Whitchurch Town Council

Full Council Minutes – 6 February 2017

Present:

*a Cllr A Jordan *a Cllr J Aves   Cllr M Berridge
  Cllr J Buckley *a Cllr S Egan   Cllr C Isbester
  Cllr B Jackman *a Cllr R Jordan *a Cllr A Klemz
  Cllr F Nicolson   Cllr H Titcomb   Cllr J Wall
     
*a Cllr K Watts (BDBC)   Cllr C Ashfield (BDBC)   Cllr T Thacker (HCC)
     
  Also: Mrs K Bleazard, Clerk; Mrs S Woodman, Deputy Clerk; Mr M Nightingale; Mr C Douglas and 2 members of the public.
  (*a denotes absence)

Cllr J Buckley took the Chair in the absence of Cllr A Jordan.

1. Apologies

Apologies were received from Cllrs J Aves, S Egan, A Klemz, A Jordan, R Jordan and Ward Cllr K Watts.

2. Declarations of Interest

There were none.

3. Recording of the Meeting

All present were asked to note that this meeting is recorded by the Council and may be recorded by members of the public.

4. Minutes

Cllr F Nicolson PROPOSED that the Minutes of the Meeting of Full Council of 5th December 2016 be approved; SECONDED by Cllr M Berridge. The vote was unanimous.

Cllr B Jackman PROPOSED that the Minutes of the Extraordinary Meeting of Full Council of 9th January be approved; SECONDED by Cllr H Titcomb. There voted 5 in favour; 2 abstentions and the Motion was carried.

5. Monthly Reports

i) Chairman’s Report

The Chairman’s report was read out by the Clerk (see Appendix A).

ii) Borough/County Councillors’ Report

Ward Cllr C Ashfield gave a brief report (see Appendix B).

County Councillor T Thacker gave a brief report later in the meeting.

iii) Police Report

There was none.

6. Whitchurch Fun Run

Mr Colin Douglas, Chairman of Testbourne PTFA, gave a short presentation on proposals for the Whitchurch Fun Run on 20th May. It would be an annual event to raise funds for school projects, held mainly off-road with the start and finish at Testbourne School. The Town Council was asked to lend its support with a grant of £500 for marketing and signage, and to help ensure the paths along the route are clear. Members were supportive of the idea and invited Mr Douglas to send in a formal grant application, to be considered at the next Full Council meeting.

7. Development Committee

i) Chairman’s Report

Cllr J Buckley’s report had been previously circulated (see Appendix C).

ii) Planning Application 16/04295/HSE

Application No. 16/04295/HSE Received:        19.1.17 Return by:       7.2.17
Location 45 Lynch Hill Park, Whitchurch, RG28 7NF
Proposal Erection of first floor front extension
Response Members commented that the plans were of very poor quality and difficult to read.  After a short discussion Cllr J Wall PROPOSED no objection to the application; SECONDED by Cllr H Titcomb.  There voted 2 in favour; 3 abstained and the Motion was carried.

iii) Report on Discussions with Developers

Cllr B Jackman updated Members in his report which had been circulated previously (see Appendix D). Several suggestions were made for possible proposals and Cllr Jackman stressed that any decisions should be made by the Full Council. He was thanked for his efforts so far and Cllr J Buckley PROPOSED that Cllr Jackman is authorised to continue talking to developers; SECONDED by Cllr J Wall. The vote was unanimous.

(Cllr T Thacker joined the meeting at 8.00 pm.)

iv) Request from Cllr B Jackman for inclusion as a Member of the Development Committee

Since Cllr Jackman had the Committee’s authorisation to speak to developers, Cllr J Buckley PROPOSED that Cllr Jackman joins the Development Committee as a Member; SECONDED by Cllr F Nicolson. There voted 6 in favour, 1 abstention and the Motion was carried.

County Councillor’s Report

Cllr T Thacker was invited to speak and gave a brief update on the proposed Wells-in-the-Field footpath. The outstanding legal matters had now been resolved and discussions could be finalised with the landowner. Cllr Thacker would press for commencement during the 2017/18 financial year. He went on to answer questions relating to highways matters in the town and then left the meeting.

8. Leisure and Environment Committee

i) Chairman’s Report

Cllr F Nicolson gave her report (see Appendix E). There were no questions.

ii) Legal Fees for Registration of Winchester Road Recreation Ground

The Clerk had obtained three quotations for legal fees to register the recreation ground. Cllr J Wall PROPOSED that the Clerk is authorised to spend up to £1,500 on legal fees, and should the costs be likely to go higher then bring the matter back to Full Council. SECONDED by Cllr M Berridge. All were in favour.   ACTION: KB

Cllr F Nicolson PROPOSED that the cheapest quote from a local solicitor, Barker, Son & Isherwood is accepted; SECONDED by Cllr M Berridge. All were in favour. The Clerk to ask the Land Registry about their fees for registration. ACTION: KB

9. Resources and Policy Committee

i) Chairman’s Report

There was none.

ii) Confirm the List of Payments for December 2016 and January 2017

Cllr J Wall PROPOSED that the lists of payments for December 2016 and January 2017 are approved; SECONDED by Cllr H Titcomb. The vote was unanimous. (See Appendix F).

iii) Grant Application from Whitchurch Sports Trust

Cllr M Berridge PROPOSED that the Whitchurch Sports Trust is awarded a grant of £1,000 towards repair and maintenance projects; SECONDED by Cllr B Jackman. All were in favour.

