Minutes of the Parish Council Meeting
held in the Epworth Hall commencing at 7.00pm on Monday 9 April 2018

Present: Cllr R Lane (Chairman)
Cllr A Brock
Cllr H Griffith
Cllr A Townsend
Cllr S Whitehead

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

Public Session

B/Cllr Ward, Mr Dyke (Open Spaces Warden) and one member of the public were present for part of the meeting.

C/Cllr Gibson had submitted a written report which had been circulated to councillors.

The PCSO had submitted a 30 day crime report for the Parish which had also been circulated to councillors.

B/Cllr Ward highlighted that over the past five years £267k had been awarded through 408 borough councillors’ grants; the Chairman thanked B/Cllr Ward for his on-going financial and other support given towards improving activities in the Parish. B/Cllr Ward also updated councillors on progress being made on plans for the proposed pre-school. Information was being collated at this time with a view to seeking pre-application advice before a full planning application was submitted to the Borough Council for decision.

51. Apologies for Absence

51.1 Cllrs Curtis, Harwood, Hughes and Webb; and C/Cllr Gibson.

52. Chairman’s announcements and Councillors’ questions

52.1 The Chairman was pleased to announce that the application for £5,370 from the National Lottery Awards for All programme for adult fitness equipment had been successful. This would enable the installation of two pieces of fitness equipment on the King’s Somborne recreation ground with a further two pieces in Up Somborne.

53. To accept the Minutes of the Parish Council meeting held on 5 March 2018

53.1 Proposed Cllr Brock, Seconded Cllr Townsend, RESOLVED with Cllr Lane abstaining (absent) that the minutes of the meeting held on 5 March 2018 be accepted as a true record.

54. To consider any Matters Arising from those Minutes

54.1 Para 46.3 Facebook. It was agreed that the Council’s Facebook page should be retained but qualified by stating that no acknowledgement of posts would be made; instead the poster would be informed that any comments requiring a Council acknowledgement should be forwarded to the Clerk. Cllr Whitehead would continue to monitor content.
Action: Cllr Whitehead

54.2 Para 37.1 Website update. Personal details on the website still required review by some. Cllr

Whitehead would review and contact those involved.
Action: Cllr Whitehead

54.3 Para 37.3 Aster Group housing policy. Aster had provided their policy on disposal of dwellings which had been circulated to councillors for information.

54.4 Para 39.1 Horsebridge Road kissing gates. The Clerk was still liaising with the land owners and seeking estimates of cost for alteration to the gates to make them easier to transit through.
Action: Clerk

54.5 Para 41.1 Communication continued between the Clerk and a member of the public for information on the reasoning used within the draft Neighbourhood Development Plan to identify potential development sites within the Parish.
54.6 Para 43.2 The Clerk was still investigating the practicalities of relocating the ‘wedding tree’ planted on the border between Top Field and the cricket outfield to enable the football pitch to be
Action: Clerk

55. Declarations of Interest and Requests for Dispensations

55.1 None declared.

56. To consider Correspondence Received and determine any action required

56.1 Mr Fahy, as Secretary of the KS Cricket Club, had reported damage to the cricket outfield arising from footballers practising on it. The damage was severe and could result in the first few fixtures having to be cancelled or played elsewhere. The Clerk was liaising with the Football Club and identifying sports ground contractors who might be able to effect repairs.
Action: Clerk

57. To receive minutes of the Planning Committee meetings held on 5 and 19 March 2018

57.1 The minutes of the Planning Committee meetings held on 5 and 19 March 2018 had been circulated with the agenda and were noted.

