Minutes of the Monxton Parish Council Meeting held on Tuesday 17^th September 2013 in the Monxton Village Hall at 8pm.

Present: Cllr Mike Cleugh – Chairman, Cllr Sarah Dowding – Vice Chairman, Cllr Judith Balding, Richard Waterman – Parish Clerk, County Councillor Mrs. Pat West, Borough Councillor Mr. Ben Few-Brown, Members of the Public – 8

Apologies: Cllr David Eaglesham and Cllr David Bateman

WELCOME
The Chairman welcomed everyone to the meeting.

DECLARATION OF INTEREST
Cllr Judith Balding declared an interest in the planning application for Upper Mill House – 13/01556/FULLN.

MINUTES OF THE PREVIOUS MEETING
The Chairman signed the minutes of the August meeting as a true record.

MEMBERS OF THE PUBLIC
The Chairman stated that it is the Parish Council’s intention to give members of the public 3 minute slots to speak, registering the issue 10 days before the Parish Council meeting. Details are on the Web Site. There were no pre-booked slots for this meeting.

PARISH REPORTS
ENVIRONMENT – Cllr Judith Balding spoke about the following issues:-
•The Pillhill Brook
•Bridge on Pillhill Brook at Upper Mill House
•Dam at the Monxton End of Pillhill Brook
•Footpaths & Bridleways
•Letter received from Roland Colbourne re condition of Boat 11 on land at Manor Farm.
•Email received from Peter Derbyshire re condition of Boat 11 and Bridleway 7.
•Peter Watson, Senior Countryside Access Ranger, HCC was informed in July. The surface growth of Boat 11 was cut in August but he stated that Bridleway 7 was passable and suggested that the MPC include this bridleway in our request for action from the Countryside Service. JB will talk to Kurt Morton about any further issues.
•Hook Lane Bridleway is very overgrown, making it almost impassable for riders on horseback. JB to speak to Amport Parish Council, as shared responsibility for this bridleway.
•Potential Fracking in Hampshire

FINANCE – Report from Cllr David Eaglesham
Current MPC funds are £10,708
•Annual expenditure is approx. £5,000
•£1,000 WHICH HAS BEEN SET ASIDE FOR IMPROVEMENTS TO THE VILLAGE HALL
•£1,000 WHICH HAS BEEN SET ASIDE FOR IMPROVEMENTS TO TRAFFIC CALMING
•£2,000 WHICH HAS BEEN SET ASIDE FOR TWO NEW BENCHES ON THE VILLAGE GREEN
•Current balance available is £6,708.68
•Annual Precept is ~£60/household – Total £5000/yr.
•Proposal was to reduce this year by 3% to reduce the surplus
•New traffic measures may however require the precept to remain the same to fund part of the works required

SUNNYBANK – Report from Cllr David Bateman

1. County Councillor Pat West was contacted to see if a grant could be obtained from HCC to provide a footpath from Red Post Bridge to Manor Farm (Barn) entrance. HCC (Pat West) advised it would not be possible to have a footpath that far into the village as most of the land is privately owned. HCC cut the grass from Lilac Cottage up to Red Post Bridge. There are however plans to put in a footpath from Red Post Bridge to Sunnybank. Dates to be advised.
2. Mrs Joan Snow, Manor Farm, was contacted to see if it would be possible to purchase a portion of land behind Sunnybank to provide a secure play area for children to play ball games etc., instead of playing in road and causing a nuisance and damage to vehicles. Mrs Joan Snow advised this was not on their agenda to sell off land.
3. Pat West was approached with regard to getting our bus service reinstated and using the money from the CO-OP fines to help with funding as it now takes 55 minutes to get to town as the bus only goes one way.  Part of the journey brings it along Red Post Lane from Weyhill which MPC feel is totally inadequate and dangerous as the road is narrow and winding with blind bends.  There have been several accidents on this stretch of road. Cllr Bateman was informed that this matter had already been investigated and was refused as it would cost too much.  It is felt that in light of the fact that the bus station is closed for a year for a rebuild at vast cost, this matter needs to be looked at again, especially as the new development at Picket Twenty has a bus service that needed a tunnel build for the exclusive use of walkers/cyclists and the bus service,

NEIGHBOURHOOD WATCH – Mr David James
Crime reported to the Police locally over the past three months has been low and has been primarily non-dwelling. Reports have included sightings of suspicious vehicles, burglaries or attempted burglaries from garages, barns and outhouses, and criminal damage. In the latter category have been a number of instances of damage to parked vehicles, one suffered by a village resident, albeit not in Monxton.
• We now have a new PC to replace Roger Kitson, his name is Don Stubbington and he joins our PCSO David Trowbridge working from Stockbridge. Don is ex-Army, and since joining the Police has worked as a beat officer, firearms officer and in counter terrorism.

