gain consent for the commercial activities held in the paddock which is a green field site. Activities take place outside of the normal stated opening hours. Their 2016 application, submitted and withdrawn, the planning officer recommended refusal on three grounds. Land not considered acceptable as not a use that is appropriate to the countryside and therefore does not accord with Policy COM2 of TVBC local plan 2016. The use would result in intensification due to increased parking and detrimental impact on appearance of area and landscape character contrary to Policy E2 of TVBC local plan. Continued use would result in more traffic utilizing the single track road which is inadequate to safely accommodate the traffic likely to be generated and proposed use does not comply with PolicyT1 of TVBC Local plan 2016. Nothing has changed since this previous application and does not cover what is actually taking place. I would ask that the PC be consistent and object to this application as they did last year. The other application for use of Riverside Cottage as a holiday let. It is know that the Cottage is already being used as a holiday let. The owner has stated many times that it is her family home, however the statutory declaration states it was not her family home. The application includes the recently extended pool area annexe and parking. These 2 areas have not been in use for the stated time as declared in the Statutory declaration. Permission for conversion and extension of Pool House, Riverside Lodge, had a restriction in place would not be used for any purpose other than incidental to the dwelling house Subsequent applications for this to be used as a holiday let were refused and yet is still consistently let. It has been included within this current application. Thank you for allowing me to voice my concerns.
Letter read by Jan Lovell on behalf of Ian Ashbolt, Chair of Barton Stacey Church Fete Committee. Apologies for not addressing you in person but the fete committee also have a meeting this evening. As you will be aware the fete must move from Church Farmhouse due to the impending sale, and we must consider where we can now site it. We, the fete Committee, are in the process of assessing many suggested locations, some on private land and other public. As part of this process, we must consider two sites of the Parish land in the village, each having their merits and drawbacks. The recreation ground and the back field adjacent to The Green. Might I ask the Council that, in order for us to assess the impact to the fete, you separately quote us a price to rent each site. The rent would be for four days, allowing us two days to set up, the day of the fete, and then take one day to take it all down. The fete is always the first Saturday in July and in 2018 that is 7 th July. In order for the fete to continue to be a Church fete and for the entire profit go to the upkeep of the church we must seek to ensure that it continues to be seen as a Church fete. There is some concern that a Fete situated on Parish land without the payment of rental could be open to pressure for the funding to be put to the use of the Parish/Village. Therefore no rent is not an option. Thank you. Resident the new footpath between Bertune Close and Roberts Road already has weeds breaking through and it is below standard. This needs to be inspected. Resident What is the progress to date with the bus service? Suggest you invite the Chief Executive of Stagecoach along to a meeting. Request to re-instate the old route which comes from the A303 and through the Village to Winchester. Update requested about the ash tree which was pollarded last year on the back field. It has almost no growth as predicted. 17.31 Apologies. Received and accepted Cllr Cheryl Sherwood (holiday) Cllr Adee Chant, Cllr Sue Gaines (holiday) Cllr Abi Bettle (another appointment) Cllr George Sarnicki (stuck in London) 17.32 Declarations of Interest To receive and record declarations interest on the agenda. Cllr Lovell asked that her standard declaration be noted (*details at the end of the minutes) and that she is also on the TVBC Planning Control Committee too. 17.33 Minutes of the previous Meeting and matters arising To approve the minutes of the full council meeting dated Tuesday 20 th June, 2017. It was agreed that the minutes are a true record of the meeting and Cllr Cooper proposed signing the minutes and Cllr White seconded. Carried All. JL signed minutes. The Clerk ran through the summary of actions. JL requested the notes from the Code of Conduct meeting and CW asked for the Burial ground map to be resent. 17.34 The Borough and County Councillors reports a) Borough Councillor Cllr David Drew Sadly Cllr Drew had a clash with another meeting. b) County Councillor Cllr Andrew Gibson Cllr Gibson also had a portfolio meeting to attend but sent a report that he is monitoring the Hill Farm crossroads and currently looking good. The Village Hall have applied for a 6k grant with 3k match funding from his Community Grant. 17.35 Parish Matters a) Local Footpaths to receive reports from footpath volunteers Bransbury Common ROW has been cut and the Lengthsman did Moonlight on his last visit. Cllr White said the style at the far end of Postmans is overgrown and wobbly. Action Clerk to speak to the land owner. b) Allotment and Burial ground discuss and agree a possible amendment to the burial ground policy to allow Parishoners to reserve a plot prior to death. JG commented on various issues associated with being able to reserve plots. Cllr Cooper proposed the motion to keep the burial ground policy as it is with no reservations. Seconder Cllr White. Carried All. Action Cllr White to check whether cremations plots are still possible in the Churchyard. c) Trees discuss immediate work for a tree in the playground that requires deadwood removal. This tree is along Newton Lane at the side of the playground. Clerk is getting
