HIGHCLERE PARISH COUNCIL

Minutes of the Parish Council Meeting held at

Highclere Village Hall

Tuesday 14 March 2017 at 7.00pm

Members: Sally Izett (Chairman), John Stoker (Vice Chairman).

Councillor Mike Jenkins, Councillor Don Langan, Councillor Brad Norton, Councillor Jane Smith, Councillor Mike York

In attendance: Clerk to the Council Sue Edwards. Borough Councillor Graham Falconer, Jane Meredith Newbury Weekly News, Millie Nicholls.

The Chairman welcomed everyone to the meeting.

152/16 Apologies for Absence. Apologies were received from Borough Councillor John Izett and County Councillor Tom Thacker.

153/16 Declarations of Interest. There were no declarations of interest.

154/16 To confirm accuracy and sign the Minutes of the Council Meeting held on 14 February 2017. The Minutes were circulated and it was unanimously resolved that the Minutes be accepted as an accurate record. They were duly signed by the Chairman, Sally Izett.

155/16 To Progress Resolutions from 14 February 2017. (Matters arising from the Minutes). 48 /16 Report on Internal Audit HVH Trust Deed - The Clerk has contacted Roger Taylor, a solicitor with Wellers Hedley’s for advice. He has been on holiday. 81/16 Little Trim Trail. The Clerk has received a reply from BDBC saying that the Trim Trail cannot have a tourist Brown Information Sign. Action: Cllr. Falconer asked for the email to be forwarded to him. 84/16 Report on Planning The HPC Planning Protocol to be revised by the Planning Advisory Committee. 115/16 Report on Roads and Transport Cllr. S. Izett asked Cllr. Thacker to find out if there were more Barred Route Funds for Highclere. Cllr Thacker has responded – “I and my fellow County Councillor for Andover North are working with Test Valley borough council to resolve the issue. The agreement is between TVBC and HCC and has been escalated to the TVBC overview and scrutiny committee, whose chairman has written to the HCC executive member for clarification on the collection and use of the funds, which must be spent on local projects. While I have requested to be copied, but not yet seen the reply, I have been indirectly told that the problems with the recording systems have been resolved for a couple of months, so the fines, which it seems stopped for a period, should now be operating. As soon as I know more I will report again”. 145/16 Report on Environment Flooding in Highclere Street and on Treasure Hill. The Clerk reported the flooding to HCC and Steve Goodall. Work has been undertaken on Treasure Hill. The Highclere Street ditches require clearing by the landowner. Action: The Chairman to contact the Highclere Estates’ Manager.

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146/16 Report on Roads and Transport Speedwatch The Clerk notified Cllr. Norton that £1000 had been received from HCC.

156 /16 Public Participation. No members of the public were present.

157/16 Reports from Borough and County Councillors. Borough Councillor Graham Falconer. The Council voted for the 2017/18 budget as expected and so the increase in council tax is 4.99%. Cllr. Falconer said that it is worth noting that council tax raises £6.5 million whereas our commercial rents raise £16 million. HCC Education were unable to attend last week’s Scrutiny Committee but figures show that Testbourne and The Clere School performed well both in BDBC, Hants and nationally. There is a worrying national trend that, in many subjects, boys are performing badly compared to girls. The Executive Directors vacancy is as yet unfilled as the person who accepted it then changed their mind. The pre-application to develop 3,200 dwellings at Manydown has now been submitted. A statue is to be erected in to Jane Austen. Cllr. Falconer questioned its value at the Performance Panel and was informed that she was born and raised in Steventon, just a few miles from Basingstoke. Cllr. York asked what was the plan for Recycling Centre passes after December 2017. Cllr. Falconer said that he was already working on this issue with Cllr. Thacker. Action: The Chairman to write to Cllr. Thacker and Cllr. Humby.

158/16 Co-option of new parish councillor. Following the resignation of Cllr. Graham Falconer notification of a Casual Vacancy was made to BDBC elections. A Notice of Vacancy (s.87(2) LGA) was posted on the three Parish noticeboards on 12 January 2017. The Notice was posted for 14 working days. After 14 working days, there was no request from the Public for an election. BDBC were informed that the Council intended to co-opt when there was a suitable candidate. Subsequently parishioner Camilla Nicholls emailed the Chairman to express interest in becoming a Parish Councillor. The Clerk sent information to Mrs. Nicholls pursuant to s.79 of the 1972 LGA Act to inform her of the criteria of eligibility. Mrs. Nicholls supplied the Council with self- certification of eligibility to stand. Cllr. Norton proposed Camilla Nicholls for the position of Parish Councillor, the motion was seconded by Cllr. Stoker and the Council unanimously supported the appointment of Mrs. Nicholls. Resolution: Camilla Nicholls co-opted as a councillor. Acceptance of Code of Conduct Camilla (“Millie”) Nicholls agreed to adopt the Code of Conduct for councillors and signed the acceptance of office book.