Crime Alerts
• Since taking over from Robert Davies I have issued three crime alerts:
14th June – covering non-dwelling crime and advice on security of garages and outbuildings
29th July — advice on home security following opportunistic burglaries via open doors and windows
7th September — covering car park distraction, telephone and cold calling scams.

• Monxton Matters: In addition to the hard copy distribution of the crime alerts by the Neighbourhood Watch team the last two alerts have been posted on Monxton Matters website. This gives valuable extra coverage and the electronic format allows the inclusion of links such as the one to Hampshire Constabulary’s CCTV site in the September alert.

TRAFFIC – Cllr Sarah Dowding
• Traffic steering committee formed following the AGM
• Members are: Cllr Sarah Dowding, Cllr Judith Balding, Sarah Moriniere, Cathy Barbone, Heidi Carre, Marcus Tebbutt-Ford, Pete Parfrey, Rupert Collingwood and Lorraine Pullen.

• Brain storm produced a list of suggestions and list was prioritised by Monxton Parish Council showing short, medium and long-term measures. List reviewed with TVBC and HCC. Timescales agreed with TVBC and HCC. The next step will be to monitor items are implemented in a timely manor.
• Steve Spender from HCC has confirmed that the bollards should be in place by the middle of October.
• A map has been produced showing the sites for the various traffic measures to be implemented.

FLASHING SPEED SIGN – Chairman
Displays speeds of vehicles and records speeds and time. Ideally, would be shared with 2 other parishes. Cllr Mrs P west will provide a £1000 grant from her devolved budget. The balance would be split between 3 Parish Council’s approximately £650 each. Annual costs split three ways is £260 to move between three locations. The Chairman stated that Ray Alborough has been very helpful with the traffic issues.

PLANNING – Chairman
Application for retrospective planning for the bridge at Upper Mill House 13/01556/FULLN. A letter of Objection has been submitted to TVBC – available to view on the Monxton and TVBC Web Site.

Application for a temporary building at Army HQ due in September for a two storey block, this will be hard to see from the road. The PC have no valid grounds for objections but will request that the 200 employees use the A303 not Monxton Road.

ALPINE GROUP – Chairman & Kelvin Barry
Alpine have appointed a Consultant to manage the move to a new location and the proposed development at the site. Five developers/builders have expressed interest in bidding for developing the site in the last few weeks. The next step will be to select the best company with which to partner and discuss the options for the development and start the outline design and planning process.

Monxton and Abbotts Ann Parish Council’s will meet with the consultant/developer within the two next months to help steer the development and ensure it is within the parameters already agreed.

The Alpine Group has carried out repairs on damaged properties in the village – and additional works are in progress.

WEB SITE – Cllr Sarah Dowding
The web site is going very well and has generated a lot of interest within the parish. Since January 2013 the web site has had over 15,000 hits, at its peak it received 706 hits in one day. Additional pages have been added and feedback has been good.

PROJECTS
The Chairman spoke about suggested future projects for the parish.

• Re-instating the pond on the land at the bottom of Abbotts Ann Road/Chalkpit Lane was discussed and received unanimous support from those present.
• Tidying up the village green and getting rid of the garden rubbish heap that many residents use to dump their garden waste. It was noted that the Village Green is owned by Enterprise Inns and by agreement is maintained by the Parish Council.

The council will be looking for volunteers to undertake the work as a village projects over the next 2 months and dates will be published on the website for the various activities.

It was noted that the Rail Track Contractors are leaving an amount of rubbish where they park their vans by the railway bridge – Cllr Judith Balding will speak to Abbots Ann Parish Council as it is in their parish.

COUNTY COUNCILLOR, MRS PAT WEST’S REPORT
Cllr Mrs Pat West was pleased to report that Hampshire County Council are concentrating on getting the rural roads repaired and are working their way around the villages. Cllr West spoke about her recent trip to the depot at Totton to look at the new gritting equipment – the visit was very interesting and informative!

Cllr West reported that Hampshire County Council are to review their Flooding Policy and are working closely with Amey, HCC’s highways contractor, to ensure that repairs are carried out correctly.

Cllr West’s suggested that the Parish Council keep an eye on their grit bins to make sure they are filled before the start of winter.

