Medstead Parish Council

Minutes of the Full Council Meeting of Medstead Parish Council held in the Village Hall on Thursday 6th June 2019 at 7.30pm.

Present: Councillors Deborah Jackson, Roy Pullen, Charles Clark, Ken Kercher, Michael James Smith, Michael John Smith and Georgy Fuzzard. Also in attendance: 1 member of the public and Peter Baston (Parish Clerk).

19.106 OPEN SESSION a) The member of the public stated that the bushes on Hussell Lane by the Green required pruning and this would be put on the Parish Lengthsman task list for his next visit on 1st July. b) The member of the public stated that the hedge by the cemetery entrance require cutting back and the Clerk would contact the contractor to get this done Clerk c) The member of the public asked whether any consideration had been given to planting the containers with flowers again as in previous years. The member of the public kindly volunteered to undertake this on behalf of the Council and would be reimbursed accordingly. d) Cllr Mike (Jo) Smith asked if anything further had been heard from the Charity commission regarding the possibility of the Mulcock Charity granting funds to the Alton Food Bank. In Cllr Penny’s absence from the meeting, it was requested that Cllr Penny this will be reported upon at the next Full Council meeting after speaking with the Secretary of the Mulcock Charity.

19.107 APOLOGIES Cllrs Jean Penny & Andrew Jackson – both approved.

19.108 DECLARATION OF INTEREST None.

19.109 COUNCIL MINUTES a. The minutes of the meeting held on 1st May 2019 were reviewed and proposed as a true record by Councillor Pullen seconded by Councillor Mike (Ja) Smith, and signed by the Chairman. b. 19.83(c) (Consideration of additional notice board on Abbey Road) is Cllr D Jackson, outstanding, for discussion at the next meeting of the Maintenance Committee. Maintenance Cllr D Jackson will forward some photographs of the site suggested in time for Committee the next Maintenance meeting.

19.110 COMMITTEE MINUTES AND REPORTS a) Planning Committee i. Planning Chairman Report. Nothing of significance to report this month with only a few planning applications. The Inquiry for the Appeal for the Friars Oak 2/3 Refusal will be heard on Tuesday 9 July 2019 at Alton

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Assembly Rooms, High Street, Alton commencing at 10am on the first day. Subsequent days will commence at 9.30am. ii. Residents Liaison Meeting – Cllr Pullen had attended the recent Bellway meeting which was largely uneventful.

b) Maintenance Committee i. Maintenance Chairman Report. a) No meeting had taken place, so little to report. b) Memorial Tree. The positioning of a tree to commemorate local resident Mrs I Charlesworth was discussed and it was agreed that the preferred location wold be the wildflower meadow which is to be Maintenance transferred to Medstead Parish Council from Croudace Homes shortly. Committee / The precise location would be determined by the Maintenance Clerk Committee at their next meeting. The Clerk was asked to contact Mr Hans Taylor to confirm. c) St Andrew’ Churchyard – Tree Work. The Clerk had recently met with representatives from the Church to view the work which is being Clerk considered in the churchyard. It was agreed that the Clerk would liaise with Hampshire Woodlands and get a quote for the work. A faculty may be required and this would be down to the PCC to address. Once the quotation is received, agreement will be required as to how the work will be funded. c) Finance & General Purposes Committee i. F&GP Chairman Report. No meeting had taken place, so little to report. ii. Cllr Kercher reported that following the extraordinary meeting of F&GP previously reported, he had attempted to contact a contractor regarding the removal of the trees at the Village Hall but had not received any response. An alternative contractor was therefore appointed. iii. Cllr D Jackson asked if the as yet to be newly appointed Chair of Maintenance Committee could also attend the forthcoming F&GP meeting on 26th June.

19.111 CHAIRMAN REPORT a) With Cllr Pullen, Cllr D Jackson had met and briefed the new councillors recently. b) A working party of Cllr Andrew Jackson, Cllr Mike (Ja) Smith and the Clerk has Clerk / Cllr A been established to review the requirements of IT and in particular e mail Jackson / Cllr addresses, for Medstead Parish Council. The Clerk would set up the first Mike (Ja) meeting. Smith c) Cllr D Jackson had spoken with Rev’d Canon Pruen to discuss the protocol for the death of a senior national figure and Rev’d Canon Pruen is leading on this F&GP issue and a meeting will follow shortly. This will be placed on the next F&GP Committee agenda. d) On 21st June, with the Clerk, Cllr D Jackson is meeting HCC regarding the 20mph limit on the approach top Medstead on Trinity Hill. Councillors were All asked to give some thought about what practical solutions could be made to Councillors reduce the speed of traffic along this road. e) Medstead Parish Council has offered to host “Code of Conduct Training” through EHDC. Beech, Bentworth, Ropley & Four Marks PC’s have all asked to send delegates and a date is awaited from EHDC.

