Parish Council

Parish Council minutes Dec 12


Minutes of the Parish Council Meeting

held in the Village Hall

commencing at 7.00pm on Monday 3 December 2012

Present: Cllr J Werrett (Chairman) Cllr A Brock Cllr R Curtis Cllr J Evans Cllr F Fahy Cllr R HarwoodCllr G Herbert

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

Public Session The Open Spaces and Footpath Wardens, Mr Pidgeon and C/Cllr Gibson were present for part of the meeting.

188. Apologies for absence.

188.1 Cllrs Harrison and Lane; Borough Cllr Ward; Cllr Reynolds not present.

189. Chairman’s announcements and Councillors’ questions

189.1 None made.

190. To approve the Minutes of the Parish Council meeting held on 5 November 2012

190.1 Proposed Cllr Curtis, Seconded Cllr Harwood, RESOLVED unanimously that the minutes of the meeting held on 5 November 2012 be accepted as a true record.

191. To consider any Matters Arising from those Minutes

191.1 Para 174.1 Royal Mail delivery procedures. Following criticism to Royal Mail of their policy of returning mail to the main sorting office when unable to deliver, a reply had been received explaining the reasons for this change and introducing the ‘Delivery to Neighbour’ scheme. As little was known about this scheme, the Clerk would write again to Royal Mail to seek clarification.

Action: Clerk

191.2 Para 176.2 Recreation ground hard surface quotes. Quotes received to date were considered too high for the moment and alternative sources of funding would be researched.

Action: Clerk

191.3 Para 176.5 Biodiversity area signs. Designs for the biodiversity signs were still awaited.

Action: Cllr Reynolds

191.4 Para 180.1 Pavement repairs. Part of the Winchester Road pavement would be renewed in 2013.

191.5 Para 180.3 Cricket Club risk. The Parish Council’s insurers had confirmed that the Council’s insurance would meet the claim if an accident occurred whilst cricket was in play and someone successfully demonstrated that the Council rather than the Cricket Club was liable for injury or damage.

191.6 Strawberry Lane. Cllr Gibson would follow up on the flooding problems in Strawberry Lane, Up Somborne.

192. Declarations of Interest

192.1 Cllrs Fahy and Harwood declared an interest in charges for use of the recreation ground.

193. To consider Correspondence Received and determine any action required

193.1 The Clerk drew Councillors’ attention to other correspondence received but no further action was thought necessary.

194. To note the Planning Committee minutes as tabled

194.1 Minutes of the meetings held on 5 and 19 November 2012 had been circulated with the agenda.

194.2 Proposed Cllr Harwood, Seconded Cllr Evans, RESOLVED unanimously that the minutes of the Planning Committee meetings held on 5 and 19 November 2012 be noted.

195. To receive Councillors’ Reports

195.1 Cllr Herbert reported on progress being made on drafting the Local Plan.

195.2 Cllr Harwood had represented the Parish Council at the Annual Remembrance Day Service at the War Memorial and commented on the high turnout there and in the Church afterwards.

195.3 Cllr Curtis had attended the Test Valley School Prize Awards at which the School had thanked the Parish Council for its donation.

196. Councillor Dispensations under Section 33 of the Localism Act 2011

196.1 The Clerk explained the procedure whereby it would be necessary for him as the Proper Officer of the Council to grant dispensations to councillors allowing them to participate in certain specific matters where the majority of them were likely to have a disclosable pecuniary interest and not to do so would impede the transaction of that business. This was noted.

197. To receive Dispensation applications

197.1 The Clerk received individual applications for dispensations from those present and duly authorised them to enable determination of the Annual Precept and Expenditure Budget and for the approval of an allowance, payment or indemnity to councillors whilst continuing to remain in office or until May 2015 whichever was sooner.

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

198.1 The Clerk drew attention to the grant cheque to the Cricket Club which would expire on 14 December if not encashed and stated that the internal auditor would complete a mid-year audit on 7 January 2013.

198.2 A budget monitoring report showing income and expenditure to date had been circulated with the agenda and was noted.

199. Payment of Accounts

199.1 Proposed Cllr Harwood, Seconded Cllr Werrett, RESOLVED with Cllr Fahy abstaining (payment recipient) that the following accounts for November be approved for payment:

To For Net VAT Gross Chq/Internet
Mr P Storey Salary/expenses 751.41 751.41 BACs
BPC Shared costs 22.00 22.00 BACs
HMRC Tax/NIC 201.29 201.29 BACs
A J Cox JoG notice board 245.00 245.00 1789
HCC Rec street light 27.19 5.44 32.63 BACs
Mr M Rebbeck Grounds maint 98.00 98.00 BACs
Cllr F Fahy Mileage 27.60 27.60 1790
Totals 1372.49 5.44 1377.93

200. Precept and Expenditure Budget 2013 -14

200.1 A draft Expenditure Budget and Precept had been circulated with the agenda. It was again thought appropriate to retain the Precept at its present level which would be for the fourth year running and that any additional funds needed should be found from the Council’s reserves. However, as the Clerk pointed out, best advice at the moment was to defer the actual decision until the Government had clarified a number of points following abolition of the council tax benefit scheme and the introduction of a new council tax support scheme and the impact these changes would have on the tax base.

