Notice is hereby given that a meeting of Elvetham Heath Parish Council will be held virtually on Monday 19th October 2020 at 7.30pm All parish councillors are summoned to attend AGENDA 46/20 Apologies for Absence To receive and record apologies for absence from parish councillors 47/20 Approval of the Minutes To approve the minutes of the following meeting: • Monday 21st September 2020: Nos. 32/20 – 45/20 To receive the minutes and accept recommendations from the following committee: • Planning Committee – 21st September 2020: Nos. 13/20 – 19/20 48/20 Declarations of Interest Declarations by members of any disclosable pecuniary or other interests in an item on the agenda and to receive any dispensation requests 49/20 Public Session An opportunity for members of the public to bring matters to the attention of the Council. For this meeting, please submit questions or requests to attend via email by Friday 16 September 2020. 50/20 Police Report – if available 51/20 Contract Tendering • To consider whether to tender the grounds maintenance contract • To agree to instruct a third party to carry out the tendering process 52/20 Budget Review To review performance to budget and the forecast for the second half of 2020/21 53/20 Monthly Financial Review • To review & accept the financial reports for September • To review the schedule of debtors dated 30 September 2020 • To review and approve the schedules of payments for October. 54/20 Chairman’s Report & Announcements To receive a report and any announcements from the Chairman of the Council 55/20 Councillor Reports To receive reports from councillors on meetings attended, updates on projects and other matters not requiring any substantive decision 56/20 Officer Report To receive a report from the Executive Officer of the Council 57/20 Date of Next Meeting To consider holding a meeting on 16 November 2020 Signed Executive Officer The Key Centre Elvetham Heath Fleet Hampshire GU51 1HA Tel: 01252 819204 Email:[email protected] Minutes of the Meeting of Elvetham Heath Parish Council Held virtually on Monday 21st September 2020 at 7.30pm PRESENT Cllr Marilyn Robson (MR) Chairman Elvetham Heath PC (EHPC) Cllr Nicky Bond (NB) Elvetham Heath PC Cllr Claire Brooks-McGoldrick (CBM) Elvetham Heath PC Cllr Martyn O’Donoghue (MOD) Elvetham Heath PC Cllr Gordon Smith (GS) Elvetham Heath PC Cllr Candice Walmsley (CW) Elvetham Heath PC Cllr Nick White (NW)) Elvetham Heath PC Jan Hyatt (JH) Executive Officer Elvetham Heath PC Also Present Cllr Angela Delaney Hart District Council (HDC) Cllr Steve Forster Hampshire County Council (HCC) & HDC Cllr Sara Kinnell from 7.45pm Hart District Council Cllr Adrian Collett from 7.50 pm Hampshire County Council 32/20 Apologies for Absence There were no apologies as all members were present. 33/20 Approval of the Minutes The minutes of the meeting of 20th July 2020 (nos. 19/20 - 31/20) were confirmed as an accurate record and will be signed by the chairman when possible. The minutes and recommendations of the following committee were received and accepted: • Planning Committee – 20th July 2020: 07/20 – 12/20 34/20 Declarations of Interest & associated dispensations None 35/20 Public Session None 36/20 Police report Members of the local neighbourhood team were unable to attend the meeting but had sent through the crime report for August which was reviewed. Cllr Steve Forster stated that he had attended the Crime & Disorder Joint Scrutiny Committee and reported that: 1 2020 09 21 EHPC Minutes • details of local issues and initiatives which had been presented would be shared with the parishes. • Safer Neighbourhood Team are very aware of issues on the Heath relating to anti- social behaviour and meet regularly. There are actions being taken but this is a work-in-progress. • Basingstoke & Deane Borough Council employs local community safety patrol officers and have had some success in reducing the number of issues with ASB. Information will be shared with other districts and parishes • Road Policing unit has reported some success in dealing with anti-social driving on the Heath • Local Police Inspector is very aware of the problems with the 101 phone line and encourages online reporting. 37/20 Grant Request under S137 LGA 1972 – Victim Support A grant request for £100 had been received from the Hampshire & Isle of Wight branch of Victim Support prior to the previous meeting. The item had been deferred awaiting more Elvetham Heath specific information. This had been received. Resolved: to award the £100 grant as requested. 