Cllr B Jackman PROPOSED that Whitchurch Neighbourcare is awarded a grant of £500 to maintain provision of its services; SECONDED by Cllr F Nicolson. There voted 6 in favour and 1 abstention (Cllr J Wall) and the Motion was carried.

It was noted that Testbourne PTFA would be submitting an application for £500 towards organising the Whitchurch Fun Run.

Cllr B Jackman questioned why nominations for election of the Chairman and Deputy Chairman had not been included on the agenda and it was noted that this item had been deferred to the next meeting at the Chairman’s request.

10. Trustees of Whitchurch Town Hall – Chairman’s Report

There was nothing to report.

11. Community SpeedWatch

Mr M Nightingale’s report had been circulated previously (see Appendix G). He asked if Members would welcome a group of students from Testbourne Community School to make a presentation to Full Council about speeding on roads around the school, which was agreed.

12. 2018 – 100th Anniversary

Cllr J Buckley reminded Councillors that next year would be the 100th anniversary of the end of the First World War, and it was not too early to start thinking about ways to commemorate the date. A suggestion had been made to rename the Winchester Road allotments to the ‘Harry Gilbert’ allotments, in memory of a Whitchurch soldier who had lost his life in the war. Cllr Buckley asked for any Councillors interested to form a small task group to start making plans. ACTION: ALL

13. Whitchurch Strategic Plan and Vision Statement

There was nothing further to report.

14. Neighbourhood Plan

The Borough Council had asked for some clarification and information on the NP consultation process, which the Clerk had provided.

15. Review of Policies

a) Code of Practice for Dealing with Complaints

Cllr B Jackman PROPOSED approval of the document above, with minor amendments as suggested; SECONDED by Cllr J Wall. The vote was unanimous.

b) Health and Safety Policy

Cllr F Nicolson PROPOSED approval of the document above, with minor amendments as suggested; SECONDED by Cllr B Jackman. The vote was unanimous.

c) Lone Worker Policy

Cllr J Wall PROPOSED approval of the document above, with minor amendments as suggested; SECONDED by Cllr H Titcomb. The vote was unanimous.

16. ‘Sitting with Jane’ Sculpture Trail

To mark the bicentenary of Jane Austen’s death, Destination Basingstoke has organised a set of sculptures; 25 benches in the form of a book will be painted as a theme of the author’s life to create a tourism trail around the Borough, supported by a dedicated website and associated app. Cllr C Isbester said that one would be located at the Silk Mill which she felt would bring more visitors to the town. She suggested creating a themed trail around the town in which local businesses could participate to extend the visitor experience. Cllr Buckley felt that whilst WTC could support the initiative, the impetus should come from the business community. Cllr Isbester was asked if she would initially carry the idea forward, and Cllr C Ashfield offered her help. Cllr J Wall PROPOSED that the matter is referred to next Full Council, with those involved having time to submit an application for a grant if they are in a position to do so. SECONDED by Cllr C Isbester; the vote was unanimous. ACTION: CI

17. Representatives to Outside Bodies Report

i) Millennium Meadow Report

There was none.

ii) Silk Mill Report

Cllr Isbester said that a meeting had been held recently with the Heritage Lottery Fund and permission had been given to start renovation works. Subject to planning permission being granted, the Mill would be able to start work in September.

iii) Friends of QEII Field Report

Cllr M Berridge said that winter maintenance projects were ongoing.

iv) Whitchurch Association Report

Cllr B Jackman said that a new Centre Manager had been appointed and Julia Trinder would be taking up the post in a couple of weeks’ time.

18. Annual Town Assembly

i) Date of Annual Town Assembly

The Annual Town Assembly will be held on Thursday, 27th April 2017 at the Parish Hall.

ii) Presentation by any Community Groups at the Annual Town Assembly

Any Councillors’ suggestions for community groups who may wish to make a presentation to be sent to the Clerk.   ACTION: ALL

19. Mayor’s Reception

A Mayor’s Reception will be held on Friday, 7th April 2017 and Councillors were asked to note the date; time to be advised.

20. General Correspondence

  • HALC Annual Conference – Cllr F Nicolson PROPOSED that the Clerk attends the conference at a cost of £75; SECONDED by Cllr J Wall. The vote was unanimous.
  • Cemetery – a request had been made for the interment of ashes of a non-resident. Although the family live in Whitchurch, the cemetery regulations clearly state that interment is only permitted for residents or former residents of the town and the request was regretfully refused. It was suggested that the opportunity of putting up a memorial plaque, bench or tree could be offered.
  • Memorial bench – a request had been received from the family of a deceased resident to install a bench with memorial plaque at a suitable location in the town. Members agreed, provided that the Town Council approved of the specification as it would maintain the bench in the future. It was suggested that the boundary of the recreation ground, behind the garage along Winchester Road, would be a suitably quiet spot.
  • Land off Winchester Road – BDBC had asked for comments on proposed street names for the new development, which relate to the silk weaving industry. Cllr K Watts had commented that the proposed ‘Silk Weavers Way’ might be confused with the existing Weavers Place and Weavers Cottage. Cllr Isbester suggested ‘Silk Throwster’s Way’ which reflects a process that was historically carried out at the Mill, which Members agreed should be submitted as an alternative.

The meeting closed at 9.25 pm.

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