Minutes AGM May 2009
KING’S SOMBORNE PARISH COUNCIL
Minutes of the Annual General Meeting of the Parish Council
held in the Epworth Hall, King’s Somborne
commencing at 7.00pm on Monday 11 May 2009
Cllr D Dyke (Chairman)
Cllr R Bevan
Cllr D Bidwell
Cllr F Fahy
Cllr R Harwood
Cllr R Lane
Cllr G Pearson
Cllr R Pidgeon
Cllr D Room
In Attendance: Mr P J Storey (Clerk to King’s Somborne Parish Council)
Mrs Dawn Harrison, the Village Correspondent, Mr Colin Matthews, the Tree Warden and PC M Benton were present for the meeting. PC Benton reported that recorded incidents had decreased by 25% year on year with poaching being the largest current problem. He urged everyone to report any suspicious or other incidents and confirmed that there were now 6 police officers, two PCSOs plus a third arriving soon to deal with matters in our area. Cllr Harwood commented on the confusion generated by the varying speed limits on the A3057 and the number of road signs bent or missing and PC Benton explained the Chief Constable’s policy of not deliberately going out to trap motorists but if excessive speed was reported in an area the monitoring team would concentrate on that area. Mrs Harrison expressed the concern of the residents of Horsebridge Road at speeding drivers travelling along this narrow road and the dangers posed to cyclist, walkers and residents emerging from their front drives. The Clerk would report formally this concern and PC Benton took note. Mrs Harrison also reported the concern felt by users of the footpaths from the Romsey Road to the Horsebridge Road houses when approached by the landowners. It was confirmed that the two paths in question were recognised rights of way generating an absolute right to walk albeit along the designated route which in one case was not the most direct route. The poor condition of the kissing gate at the field entrance was highlighted.
1. Apologies for Absence
1.1 Apologies had been received from Cllr Werrett and Borough Cllr Ward.
2. Election of Chairman
2.1 Proposed Cllr Bevan, Seconded Cllr Bidwell, RESOLVED unanimously that Cllr Dyke be re-elected as Chairman of King’s Somborne Parish Council for the current year.
Cllr Lane assumed the Chair for this item.
3. Election of Vice-Chairman
3.1 Proposed Cllr Bevan, Seconded Cllr Bidwell, RESOLVED unanimously that Cllr Lane be re- elected as Vice-Chairman of King’s Somborne Parish Council for the current year.
4. Election of Chairman of the Planning Committee
4.1 Proposed Cllr Bevan, Seconded Cllr Lane, RESOLVED unanimously that Cllr Room be re-elected as Chairman of the Planning Committee.
5. Allocation of Responsibilities
5.1 Proposed Cllr Bevan, Seconded Cllr Bidwell, RESOLVED unanimously that the following allocation of responsibilities be confirmed –
