Parish Council

Parish Council AGM minutes May 2008


Minutes of the Annual General Meeting of the Parish Council
held in the Epworth Hall, King’s Somborne
commencing at 7.00pm on Monday 12 May 2008

Cllr D Dyke (Chairman)

Cllr R Bevan (Items 1 to 20)

Cllr D Bidwell

Cllr F Fahy
Cllr R Harwood
Cllr R Lane

Cllr R Pidgeon

Cllr D Room

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

Public Session

Dr Stephen Rake the Footpath Warden, Mrs Jo Finch the Village Correspondent, Mr Colin Matthews the Tree Warden, and three members of the public were present for part of the meeting. Mrs Everett highlighted concerns over the developments at Hoplands Equestrian Centre, the impact of associated increased traffic on local roads and the increased horse usage of the paths and bridleways in the area to the detriment of local residents and other path users. Whilst recognising the Parish Council had only limited powers in these matters and could only make comment based upon the information made available to it, she welcomed the concern expressed in her support and would continue to monitor the situation for possible future action. Members noted Mrs Everett was taking legal advice.

1. Apologies for Absence

1.1 Apologies had been received from Cllrs Pearson and Werrett.

2. Election of Chairman

2.1 Proposed Cllr Bidwell, Seconded Cllr Pidgeon, RESOLVED unanimously that Cllr Dyke be elected as Chairman of King’s Somborne Parish Council for the current year.

Cllr Dyke assumed the Chair at this point and on behalf of Members expressed his thanks to Cllr Bidwell for nine years of excellent service as Chairman of the Parish Council.

3. Election of Vice-Chairman

3.1 Proposed Cllr Harwood, Seconded Cllr Fahy, RESOLVED with Cllr Pidgeon abstaining that Cllr Lane be 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 Dyke, Seconded Cllr Lane, RESOLVED unanimously that Cllr Room be re-elected as Chairman of the Planning Committee.

5. Appointments and Lead Councillors

5.1 The following appointments and lead councillors were confirmed Appointments:

a. Footpath Warden 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. Tarmac Liaison Group Cllr Gordon Pearson

g. Flood Watch Cllr John Werrett

h. Cubs/Scouts liaison Cllr Roy Pidgeon

i. Test Valley Planning Users Group Cllr David Room and Cllr Roy Pidgeon

j. Compton Estate liaison Cllr Richard Harwood

k. Horsebridge liaison Jo Finch

l. Cemetery records Cllr David Bidwell

m. Schools liaison Cllr Roy Pidgeon

Lead Councillors:

a. Farming community liaison Cllr Richard Harwood

b. Three Fields site liaison Cllr Ron Bevan

c. Road Safety Cllr John Werrett

d. Sport Cllrs Richard Harwood and Frank Fahy

e. Young people Cllr Ron Bevan and Cllr Roy Pidgeon

f. Transport Cllr David Bidwell and Cllr John Werrett (King’s Somborne perspective)

g. Up Somborne liaison Cllr Robbie Lane

h. TVBC Environment Action Group Cllr Richard Harwood

i. Health & Safety – Muss Lane Cllr David Bidwell King’s Somborne Cllr Ron Bevan Up Somborne Cllr Robbie Lane Graveyard and Cemetery Cllr Roy Pidgeon

j. Affordable Housing Cllrs Ron Bevan and Dick Dyke

6. Announcements by the Chairman

6.1 Cllr Dyke thanked all present for his election.

7. To receive reports from Tree Warden, Footpath Warden and other Volunteers

7.1 The Footpath Warden reported that he had resolved the problem protrusion in the area of Horsebridge Station and that he was keeping the progression of the new pipeline under review.

7.2 The Tree Warden reported that he had replaced the dead tree in the Cemetery and that a tree in the Muss Lane recreation area was showing signs of decay. The Cemetery hedges required levelling off and Cllr Harwood undertook to liaise with the local landowners/tenants.

Action: Cllr Harwood

7.3 Mrs Jo Finch stated her wish to relinquish her role as Village Correspondent by the end of the Summer for personal reasons. Members expressed their deep appreciation for the work she had done so willingly and well on behalf of the community and accepted her wish with regret; the Clerk would advertise for a replacement Village Correspondent.

Action: Clerk

8. To approve the Minutes of the Parish Council Meeting held on 7 April 2008

8.1 Proposed Cllr Bevan, Seconded Cllr Pidgeon, RESOLVED unanimously that the minutes of the meeting held on 7 April 2008 be accepted as a true record.

