Minutes of the Parish Council Meeting
held in the Epworth Hall commencing at 7.00pm on Monday 4 September 2017

Present: Cllr R Lane (Chairman)
Cllr A Brock
Cllr H Griffith
Cllr R Harwood
Cllr R Sutton
Cllr A Townsend
Cllr R Webb

In Attendance: Mr P J Storey (Clerk to King’s Somborne Parish Council)

Public Session

Mr Dyke (Open Spaces Warden) was present for part of the meeting.

The Clerk had circulated a written report submitted by B/Cllr Ward in his absence covering such matters as the renewal of the Top field lease, the recently held community assets meeting (both matters covered later) and a range of other matters applicable to Test Valley in general. This was noted.

140. Apologies for Absence

140.1 Cllrs Curtis and Whitehead not present; C/Cllr Gibson and B/Cllr Ward.

141. Chairman’s announcements and Councillors’ questions

141.1 None.

142. To accept the Minutes of the Parish Council meeting held on 7 August 2017

142.1 Proposed Cllr Sutton, Seconded Cllr Brock, RESOLVED with Cllr Griffith abstaining (not present) that the minutes of the meeting held on 7 August 2017 be accepted as a true record.

143. To consider any Matters Arising from those Minutes

143.1 Para 125.3 Cllr Brock confirmed that TVBC (senior traffic engineer) had responded to the original concerns raised by the farming community over the appropriateness of the wording of the recently approved Traffic Regulation Order and the impact its interpretation both for farm traffic in the Up Somborne area and the potential for heavy goods vehicles still able to use it to access Forest Extra. Cllr Brock had responded regarding the clarity but in essence it would ultimately come down to what happens in the event of a prosecution for a violation.

144. Declarations of Interest and Requests for Dispensations

144.1 None declared nor sought.

145. To consider Correspondence Received and determine any action required

145.1 None tabled.

146. To receive minutes of the Planning Committee meetings held on 7 August 2017

146.1 The minutes of the Planning Committee meeting held on 7 August 2017 had been circulated with the agenda.

146.2 Proposed Cllr Harwood, Seconded Cllr Lane, RESOLVED unanimously that the minutes of the Planning Committee meeting held on 7 August 2017 be received and accepted.

147. Councillors’ Reports

147.1 Cllr Webb confirmed he had written to Aster Housing complaining about the amount of litter left lying around the estate but had yet to receive a response. He also confirmed he had volunteered to be the area representative on the HCC road safety council but had yet to hear confirmation of his acceptance from HALC who were co-ordinating this.

147.2 Cllr Griffith sought advice on how to report fly tipping and was advised of the link on the HCC and TVBC websites for this. She also reported resident’s growing concerns at the silt and rate of vegetation growth in the Borne and enquired about the next date for the EA to clear the stream; the Clerk would follow this up.
Action: Clerk

147.3 Cllr Sutton commented on the recent presence of the Police speed detector van in the centre of the village which complemented the positive efforts made by our own Community Speedwatch volunteers in having action taken against speeding drivers.

147.4 Councillors joined with Cllr Sutton in complimenting Cllr Whitehead on the detailed work undertaken by him in modernising the Parish Council website. Cllr Sutton would advise the Clerk on the application procedures for obtaining a domain name for future use.
Action: Cllr Sutton

147.5 Cllr Harwood warned all that fines for speeding drivers were now based on the offender’s weekly income.

147.6 Cllr Lane commented on the number of road signs overgrown with vegetation and the Clerk noted this for future action by the Parish Lengthsman.
Action: Clerk

147.7 Cllr Brock reminded councillors of the outstanding issues with HCC, in particular, the need to haunch the Borne bank along Winchester Road and grassing over the strengthened bank near to Manor Farm. He would provide photographic evidence of the haunching need to C/Cllr Gibson.
Action: Cllr Brock

148. To receive the RFO’s Report and Budget Monitoring

148.1 A budget monitoring report had been circulated with the agenda papers. This was noted.

149. Payment of Accounts

149.1 Proposed Cllr Brock, Seconded Cllr Harwood, RESOLVED unanimously that the following accounts for August 2017 be approved for payment:

To For Net VAT Gross Chq/Internet
Mr P Storey Salary/expenses 724.64 3.25 727.89 Int
HMRC Tax/NIC 429.66 429.66 Int
Legal & General Staff pension 58.39 58.39 DD
PJ Drew Emergency sign 48.00 9.60 57.60 Int
Came & Co Insurance renewal 1714.71 1714.71 Int
Mr M Rebbeck Grounds maint 1256.00 1256.00 Int
Totals 4231.40 12.85 4244.25

150. To approve fees and disbursements for registering Parish Council owned land with the Land Registry

150.1 Cllr Brock and the Clerk had undertaken a document audit of those documents relating to Parish Council owned land held by Blake Morgan Solicitors with a view to confirming their currency and/or needing action taken to formally record our title at the Land Registry. Various actions were identified and subject to signing their formal letter of engagement and agreeing costs, Blake Morgan had agreed to complete the necessary work on our behalf. Areas of land owned by the Council but not formally registered included the Cemetery extension, junior football/MUGA area, and half of the Old Palace Farm/John O’Gaunt field adjacent to The Gorrings.