38/20 Investment JH explained that following the July meeting (Minute ref 26/20) the £200k of S106 funds had been transferred from the HSBC Money Markets savings account. It has now been paid into a one-year Business Savings Account with Nationwide Building Society which offers one of the best returns available currently given the restrictions on parish council investments. The account was at the beginning of September with the agreement of 3 of the bank signatories. Resolved: to confirm the investment in the Nationwide Business Savings Account. 39/20 Turner’s Way Recreation Area • NW reported that following the works to the motorway fence, an online survey had run throughout August to ascertain how residents want the area used: . Over 100 residents responded . Outdoor gym equipment and picnic benches were the most popular requests . 28 People have offered to be part of a working group to look after and shape the future of the area. He also reported that the Police Commissioner had awarded a £500 grant towards work which would be put towards phase 2 of the works – lowering the front hedges and better securing the area. He added that having walked the area, it was still looking good with little evidence of problems. MR suggested inviting the members of those agencies who met to find a solution to the problems to see what has been done. • MR proposed that the community orchard be extended and possibly doubled in size. There had been a suggestion for this in the survey and she was aware of people who would like to sponsor a tree. Resolved: To extend the orchard by up to 22 trees 2 2020 09 21 EHPC Minutes 40/20 Pavilion/Scout HQ • JH reported that the lease had been drafted that will hand responsibility for the pavilion to the 100th Elvetham Scout Group for the next 10 years. It has been sent to the Scouts for comment and will have to be approved by Persimmon as they hold the freehold to the building. • As the area seems to be a focal point for ASB, measures need to be taken to make it less attractive. Resolved: to organise a working party for Saturday 26th September to cut back the hedges and shrubbery and make the area more open so that anyone loitering there would be more visible. 41/20 Monthly Financial Review • The financial reports for August were reviewed and accepted. JH highlighted the £40k of S106 receipts which had been forwarded by HDC as an instalment of the funds to be transferred once the legal process to transfer the additional highway verge land has been completed. She also reported that whilst income from facilities still appears low, it has improved greatly this month as hirers are returning and this will show in the reports for the next meeting. • The schedule of debtors as at 31 August was reviewed. • The schedules of payments for August & September were reviewed and approved (see attached). 42/20 Chairman’s Report & Announcements MR reported that she has been receiving a large volume of emails and messages as follows: • Issues about the ASB at the pavilion/scout HQ • Concerns about the height of shrubs on the roundabouts making pedestrian visibility difficult. Particular concern re: children walking to school. Action: JH to contact Lotus Landscapes again to prioritise. • Residents in Ravelin Close concerned that the resident at No 20 has removed all the shrubs alongside the public open space and has tried to erect a tall fence. Action: to monitor • Morrisons’ delivery yard – it is a complete mess and rubbish from it blows all over the road, lorries cannot access and park along EH Way (contrary to planning consent), damage by lorries to verge and kerbs adjacent to the entrance. Action: JH to contact Planning Enforcement and Cc Environmental Health re litter SF reported that he had already raised the litter issue with HDC MR also reported that she and Cllr Delaney had spent the second morning of the school term observing the traffic and children walking to school across the two roundabouts at the railway bridge. The amount of traffic and numbers of children were shocking although most took great care. 43/20 Councillor Reports Councillors with reports as follows: • Cllr Bond o Carried out an allotment site check with Jo, the allotment manager. A lot of issues were highlighted, and a letter is to go out to all plot holders reminding them of the Ts & Cs 3 2020 09 21 EHPC Minutes • County Councillor Collett o Dealing with concerns from residents about road safety near Whitewater Road. o Footbridge – JH forwarded details of issues relating to youths climbing on top of the footbridge. Anti-climb paint has now been applied. o HCC telephone lines have not all been operational. This should be rectified shortly. o HCC financial situation – Covid has had an estimated £210million impact to finances. Going forward to deal with adult social care, the county has to find an additional £40million each year. • County/District Cllr Forster o Work has started on the Calthorpe Park School extension o Pedestrianisation of Fleet Road is to be debated at HDC full council.