> Home > Meetings > June 3, 2010

June 3, 2010

MINUTES OF MEETING
Title:	Basingstoke District Association of Parish and Town Councils
Held On:	Thursday 3 June 2010
Present:	Martin Slatford Allan Douglas Martin Biermann Leslie Fryer Julian Jones Russ Castle Peter Woodman John Robertson Roger Booth Carolyn Brown John Strawbridge Brian Langer George McGarvie Sandy Johnston Vanessa Richards Jo Slimin	Baughurst Bramley Chineham Chineham Dummer Highclere Kingsclere Mortimer West End Newnham North Waltham Oakley and Deane Overton Pamber Sherfield on Loddon Silchester Tadley
Guests:	Keith Chapman	BDBC
Apologies:	Alan Cox Claire Penfold Jacqueline Matthews John Jervois Peter Goff Maria Morris Lucy Sloane Williams Richard Walker Margaret Corbett Ivan Godsen David Leeks John Raymond Roddy Jameson Karen Brimacombe Clive Sanders Paula Chatterton	Ashmansworth Bramley Ellisfield Herriard Kingsclere Mortimer West End Overton Preston Candover and Nutley St Mary Bourne Sherfield on Loddon Tadley Winslade Wootton St Lawrence BDBC BDBC BDBC

Action

1 Minutes of the last meeting – 25 February 2010

1.1 Minutes were agreed as accurate.

2 Apologies for absence

2.1 Noted as above.

3 Basingstoke and Deane Borough issues to discuss with BDAPTC

3.1 Martin Slatford reminded council’s that councillors’ interests were registered with the BDBC Human Resources team.

3.2 Martin asked for representatives to attend two of the Mayor’s events:

Armed Forces Flag Day – 21 June
Civic Sunday – 27 June

Many were attending for their council but no one was available to represent the BADPTC.

3.3 Brian Langer raised a query about Basingstoke and Deane Borough Council applying for unitary status. Martin Biermann confirmed that there had been discussions prior to the election, but that the new government had ‘shut the door’ on unitary status and there had been no further discussions.

3.4 There was a discussion about new parish councillors not being able to attend training, as the majority of sessions are held during the day. Roger Booth asked if training could be held at week-ends for those who work.

Martin Slatford advised that he would ask HALC if they would hold sessions closer to Basingstoke. After a count of the parishes at the meeting, there were 22 new councillors that required training. Martin will speak to Stephen Lugg about offering some training closer to Basingstoke and possibly offering one evening and one week-end session.

Peter Woodman advised that Kingsclere hold their own induction sessions for new councillors following a checklist of information they will need to be aware of.

4 Welcome to the new Mayor of BDBC

4.1 Martin Slatford welcomed Keith Chapman who is now the Mayor of Basingstoke and Deane to the meeting.

4.2 The Mayor talked about the proposed date for the Parish Conference and it was agreed that the conference would be held on 29 November, as this was the fifth Monday in the month and unlikely to clash with council meetings.

4.3 There was then a discussion about the focus of the Parish Conference and a number of suggestions were made:

Sandy Johnston suggested inviting a planning officer from BDBC to talk about planning regulations – it was agreed that this would be more appropriate for a scheduled meeting and that an officer could be invited to the 2 September meeting.

New government strategy for the South East Plan – it was felt that guidance on the new framework was needed and that the three MPs from the area should be invited to the discussion. Martin Slatford suggested that clarification should be sought from officers in the first instance. Martin Biermann suggested that this could be an item on the 2 September agenda as the new government may have made some decisions by that time.
Martin Biermann suggested a theme of ‘localism’, which involves giving more power to communities and central government giving more responsibility to districts councils and even parish councils. Martin Slatford suggested that the views of NALC and the borough should be included.
Les Fryer suggested asking David Robb to provide clarification on the Code of Conduct.
It was also suggested that one of the discussions be around the powers of parish and town councils to make orders, for example by-laws.
It was agreed that a final decision on the focus for the conference would be decided at the September meeting.

4.4 It was suggested that each Parish and Town Council be encouraged to send more than one councillor to the event, enabling each council to take part in all sessions or workshops.

5 Matters arising from minutes of 25 February 2010

5.1 Item 4 - Review of how our communities operated in the snow. Responses from emails and information from the previous minutes have now been sent to BDBC and Hampshire County Council (HCC) for consideration in their respective reviews.

Responses sent to BDBC will be reviewed by the Overview and Scrutiny committee and HCC will be receiving oral representations on 21 June – Stephen Lugg will be feeding through BADPTC comments to HCC.

5.2 A number of members reported not being able to print minutes from the website – Julian Jones will query this when he receives training on updating the website.

5.3 Item 8 – SHLAA – Julian Jones has produced an update report, which will be circulated by Martin Slatford.

Julian reported that consultation responses need to be submitted by 21 June. He advised that all councillors look at BDBC’s website and find out if there are any plans for new houses in their areas and then respond to the consultation on behalf of the parish.

There was a discussion about the implications of building more houses, which raised concerns about the environment, infrastructure and water supplies. It was felt that there could not be further house building until there was a commitment to improving infrastructure. It was also highlighted that if we wanted to encourage economic growth, then we would need to accept housing growth.

