MINUTES OF THE MEETING OF OAKLEY & DEANE PARISH COUNCIL HELD ON 14 JUNE 2012

Present: Mr Scott (Chairman), Mrs Blackman, Mrs Davis, Mr Ellison, Mr Frankland (from Minute 31), Mrs Gavin (from Minute 25), Mr Hewitt, Mrs Hollis. Mrs Taylor (Borough Councillor)

21. Apologies for Absence Apologies were received from Mrs Boutle, Mrs Burgess, Mr Favell, Mr Frankland, Mr Strawbridge, Mr Finney and Mr Golding.

22. Notices The Chairman was sorry to announce the resignation of Roy Jarman due to ill health and he thanked him for his service to the village over the past five years. He reported that he and his wife had attended the Hampshire County Service of Thanksgiving to celebrate the Diamond Jubilee at Winchester Cathedral on 27 May. It was a lovely event in the presence of the Earl of Wessex followed by a reception in the Inner Close. On the previous day he had presented the Parish Council’s trophy to the winning team in the U10s competition at Oakley Football Club’s 6-a-side tournament. The Chairman gave a brief report of the meeting with the Oakley and Overton Partnership on 8 June which was also attended by Mrs Burgess and Mrs Hollis plus Mrs Taylor. The outcome was that the Partnership was not prepared to change the existing arrangements but had agreed to prepare a note for Link to explain how the services operated and would forward a draft of this. They were aware of the car parking issues and were doing their best to address these.

23. Minutes The Minutes of the meeting held on 10 May 2012 were confirmed and signed by the Chairman.

24. Matters Arising It was noted that there had been no proper response from Hampshire Highways following the request for silt traps at Rectory Road pond. Mr Ellison agreed that there was clearly a problem with road run-off and it was suggested that the Clerk should contact Stuart Grace to see if he would be able to remove some of the silt from the pond.

25. Casual Vacancy – East Oakley (East) Ward The Clerk confirmed that there had been no request for an election and it was proposed by Mrs Davis and seconded by Mr Hewitt and RESOLVED: That Wendy Gavin of 11 St Johns Piece, Oakley be co-opted to the Council to fill the vacancy for the East Oakley (East) Ward.

Mrs Gavin signed her Declaration of Acceptance of Office and was invited to join the meeting.

26. Planning Matters Minutes of the Planning Committee meeting held on 17 May 2012 – It was noted that this had been a very short meeting and the next one would be held on 28 June. 27. Oakley Community Association Mrs Davis referred to the minutes of the Association meeting held on 6 June and gave further details of the open meeting to be held on 4 July to agree the constitution. Mrs Davis asked to stand down as the Parish Council’s representative on the Association and Mrs Hollis kindly agreed to take her place. The Chairman thanked Mrs Davis for her involvement.

28. Diamond Jubilee The Chairman explained that the Big Lunch had been called off due to the wet weather but that he and Jeremy Vaughan had visited those people who had lived in the village for 60 years or who were celebrating their Diamond Wedding anniversaries in 2012 to present them with a book of the life of the Queen. The Revd Vaughan had taken photographs of the presentations for Link magazine.

29. Working Party Reports (a) Environment (i) Allotment Site – The Chairman summarised the report from the meeting held on the 28 May with representatives from the Allotment Association and which had previously been circulated. Following Mrs Taylor’s meeting with planning officers, it was noted that it was extremely unlikely that permission would be given for housing on the current allotment site and therefore it was agreed to write to Fowler Fortescue explaining this and asking if the Council could re-negotiate the lease and if they could look again at the request to extend the site into the adjoining paddock. It was further agreed to inform Fowler Fortescue and Hugh Preston that as there had been such a negative reaction from the current allotment holders to move to the proposed new site at Dell Farm, the Council felt unable to enter into negotiations with them for a lease of that site nor wished to pursue the site to the rear of the Beach Arms as it was only accessible by car. (ii) Jubilee Planting – It was noted the diamond flower bed had been planted but that there had been problems with the plants ordered resulting in a letter of complaint to Wyevale Garden Centre’s head office. An apology had been received with the offer of re-planting the flower bed in the autumn. (iii) Schools Competition – Mrs Hollis explained that the subject of the competition was ‘Plant and Animal Habitats’ but that judging and presentation dates were still to be arranged.

