Minutes of the Annual General Meeting held on Monday May 12^th 2003 ^at 7.45pm at Amport School

Mr Morrison, Mr Southern, (8.30) Lt Col Stephens, Mrs D.Preston, Mrs C Mallam, Mrs S.Hammer
Mr George Bacon, Mr Neville Geake, Mr Ian Long
Mrs Suzanne Hoare (Clerk) Mr Arnell (TVBC)
Mrs Unwin, the village correspondent was present +2 members of the public.
Apologies, Mr Maurice Hardy

These were agreed and signed

Election of Chairman – Charles Stephens proposed that Ian Morrison should be elected as Chairman; this was seconded by Diana Preston. All were in favour.
Election of Vice-Chairman- Ian Morrison proposed that Charles Stephens should be elected as Vice-Chairman, this was seconded by George Bacon. All were in favour.
The planning sub-committee will consist of the Chairman, Vice Chairman and George Bacon.
The 3 bank Signatures will be the Chairman, the Vice-Chairman and Diana Preston.
Tim Southern will be asked to continue as Responsible Financial Officer.
Diana Preston and Sarah Hammer will share the role of Footpaths Officer.
George Bacon will accept responsibility for the Green.
Carolyn Mallam will become the new Communications Officer.
Neville Geake will assume responsibility for the Village Design Statement assisted by the Vice-Chairman.
Ian Long will become the School Liaison Officer.
Maurice Hardy will be asked to accept responsibility for the A303.
Diana Preston will continue as the representative on the TVA of P Councils.
Stroud’s Field will continue to be represented by the Vice-Chairman.

The Chairman then welcomed everyone to the new committee, reminding them that it had been 16 years since an election had been held, he felt it a tribute to the village that so many had been prepared to stand for election.
Simon Dixon-Green and Tanya Garman had not filed the appropriate papers and were therefore not able to seek re-election, they had both expressed a desire to rejoin the council should an opportunity arise.
The Chairman congratulated the TVBC Councillor Norman Arnell on his election and stated that in consideration of his very busy schedule Norman would only be invited to attend such meetings that required his direct input.

4. Code of Conduct and Bank Account.

All new councillors were asked to sign the Model Code of Conduct and the Declaration of Interests, the codes were signed immediately and councillors have 28 days to return the declaration.
The three Bank Signatures will be The Chairman, the Vice Chairman and Diana Preston; the relevant paper work was completed.

1. Play area on the Green

Agreement was reached at the last meeting on the scope of the improvements. The remaining £1500 is being sought from HCC. In the interim the Chairman proposed that the construction of the replacement hut, beams and necessary ‘Mattas’ should begin straight away, using funds already guaranteed. This would cost £5000, made up of the £500 from the raffle held at last years fete and the matching grants of £3000 from the Parish and Test Valley Borough Council.

Ian Long suggested the remaining £1500 could come from the Parish Council either as a loan to the project or as a further grant. The Chairman urged caution and felt discussion was needed. Comments were received from councillors; the Chairman stated his aim was to get the equipment up as soon as possible. The application to HCC for the remaining £1500 is to be pursued with urgency in the hope that a reply will be available for next months meeting, when this issue will again be discussed

2. Village Design Statement

The E-mail from John van de Pette was read out regarding the impact the VDS might have on his Garden, this was noted. Up to £1000 is available as a grant to help with production of the Statement. Oliver Sutton is regarded as the best contact to update Neville on the current position.

The overall aim of the VDS is that of a subsidiary Planning Document.

3. A303 (Discussed upon the arrival of Tim Southern)

Mott MacDonald has yet to reply to the Ward Councillors and individuals who have written. The previous Chairman David Wilkinson responded in April and now Tim Southern will further respond on behalf of the Council before the closing date (19/5). The Council is concerned about the extra traffic through the village, which will no doubt result, and the adverse effect the closure could have on the Hawk Conservancy. The Parish Council would still like to see a proper bridge /tunnel crossing provided at Sarson Lane.

