Parish Council

Parish Council AGM minutes May 2010


Minutes of the Annual General Parish Council Meeting

held in the Epworth Hall commencing at 7.00pm on Monday 10 May 2010

Present: Cllr R Dyke (Chairman) Cllr R Bevan (Items 1 – 15) Cllr D Bidwell Cllr R Harwood Cllr R Lane Cllr G Pearson Cllr R Pidgeon

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

Public Session

One member of the public, PC Benton and Dr S Rake, the Footpath Warden, were present for part of the meeting. Mr Reeve questioned the purpose and location of a youth shelter expressing concern at the likelihood of noise and unruly behaviour annoying those living nearby. The Chairman explained that no decision had yet been taken and any current discussions were of an exploratory nature at this time. He confirmed there would be further consultation before any decision was taken. Mr Reeve also expressed concern at speeding vehicles and especially motor cycles along the Romsey Road. PC Benton noted this and confirmed he and the traffic police were well aware of the problems and that when resources allowed the speed of those passing through the Village would be checked. PC Benton commented that year on year crime levels in our area were falling except for vehicle theft in the Horsebridge area. In reply to a question, he confirmed that poaching remained a problem and he encouraged everyone suspicious of poaching or any other crime or nuisance to report the circumstances by dialling 101.

Action: All

Dr Rake reported that he had alerted HCC Rights of Way office to necessary repair work on kissing gates in the area and that he had cleared some footpath overgrowth to make the way easier for those using the paths. He was liaising with HCC on the relocation of lengths of paths in Ashley and Horsebridge to reflect where walkers actually walked when this was not the definitive path route.

The Chairman then closed the meeting to the public

1. Apologies for Absence

1.1 Apologies had been received from Cllrs Fahy, Room and Werrett and from Mr Matthews, the Tree Warden.

2. Election of Chairman

The Vice-Chairman assumed the chairmanship for this Item.

2.1 Proposed Cllr Bidwell, Seconded Cllr Bevan, RESOLVED unanimously that Cllr Dyke be elected Chairman of the Parish Council for 2010 -2011.

Cllr Dyke then re-assumed the chairmanship of the meeting

3. Election of Vice-Chairman

3.1 Proposed Cllr Dyke, Seconded Cllr Bevan RESOLVED unanimously that Cllr Lane be elected Vice-Chairman of the Parish Council for 2010- 2011.

4. Election of Chairman of the Planning Committee

4.1 Proposed Cllr Lane, Seconded Cllr Bevan, RESOLVED unanimously that Cllr Room be elected Chairman of the Planning Committee for 2010 -2011.

5. Appointments

5.1 The following appointments were agreed:


a. Footpath Warden Dr Stephen Rake (to December 2010)

b. Tree Warden Colin Matthews

c. Village Hall Management Committee Cllr David Bidwell

d. Council for the Protection of Rural England Cllr Gordon Pearson

e. Neighbourhood Watch Cllr Gordon Pearson

f. Flood Watch Cllr John Werrett

g. Cubs/Scouts liaison Cllr Roy Pidgeon

h. Horsebridge liaison Mrs Dawn Harrison

i. Cemetery records Cllr David Bidwell

j. Schools liaison Cllr Roy Pidgeon

Lead Councillors:

a. Farming community liaison Cllr Richard Harwood

b. Three Fields site liaison Cllrs Ron Bevan and Dick Dyke

c. Sports facilities Cllrs Richard Harwood and Frank Fahy

d. Young people Cllrs Ron Bevan and Roy Pidgeon

e. Transport matters Cllr David Bidwell

f. Up Somborne liaison Cllr Robbie Lane

g. TVBC Environment Action Group Cllr Richard Harwood

h. Health & Safety – Muss Lane Cllr David Bidwell

King’s Somborne Cllr Ron Bevan

Up Somborne Cllr Robbie Lane

Graveyard and Cemetery Cllr Roy Pidgeon

i. Affordable Housing Cllrs Ron Bevan and Dick Dyke

j. Biodiversity Cllrs Richard Harwood and John Werret

k. Highways matters Cllr Fahy

6. Announcements by the Chairman

6.1 The Chairman reminded all present of the forthcoming Annual Assembly on Thursday 13 May 2010 in the Village Hall starting at 7.30pm.

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

7.1 Those reports available had been received during the public session.

8. To approve the Minutes of the Parish Council meeting held on 12 April 2010

8.1 Proposed Cllr Pidgeon, Seconded Cllr Lane, RESOLVED with one amendment that the minutes of the meeting held on 12 April 2010 be accepted as a true record.

9. To consider any Matters Arising from those Minutes

9.1 Public Session. All noted the School would now be funding the Breakfast Club from increased charges and its own resources.

9.2 Para 4.2 The developer of the old Somborne garage site had been contacted and had confirmed he would be starting work within a matter of weeks once the water table level had fallen. The Clerk had also drawn the developer’s attention to the risks of cricket balls crossing the boundary between the field and the properties to be built and the attendant dangers. He would confirm this in writing.