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19.112 MEDSTEAD PARISH CLERK REPORT a) Further liaison with lawyers regarding the purchase of the land at the rear of the Cemetery. An issue was raised with the northern boundary as marked on the transfer document which is being reviewed and amended by the legal team; b) Confirmation from land owner of FP8 off Common Hill who has agreed to repair the stile. Have written further suggesting that this is replaced with a kissing gate and a response is awaited; c) Obtained a further quotation to remove the oak trees at the Village Hall from Hampshire Woodlands (HW). As a consequence the contract was let to HW who have now carried out the work; d) Met with the internal auditor and successful obtained their approval of the final Medstead PC (and Wake) accounts / AGAR for the 2018/19 financial year who have signed off the accounts with little comment. Now for the external audit! e) Let contract to Paul Grace for the installation of french drains in the SW corner of the cemetery. Also agreed that Paul Grace should remove the dead cherry tree in the cemetery; f) Met EHDC to discuss S106 / CIL funding issues; g) Met with EHDC Planning at Penns Place to discuss planning issues regarding the car park extension at the Village Hall; h) Met with allotment association and EHDC at the allotment site to review the outstanding issues required to be undertaken by Cala Homes before the land can be considered to be transferred; i) Met with St Andrew’s PCC regarding certain tree work they are looking to undertake in the Churchyard.

Cemetery Activity One transfer of burial rights.

Village Green Booking(s) Alton Colts football club to use the Green on for training. The dates are:  Saturday mornings from 9.30 until 11am from Saturday 11th May until Saturday 29th June (inclusive)  Saturday mornings from 9.30 until 11am on Saturday 24th August and Saturday 31st August  Tuesday nights from 6pm to 7pm from Tuesday 10th September until Tuesday 22nd October (inclusive).

Wedding on 8th June which will overspill from the Hall.

Medstead Village Fete – 13th July.

19.113 DISTRICT COUNCILLOR(s) REPORT None received.

19.114 ANNUAL PARISH ASSEMBLY a. The minutes of the Assembly were agreed and would be signed at the 2020 Assembly meeting. b. Cllr D Jackson thanked councillors who had attended the Assembly.

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19.115 CORRESPONDNCE a. Village of the Year 2019 - Sponsored by Fullers. This was noted b Council.

19.116 FINANCIAL MATTERS a. It was RESOLVED to approve the Income and Expenditure report for May 2019. This was proposed by Councillor Kercher seconded by Councillor Pullen.

EXPENDITURE Amount Date Paid Chq No Payee Transaction detail (£)

Day Work 01/05/2019 2926 L Perry 640.46 Contractor 01/05/2019 2927 Medstead Village Hall 154.00 Meeting Costs 01/05/2019 2928 Clerk 804.46 salary April 19 Clerk expenses April 01/05/2019 2929 10.00 expenses April 19 19 Mowing Contract - 01/05/2019 2930 Joe Noades 520.00 April 19 Tree work in 02/05/2019 2931 Hampshire Woodlands 720.00 cemetery 07/05/2019 2932 HALC 180.00 Consultancy fee 08/05/2019 2933 Royal Mail 183.00 PO Box Renewal Hampshire Playing 08/05/2019 2934 40.00 Fee 2019/20 Fields Assoc. Mobile phone 12/05/2019 DD Vodafone 19.08 contract 15/05/2019 CC Sainsburys 6.50 Stationery 15/05/2019 CC Card Factory 14.64 Stamps Block Plan for Village 20/05/2019 CC UK Map Centre 18.90 Hall Car Park

Key: CC Credit Card Payment

DD Direct Debit

INCOME Transaction Income Description Income (£) date

08/05/2019 Memorial 30.00

10/05/2019 Medstead Sports Club 120.00

15/05/2019 Transfer of burial rights 25.00 Cala Homes (Legal 15/05/2019 275.00 Costs reimbursement) 31/05/2019 Interest 18.27

b. It was RESOLVED to approve the bank reconciliation report(s) for May 2019 as approved by Cllr Mike (Jo) Smith. This was proposed by Councillor Clark and seconded by Councillor Kercher. c. It was RESOLVED to approve the Annual Governance and Accountability Return 2018/19 (Part 3) with Section 2 being signed by the Chairman and Clerk. This was proposed by Councillor Clark and seconded by Councillor Kercher.