200.2 Proposed Cllr Harwood, Seconded Cllr Brock, RESOLVED unanimously that the Council be mindful to adopt an Expenditure Budget of £32,360 and a Precept of £31,210 for 2013-14 to be ratified in January 2013 when the impact of the Government changes on the tax base became known.

200.3 A copy of the tabled Expenditure Budget and Precept is attached to these minutes.

201. Recreation grounds hire charges for 2013-14

201.1 Given the state of national and personal finances, it was not thought appropriate to increase the hire charges for the recreation grounds at this time.

201.2 Proposed Cllr Evans, Seconded Cllr Curtis, RESOLVED with Cllrs Fahy and Harwood abstaining (Cricket Club officials), that the recreation ground hire charges remain at their present level ie Football Club £110, Cricket Club £95, dog training £75, Pre-School £50 and the King’s Somborne Primary School £178 per annum.

202. Burial Board fees for 2013-14

202.1 Councillors accepted the on-going need for the Burial Board to be self-financing and noted the proposal not to increase the fees for 2013-14. However, for information the Clerk would obtain the current fees from the Diocese when our fees would be compared.

Action: Clerk

202.2 Proposed Cllr Werrett, Seconded Cllr Evans, RESOLVED unanimously that the Council be mindful to retain the Burial Board fees at their current levels subject to sight of the Diocese fees . If subsequently confirmed, the fees for 2013-14 would be as follows:

Interments Child under 12 years of age No charge Body of person 12 years or over £185 Cremated remains £130 Exclusive Right of Burial Grave/plot £200 Transfer rights charge £25 Headstones, tablets and memorial inscriptions Headstone or flat stone inset in the ground £125 Vase/Flat cremation tablet £75 Inscription after the first £60

All fees are doubled for non-Parish residents

203. Meeting dates for 2013

203.1 The meeting dates for 2013 had been circulated with the agenda and were noted.

203.2 Subject to the Village Hall’s availability, the Annual Assembly in 2013 would be held at 7.30pm on Thursday 18 April or Thursday 25 April. The Clerk would confirm availability and Cllr Brock with others would co-ordinate the programme.

Action: Clerk and Cllr Brock

204. Newsletter update

204.1 Cllr Brock confirmed the next issue of the Newsletter was almost ready for distribution.

205. To receive the Clerk’s monthly report

205.1 The Clerk had attended the AGM of the Hampshire Playing Fields Association and thanked them for their financial support.

205.2 A memorial seat had been donated to the Cemetery and in line with current policy ownership had now passed to the Parish Council.

205.3 Some of the recommendations following the annual safety inspection of the play areas had been put in train and others would be deferred until the new financial year. None were urgent.

205.4 A request had been received for clearer signage for the recreation ground from the road and solar lighting. This would be discussed at the next meeting.

206. Date, time and place of next meeting

206.1 The next meeting will on Monday 7 January 2013 at 7.00pm in the Epworth Hall, Winchester Road, King’s Somborne.

Action: All

There being no further business, the Chairman closed the meeting at 9.00pm

At this point, the Chairman invited C/Cllr Gibson to address those present. Cllr Gibson outlined the roll out plans to improve Broadband coverage in Hampshire and would report back in the new year on how this would benefit us and other rural villages. He also noted the lack of progress on repairing the Winchester Road pavement, the need for a speed restriction sign to be relocated to Lancaster Green and for a stop sign or broken white lines to be painted at the exit from Hunter Close, all of which had been requested but refused to date.

Forecast Out-turn Budget Budget
2012/13 2012/13 2013/14
General Admin
Salary/NIC 9575 9575 9575
Office expenses 1200 1200 1200
Insurance 1305 1500 1375
Audit fees 1000 1000 1000
Subscriptions 550 550 550
Courses 150 100 100
Facility hire 250 250 250
Cllr expenses 100 100 100
Sub total 14130 14275 14150

Community Servicesand Projects

Communications/S137 1500 2000 1500
Parish clock 400 400 400
Miscellaneous repairs 500 500 500
Grant Aid 2500 5000 5000
Maintenance inc dog bins 970 750 1000
Biodiversity 250 250 250
Sub total 6120 8900 8650

Burial Board

Cemetery grounds maint 1200 1200 1200
Gen maintenance/admin 200 200 200
Church Yard 1000 1000 1000
Sub total 2400 2400 2400

Open Spaces

Village Green 751 750 750
Muss Lane 300 300 300
Up Somborne rec 500 500 500
King’s Somborne rec 1750 1750 1750
Three Fields 2000 2000 2000
Sub total 5301 5300 5300


Play equipment 310 250 310
Community safety/SIDs 1326 1000 1500
Street light maint 51 50 50
Sub total 1687 1300 1860

TOTAL 29638 32175 32360

Funded by:
Precept 31210
Interest receivable 10
Burial Board: Interments 1750
Memorials 1000
Purchased graves 2000
Sports Field hire 300
Miscellaneous grants/income 500
Total Income 36770
Reserves +4410
Expenditure 32360