CLLR MR BEN FEW-BROWN’S REPORT
Cllr Few-Brown stated that none of his Parish Councils have applied for the Community Grant he has available. The Chairman stated that he has looked at the Community Grant and the criteria is quite stringent and does not apply to any of the current projects in Monxton.

CLOSE OF THE MEETING
The Chairman thanked everyone for coming and closed the meeting.

DATE OF THE NEXT MEETING
Wednesday 20^th November 2013 in the Monxton Village Hall at the new time of 7pm

The next Monxton Parish Council Meeting is at 8pm on Tuesday 17th September in the Village Hall.

Everyone is welcome to attend. MPC have not heard from any residents wishing to speak on any subjects.

MONXTON PARISH COUNCIL
NOTICE OF PARISH MEETING

THE MONXTON PARISH COUNCIL MEETING IS TO BE HELD ON TUESDAY 17th SEPTEMBER 2013 IN THE VILLAGE HALL AT 8PM

AGENDA
1. Welcome and Apologies.
2. Declaration of Interests.
3. Members of the Public (Pre-booked slots – none requested)
4. Minutes of the Previous Meeting sign that they are correct.
5. Matters arising from those minutes :-

• New Notice Boards – Update
• Benches on the Village Green

6. Planning
7. Reports:-

• Environment & Footpaths
• Traffic
• Neighbourhood Watch

8. Monxton Web Site update
9. HCC and TVBC reports (if provided)
10. Correspondence
11. Date of the next meeting – 19th November 2013

Close of meeting

Monxton Parish Council would like to thank the Alpine Group for repairing the tiles on the wall of Monks Foyle, at the bottom of Abbotts Ann Road, belonging to Mr Steve Pass.

These repairs will be followed shortly by the installation of bollards by HCC and then the repairs to the walls of the cottage opposite (Old Hoyles), which has suffered badly from collisions with many lorries over several years.

Monks Foyle wall before repair from lorry damage

Monks Foyle wall after repair

We have the figures from the Traffic Monitoring Department at Hampshire County Council for the number of lorries and HGVs that have come down Monxton Road, instead of going to the Business Park. This data has been gathered from the ANPR (Automatic Number Plate Recognition) systems that are on our roads.

The Coop opened in Q3 of 2012, hence the highest number of violations. However, there has been a slow increase in the last quarter, so we need to be vigilant and keep the pressure on the Coop.

Minutes of the Monxton Parish Council Extraordinary General Meeting held on Friday 26^th July 2013 in the Monxton Village Hall at 6.00pm.

Present:
Cllr Mike Cleugh – Acting Chairman
Cllr Sarah Dowding
Cllr David Eaglesham
Richard Waterman – Parish Clerk
Borough Councillor Mr Ben Few-Brow
County Councillor Mrs Pat West
Mr Ray Alborough – TVBC Highways Engineer
Mr Steve Spender – HCC Highways
Kelvin Barry and Robert Barry – Alpine Group, Manor Farm
Sir George Young, MP
Members of the Public – 61
Apologies: PC Don Stubbington

WELCOME
Cllr Mike Cleugh – Acting Chairman welcomed everyone to the meeting and introduced those who had come to address the meeting.

PRESENTATION BY MONXTON VILLAGERS ON TRAFFIC ISSUES AFFECTING MONXTON VILLAGE
Mr Ewan Harris gave a PowerPoint presentation on the many traffic issues affecting Monxton village. Hard copy attached to the master copy of these minutes.

Mr. Harris spoke and gave examples under each of the following headings :-

• Size of the traffic using the village roads
• Safety
• Damage caused to property, vehicles and the infrastructure of the village
• Alpine Group at Manor Farm
• Volume of vehicles using the village roads
• Speed of the traffic
• Objectives of this meeting – Agree the way forward to reduce the traffic problems in Monxton
• Draw up a schedule and route map that lays down the actions to be taken by whom and by when

The Chairman thanked Mr Harris for an excellent presentation, which showed the problems residents of Monxton experience on a day to day basis.

CLLR MIKE CLEUGH – ACTING CHAIRMAN
Cllr Cleugh introduced Mr Ray Alborough from TVBC Highways who is responsible for signage, the width restriction (6’ 6”), and for the speed survey for any potential 20mph Speed Limit. Mr Steve Spender is from HCC Highways and is responsible for the highways as related to verges and roads in Monxton and would address the potential use of bollards within the village.