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d. It was RESOLVED to approve the Final Internal Audit Report for 2018/19 and the Clerk was thanked for achieving the Report. This was proposed by Councillor Clark and seconded by Councillor Kercher.

19.117 MEDSTEAD PARISH OFFICE Nothing further to report

19.118 S106 / CIL FUNDED PROJECTS a. Village Hall Car Park Extension. Cllr Pullen outlined the latest position where confirmation had been received from EHDC that formal planning permission will not be required as it falls within Class A, Part 12, Schedule 2 of the Town and Country Planning (General Permitted Development) (England) Order 2015. In addition, confirmation has also been received that a car park without any structures would be exempt from the Building Regulations, so there is not a need to submit a Building Regulations application. Cllr Pullen asked Council however for agreement that the project could now proceed without a formal Certificate from EHDC. This was unanimously approved by Council and it was agreed that the Clerk would draft confirmation to: i. Buds Landscapes that the project can now be scheduled into their work programme; ii. Medstead Village Hall and; iii. The owners of the neighbouring property. b. Extension to Cemetery. This is in the hands of the legal representatives but it is hoped that the transfer of the land can be undertaken shortly. c. Medstead Village Green. Cllr Kercher updated Council stating that the recent dry weather had delayed the process and there is a possibility that the nematodes stored may deteriorate. Wet weather is required to use the nematodes and it is hoped that with the forecast of wet weather that this can be undertaken shortly. However, the condition of the football side of the Green is better with seed having been sown and whilst the grass is germinating some seed had not germinated due to the dry weather. One beetle trap is in pace but as yet, no beetles have been detected again due to the dry weather. This will continue to be monitored.

19.119 MEDSTEAD POND(S) i. Five Ash Pond – No further update. ii. Village Pond – No further update.

19.120 COMMUNITY ENGAGEMENT PROJECTS i. Medstead Fete - There will be a stand at the forthcoming Fete and volunteers are sought to man it on 13th July. Cllr Clark volunteered Cllrs Clark, to be on the stall for part of the event and Cllr D Jackson will set up (Jo) Smith, the stall. Contributions were promised from Cllr Mike (Jo) Smith on Pullen, Kercher Speedwatch, Cllr Pullen on the car park extension, Cllr Kercher on & Clerk. the Village Green chafer grubs and the Clerk on the Cemetery extension. ii. Festive Lighting. A working party was agreed comprising Cllr Clark, Cllrs Clark & Cllr Kercher and the Clerk to take this forward. Kercher & Clerk

19.121 ALLOTMENTS Cllr Mike (Ja) Smith reported that little if any progress has been undertaken by Cala Homes in recent weeks. A further meeting with EHDC Enforcement and Community Engagement and Cala Homes is planned for 18th June to try and get

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Cala Homes to complete the outstanding tasks to allow the land transfer to occur and enable the Allotment Association to take over the responsibility of the site.

19.122 SPEEDWATCH i. Cllr (Jo) Smith agreed to publicise Speedwatch in the Medstead Times and Cllr (Jo) Smith update the Parish web site. ii. The possibility of a stand-alone electronic speed sign was discussed and agreed to be beneficial and a sign without data collection, would be taken forward by Cllr (Jo) Smith who had received indicative quotes from for Cllr (Jo) Smith companies. iii. It was also agreed that static signs advertising Speedwatch would be considered further and Cllr (Jo) Smith would take this forward with a view Cllr (Jo) Smith to placing them on the various roads entering Medstead.

19.123 COUNCIL REPRESENTATIVES Cllr Fuzzard agreed to become the Medstead Village hall representative which was approved by Council.

The Chairman closed the meeting at 9.40pm.

Chairman …………………………………………………..Date…………………………….

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