Parish Council meeting minutes – 20th March 2023

Date:

Monday 20^th March 2023

Time:                                    7.30pm

Place:

Bramley Room, Bramley Village Hall

Present:

 Cllr Tony Durrant (Chair)

Cllr Chris Tomblin

Cllr Chris Flooks

Cllr Liz Capel

Cllr Malcolm Bell

Cllr Steve Day

Cllr Colin Shimell

In attendance:

Maxta Thomas (Clerk)

16 members of the public

Cllr Nick Robinson (Borough)

Apologies:

Cllr Keith Oborn

Cllr Rhydian Vaughan (County)

1

Apologies for Absence

As listed above.

2

Declarations of Interest

·         Cllr Tomblin declared an interest in item 9.1, due to his position on the BDBC Development Control Committee.  He took no part in votes on planning applications.

3

Minutes of the Last Parish Council Meeting

3.1

The minutes of the extraordinary meeting held on 26^th January 2023 were unanimously agreed as being a true record of the meeting.  

The minutes of the full council meeting on 21^st February were unanimously agreed as being a true record of the meeting. 

The Chairman duly signed the minutes of both meetings. 

3.2

Matters arising

·         The BDBC grant for the AutoSpeedwatch system has not been awarded, due to HCC Highways not confirming the licensing arrangements.  It appears that the license is a grey area where there is no policy, which is being explored at present.  Once the issue is resolved, a new grant application will be made to BDBC.  The HCC Councillor grant has been agreed and paid.  Clerk to check if this needs to be returned.

Clerk

4

Open Forum

In a change to the usual forum, Cllr Durrant asked members of the public to submit any questions they might have ahead of each agenda item.

5

County Councillor Report – see appendix A. 

6

Borough Councillor Report – Cllr Tomblin, , and Cllr Durrant gave a verbal report.

·         BDBC has been approached by Great Wolf resorts who are looking at bringing a water resort to the borough at the current Basingstoke Golf Centre by the Leisure Park.  This would include a 500 room hotel and water activities. 

·         BDBC fund for coronation events – the deadline for applications is Friday 31^st March.  Details on BDBC website

·         A report has been commissioned and received looking at solar panels on industrial rooves in the borough.  The report is on the BDBC website.

·         BDBC are launching a litter campaign for last two weeks in March.

·         From 1^st May to 31^st Aug bin collections will be from 6am – all bins should be put out by then.

·         BDBC has sent out a guide to recycling to whole borough.

·         Local groups are invited to nominate young people for the Basingstoke Youth Award.  The award recognises significant achievement by people who are under 18.  The deadline for nominations is 24^th March

·         The Eastrop Park water fountains have now been switched off permanently as they have reached the end of their life.

·         Ward members are now to be notified when open spaces are available for adoption by either BDBC or a management company, and will be able to raise concerns.  It is hope that this will avoid double charging.

·         Scrutiny Committee terms of reference are being reviewed.

·         Election purdah starts 23^rd March.

·         A resident asked about flooding in Basingstoke near where the proposed hotel is likely to be.  Cllr Tomblin responded that BDBC is looking at this.  It may have been dealt with as part of the recent Buckskin flooding works. 

·         The BDBC annual plan was put to full council and approved.  It can be viewed on the BDBC website.

7

Parish Environment

7.1

Air Quality monitor – future usage/positioning – following a recent councillor resignation, a new lead councillor is required for the AQ monitor, particularly with regards to the data monitoring.  Bramley PC is also looking at moving the unit from its present location.  It was noted that permission will be required from whoever owns the post that the unit is placed on.  It was also noted that this will incur a cost for a new installation elsewhere.  To be reviewed at the April meeting. 

Clerk

7.2

Coronation Event – Sherfield Parish Council are looking at giving mugs to under  18s in the Parish.  It was suggested that Bramley and Sherfield could make this a joint venture.  Distribution could perhaps be via the school.  Clerk to make enquiries with Sherfield Parish Council

The Church want to hold a Celebration of Flowers from 6-8^th May.  Cllr Day will work with the Church on a grant application. 

A commemoration plaque to celebrate both the coronation and the  life of Queen Elizabeth II was suggested.

The village fete is scheduled for the weekend after the coronation – it was suggested that the PC could take a stand and have a raffle where proceeds go to the King’s favourite charities. 

A resident suggested a mini Stonehenge type stone commemorating the Queen and the population of Bramley at the time, followed by King Charles, and with spaces for future monarchs.  This will be explored. 

Clerk

Cllr Day

Clerk

8

Clerk’s report & Administration

8.1

Parish magazine article – the next issue will be the May issue, and Cllr Shimell will write the article.  The deadline is 15^th April 2023. 

Cllr Shimell

8.2

Casual Vacancy – the Clerk noted the resignation of Bruce Ansell from the Parish Council.  The statutory notice has been forwarded to Electoral Services at BDBC, and has been displayed on the PC noticeboards and is on the PC website.

9

Planning (see Appendix C)

9.1

New Applications 

None.