58. Councillors’ Reports

58.1 Cllr Brock reported on his meeting with a member of the Hampshire Highways staff to discuss outstanding highways matters. No follow up action had yet occurred and Cllr Brock would hasten.
Action: Cllr Brock

58.2 Cllr Brock also hoped to finalise the SSE agreement to underground the power supply cable this week with work to complete starting soon after. He was also finalising with TVBC Legal the wording of the revised lease for Top Field.
Action: Cllr Brock

58.3 Cllr Griffith and Cllr Hughes were looking at schemes to increase community involvement in local fun activities such as hiding painted rocks for children to hunt. They would develop this further.
Action: Cllrs Griffith and Hughes

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

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

59.2 The Clerk reported the successful completion of the internal audit for the past year and that he would table the external Annual Return and Balance Sheet for adoption at next month’s meeting.

60. Payment of Accounts

60.1 Proposed Cllr Brock, Seconded Cllr Lane, RESOLVED unanimously that the following accounts for March 2018 be approved for payment:

To For Net VAT Gross Chq/Internet
Mr P Storey Salary/expenses 717.57 2.06 719.63 Bacs
HMRC Tax/NIC 446.88 446.88 Bacs
Legal & General Staff pension 80.42 80.42 DD
JRB Dog waste bags 58.95 11.79 70.74 Bacs
Wicksteed Play Safety surface wash 585.00 117.00 702.00 Bacs
Tarrant Engineers Clock face resiting 2000.00 400.00 2400.00 Bacs
TVBC Pre plg app advice 120.00 120.00 1822
Totals 4008.82 530.85 4593.67

61. To consider Grant aid applications

61.1 An application for a grant of £150 had been received from the organisers of the Open Garden Day to be held on Sunday 17 June 2018 to help meet the costs of advertising, signage and minibus hire for the disabled.

61.2 Proposed Cllr Brock, Seconded Cllr Lane, RESOLVED unanimously that £150 be granted to the organisers of the Open Gardens Day to help offset costs.

61.3 An application for grant of £500 had been received from the Art Exhibition co-ordinating committee to help towards the costs of purchasing display frames to be used on 17 June 2018 and subsequently to be available for use by other hirers of the Village Hall. However, councillors thought these costs should be met by the Village Hall and any funds raised by the event and therefore did not feel able to support the application.

62. Neighbourhood Development Plan (NDP) progress

62.1 Cllr Brock reported some encouraging comments received from TVBC on the draft NDP. When all comments were to hand, the final draft would be formally submitted for adoption. A late requirement in NDP planning was the production of a Strategic Environmental Assessment and a Habitat Regulations Assessment which had been drafted to support the Plan and submitted for professional comment.

63. Clerk’s monthly report

63.1 An application for Lawful Development for an Existing Use had been submitted to TVBC to regularise the change in use of the John O’Gaunt Field and Top Field from grazing to recreational.

63.2 Cllr Brock and the Clerk had attended the half yearly TVBC Resilience Planning Forum at which the Head of Resilience Planning at HCC had given an overview of the manner in which the emergency services and other organisations involved in resilience planning from central government down to local level all interlinked.

63.3 No nominations had yet been received to fill the councillor vacancy.

63.4 The Clerk reminded all councillors of the forthcoming Annual Assembly to be held in the Village Hall at 7.30pm on Thursday 10 May 2018. Cllr Brock would put together a suitable supporting slide show.
Action: Cllr Brock

63.5 The Clerk reported on progress being made to comply with the General Data Protection Regulations (GDPR) coming into force on 25 May 2018 and the actions to be taken by individual councillors and the Council itself to comply. More detailed information would be available at the next meeting but in the meantime the Clerk confirmed he had completed a Data Capture audit
identifying the types of data currently held on individuals by the Council together with the legal reason why. He had also designed and would circulate the necessary consent form to councillors whose data was held on computer or in Council records. A draft IT and E-mail policy would be tabled for adoption next month.
Action: Clerk

64. Date, time and place of next meeting

64.1 The next meeting would be the Annual General Meeting to be held on Monday 14 May 2018 at 7.00pm in the Epworth Hall, Winchester Road, King’s Somborne.

There being no further business, the Chairman and closed the meeting at 8.30pm