(b) Finance (i) Consultation on Appointment of External Auditor for 2012/13 and Future Years – It was agreed to inform the Audit Commission that the Parish Council was happy with the proposed arrangements. (ii) Loan Application – The Clerk confirmed that the loan had been received. (iii) Oakley Athletic Football Club – The Clerk was pleased to report that she had received a surprise cheque for £1123.78 from Oakley Athletic Football Club, being the balance of funds left over when the Club had been disbanded. They wished this to be used in some way for the benefit of football in the village and the Chairman agreed to write a letter of thanks.

(c) Peter Houseman Pavilion Extension Mr Ellison reported that work had started on the 28 May and he would be attending the first site meeting with the contractor on 18 June. It was proposed by Mr Hewitt and seconded by Mrs Davis and RESOLVED: That approval be given to the payment of the first contract sum of £32,642.75 by the end of June. (d) Publicity (i) Website – It was noted that Mr Frankland was presently attending the BDAPTC meeting at which parish websites was one of the main agenda items. (See Minute 31) (ii) War Memorials Book – It was proposed by Mrs Davis and seconded by Mr Ellison and RESOLVED: That approval be given for the printing of the book by Dollins Printing Services at a cost of £1,706.00 and that each book be sold for £8.00.

Mrs Blackman and the Clerk stated that they were extremely grateful for the huge contribution to the work on the book made by Mr Burgess and the Chairman agreed to write to thank him for his support and many hours of work.

Mrs Blackman explained that arrangements were in hand to have a book launch at the Methodist Chapel on Saturday 21 July and helpers were required.

The Chairman reported that St John’s Church had now been demolished and that work on the new memorial garden was due to start soon. Arrangements were being made for the Bishop of Basingstoke to bless the garden in September and the War Memorial would be re-dedicated at the Service of Remembrance in November.

(e) Sports Grounds and Play Areas Skate Park – It was noted that work on the repairs to the ramps had been completed but that it would be necessary to put together a maintenance plan to build up funds for future repairs.

30. Highway Matters (a) The Vale – Mr Hewitt explained to members about the Borough Council’s decision not to proceed with the parking restrictions in The Vale, other than a short section at the junction with Oakley Lane, without any further consultation with this Council. The final decision had been made by Councillor Golding as Portfolio Holder and it was therefore agreed to ask for an urgent meeting with him and Borough officers so that the reasons for the decision could be explained. (b) Ashe Hill Park Estate Pathways – A meeting with residents had been arranged for the 11 July at Newfound to be chaired by Mrs Taylor and the Chairman and Vice- Chairman agreed to attend. A site meeting with County and Borough officers was planned for 25 June and Mr Frankland agreed to step in as both Chairman and Vice- Chairman would be on holiday. (c) Passenger Transport Consultation – It was agreed that the Working Party would look at this. (d) Direction sign at the Pond – Members were not happy with the suggested replacement sign at the pond and it was agreed to undertake some research to see if it was possible to have a new arm made for the existing one. (e) Community Speedwatch – It was confirmed that Mrs Howells was still happy to front the scheme and nine volunteers were submitting papers for Police vetting. It was therefore proposed by Mr Ellison and seconded by Mr Hewitt and RESOLVED: That an order be placed for the purchase of the necessary equipment at a cost of £1,882.00 plus VAT.

31. Parish Website Mr Frankland, having returned from the BDAPTC meeting, gave an update on the situation regarding parish websites. He explained that there were three possible options but the favoured one was for parishes with websites currently supported by the Borough to get together and have a specialist company to develop new websites and that he had agreed to join a small group of councillors to take this forward. It was agreed to circulate a copy of the BDAPTC report which had been prepared for the meeting.

32. Future Meetings It was agreed that there should be no council meeting in August but that the September meeting be brought forward to the 6th.

33. Payment of Accounts RESOLVED: That the following accounts be paid –

Display Max Limited 168.00 HCC 40.00 Evolution Skate Ramps 5974.54 D Burgess 15.49 Larkstel 1842.85 BDBC 1072.81 S Warner 137.39 Peter Raine 391.30 HMRC 557.29

34. Circulars and Correspondence There were no circulars or correspondence.