9.2

Planning Appeals Update

21/03758/OUT – Land At Stocks Farm The Street – Outline planning permission (with all matters reserved except for access) for the demolition of one dwelling and erection of up to 140 dwellings and a community building of up to 250sqm under Use Class E, together with sports and leisure facilities – Planning Inspectorate reference APP/H1705/W/22/3302752

·         The appeal hearing took place in January.  A decision is expected in due course. Update: Since the meeting the Governments planning Inspector has approved the application

10

Reports

10.1

Allotments & Burial Ground

         i.            St James Park allotments update – the handover of the allotments from Persimmon to Bramley PC is now very close.  All items requested have now been resolved, apart for the delivery and spread of topsoil.  Persimmon’s contractor has said that they cannot do this before the w/b 3^rd April; however, Persimmon are trying to bring this forward.  Once this done and the lease is finalised, the PC contractor will get on site to lay out the allotments and install a second water trough.  It appears that the allotments will not be ready for tenancy by 31^st March, as hoped, but it should be soon after.

Cllr Durrant recorded thanks to Cllr Shimell, Cllr Tomblin and the Clerk for their work facilitating the St James Park allotment work. 

A resident asked what the position was with the Clift Meadow path.  Cllr Durrant responded – the lights installed are still not working, although the PC is pressing Persimmon to resolve this. 

10.2

Village Hall Trust – see appendix A. 

10.3

Clift Meadow Trust – see appendix A.  Cllr Capel gave a verbal update.

·          The energy grant is now in the bank

·         The chairs have now been replaced.

·         CMT are still looking at a possible kick wall. 

10.4

Police & Neighbourhood Watch – see appendix A.

10.5

Highways & Footpaths – see appendix A. 

Cllr Durrant noted various roadworks around the parish and surrounding areas.

Clerk to chase Highways about the missing traffic calming bollards.

Clerk

10.6

Chairman’s Report

         i.            Resident letter to BDBC re housing numbers (see appendix B) – the resident noted housing numbers and lack of infrastructure.  He stated that Bramley has been subjected to unprecedented housing building, which is being used to compensate for the wider BDBC shortfall. 

Cllr Bell feels that Bramley PC should approach officers on a case by case basis and show them the problems that Bramley faces. 

Cllr Tomblin noted (in his ward councillor role) that there are possible opportunities to challenge policies in the ongoing Local Plan Update.  In particular, the housing numbers calculation is being challenged.  Cllr Durrant stated that the shortfall in the 5 year land supply is a big issue for Bramley and other parishes.  Cllr Robinson observed that applications are going to appeal because of the ’tilted balance’ which the planning inspector has to consider.  He also noted that any previous over-delivery does not have an effect on the current 5 year housing land supply. 

A resident noted that Bramley has become a hub for the surrounding small villages, which is what has led to problems.  They asked if a joint approach from Bramley and small parishes would be effective, particularly on road infrastructure. 

       ii.            Statement re Facebook Bramley Community page – the Chairman made a statement regarding recent postings on the Bramley Community Facebook page.  He noted that as a rule Bramley PC does not respond to FB chatter but the tone and content in this instance has made a public response necessary.  He further noted that only one resident contacted the Parish Council directly concerning the allegations made on FB.  The rest of the contributors chose to base their allegations, abuse, attempted intimidation and libellous remarks on the unsubstantiated allegations of one resident, who was supported by the Group Administrator.

Cllr Durrant went on to state that he and the other Councillors and Clerk are loyal to the Bramley community.  He noted that Councillors have dedicated significant time and effort free of charge, some of them for many years.  He stated that he is very proud the Councillors, as should the community be.

Cllr Durrant observed that Bramley PC is totally transparent in its activities. There are very tight national regulations which Bramley PC adheres to, and the finances and mode of working are audited every year by both internal and external audits.  There is no question of financial impropriety at any time.  Bramley PCs financial management is considered exemplary, with, for example, a completely clear external audit for 2021-22.  Accounts and bank statements are reviewed at public full council meetings each month and are included in the minutes which are published on the Bramley PC website.

Cllr Durrant stated that no financial transaction is finally decided upon anywhere else but at these monthly public meetings.  Matters are discussed as and when throughout the month so that Councillors are prepared for discussions and decision making at meetings, all of which is standard practice for Local Authorities.

     iii.            Statement re Grant requests – the Chairman made a statement regarding how grant requests are handled.  Grant requests are received by the Clerk, and are rarely unexpected – usually there is a discussion by email and or the phone with the applicant.  The first action taken by the Council is a review by the Clerk to determine if the PC can lawfully give the grant.  If not the applicant is advised that the grant request cannot be accepted. This saves every one time and dos not set false expectations.

If the PC can lawfully consider a proposal the Cllrs are advised immediately by email of the content and the Clerks  determination of lawfulness,  so that they can prepare for a discussion at this meeting.  Cllrs are free to express their views, ask questions and form their opinions.     