1. TVN.07276/5 Erection of building for light industrial/offices, general industrial and warehousing/distribution uses (Classes B1, B2 and B8), provision of hard standing area, alteration to access and other associated works (renewal of TVN.07276/1) Weyhill Industrial Park, Fyfield Road, Weyhill Amport.   No Objection
2. TRE.CA.00587/73 Prune 1 apple tree by up to 0.61 metres and reduce 1 Holly by up to 2 metres Strangford Amport.    No Objection subject to the aboriculturist
   TRE.CA.00587/74 Fell 3 Lawson Cypress 2 Woodside Cottages, Amport.    No Objection subject to the aboriculturist
3. TVN.02962/2 " storey extension to provide lounge, games room and orangery with 2 additional bedrooms, 2 en-suites, bathroom and dressing room, together with 2 dormer windows to front elevation, erection of detached triple garage with playroom over 9 Laundry Cottages, Cholderton Road.    No objection
4. TVN.07637/1 Erection of single storey side and front extensions to provide extended lounge, lobby, replacement carport, shower area and utility room. 22 Fairways, Weyhill.  No Objection
5. TVN.01169/9 Outline – Erection of dwelling, Land adjacent Lime Cottage, Amesbury Road, Weyhill. Objection –over development
6. TVN.08478/1 Erection of detached 4 bed roomed dwelling (amended design) The Bothy, Furzedown Lane.    No Objection
7. TRE.CA.00587/76 Fell one Eucalyptus Tree South View, Sarson Concern over loss of specimen tree –   subject to the aboriculturist…who has approved felling

1. TVN.08489/2 Erection of replacement dwelling and double garage (amended scheme) Robins, Sarson.    Permission
2. TVN.08741 Demolition of existing dwelling and erection of replacement five bed roomed dwelling, construction of vehicular access and extension to residential curtilage Downfield, Wiremead Lane. Withdrawn
3. TVN.LB.00686/2 Installation of extract flue and internal/external alterations to kitchen area Amport House.    Listed Building Consent

Three cheques will be signed, when the signatures have been approved by the bank.
The councillors all approved the payment of the following invoices

1. Southern Water £10.67
2. Countryworks –footpath cutting and £100 for Stroud’s Field £998.75
3. Insurance Renewal for 2003/4 (to be reviewed upon completion of new play equipment.) £505.57

The half-year precept of £4,000 has been received as has the VAT reclaimed from the last financial year. This leaves approx £18,522 in the General Fund.
An update for the first three months /against budget will be produced for the June Meeting.

Due to time constraints non- urgent items were left for the next meeting

A vote of thanks was proposed for David Wilkinson and Oliver Sutton, George bacon asked if David Wilkinson could be proposed for a community award. Charles Stephens had contacted David and Oliver and the date for the Dinner was set as 25^th June at the Mallet Arms Newton Tony, 7.30pm.The Guest list has yet to be completed but a provisional booking for 20 will be made.
The Chairman would like to see greater use made of the Website and asked councillors to consider e-mail as a method of contacting parishioners directly. This will become an agenda item.
A tree is about to be removed from the Church Yard and Robin Orchard would like to see an item of outdoor furniture constructed from it for use on the green. Charles will investigate the feasibility of this.
A letter has been received from Bernard Penfold seeking to use the Green for a wedding reception.
Discussion took place on guidelines necessary for such usage, car parking etc. Several councillors expressed reservations but the general opinion was that a precedent was already set and that if certain terms were met then no problems should arise. A draft agreement produced by Simon- Dixon Green will be circulated before the next meeting for comment. Clerk to write to the 2 wedding participants giving the go-ahead with agreement to follow.
The meetings of the Parish Council will remain on the 3^rd Monday of the month at the School for the time being. No meeting will be held in August unless required and the December meeting normally comes forward to the 2^nd Monday in December.
Training on planning issues is being provided by HAPTC in June and July at Winchester and it may still be possible to join the New Councillor Course on 15 July, please contact the clerk if you are interested.
Ruth Hughes informed the Parish Council that the hedge on footpath 9 needs attention, she also felt the track needed some maintenance only a year after it had been re-surfaced The Chairman said this would be reviewed.
George Bacon asked for a footpaths map and this was provided by Diana Preston.

MEETING CLOSED AT10pm

DATE OF THE NEXT MEETING Monday June 16^th at 7.45pm.at the School.