159/16 Report on Environment. Southern Water Tubbs Lane Scheme. The Clerk explained that unfortunately Southern Water were not able to attend but they had sent an update. “Southern Water will start work to replace 25m of water main in Mount Road (the section between Tubbs Lane and Pantings Lane) on 13 March 2017. They hope to finish the project completely by May or June this year and will carry on working closely with the community to make sure any disruption is kept to a minimum”. Cllr. Smith said that she had spoken with representatives in Pantings Lane. Cllrs York and Smith raised many questions about the end of the project plan. Cllr. Norton said that work had finished in Pantings Lane but the road appeared to be a dumping area for the spoils of Mount Road. Action: The Clerk to invite Southern Water to the next parish council meeting. Litter. BDBC are to inspect the A343 and clear when they think that it is required. The Chairman informed that Council that the Litter Warden had been threatened by a motorist.

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The incident was reported to PCSO D. Hope who had advised panic alarms and a body camera which can record incidents and act as a deterrent. The litter warden has requested a flashing orange light for the top of his van. Action: The Clerk to purchase a flashing light and to circulate the costs of two body cams with supporting explanations. Agenda item for April meeting. Lengthsman. Cllr. Jenkins said that he had not received any notification about the scheme. Some councils had not used their allocation but, unlike last year, this had not been re- distributed. Action: The Chairman to contact Cllr. Thacker for confirmation that the scheme was continuing.

160/16 Westridge Studio update Westridge Studio Reimbursement of Costs – the Clerk confirmed that the accounts have been fully reimbursed and the legacy fund from Miss D. R. Gribble has been transferred to the Westridge Trust following a visit to the bank on 23 February by Cllr. Stoker (Vice Chairman) and Cllr. Jenkins accompanied by the Parish Clerk. The accounts now show that the reimbursements to the Parish Council have been completed. Cllr. York stated that the planning application has been submitted to BDBC and it could take 12 weeks to approve as it is judged as a business application as opposed to a residential application. He thanked Cllr. T. Thacker for the grant which was used to cut the hedge. Cllr. S. Izett has already written to thank Cllr. Thacker. The printing press is to be removed this week. A kitchen has been donated and crockery has been given by the village hall. Builders’ ball park estimates are being collated. Cllr. Langan asked if there would be residual funds after the building work. Cllr. York said that the plan was to leave fuds to sustain the project for at least five years. It is essential to refurbish the building but perhaps grant funding could be used to complete external works. Cllr. York explained that the delegated Launch Committee was working hard on grant applications. Cllr. Langan asked if he could see a copy of the business plan which was produced in February 2017. Cllr. York to arrange.

161/16 Social Media Policy Before the meeting the Clerk had circulated PowerPoint slides from the recent HALC training. The councillors discussed Twitter and Facebook. The consensus was that Twitter was not appropriate. There were mixed views about Facebook. The advantage is that news is immediate. The Clerk explained that parishioners can sign up to email alerts on the parish council website www.highclerepc.uk and they will receive the News as soon as it is posted. Cllr. Smith said that perhaps a Highclere Facebook page should be a community page which the parish council website could link to. Action: Cllr. Smith to speak to Patrick Hedgeland of the Highclere Society.

162/16 Data Protection and Cyber Security The Parish Clerk had previously circulated PowerPoint slides from the recent HALC training. The law will be changing and the parish data protection policy will need to be amended. It will no longer be possible to charge for information requests. A new EU directive is being released in 2018 and the UK will opt-in as data is used across borders in the commercial environment. The key points relate to how data is sent and received e.g. emails, consent to hold employee data, email addresses for each councillor, use an anti-virus software, don’t click on links, don’t forward suspicious emails, strong passwords. The Clerk advised that the HPC Financial Regulations and Data Protection Policy cover some of these areas. A consent form, separate from an employee contract, should be signed by all employees in future. The councillors discussed the pros and cons of separate email addresses. They decided to copy the Clerk on all correspondence so that there was a centrally retained information trail which could be accessed if necessary. It was decided not to set up separate email addresses for councillors.

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Action: The Clerk to review all standing orders and amend for the councillors to review at the May Annual Meeting of the Council.

163/16 Report on Roads and Transport The Chairman has written to Adrian Morgan at BDBC thanking him for organising the signs to Highclere Castle (avoiding Church Lane). Speed Indicator Device The Clerk had previously circulated proposed SID sites. Speeding through the parish is the main concern for parishioners. The location of the sites was Proposed by Cllr. Norton and Seconded by Cllr. S. Izett and the Council unanimously agreed to adopt the SID locations. Cllr. Norton has contacted Alfred Nortey, HCC to clarify if there are any outstanding actions. Cllr. Norton has contacted Westcotec supplier of the preferred SID. The batteries last for 6/7 years. The brackets are aluminium and so it is recommended to buy spare brackets. It is £50 for each set of brackets. The data can be downloaded via Bluetooth or hardwire though cable. The data is anonymous – no number plates are recorded. Speed and volume of traffic data is collected. The Lengthsman will be paid to locate the SID and change the batteries. The Chairman has re-contacted EWPC to check whether they are still willing to offer a financial contribution. The SID is on 8-10 weeks back order. An extender pole will also be required so that there is headroom clearance. The SID will need to be added to the asset register. The estimated total cost of the project is £3000 plus VAT which can be reclaimed. There are speed calming funds that have accrued and a grant of £1000 from HCC. Cllr. York proposed and Cllr. Stoker seconded the motion to proceed with the purchase of the SID and the Council unanimously agreed. Action: Cllr. Norton to forward the Westcotec details to the Clerk. A34 diversion – the Clerk was forwarded an email regarding the disruption on the A343 caused by the A34 diversion. The Chairman said that this had been discussed at previous meetings and Cllrs Thacker and Falconer agreed to speak to all services to ensure that utilities liaised to minimise disruption. The A343 is the authorised diversion route and Cllr. Thacker has previously stated that this will not change. Manhole Mount Road. Cllr. Jenkins asked the Clerk to report a damaged manhole cover in Mount Road. Flooding Treasure Hill. The Clerk has reported flooding at the junction of Treasure Hill and Whitway.