The applicant will during this time finalise and submit the request form.  It is only when the form is submitted and reviewed that a final decision will be made at a public full council meeting.  No money is given out until this has happened.  The Clerk monitors the process to ensure we are compliant with regulations and our code of conduct.  Any claim that Bramley PC has decided a grant ‘behind closed doors’ is unfounded.

     iv.            Final statement – the Chairman made a final summing up statement.  Cllr Durrant noted that there is clearly a lack of understanding of the process within parts of the community.  Bramley PC follows the rules and is totally transparent in its activities at all times.  Allegations to the contrary are unfounded, spurious and benefit no one.

He encouraged residents to come to meetings, check the PC website, and to contact the PC if they have any queries.  Contact details are available and appear every month in the Bramley Magazine which is delivered to every household.

       v.            Cllr Durrant stated that contributors on the FB thread have not carried out any due diligence but rather have joined in with those with a vested interest in their own agenda.  They know that Bramley PC cannot and will not  respond on Facebook.  Bramley PC will not tolerate abuse, lies, libellous comment and misinformation but normally can only respond on its’ own social media, web-site or at the monthly public meeting.  Bramley PC will not be a victim of toxic personal agendas, hence the statements being made at this meeting. 

The FB group administrators first duty is to uphold the rules and guidelines which control the group’s activities.  The community look to the Group Administrator for protection from abuse, bullying, intimidation and misinformation, and also to see fair play.  On this occasion he has allowed unevidenced and unjustified abuse of the Parish Council. 

Cllr Durrant asked that the FB Group administrator allows the PC to respond to the posts in an honest, open and transparent way and that that response will be shared with all members.  The PC will never attack or abuse members but wish to have the right to offer facts.  Cllr Durrant plans to meet with the FB group administrator to discuss the issues raised. Update: Since the meeting a request to speak with the Administrator was made and we are still awaiting a promised response.

     vi.            A resident noted that she has attended meetings for years, and stated that Bramley PC has been very open and always willing to discuss and issues.  She thanked the PC for their work. 

Cllr Durrant

11

Consultation documents requiring consideration

11.1

Draft Guidance on Planning Obligations and Infrastructure Requirements – details of this HCC consultation has been distributed to all Councillors.  The deadline for comments is 31^st March.  All councillors to review and send comments to Clerk, who will collate and submit as necessary.

All

12

Grant Applications

12.1

Bramley Solar Farm Residents Group (BSFRG) – this application for funding has now been withdrawn. 

Non-financial support for Solar Farm judicial review –  Cllr Durrant noted that a judicial review challenges the process of the appeal, rather than the decision, and  that there were issues with the appeal process in this instance.  He stated that Bramley PC always looks for a fair hearing for Bramley residents. 

Cllr Tomblin agreed that the planning inspector responses and practices were not necessarily in line with due process.  He also noted that the BDBC legal team did not necessarily give the robust defence of the refusal that may be expected.  He feels that weight given to green energy against the harm on the landscape and archaeological features was unbalanced. 

Cllr Durrant stated that BDBC were asked if they would support a judicial review.  BDBC did not seek a legal opinion, but used their own planning and governance experts, who refused to do it, mainly on the grounds of cost. 

It was noted that BSFRG has sought a legal opinion which states there is a case to be made.  The BSFRG group led judicial review is a continuation of the Rule 6 status they had at appeal. 

Cllr Shimell noted that he did not recall concerns raised at the time of the appeal, only that it seemed much more informal than other appeals.  He feels that much of the current comment is due to hindsight. 

A resident asked about the recent resignation of a councillor, seemingly associated with this issue.  Cllr Durrant responded that the ex-councillor’s reasons were his own, and that he should be asked directly about these.  It is not for the Parish Council to comment on these reasons. 

A resident questioned whether Bramley PC should be meeting with developers to try and obtain something of value for Bramley out of any possible development.  Cllr Durrant stated that Bramley PC does already do this, regardless of whether the PC is likely to be pro or anti the proposals on the table.  He also noted that the expansion of the Clift Surgery was as a result of negotiations with the developer of St James Park. 

Cllr Durrant proposed that Bramley PC support (not financially) Solar Farm judicial review process.  Cllr Bell seconded.  Cllr Capel abstained from the vote, and Cllr Shimell voted against the motion.  All other Councillors voted for the motion, which was carried.

13

Finance

13.1

Approval of payments (see appendix C) – the Clerk has circulated the list of payments for approval.  Cllr Tomblin proposed and Cllr Day seconded that the March payments be approved.  Unanimously agreed.  Clerk to process.  The Clerk noted two other payments due that were not on the statement.  Cllr Shimell has claimed £68.99 for a new padlock for the St James Park allotments, and a further invoice for £36 is expected from DCK Payroll Solutions for the year end payroll processing. These were also approved.

Clerk

13.2

Receipts – the receipts were noted.

14

Date of Next meeting

The next full Parish Council meeting is scheduled for Tuesday 18^th April 2023, with Planning Committee the week before on Tuesday 11^th April 2023.  The Annual Parish Meeting will be held on Tuesday 25^th April.

15

Resolution to exclude press and public from items that may require discussion of possible legal and financial proceedings 

None.

16

Confidential Items

None.

The meeting closed at 9.48pm