WESTLEIGH PARISH
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Westleigh Parish Council Meeting Minutes

Wednesday 13th March 2024, 7.30pm at Westleigh Village Hall

Attendees – Cllrs Dave Fairbrother, Chris Heard, Colin Frajbis & Lesley Burgess

Min 78 23/24 – Apologies received – DCCllr Frank Biederman, NDCllr Lucinda Renshaw and Cllr Lyn Gear

Min 79 23/24 – Declarations of Interest – none declared

Min 80 23/24 – The minutes of the 17th January were agreed by all Cllrs present

Min 81 23/24 – preferred options for agreeing the minutes of monthly and annual meetings. Cllr Burgess expressed her unease that the Parish Clerk wanted the minutes agreed as soon after the meetings were held as possible, and she felt that the guidance shown on documentation, including the Council’s Standing Orders, was that the minutes published after the Council’s meeting were ‘draft’ minutes, and could not be approved until the following meeting. The Parish Clerk agreed with Cllr Burgess, and pointed out that the Council adhered strictly to the guidelines, in that at every Council meeting since he became PC, (5 years in June) there was an agenda item specifically there to confirm and agree the previous monthly minutes. Any minutes that were published prior were effectively ‘draft’ until confirmed otherwise. The reason for wanting Cllrs agreement to his ‘draft’ minutes, was that he felt it appropriate that the minutes displayed should be as accurate as possible, and agreed in principle by the Cllrs, as sometimes it could be up to 2 months between meetings, and it would be wrong to display minutes that could conceivably contain errors, hence asking Cllrs for their input. Secondly, with the best will in the world, if any amendments needed to be made, leaving them for 2 months meant that memories and recollections could easily ‘fade’, as was evidenced at the January meeting, when referring back to November. Cllr Heard proposed that once minutes had been sent out to all Cllrs, that it was reasonable to ask that any alterations felt necessary, should be e-mailed back to the Clerk within 7 days, so that the ‘draft’ minutes (marked more prominently as draft) were as accurate as possible, and should need no further alterations prior to being agreed. This proposal, seconded by the Chair, was unanimously passed. Cllr Burgess also asked for clarification from the Clerk as to why some alterations in the past, had not resulted in a change – the Clerk’s response was that the documentation and production of the minutes, were his responsibility, and if the suggested alterations did not enhance the existing wording, then it was his choice not to make them. This, it must be emphasised, has happened very rarely, and was not a common response, as he took any suggested alterations very seriously. Cllr Heard also commented that in view of the Clerk reducing his hours to save the Council money, it was beholden upon the Cllrs to reduce as much as possible, items that resulted in more work!

Min 82 23/24 – Correspondence & Communications – nothing of significance had been received.

Min 83 23/24 – Public Session – no members of the public attended

Min 84 23/24 – County & District reports – because of the change of meeting date, both County & District Cllrs were unable to attend, but asked that if there was anything that the Council wanted answering, that they submit the questions/queries in writing, and they would respond.

Min 85 23/24 – Finance – the accounts up to and including the 13th March were distributed, but not in a finalised form, as the financial year finishes on the 31st March. The Clerk informed the meeting that the grant applied for (£262.50) had not been successful, as it was submitted after the work had been completed, and not before as it should have been. The Balance in the Council’s account was subsequently £3171.21 as of the 13th March

Min 86 23/24 – Environment – Cllr Burgess had already sent out her report, and it is reproduced as Appendix 1. She also informed the meeting that she had attended NDCllr Peter Christie’s funeral

Min 87 23/24 – Planning – there has been nothing further to report from Christie Estates regarding their proposal for a development below the Village Hall. The Clerk emphasised that he kept in close contact with Christies, and assured all that once anything was known, that the Council and interested parties would be informed straightaway.

Min 88 23/24 – TTEF – Cllr Frajbis had no further information to report

Min 89 23/24 – Summer Fete – it was emphasised that a definite date for the event was needed, before any planning could take place. Cllr Frajbis to liaise with Cllr Gear as Tapeley representative to work on it.

Min 90 23/24 – the next meeting date was confirmed as Wednesday April 10th – details to be confirmed by the Clerk

Min 91 23/24 – Future meeting dates (requiring confirmation by the Village Hall) are as follows:- Wednesday 23rd May, Parish and Council AGM at 7pm, Wednesday June 26th, Wednesday September 4th, Wednesday October 2nd, and Wednesday November 6th. There is no meeting in December.

Appendix 1 – Environment

During the year, Westleigh Parish Council has been involved with the project, Investment in Nature. The aim of the project was to improve wildlife habitat and the environment.

Through our application to the Climate and Environment Fund, we were awarded the total £2,000 available for small parish councils from this fund.

The grant has provided funds for J. Harris to continue planting bulbs, to buy tree saplings and pollinators and to extend his planting to Eastleigh.


His budget enabled him to plant 2,750 bulbs in Westleigh and Eastleigh. The results of his spring meadow planting on the wide verges in Instow on behalf of Instow PC, has been much admired. His plan was to follow the same scheme in Westleigh and Eastleigh

His plan for St Peter’s Church is already in evidence with crocuses, primroses and snakeshead fritillary already in bloom. Some verges, already planted with daffodils and crocuses, are now enhanced with snakeshead fritillaries, more crocuses and camasias.

He has also planted at the signpost, outside the Village Hall and there are still plans for three Crab Apple trees to be planted. Planting areas in Eastleigh have been agreed with Cllr Heard.

John Grigg has agreed to provide sites in his barns for I bat box. 1 Barn Owl Box and 2/3 swallow cups depending what is still available.

Thanks to Cllrs Dave Fairbrother and Chris Heard who have managed the budget - all finances now finalised.

Thanks also to local Parishioners (Sara, John & Ann, Brian & Janet) for their support and helpful contributions, and to the professionals (Billie) who gave their time at no cost!

WPC agreed, that in the future, they would hope to take advantage of free tree initiatives, such as the Woodland Trust annual offers. 2 trees had already been allocated and distributed to Tapeley, and Tapeley were also looking to purchase some trees, as they had lost many during the winter storms.

Nature Surveys at Westleigh and Tapeley with David Paull/ Lesley Burgess continue each month, and will be reported on in due course. They visited Tapeley Park on 24th November 2023 and were truly astonished by the abundance of fungi on the front lawn in front of the house. A validation for Hector’s no glyphosate policy on the estate. Their last survey was 26th January 2024. Violets, celandines and an abundance of snowdrops (see photos March Edition Parish News) were evidenced. There are some outstanding items to be completed, some of which will involve high ladder and fixing work (volunteers required!) Cllr Frajbis agreed to place an ‘ask’ in the Parish News.