5.4 Item 9.1 – Vanessa Richards asked if there had been an update on the Housing Needs Survey – Karen Brimacombe forwarded this response after the meeting:

“The Rural Housing Study was the subject of a report to Planning and Infrastructure Committee on 4th March. Details of the meeting and the officer report, together with the Executive Summary of the Rural Housing Study, can be found at:

http://www.basingstoke.gov.uk/council/councillors/committeemeetings?mode=meeting&meetingid=1332

The final Study report itself can be found on the Local Development Framework Planning pages of the council website at:

http://www.basingstoke.gov.uk/planning/ldf/evidencebase/

The Parish Profiles have now been signed off and will appear on the council

website shortly.”

6 Reports

6.1 HALC – Brian Langer gave an update from a recent meeting. He reported that there is still no firm decision on the HALC/NALC situation, but he is hopeful that there will be an update prior to the September meeting.

6.1.1 There are seven new parishes emerging in Hampshire, but it is unlikely that any will be in Basingstoke and Deane.

6.1.2 The HALC Parish Clerks meeting was poorly attended and only four councils sent their clerks.

6.1.3 HALC is running seminars on governance and accountability, which may be worth attending.

6.1.4 HALC is administering a biodiversity grant scheme on behalf of HCC.

6.2 LSP – A report on the conference will shortly be circulated. The conference was focussed on the Vision, which was agreed by Full Council on 1 April. For further information on the Vision and the LSP, visit www.basingstokelsp.org.

6.3 Community Safety Forum (CSF) – Sandy Johnston provided an up date on the CSF. He reported that there are now two new joint chairs – Therese Lawlor, Head of Strategy and Innovation for BDBC and Chief Inspector Andy Bottomley.

6.3.1 Sandy gave an update on crime figures that were reported at the last meeting – crime was down by 11% in 2009/10, which was mainly due to decreases in violent crime and burglary. Identity crime and drug crime have increased significantly.

6.3.2 Sandy highlighted that the Supported Housing Information and Networking Event (SHINE) is taking place on 5 August from 10am to 3pm in BDBC’s committee rooms.

6.4 Disability Forum – Sandy Johnston also provided an update on the Disability Forum. He reported that the Equalities Forum wants to take over the work of the Disability Forum, but the group feels that it should be kept separate.

6.4.1 This year’s disability awareness day is being held on 22 October.

6.4.2 A query was raised about the borough being compliant on children’s play areas under the Disability Discrimination Act 2004 – Sandy will confirm with BDBC.

6.5 North Wessex Downs AONB – Brian Langer reported that he attended a planning seminar, the details of which may be of interest to others – Brian will circulate details to all via Martin Slatford.

6.6 SHLAA – This was discussed under item 5 – matters arising.

6.7 Voluntary Services Forum – There was nothing to update.

6.8 HAT – Martin Biermann felt that as the HATs are now meeting again, they should be reported on at future meetings.

MS/BL

7 Any other business

7.1 Sandy Johnston brought up the issue of cheques being phased out, which some parishes felt would cause problems when paying bills. In particular, Peter Woodman highlighted the problems with BT bills which need to be agreed by the committee prior to payment and cannot therefore be paid by direct debit.

Jo Slimin and Vanessa Richards talked briefly about their respective ways of making payments electronically – Martin Slatford will circulate their procedures to all.

7.2 Brian Langer reported on the Transport Forum where there was a discussion about the future of travel tokens, which will be administered by HCC in the future. BDBC will be asked to report back on travel tokens, as it currently offers more in travel tokens than other authorities.

The next meeting of the Transport Forum is on 26 September and the topic will be health transport. If anyone is interested in finding out more, they should contact Ian Robertson, Principal Transport Planner for BDBC.

7.3 Martin Slatford asked that if anyone has any contact with parishes that do not attend meetings, to encourage them to attend and make their views known.

8 Date and time of next meeting

2 September 2010

29 November 2010 – Parish Conference

9 AGM of Association

9.1 The minutes of the last AGM held on 19 June 2009 were approved, there were no matters arising.

9.2 The following members were elected for the year:

Martin Slatford – Chair

Martin Biermann – Vice Chair
Julian Jones – Webmaster
Vanessa Richards – Treasurer
Three representatives to Hampshire Association of Local Councils executive committee - Martin Biermann, Brian Langer and Les Fryer.
Representatives to Basingstoke Voluntary Forum – Julian Jones. It was noted that Terry Price was no longer a parish councillor
Representative on Community Safety Forum - Sandy Johnston.
Representative on Local Strategic Partnership, now known as the Basingstoke Area Strategic Partnership – Julian Jones, Roger Booth will be his deputy
Representative on Hampshire Action Teams – Martin Biermann.

9.3 Statement of Accounts for the year ending 31 March 2010 were circulated and approved. The account balance stands at £1489.82.

Thanks were given to Peter Woodman for his work as Treasurer. As new Treasurer, Vanessa Richards was asked to look at moving the bank account to one that generates interest.