Minutes of the Parish Council Meeting
held in the Epworth Hall
commencing at 7.00pm on Monday 2 February 2015
Present: Cllr R Harwood (Chairman)
Cllr A Brock
Cllr R Curtis
Cllr J Evans
Cllr F Fahy
Cllr R Jackson
Cllr R Lane
Cllr J Werrett
Cllr S Whitehead
In Attendance:    Mr P J Storey (Clerk to King’s Somborne Parish Council)
Public Session
Mr Dyke (Open Spaces Warden) and 2 members of the public were present for part of the meeting.
Mr Wolstenholme informed Members of the plans being made by the anti-Gladman group and the meeting to be held by the group in the Village Hall on 11 February 2015 at 8.00pm to discuss further action. It was thought possible that the Test Valley Planning Committee would consider the Gladman application in early March.
17. Apologies for Absence
17.1Cllr Reeves.
18. Chairman’s announcements and Councillors’ questions
18.1 None made.
19. To approve the Minutes of the Parish Council meeting held on 5 January 2015
19.1 Proposed Cllr Evans, Seconded Cllr Brock, RESOLVED with Cllrs Jackson and Whitehead abstaining (absent) that the minutes of the meeting held on 5 January 2015 be accepted as a true record.
20. To consider any Matters Arising from those Minutes
20.1 Para 12.1    Quality Parish Scheme.  Following the demise of the Quality Parish Scheme, the Clerk confirmed he had applied for Foundation Status under the new Local Council Award Scheme.  Further information was awaited.
21. Declarations of Interest and requests for Dispensations
21.1 None declared or sought.
22. To receive the minutes of the Planning Committee
22.1 The minutes of the Planning Committee meetings held on 5 and 19 January 2015 had been circulated with the agenda papers.
22.2 Proposed Cllr Lane, Seconded Cllr Curtis, RESOLVED unanimously that the minutes of the Planning Committee meetings held on 5 and 19 January 2015 be received and accepted.
23. To consider Correspondence Received and determine any action required
23.1 The Clerk drew Members’ attention to correspondence received but no further action was thought necessary.
24. To receive Councillors’ Reports
24.1 Cllr Lane reported on the planning meeting held earlier in the evening.
24.2 Cllr Evans, as Facilitator of the Local Flood Action Group (KSFAG), reported actions to date on flood preventative measures and the proposed multi-agency meeting in planning.  She requested action be taken to obtain a large scale map of the community to assist in planning preventative measures and all agreed to spend £395 to obtain one from commercial sources if the Environment Agency or TVBC were unable to help.  Members also agreed to fund the incidental expenses of the KSFAG which the Clerk would monitor.
Action: Clerk
24.3 Cllr Evans also asked for any pictures of flooding to be sent to her to be used in the multi-agency meeting.
Action: All
24.4 Cllr Evans was also pleased to announce that the defibrillator was now installed on the outside wall of The Crown Inn and training would soon be available for anyone interested; she hoped all Members would take advantage of this.
Action: All
24.5 Cllr Fahy confirmed various white lining at junctions had been completed.
24.6 Cllr Brock confirmed once Fields in Trust had completed the legal action required the work to bury the electricity supply cables across the 3 Fields site could commence.  SSE were also due to undertake some pruning where overhanging vegetation was in contact with their power lines but were currently awaiting permission to install traffic lights whilst the work was in progress.
24.7 Cllr Whitehead briefed that the new Parish Council website was up and running and was congratulated on his efforts.  The site is accessible on
24.8 Cllr Curtis confirmed most of the security fencing had now been removed from the MUGA and that he would approach the contractor for more artificial grass matting on the approach.  Seeding would take place in the Spring.
Action: Cllr Curtis
24.9 Cllr Werrett commented on the amount of litter and unwanted items left on Eldon Road adjacent to the Lancaster Green development which reflected badly on the community.  The Clerk would approach Hyde Housing as the landlord and task the Lengthsman to remove the offending items.
Action: Clerk
24.10 Cllr Harwood highlighted the forthcoming election timetable and the responsibility of those wishing to seek re-election to comply with the strict deadlines.  He also highlighted the need for some cutting back of the Muss Lane play area hedge line which the Clerk would action.
Action: All/Clerk
25. To receive the RFO’s Report and Budget Monitoring
25.1 The Clerk, as RFO, reported the successful completion of the internal interim audit and that the additional insurance premium for the remainder of the year for the MUGA amounted to £184.
