The minutes of the Parish Meeting held on 8th April at 5pm in Potters Cottage

Present: Mr J Coyle, Mr S Boase, Mr D Macnamara, Professor R Walker, Mrs S Campbell in the chair.

The minutes of the previous meeting on 18th February were approved.

1. Matters arising from the minutes:

a. Electricity Alliance compensation: a new and more detailed estimate had been procured and sent off with the claim form to the Bell Ingram agent.

b. Recreation Ground entrance: it was decided to put the posts on hold but to go ahead with the plants and mulch. Simon will check for cheaper sources of mulch.

c. Signs: Sheila and Simon met Barry Ford from BDBC and he agreed to a new village sign, possibly combined with the bend sign, to remove the arrow sign for Spanish Green and put road signs instead, and to install an arrow sign for the recreation ground.He also agreed to contact the garage about the petrol signs on the road.

d. Sheila reported that she had written to Bob Berry accepting the quote for a new small gate.Don will chase this up.

e. Pavilion survey: Jonathon reported that he still had hopes of getting a surveyor to have a look at the pavilion. Sheila will check with the Cricket Club.

f. Jonathon will give an update on Village plans next meeting. We have to decide exactly what we want out of it. Sheila will check if there is any funding available.

g. Model Publication scheme: Simon and Sheila have been working on it and it is almost complete.

h. Litter: Sheila has reported a possible problem in the garage area to the cleansing department. It was decided to ask the planning dept if the lighting could be less intense as only low level lights are needed for parking. It was reported that the cars parked in the lay-by beside the old telephone exchange have been moved.

2. Finance:

a. The picnic bench had been ordered and a cheque was signed for £617.55.It was decided to ask the cricket club for a contribution.

b. The year-end accounts were studied and approved.

c. Review of Governance and Accountability: The question of the efficiency of internal controls was considered and they were felt to beperfectly adequate.Sheila will produce a report on them and on the effectiveness of the internal audit. It was also decided to produce an updated copy of standing orders and financial regulations. The question of risk was considered. It was felt our insurance was adequate and our health and safety policy appropriate. We have an accident book and a form for logging incidents. As the committee works in a very open way the only risk seen by the committee was the incapacity of the chairman who holds much of the necessary financial information and contacts. It was decided to archive a copy of this information off-site.

3. Underlease: Mr Batting of Legal and Estates is still working to an important deadline but has given a short reply. He thinks BDBC would be willing to act for us and that it would cost £500+.   The chairman has sent him a copy of the existing underlease and awaits a reply.

4. The Cricket Club have sent another quote for re-roofing the pavilion. This is slightly cheaper than the previously preferred one and they would like to accept it. They have also got a small grant from Hampshire Playing Field Association. It was decided to go ahead with the re-roofing although we will at present wait for the surveyor’s report

5. Correspondence:

a. Applications for the new CEEF grants are invited.  There is now a  maximum grant of £5000.00 available although for a smaller number of schemes.

b. A newsletter was received from HARAH the affordable housing organisation. It was felt we were unable to get involved with them at present.

c. The Basingstoke Community Support Consortium is offering to help find funding for voluntary or community groups. Sheila will email the link to the committee.

6. Clerk’s Correspondence: 

a. It was decided not to subscribe to Local Council Review.

b. Robert had received leaflets detailing outdoor exercise equipment for adults.  It was decided not to consider this at present.

7. A copy of Local Council News and Hampshire Now were tabled.

8. It was decided to hold the AGM on either the 12th or 19th June and to invite a Borough Councillor as well as PC M Jewell.

9. Date of next meeting: 13th May.