150.2 Proposed Cllr Townsend, Seconded Cllr Sutton, RESOLVED unanimously the Clerk be authorised to sign the letter of engagement and that Blake Morgan Solicitors be engaged to register with the Land Registry those parcels of land owned by the Parish Council at a cost of £950 ex VAT plus disbursements.

151. To approve expenditure on the recreation ground slip road repairs

151.1 In the past, individual pot holes had been repaired as necessary but now larger areas of the recreation ground slip road were disintegrating and it was timely to consider more extensive repairs. A quotation of £2580 had been received for resurfacing an 11m stretch from the inner speed hump to the stop line at the rec exit. However, with thought being given to maximising car parking slots and possibly extending the parking area to meet the prescribed number of spaces required for the Village Hall, it was possible that the slip road would be closed to vehicles and pedestrianised. As a result, it was thought appropriate at this time only to repair the existing potholes.

151.2 Proposed Cllr Sutton, Seconded Cllr Harwood, RESOLVED unanimously that the slip road potholes be repaired rather than a section of the road being resurfaced; the Clerk to arrange.
Action: Clerk

152. To determine and levy rent for use of the land leased to the Scouts

152.1 The area of land on the recreation ground occupied by the Scouts, previously owned by Fields in Trust, was now owned by the Parish Council and the lease had been transferred in its entirety. The lease provided for an annual rent of £20 subject to 7 yearly reviews with increases in line with the RPI index. These reviews had not been undertaken by the previous landlords and had they been the current rent would now amount to £35.04. The Council wished to receive its due rent for the site but could accept £20 until the next rent review due in March 2018. All noted that the lease expired on 18 March 2015 with no right of renewal and this had given some impetus to the community asset review established to look at facilities available for youth in the Parish, including the Scouts, Church Youth Club and Pre-School.

152.2 Proposed Cllr Brock, Seconded Cllr Harwood, RESOLVED unanimously that the Scouts be charged £20 rent for the current year and that they be given advanced warning of the likely rent chargeable from March 2018; the Clerk to action.
Action: Clerk

153. Neighbourhood Development Plan (NDP) progress

153.1 Cllr Brock reported that NDP Steering Group members continued with drafting and editing the NDP. The methodology for determining housing numbers had now been agreed with TVBC and approaches had been made to local landowners whose land had housing development potential. Some concern was being expressed at the proposed development of the Spencer’s Farm and Winchester Road sites despite the even scores given by the public consultation. One key policy for the NDPSG was preserving current landscape views and a landscape visual impact appraisal/assessment would be undertaken by an independent externally recognised body to provide credence to this policy. When this additional information became available, a further public consultation would be organised before final drafting and submission to the external examiners.
Action: Cllr Brock

154. Clerk’s monthly report

154.1 The Clerk reported that the diseased Horse Chestnut adjacent to the cricket practice nets would be felled next week and that he would inform TVBC accordingly. Two Oak saplings recently planted would offset the loss of this tree.

154.2 The Clerk had co-chaired a meeting with B/Cllr Ward to discuss community amenity development in the Parish as a variety of initiatives were in train, some of which would result in bids for TVBC funding and it made sense if the interested parties joined forces to avoid overlapping their efforts. Amenities discussed included the possible relocation of the football pitch a few metres away from the Village Hall to reduce risk of injury to passers by, enable the completion of the last few metres of the all-weather path, and perhaps allow for further extension of the Hall; relocation of the Pre-School to enable them to provide the 30 hours per week per eligible child which was not possible at the moment given the use by others of the Hall; the modernisation/replacement of the Scout hut to encourage increased usage by other youth organisations as well as the Scouts; siting of a zip wire, additional skate ramp facilities and a climbing wall; and increased car parking at the recreation ground – to name a few. The Clerk would continue to report progress, as necessary.
Action: Clerk

154.3 In discussing the possible relocation of the football pitch, it was thought inappropriate for the Parish Council to become involved in the debate given there was no clear advantage accruing to the Council. However, every encouragement would be given to the two parties involved to come to a decision in the near future, which the Council would support, as if the pitch was to be moved it could impact on SSE’s current planned route for undergrounding the power supply along the border between the recreation ground and Top Field.

154.4 Proposed Cllr Brock, Seconded Cllr Griffith, RESOLVED unanimously that the Parish Council should support whatever agreement the Village Hall and the Football Club might reach regarding relocation of the football pitch and that any agreement should be reached soon so as not to delay further the undergrounding of the electricity supply cables servicing that part of the Parish.

155. Date, time and place of next meeting

155.1 The next meeting would be held on Monday 2 October 2017 at 7.00pm in the Epworth Hall, Winchester Road, King’s Somborne.

There being no further business, the Chairman closed the meeting at 8.25pm