MR RAY ALBOROUGH, TVBC HIGHWAYS
Mr Ray Alborough addressed the meeting and raised the following points :

• The new sign erected depicting that the road is unsuitable for lorries at the roundabout is the correct size. After some discussion Mr Alborough agreed to investigate placing the sign on a bigger backing to make it stand out more, and he will also look into the possibility of illuminating the sign.
• TVBC cannot look at Monxton Village in isolation and must look how the problems being experienced by residents will impact on neighbouring villages before any scheme is implemented.
• There have been three speed and volume surveys carried out in Monxton. Unfortunately one of the radars was put in the wrong place and will need to be redone. The data from the one positioned by Brewery House recorded an average speed of 30mph and an 85th percentile speed of 36mph. The data from the crossroads recorded an average speed of 19.2mph and an 85th percentile speed of 24.6mph. Taking these two recordings of data, Mr Alborough advised that does not appear to be a speed problem through the village. Members of the Public strongly disagreed with this data.
• TVBC have surveyed the lorry movements in the area and have produced a map showing the suggested 6’ 6” width restrictions to deter lorries from using the routes through villages. The authorized routes for the Coop lorries in Test valley is the A303, A34 and the A338. The map is attached to the master copy of these minutes. Mr Alborough advised that the survey results indicated there were very few through-lorry movements through Monxton and the problems the village have are with lorries delivering to specific destinations.
• A 20mph scheme is being piloted around Hampshire – the ones in Test Valley are in Floral Way and Berry Way, Andover by Hampshire County Council. At present similar schemes are not being rolled out to other areas until after the pilot schemes have been evaluated, and this is likely to take at least 12 months.
• There is a pot of money collected from fines paid by the Coop for their lorries using banned routes that is being used for several on-going schemes. Mr Alborough will push for any funding left to be used in Monxton.

Mr Ray Alborough took questions from the floor :-

1. The results of the speed survey do not match the experience of the parishioners of the village and Mr Alborough was asked to explain the way data was recorded. Mr Alborough explained the figures and confirmed that the equipment records in both directions. The radar record 24/7.
2. Traffic Calming was discussed. Mr Alborough stated that statistics were needed to prove a need before any scheme could be considered.
3. Mr Alborough was asked how much money had been collected through fines on the banned lorry routes and how much has been apportioned to Monxton? In the region of £500,000 and to date no money has been apportioned to Monxton directly but any schemes required could receive funding which is in the control of HCC.
4. Could an “Unsuitable for Long Vehicles” sign be erected at either end of Chalkpit Lane? Mr Alborough stated that he will look into this and look for a suitable site.
5. What is the time scale for things to start happening? Mr Alborough stated that there are only three staff in his department and they have a heavy workload so he could not give a time scale.

Mr Alborough stated that he was happy to liaise with the Parish Council on any questions/points that the village wished to raise. The Chairman stated that parishioners can post their questions and points on the blog available on the Parish Council Web Site. The Chairman thanked Mr Ray Alborough for addressing the meeting.

MR STEVE SPENDER – HAMPSHIRE COUNTY COUNCIL HIGHWAYS
County Councillor Mrs Pat West introduced Mr Steve Spender and spoke about his role and that he was present to report on how Hampshire Highways can help with the problems Monxton are experiencing.

Mr. Steve Spender addressed the meeting and reported on the following points :-

• Hampshire Highways have looked at the various problems in Monxton and intend to put wooden bollards in strategic locations to protect property and erosion of the village green. The style and height of the bollards will be down to the Monxton residents. Mr Spender suggested that the same style is used at all the locations identified.
• Suggested sites included the edge of the village green and on the corner of Abbots Ann Road to protect the wall. Mr. Spender suggested that a height of 1 metre would be ideal for the bollards.
• A power point showing a sample of 11 different styles of bollards was shown.
• The Chairman stated that the 11 styles will be posted on the web site so that residents can vote on line. It was suggested that hard copies be distributed through Neighbourhood Watch as some residents do not have access to a computer. The Chairman agreed with this request and will contact the Neighbourhood Watch Co-ordinator.
• Once the style has been selected and any additional sites in the village identified, Mr Spender will work with the Parish Council and produce a plan for the parish to view before installation.
• Highways have noted the state of the crossroads and the effect the recent hot weather has had on the road surface. An order has been placed to resurface this junction with a more hard-wearing material. An order has also been placed to re-instate the edge of the village green. Lead time 6 – 8 weeks.

Mr Spender answered questions on the issues he raised. The Chairman thanked Mr Spender for addressing the meeting.