164/16 Report on Planning

Change of use of redundant 17/00524/FUL Honeysuckle Cottage, Highclere Park buildings No comment. 17/00744/ADV McDonalds Drive Thru Illuminated sign No Comment

Action: The Chairman is to respond to the BDBC planning application process survey.

165/16 Annual Parish Assembly – 9 May 2017 Highclere Village Hall 7.30pm The Clerk has tried to contact the Fire Service speaker who agreed to present at the Annual Assembly. Cllr. Smith suggested a discussion about a Highclere Facebook group could be facilitated at the Annual Parish Assembly. Action: The Clerk asked Cllr. Jenkins to contact the film club to request use of their screen and projector.

166/16 Financial Matters

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Accounts for Payment

Date Expenditure Purpose Ex VAT Total Online incurred VAT / £ £ £ cheque 28/02/17 Litter Warden February Fuel Allowance 13.95 0.00 13.95 online 02/03/17 HALC Training Officer's Update 40.00 8.00 48.00 online 04/03/17 Highclere Hire of room for meetings 37.50 0.00 37.50 online Village Hall 06/03/17 S. Edwards IT support, new laptop 60.00 0.00 60.00 online transfers and email 23/02/17 S. Edwards Best2 Serve HP Pavilion 28.16 5.63 33.79 online Recovery Kit 31/03/17 Clerk's March Salary 733.29 0.00 733.29 online Salary 31/03/17 Litter Warden March Salary 446.40 0.00 446.40 online Salary 28/02/17 HMRC Tax & NI March 56.95 0.00 56.95 online 14/03/17 S. Edwards Clerk's Expenses 39.76 0.00 39.76 online 31/03/17 Smart 17.23 0.00 17.23 Direct Pension debit Employer Clerk's pension 2.87 0.00 contribution 02/03/17 BT Parish telephone line 19.26 3.85 23.11 Direct debit

Accounts were approved by Cllrs Stoker and Jenkins. The Clerk’s expenses were approved by the Chairman and Cllr. Norton.

167/16 Correspondence Received Email from Basingstoke Licensing Team informing the council that Highclere Castle intend to replace the plan of the Coach House Tea Room in order to include the Gift Shop as part of the licensed premises. No other changes to the licence. NALC/HALC email consultation on CIL/ non-payment of S106. Email from HCC at to provide views to the Police and Crime Panel on the efforts of the Police and Crime Commissioner for Hampshire and the Isle of Wight to tackle rural crime across our communities. Email regarding HCC concessionary fares which has been posted on the Highclere Parish Council website.

168/16 Councillors’ matters to be included in the Agenda for the next Council Meeting. Annual Parish Assembly, Southern Water, litter warden body camera.

169/16 Date of the next Council Meeting – 11 April 2017

Adjournment: there being no further business the meeting closed at 8.40pm.

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Actions: 48 /16 Report on Internal Audit HVH Trust Deed - The Clerk to contacted Roger Taylor, a solicitor with Wellers Hedley’s for advice. 81/16 Little Penwood Trim Trail. Cllr. Falconer asked for the email to be forwarded to him. 84/16 Report on Planning The HPC Planning Protocol to be revised by the Planning Advisory Committee. 145/16 Report on Environment The Chairman to contact the Highclere Estates’ Manager. 159/16 Report on Environment. Recycling centre passes - The Chairman to write to Cllr. Thacker and Cllr. Humby. The Clerk to invite Southern Water to the next parish council meeting. Litter. The Clerk to purchase a flashing light and to circulate the costs of two body cams with supporting explanations. Agenda item for April meeting. Lengthsman. The Chairman to contact Cllr. Thacker for confirmation that the scheme is continuing. 161/16 Social Media Policy Action: Cllr. Smith to speak to Patrick Hedgeland of the Highclere Society. 162/16 Data Protection and Cyber Security The Clerk to review all standing orders and amend for the councillors to review at the May Annual Meeting of the Council. 163/16 Report on Roads and Transport Cllr. Norton to forward the Westcotec details to the Clerk. Manhole Mount Road. The Clerk to report a damaged manhole cover in Mount Road. 164/16 Report on Planning The Chairman to respond to the BDBC planning application process survey. 165/16 Annual Parish Assembly – 9 May 2017 Highclere Village Hall Cllr. Jenkins to contact the film club to request use of their screen and projector.

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