quotes. Current cheapest is 150 plus VAT. Cllr White commented that as this has been highlighted then it could invalidate our insurance, so best to get this done before the September meeting. Cllr Cooper proposed to go ahead with lowest quote (once all received) Seconded Cllr White. Carried All. d) Defibrilator change of supplier necessary re cabinet to allow reclaim of VAT. Increase in cost. Unable to claim back VAT as company was based in Ireland. Previous cost which had been agreed was 485.85. New supplier is 550.80 but will be able to claim back VAT. Cllr White asked whether in future DES could contribute to the maintenance costs of the Defib. Action Cllr White will discuss with DES. Cllr Cooper proposed to go ahead with current quote for a replacement Defib cabinet. Seconded Cllr White. Carried All. Action Clerk to purchase new cabinet. 17.36 Planning application a) To receive planning committee decisions in respect of planning applications received since the last meeting. None b) Discuss planning application 17/01576/CLEN. Use as holiday let accommodation at Riverside Cottage, Bransbury Lane, Bransbury and 17/01544/FULLN. Use of yurt during the period March to October annually for uses in connection with Riverside Cottage and the local community at Riverside Corrage, Bransbury Lane, Bransbury. Cllr Lovell reminded members that material considerations in the first application, (concerning enforcement), for the issue of a Certificate of Lawfulness, needs to demonstrate evidence of compliance the specified legal process, whilst the second Full Application should be determined in accordance with policy. 17/01576/CLEN - Cllr Cooper noticed a contradiction as previous applications have noted Riverside Cottage as the family home, but now that is has been a holiday let for the previous 10 years. Calendar evidence is not clear whether it is linked to Riverside Cottage or not. Fundamental inconsistencies in application form. Unclear whether it has been used as a holiday let for previous 10 years. Cllr Lovell confirmed many controversial issues over last 10 years. Cllr Cooper said the letter from a previous planning application in the planning statement said Riverside Cottage is used and occupied as a family dwelling with occasional use as holiday accommodation however this is now apparently not the case. Cllr White proposed the motion to object to the application with the comments as above. Seconded Cllr Cooper. Carried All. To ask Cllr Drew to call it to committee if not too late. 17/01544/FULLN Cllr White is worried about foul sewage. If the Cottage is let where do visitors to the yurt use the toilet? Planning Policy have already objected to this application. Cllr Lovell mentioned traffic noise and increase in vehicle movements. Cllr Cooper mentioned inconsistencies with the application. Cllr White asked why they hadn t applied for commercial use as there are many commercial elements within the application. Only 8 parking spaces linked to the yurt. Previous events have had over 30 cars visiting the location. Cllrs all agreed that they don t want to stifle enterprise. It is a popular location and is used by local residents. Cllr White proposed the motion to object to the application with the following comments. Parking/ traffic problems/ impact on environment/ demonstrable elements of commercial use/ toilet facilities/restrictions with timings at private functions. Seconded Cllr Cooper. Carried All. Action Clerk to make necessary return to TVBC. 17.37 Clerk s report Trim trail application has been turned down but Clerk will re-apply with amendments to 2 sections. MUGA application has been completed and sent. BDO (external auditor) have asked for more information regarding the grass cutting invoices from previous years and Clerk s salary. Also an amendment is required for 15/16 Fixed Asset figure to match with new 16/17 Fixed Asset figure. Action Clerk to answer questions and send back form. 17.38 Finance FINANCIAL STATEMENTS June 2017 Treasurers Actual In Out Balance Closing balance 26 May 2017 19,496.77 Payments received June 176.41 Payments cleared during June 2,003.05
Total closing balance 30 June 2017 20,824.43 Business Instant Access Actual Opening balance 26 May 2017 10,279.98 Payments received June 0.44 Payments cleared June 0 Total Closing balance 9 June 2017 10,280.41 Invoices yet to be paid Clerk s salary 487.00 Clerk s expenses 23.28 Admin costs 74.45 Barton Stacey Village Hall inv 823 12.00 Green Smile Ltd inv 2124 504.00 Defib store 550.80 Total 1,651.53 Total estimated balance available 26,299.01 Receive and approve monthly financial report for June. Cllr Lovell proposed the signing of the Accounts. Seconded Cllr White. Carried All. Cllr Cooper signed the bank statements. 17.39 Communications Spring Newsletter now been delivered and distributed to Cllrs and helpers for distribution. 17.40 Speeding through the Village Suggestion for Committee to place Darren s letter onto Facebook following Clerk emailing it to her contacts list and putting on website. Speed sign costs 2,530 plus VAT. 17.41 Councillors Reports Cllr White would like clarification regarding use of PC land for events and the ability to charge entrance fees for that event. Action Clerk to speak to HALC and revert. 17.42 Parish Council Vacancy Cllr Gaines to re-arrange meeting with resident who has expressed interest. 17.43 Councillors/Clerk training and meetings None 17.44 Correspondence List None Meeting Closed 21.30 Date of next meeting Tuesday 19 th September, 2017
Summary of Actions: Paragraph Description Person 17.35a Speak to landowner re style at Clerk far end of Postmans Walk 17.35b Check whether cremations still Cllr White possible in churchyard 17.35d Purchase Defib cabinet Clerk 17.35d Speak to DES about possible Cllr White contribution re defibrillators 17.36 Comments on TVBC re Clerk planning applications 17.37 Send back answers to BDO Clerk 17.41 Speak to HALC re use of Parish land Clerk *Cllr Lovell asked that her standard declaration be noted in that she has no prejudicial interests in planning matters as a result of her sitting as a dual hatted member of both BSPC and TVBC per se. Her statement is made for transparency and the avoidance of doubt, as agreed with the Head of Legal at TVBC. Cllr Lovell read her standard declaration: As an elected Member of BSPC and TVBC Cllr Lovell drew attention to the fact that any observations she makes regarding planning applications at this meeting are based upon the information available at the time. Such observations and decisions might well change in light of any information which might come before her when sitting on NAPC (Northern Area Planning Committee) and TV planning and Control Committee