25.2 Members noted that with effect from 1 February 2016 the Council, as an employer, would have to subscribe to a recognised pension scheme for the Clerk and any future staff members.  The Clerk would table more information in due course.
Action: Clerk
25.3 A budget monitoring report had been circulated with the agenda papers.
25.4 Proposed Cllr Lane, Seconded Cllr Brock, RESOLVED unanimously that the Budget Report be accepted as tabled.
26. Payment of Accounts
26.1 Proposed Cllr Brock, Seconded Cllr Lane, RESOLVED unanimously that the following accounts for January 2015 be approved for payment:
To For  Net        VAT Gross    Chq/Internet
Mr P Storey Salary/expenses      624.72       624.72 Int
HMRC Tax/NIC   393.33 393.33 Int
BPC Shared costs     42.00  42.00 Int
TVBC SID management   815.00 815.00 Int
Southern Water KS rec     25.79  25.79 DD
Southern ElectricityParish clock             16.36 3.27  19.63 DD
Sub Arb Church tree   160.00   32.00 192.00 Int
Came & Co MUGA insurance   183.64 183.64 Int
KS Village Hall MUGA hire     25.00  25.00 Int
Light Touch Internal audit    393.75 393.75 Int
Bruno Construction Pothole repairs    77.00    15.40  92.40 Int
Totals                      2756.59    50.67 2807.26
27. Financial Systems Risk Assessment 2014 – 15
27.1 Current audit and accounting rules required an annual financial risk assessment to be adopted by the Parish Council before the yearend to which the assessment related.  A risk assessment signed off by the Clerk and the Internal Auditor had been circulated with the agenda papers.
27.2 Proposed Cllr Brock, Seconded Cllr Evans, RESOLVED unanimously that the Financial Risk Assessment 2014 -15 be adopted.
28. TVBC Planning Committee presentation on the Gladman Development Ltd application
28.1 Following the discussion in the public session on the Gladman application to develop off Eldon Road, it was agreed that the Chairman would represent the Parish Council’s views at the TVBC  planning committee hearing and that he would liaise with the Village group opposing the application to dovetail their presentation content.
Action: Cllr Harwood
29. Annual Assembly arrangements
29.1 The Annual Assembly would be held in the Village Hall at 7.30pm on Thursday 30 April 2015. It was agreed that the only speakers would be the Chairman, Clerk/RFO and those lead councillors with responsibilities of particular interest including the new website, the flood action group and the MUGA.  Others would be invited to join the open question and answer session later in the evening.  Cllr Brock would assemble a slide presentation.  The Clerk would advertise the event in the Gauntlet and on the website and notice boards and would table a draft agenda at the next meeting.
Action: Cllr Brock/Clerk
30. Proposal to better inform the community
30.1 Cllr Fahy tabled a paper outlining ideas on how to better inform the community on what the Parish Council did to encourage stronger community involvement.  The paper suggested a variety of questions to test local knowledge on the Council’s activities and responsibilities.  Following discussion, it was decided that a shorter list of questions should be published in The Gauntlet with the answers available at the Annual Assembly which, as a way of encouraging attendance, could be productive.  The Clerk would draft a suitable list with Cllr Fahy for publication.
Action: Clerk/Cllr Fahy
31. MUGA opening arrangements
31.1 The MUGA would be opened formally by The Worshipful the Mayor of Test Valley, Cllr Jan Lovell at 11.00am on Thursday 19 February 2015, following which some training sessions and competitions in football, basketball and quick cricket would take place with prizes being awarded about 1.30pm.  On behalf of the Parish Council, the Clerk would invite representatives from those organisations who had made grants towards the project costs and others who were likely to become primary users with the costs of light refreshments and Jubilee Room hire being met in part from Council funds.  Other costs were being covered by TVBC and the total was not expected to exceed £100.  The Clerk would draft a press release.
Action: Clerk
32. Clerk’s monthly report
32.1 Resulting from recent changes in the law, Members noted and consented to the issue of meeting summonses by electronic means (as had long been the practise here and elsewhere).
32.2 Hampshire Highways had raised no objection to the installation of a seat at the junction of Riverside Green and Winchester Road which the Clerk would now obtain.
Action: Clerk
33. Date, time and place of next meeting
33.1      The next meeting would be on Monday 2 March 2015 at 7.00pm in the Epworth Hall, Winchester Road, King’s Somborne.
There being no further business, the Chairman closed the meeting at 8.30pm

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