9. To consider any Matters Arising from those minutes

9.1 Members noted the Clerk’s briefing note on S106 Developers’ Contributions, the ‘Wish List’ as it stood at the moment and the discussions Borough Cllr Ward was having with TVBC to identify monies available in support of the Village. It was agreed to add to the ‘Wish List’ as necessary and consider the whole list when S106 contributions became available rather than attempt to prioritise items listed beforehand.

9.2 Para 14.1 – Tug of War competition. The organisers had asked Members to reconsider their earlier decision and, despite the six month rule, it was agreed to broaden out the deliberations. Although there was no agreement to site the competition immediately outside the Village Hall, it was thought that a narrow area following the by-line to the north of the football pitch or using Top Ground could be offered subject to certain conditions regarding reinstatement being met immediately after the event to Cllr Harwood’s satisfaction.

Action: Clerk to inform organisers accordingly

9.3 Para 14.1 – charge for Beavers football. It was decided to treat any usage made by the Beavers of the football pitch to be an extension of the main club usage and not to levy a separate charge.

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. A letter seeking financial support for a leavers’ party at the Primary School was rejected on the grounds that public money could not be used to support such an occasion of limited accessibility to the public and it was agreed that another letter received seeking personal recollections of James Robertson Justice’s time as a resident of Ashley should only be acknowledged in general terms.

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:

* 08/00505/ADVS and 08/00516/LBWS – The Crown Inn – replacement signage – no objection

* 08/00801/FULLS – Smiths Place, Stockbridge Road – demolish existing conservatory, erect two storey rear extension and single storey side extension – no objection

* 08/00923/FULLS – The Old Parsonage, Steepleton Hill – replacement garage – no objection

* 08/00926/FULLS – 1 Kings Down Cottages – rear conservatory – no objection

* 08/00946/FULLS – 1 Eldon Close – retrospective application for erection of a wall with inset fence panels – objection on the grounds that the proposed development is out of keeping with the area

* 08/00972/TREES – field in front of The Old Vicarage – fell three Poplars – objection by the Parish Council but subsequently withdrawn after prolonged discussion with TVBC

12.2 The Clerk reported that an appeal against the refusal to allow the application to erect a marquee in the grounds of Horsebridge Station for four months of the year would be heard on 18 June 2008.

12.3 The following determinations were reported

* 08/00031/FULLS and 08/00035/LBWS – North Park Farmhouse – extension and alterations, new carport and oil store – permitted

* 08/00404/TPOS – Up Somborne Lane – prune two Yew trees – permitted

· 08/00352/LBWS – The Crown Inn – internal changes – permitted

* 08/00562/TREES – Hayes Cottage, Romsey Road – fell two Ash trees and prune one Ash – permitted

* 08/00365/FULLS – land adjacent to Surene, 4 Nutcher’s Drove – erect 2 bed detached dwelling and driveway – application withdrawn

* 08/00650/TREES – Primary School – fell one Red Horse Chestnut and works to 7 Limes – permitted

* 08/00531/FULLS – 3 Furzedown Cottages – two storey rear extension and conservatory- permitted

* 08/00536/FULLS – Estate Office, Compton Manor – replacement fishing hut – permitted

13. To consider the implications of the Hoplands Estate developments

13.1 This item was discussed in the public session.

14. RFO’s Report and Budget Monitoring

14.1 An analysis of expenditure against budget had been circulated with the agenda papers.

14.2 Following previous discussion on changing insurance companies, the Clerk had reverted to Norwich Union to seek any further reductions in premium but to no avail. Members noted the reduction of premium if changing to Norwich Union from Zurich Municipal and thought this to be a strong reason for changing and for signing up to a three years agreement, despite the increase in excess payable for £100 to £250 per claim, after which our cover could be put to competitive tender.

14.3 Proposed Cllr Room, Seconded Cllr Bidwell, RESOLVED unanimously that at the forthcoming renewal date the Council’s insurance cover be provided by Norwich Union under a three year agreement.

Action: Clerk

15. To adopt the Financial Accounts and approve the Statement of Assurance for the year ended 31 March 2008

15.1 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 2008 and the completed Annual Return; a copy of the financial accounts is attached to the minutes.

15.2 Proposed Cllr Harwood, Seconded Cllr Room, RESOLVED unanimously that the audited financial accounts for the year ended 31 March 2008 be adopted.

15.3 Proposed Cllr Bevan, Seconded Cllr Lane, RESOLVED unanimously that the Chairman and Clerk be authorised to sign the Annual Return.

16. To reappoint the Internal Auditor

16.1 The Clerk confirmed that the internal auditor, Paul Reynolds, was willing to continue examining the Council’s financial affairs. 16.2 Proposed Cllr Harwood, Seconded Cllr Bevan, RESOLVED unanimously that Mr Paul Reynolds be re-appointed as the Council’s internal auditor.