a. Footpath Warden Dr Stephen Rake
b. Tree Warden Colin Matthews
c. Village Hall liaison Cllr Dick Dyke
d. Council for the Protection of Rural England Cllr Gordon Pearson
e. Neighbourhood Watch Cllrs David Bidwell and Gordon Pearson
f. Flood Watch/Southern Water Cllr John Werrett
g. Cubs/Scouts liaison Cllr Roy Pidgeon
h. Test Valley Planning Users Group Cllrs David Room and Roy Pidgeon
i. Horsebridge liaison Mrs Dawn Harrison
j. Cemetery records Cllr David Bidwell
k. Schools liaison Cllr Roy Pidgeon
l. Biodiversity Cllrs Fahy, Hawood and Werrett
m. Farming community liaison Cllr Richard Harwood
n. Three Fields site liaison Cllr Ron Bevan
o. Highways/Road Safety Cllr Frank Fahy
p. Sport Cllrs Richard Harwood and Frank Fahy
q. Young people Cllr Ron Bevan and Cllr Roy Pidgeon
r Transport Cllr David Bidwell
s. Up Somborne liaison Cllr Robbie Lane
t. TVBC Environment Action Group Cllr Richard Harwood
u. Health & Safety – Muss Lane Cllr David Bidwell King’s Somborne Cllr Ron Bevan
Up Somborne Cllr Robbie Lane
Graveyard and Cemetery Cllr Roy Pidgeon
v. Affordable Housing Cllrs Ron Bevan and Dick Dyke
6. Announcements by the Chairman
6.1 Cllr Dyke thanked all present for his re-election.
7. To receive reports from Tree Warden, Footpath Warden and other Volunteers
7.1 The Tree Warden reported the damaged tree in the Muss Lane recreation ground now had new growth and he would monitor this for the time being. He suggested that boundary hedgerows be planted in lieu of fences to improve the visual amenity and encourage wildlife and more trees could be planted along the Romsey Road near to the postbox layby. Members would discuss these suggestions at a later date.
8. To approve the Minutes of the Parish Council Meeting held on 6 April 2009
8.1 Proposed Cllr Bidwell, Seconded Cllr Lane, RESOLVED unanimously that the minutes of the meeting held on 6 April 2009 be accepted as a true record.
9. To consider any Matters Arising from those minutes
9.1 Para 11.1 Cllr Dyke reported that the preferred option for siting the junior league football pitch was on land owned by the Parish Council adjacent to The Gorrings. The Football Club was seeking funds to level and spray the land and Cllr Dyke would continue liaising with the Club over progress.
Action: Cllr Dyke
9.2 Para 15.1 The Pre-School group were currently progressing thier plans with the village School and would be submitting a planning application to erect classroom accommodation onthe field to the rear of the School but if this was unsuccessful would look to the Village hall as their second option.
10. Declarations of Interest
10.1 No declarations were made.
11. To consider Correspondence Received and determine any action required
11.1 Details of correspondence received since the last meeting had been circulated with the agenda papers. Miss Morrish, Headteacher at the Test Valley School, had written to advise her departure and to thank the Parish Council for its support of the School during her tenure of office. It was agreed that a suitable reply should be sent.
Action: Clerk 12.
To receive reports on Planning Applications received and determined
12.1 The following responses had been made to recent planning applications received:
* 09/00459/FULLS – Furzedown Farm, Furzedown Road – retrospective application for refurbishment of agricultural building to incorporate cladding, doors, internal wall and mezzanine floor to create a farm office, storage and workshop – no objection
* 09/00575/FULLS and 579/LBWS – Old Palace Lodge, Old Palace Farm – demolition of existing garage and link and erection of single storey extension with glazed link to house – no objection
* 09/00680/FULLS – Jessamine, Romsey Road – two storey rear extension and front porch – no objection
* 08/00926/FULLS – 1 Kings Down Cottages – rear conservatory – no objection 12.2
The following determinations were reported
* Yew Tree House, Romsey Road – prune one Yew Tree – approved
* St Peter’s and St Paul’s Church – erect notice board – approved
* Somborne Garage site, Romsey Road – demolish existing buildings and erect 4 dwellings with associate parking, turning and amenity areas and ecospace studio – approved
13. RFO’s Report and Budget Monitoring
13.1 An analysis of expenditure against budget had been circulated with the agenda papers. No further action was thought necessary at this time.
14. To adopt the Financial Accounts and approve the Statement of Assurance for the year ended 31 March 2009
14.1 The Clerk confirmed that the internal audit of the year’s accounts had been completed successfully and presented the audited financial accounts for the year ended 31 March 2009 and the completed Annual Return; a copy of the financial accounts is attached to the minutes.
14.2 Proposed Cllr Pidgeon, Seconded Cllr Lane, RESOLVED unanimously that the audited financial accounts for the year ended 31 March 2009 be adopted.
14.3 Proposed Cllr Pidgeon Seconded Cllr Lane, RESOLVED unanimously that the Chairman and Clerk be authorised to sign the Annual Return.
15. To reappoint the Internal Auditor
15.1 The Clerk confirmed that the internal auditor, Mr Paul Reynolds, was willing to continue examining the Council’s financial affairs.
15.2 Proposed Cllr Bidwell, Seconded Cllr Bevan, RESOLVED unanimously that Mr Paul Reynolds be re-appointed as the Council’s internal auditor.