Action: Clerk

10. Declarations of Interest

10.1 None declared.

11. To consider Correspondence Received and determine any action required

11.1 The Clerk drew Members’ attention to some correspondence received of a general nature but no further action was thought necessary.

12. To receive reports on planning applications considered and determined

12.1 The following responses had been made to recent planning applications received:

* 25 Nutchers Drove – fell one Apple tree – no objection

* 9 Riverside Green – thin 3 Silver Birch and canopy – no objection

* The Old Vicarage, Old Vicarage Lane – remove 4 Yew and 2 Box – no objection but this decision was reached only after lengthy discussion to overcome the expressions of concern at the loss and the belief that the wall could be repaired without serious danger to the trees resulting in a vote of 4:3 in favour

12.2 The following decisions had been notified by Test Valley Borough Council:

* Rookly Farm, Winchester Road – new garage garage/workshop – permitted

* New Farm, Winchester Road – replacement barn – permitted

* 3 Riverside Green – remove branches and crown thin one Maple – permitted

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

13.1 The budget monitoring report showing income and expenditure to date had been circulated with the agenda. All noted that 27% of the budget had been spent which included some annual payments in advance. The Council’s bank balances stood at £18,552.89.

13.2 The Clerk reported he had renegotiated the insurance cover provided in view of the changes in the assets now held which had reduced the premium by £86.

13.3 Negotiations had stalled with TVBC over the maintenance charge for the speed indicator device given Councillors’ concern at the standard of service provided. After discussion, it was agreed to settle the reduced amount for 2008/09 and to offer a similar amount in settlement for 2009/10 and not to pay in advance for 2010-11, at least until a compromise had been agreed. The Clerk would continue to progress.

Action: Clerk

14. To adopt the Financial Accounts and approve the Statement of Assurance for the year ended 31 March 2010

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 2010 and the completed Annual Return; a copy of the financial accounts is attached to the minutes.

14.2 Proposed Cllr Harwood, Seconded Cllr Lane, RESOLVED unanimously that the audited financial accounts for the year ended 31 March 2010 be adopted.

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

15. To re-appoint the Internal Auditor for 2010-2011

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 Pearson, RESOLVED unanimously that Mr Paul Reynolds be re-appointed as the Council’s internal auditor.

Cllr Bevan left the meeting at this point

16. Payment of Accounts

16.1 Proposed Cllr Pidgeon, Seconded Cllr Harwood, RESOLVED unanimously that the following accounts for April be approved for payment:

To For Net VAT Gross Chq

Mr P Storey Salary/expenses 651.43 2.38 653.81 1606 HMRC Tax/NIC 181.19 181.19 1607 BPC Shared costs 47.33 47.33 1608

Lappset Ltd Play equipment 9655.00 1689.65 11344.65 1609

Fair Account Audit 125.00 125.00 1610

Cheque Cancelled 1611

Came & Co Insurance 1241.30 1241.30 1612

Playsmart Ltd Safety surface 3552.00 621.60 4173.60 1613

Glasdon UK Ltd Litter bin 36.75 6.43 43.18 1614

Mr M Rebbeck Grounds maint 768.75 768.75 1615 TVBC SID 08/09 450.00 450.00 1616 Totals 16708.75 2320.06 19028.81

17. To receive reports from Members on external meetings at which they had represented the Parish Council or attended in any other capacity

17.1 Cllrs Harwood and Werrett would be attending a seminar on biodiversity and sources of funding for implementation.

17.2 The Clerk reported that he and Cllr Room had attended a presentation by the Army Presentation Team to promote awareness and understanding of the British Army. The presentation was aimed at councillors and leaders of the community in general and was informative and well received.

18. To receive Councillors’ reports, as appropriate, on actions taken on lead and other matters

18.1 In Cllr Fahy’s absence, the Clerk reported that HCC had agreed to the installation of a STOP sign on one of the side roads leading to the Winchester Road at the junction in Little Somborne.

19. To receive the Clerk’s monthly report

19.1 The Clerk reported the successful installation of the new play equipment on the King’s Somborne recreation ground and its subsequent safety check.

19.2 SLCC was holding a seminar on Cemetery management and the Clerk and Cllr Pidgeon expressed an interest in attending at £95 per head.

19.3 Proposed Cllr Bidwell, Seconded Cllr Harwood RESOLVED unanimously that Cllr Pidgeon and the Clerk attend the SLCC seminar on Cemetery management at a cost of £95 plus VAT each.

19.4 Hyde-Housing had confirmed a delay in their plans to build affordable housing in King’s Somborne resulting from the results of a flood risk assessment which would mean them having to redesign aspects of the site and make changes to the unit mix.

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

20.1 Cllr Pidgeon reported that a second grave in the Cemetery had had a kerb erected around the plot in contravention of Cemetery regulations. The difficulties in taking action were recognised but it was agreed to notify local funeral directors and stone masons of the need to leave the plots without kerbs or walls of any kind.

Action: Clerk

21. Date, time and place of next meeting

21.1 The next meeting will be on Monday 7 June 2010 at 7.00pm in the Epworth Hall, King’s Somborne.

There being no further business, the Chairman closed the meeting at 9.35pm