SIR GEORGE YOUNG, MP
Sir George Young thanked Mr E Harris for his excellent presentation, as it highlighted the problems that Monxton experience with large lorries using the village roads. Sir George Young stated that he will help in any way he can to get the problems sorted and gave the Parish Council his full support and that the village should consider a Steering Committee be set up by the Parish Council. Sir George Young stated that he has also been in contact with the MOD and the Satellite Navigation companies re the postcode for the Business Park and restricted routes.

MONXTON PARISH COUNCIL
Cllr Mike Cleugh reported that Monxton and Abbots Ann Parish Councils have been in discussion with the Alpine Group regarding them re-locating to a site in Andover. The Chairmen of Monxton and Abbots Ann Parish Councils have met with Paul Jackson the Head of Planning at TVBC to discuss moving the Alpine Group out of Manor Farm by changing the use to residential and building a small number of mixed-use dwellings thereby providing the funding to enable Alpine buy a site for a new factory. Mr Paul Jackson has agreed in principle to support a planning application in principle for residential development on the site for low density residential dwellings. This would be a quality development that would enhance the site. It was noted that this would be an exemption site as it would be against planning policy.

ALPINE GROUP
Mr Kelvin Barry from the Alpine Group addressed the meeting. A statement from the Alpine Group was distributed and is attached to the master copy of these minutes.

The current management of the site is third generation of the Diplock family. The Farm has been in the family since the 1950s.

The Alpine group is in constant contact with their suppliers regarding the delivery of materials to the site and is fully aware of the problems that are being caused. The need to use national suppliers means the materials are delivered on larger lorries as part of multiple drops.

The Alpine Group have the right to run their business from Manor Farm and have full planning permission. However, they acknowledge that this is not the ideal site and have engaged a Planning Consultant to look at options for re-development. The right balance of development has to be found that will enable them to purchase a new site.

The Alpine Group, although not liable, are paying for repairs to property in Monxton.

The Manor Farm site is ideal for their business, the only problem they have is with the transportation of materials.

The Alpine Group is working with both Monxton and Abbots Ann Parish Councils to find a solution that will be of benefit to everyone.

CLLR BEN FEW-BROWN
Cllr Few-Brown stated that a lot of work is being done in the background to find a solution to the problems highlighted during this meeting. Cllr Few Brown stated that he is working hard with the Parish Council, the Alpine Group and TVBC Planning re the Manor Farm development and as this site will be against policy this needs to be tackled sensitively. Cllr Few-Brown also spoke about other lorry movement through Monxton to other sites in the area. It is not known what effect the changes at Fox Farm will have on lorry movement in the area.

Cllr Cleugh stated that Paul Jackson is confident that planning for the re-development of Manor Farm could be in place within 12 months.

QUESTIONS FROM THE FLOOR
Questions from the floor were asked on the issues discussed and were answered by the various speakers.

THE WAY FORWARD

• Mr Ray Alborough is to arrange for a larger backing board for the ‘unsuitable for lorries’ sign. The provision of a ‘Not suitable for Long Vehicles’ sign will be investigated. The data from the third radar will be sent to the Parish Council for distribution. The Parish Councils within the area will be requested to identify sites where lorries will need access as part of the 6’ 6″ width-restricted area which will be pursued over the next 6 months.
• Mr Steve Spender has arranged for the re-surfacing of the crossroads with a harder-wearing material. The edge of the village green is to be re-instated. The provision of bollards at vulnerable sites will be completed.
• The Alpine Group will continue to monitor the transporting of materials to and from the site and will work with the Parish Councils and TVBC to look at relocating and the development of the Manor Farm site.
• The Parish Council will continue to keep the village informed of any developments and will get the choice of bollards available for resident to view and choose.

CLOSE OF THE MEETING
Cllr Mike Cleugh thanked everyone for coming and closed the meeting.

MONXTON PARISH COUNCIL
NOTICE OF SPECIAL PARISH MEETING TO Adopt New Councilors

THE MONXTON PARISH COUNCIL MEETING IS TO BE HELD ON
TUESDAY 6th AUGUST 2013 IN THE VILLAGE HALL AT 6-7 PM

AGENDA
1. Welcome and Apologies
2. Recently elected Councillors to sign Declaration of Office and receive:-

• Standing Order
• Code of Conduct
• Statement of Financial Interests

3. Declaration of Interests
4. Parish Councillor Roles and Responsibilities (Portfolios)
5. Re-cap on EGM and agree the minutes
6. Traffic steering committee
7. Date of next meeting
8. Close of meeting

This is a Special MPC meeting which is  primarily to adopt new councillors, as per the law, which is required within 20 days of the election.