17. To consider an application for Grant Aid from Victim Support

17.1 A request from Victim Support had been received to assist them in meeting their operating costs when providing free independent and confidential services to victims of crime in the Hampshire and Isle of Wight areas.

17.2 Proposed Cllr Lane, Seconded Cllr Pidgeon, RESOLVED unanimously that £50 be granted to Victim Support.

18. To approve Payment of Accounts

18.1 Following the presentation by the Hampshire and Isle of Wight Air Ambulance Service at the Annual Assembly, it was thought appropriate to make a donation towards the Service’s operating costs.

18.2 Proposed Cllr Bidwell, Seconded Cllr Bevan, RESOLVED unanimously that £100 be donated to the Hampshire and Isle of Wight Air Ambulance Service.

18.3 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/expenses 548.84 548.84 1418 HMRC Tax/ Employer’s NIC 195.49 195.49 1419 Bishopstoke PC Shared costs 15.00 15.00 1420

Mr M Rebbeck Grounds maint 749.00 749.00 1421

Smith of Derby Clock maint 164.00 28.70 192.70 1422 Hampshire Playing Fields Sub 20.00 20.00 1423

Fair Account Audit 115.00 115.00 1424

Cllr Pearson Expenses 16.00 16.00 1425 Hants&IOW Air Ambulance Donation 100.00 100.00 1426

Victim Support Donation 50.00 50.00 1427 Totals 1973.33 28.70 2002.03

19. To consider an application for the installation of Toddler’s activity play equipment in King’s Somborne

19.1 The Clerk briefed Members on progress to date on fund-raising for a new and challenging piece of activity play equipment for Toddlers following the comments made at the Annual Assembly. He was helping the Toddlers Group identify sources of funding and would continue to report progress at later meetings. In the meantime, Members noted that Borough Cllr Ward was identifying S106 Developers’ Contributions likely to be available from TVBC. The group had previously indicated they were looking for equipment which would cater for aged up to 10 years. Members thought this to be unreasonably high and as a result the Clerk would revert to the Group on this matter. Acceptance was sought from Members that if/when installed the activity equipment would fall to the Council to own, maintain and insure and this was agreed.

19.2 Proposed Cllr Bevan, Seconded Cllr Bidwell, RESOLVED with Cllrs Fahy, Harwood and Pidgeon voting against, that support be given to the concept of installing activity play equipment in the King’s Somborne recreation play area subject to clarification of the age range to be covered, the design and associated costs, being submitted at a later date for further consideration.

20. To consider any matters raised at the Annual Assembly 2008

20.1 There were no matters for consideration not already discussed elsewhere in these minutes. However, it was agreed that the format for next year’s Assembly should be determined at the February 2009 Council meeting when thought would be given to having the meeting more related to the Parish Plan and making it more socially inclined.

Action: Clerk

Cllr Bevan left at this point

21. To receive reports from Members on external meetings they have attended or have attended in any other capacity

21.1 Cllrs Bevan and Dyke reported on the results of their meeting with TVBC representatives on the development of more affordable housing in the Village. Land adjacent to Hunter Close had been identified as potentially suitable.

22. To receive Councillors’ reports, as appropriate, on actions taken including the Parish Plan

22.1 Cllrs Fahy and Harwood stated they were still working on plans to develop a bio-diversity site along the edge of the Muss Lane play area and were in contact with others who could advise on the best way forward.

23. To receive the Clerk’s monthly report

23.1 The Clerk reported that Southern Water had been in touch to confirm they would be installing office and welfare facilities on the site of the waste water treatment works to support work on the environmental improvement programme along the Test Way designed to improve the quality of water returned to the environment.

24. To consider Highway matters of interest to the Parish

24.1 None reported.

25. To consider Test Valley Borough Council matters of interest to the Parish

25.1 None reported.

26. To receive reports on the Parish recreational facilities and Cemetery

26.1 Cllr Harwood reported recent vandalism of the Score Hut on the recreation ground, theft and graffiti, which volunteer members of the Cricket Club would make good.

26.2 Cllr Fahy reported that the tennis players were now enjoying the facilities of Heath House and a squash court was also being made available to those interested.

26.3 Cllr Pidgeon reported on the Cemetery hedges and Bier Hut repair progress, and also that the Scouts had recently raised £200 from a cake stall sale.

27. Date, time and place of next meeting

27.1 The next meeting will be held on Monday 2 June 2008 at 7.00pm in the Epworth Hall, King’s Somborne.

There being no further business, the Chairman closed the Meeting at 9.50pm

Clerk to the Council