16. To approve Payment of Accounts
16.1 Proposed Cllr Lane, Seconded Cllr Pidgeon, RESOLVED unanimously that the following accounts be approved for payment:
To For Net VAT Gross Chq
Mr P Storey Salary and expenses 619.32 619.32 1514 HMRC Tax/NIC 195.34 195.34 1515
BPC Shared costs 15.00 15.00 1516
Ark Glass Notice board 60.00 9.00 69.00 1517
Fair Account Audit 125.00 125.00 1517
Came & Co Insurance 1356.57 1356.57 1518
Mr M Rebbeck Grounds maint 840.00 840.00 1519 Totals 3211.23 9.00 3211.23 17
To receive an update on planning for the new junior football pitch
17.1 See para 9.1 above.
18. To consider any matters raised at the Annual Assembly 2009
18.1 Included in the points raised at the Annual Assembly were the fact that the A3057 through the Village centre had not been surfaced dressed when the route either side had been; replacing the bright orange streetlights in the Village centre, road potholes; placing a notice on the bridge advising walkers to cross into Old Vicarage Lane from Winchester Road to reduce the risk of accidents; additional sites for the speed indicator device on Furzedown Road and Horsebridge Road and the possible purchase of a second device. Appropriate action or further discussion would be taken on these items in the near future.
19. To receive reports from Members on external meetings they have attended or have attended in any other capacity
19.1 Cllrs Bidwell and Pidgeon had attended a meeting with the primary school governors to discuss the establishment of the pre-school facility on the grassed area behind the school. A planning application would soon be submitted to erect appropriate classroom accommodation.
20. To receive Councillors’ reports, as appropriate, on actions taken including the Parish Plan
20.1 At the Chairman’s invitation, Mrs Harrison briefed Members on progress to date on updating the Parish Plan confirming she had identified those actions completed and those outstanding. She had asked for volunteers to assist but to no avail and she would be talking to Members and others seeking views and would be approaching Village organisations to enlist their specific thoughts. Further articles in The Gauntlet would be published and she planned to have a comprehensive report for Members by the end of June.
20.2 Cllr Lane had met with Hampshire Highways staff to discuss, pothole repairs and the reinstatement of road markings and SLOW signs at the Strawberry Lane junction.
20.3 As part of the on-going campaign to tidy up the Village, Cllr Pearson commented on the variety of commercial advertising displayed on the notice boards and reminded Members that there was a policy of discouraging this type of notice. It was agreed that the policy should be enforced on an opportunity basis.
21. To receive the Clerk’s monthly report
21.1 The Clerk reported that, with the agreement of the webmaster and editor, he had entered the Sombornes website and The Gauntlet magazine into the annual competition run by the Hampshire Association of Local Councils to find the best example in each category.
21.2 Although Test Valley Borough Council had approved the application to site the new notice board within the grounds of the Graveyard, the Diocese of Winchester had not seen fit to provide the Parish with a ‘recommended certificate’ to apply for faculty permission. The application could, however, still go forward to the Chancellor but with a ‘not recommended’ certificate. Before this step was taken, Members thought it preferable to approach the School with a view to having the board affixed to the School fence.
21.3 A successful bid to the Star Energy Fund had produced £7,000 towards the costs of installing suitable toddlers’ play equipment in the King’s Somborne recreation ground. With other monies received, it was agreed that the net shortfall of £3,410 should be met from within this year’s budget for play equipment; the Clerk would now progress installation.
22. To receive reports on the Parish recreational facilities and Cemetery
22.1 Cllr Pearson reported that the stile from the John O’Gaunt Field into the Churchyard was broken and it was agreed to remove it altogether since there was no longer a need to fence in livestock.
22.2 Cllr Lane reported problems with rabbits on the Up Somborne recreation ground.
22.3 Cllr Fahy reported disquiet among the allotment holders at the overall management of the allotments and it was agreed this matter would be reviewed at the September meeting.
22.4 Cllr Pidgeon reported that the Scouts were actively involved in fundraising with some success.
23. Date, time and place of next meeting
23.1 The next meeting will be held on Monday 1 June 2009 at 7.00pm in the Epworth Hall, King’s Somborne.
There being no further business, the Chairman closed the Meeting at 9.50pm