Parish Council

Parish Council minutes Feb 2011


Minutes of the Parish Council Meeting

held in the Epworth Hall

commencing at 7.00pm on Monday 7 February 2011

Present: Cllr R Dyke (Chairman) Cllr D Bidwell Cllr F Fahy Cllr R Harwood Cllr R Lane (Items 1 – 9) Cllr G Pearson Cllr R Pidgeon Cllr D Room

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

Public Session

Representatives from HydeMartlet and Drew Smith Ltd gave a presentation on the affordable housing project to be built adjacent to Hunter Close starting next month. Work was expected to be completed by March 2012 and at the 12 to 8 weeks point before completion a consultation would be held for those interested in applying for one of the homes; full details to be announced nearer the time. Designs and layouts had all been approved and included the need for a biodiversity project because evidence of slow worms had been found on-site. Examples of roof tiles and brickwork were displayed and it was agreed that a mix of ribbon surface slate and Breckland tile by Redland with a multi-finish brick would be in keeping with the area. There would be white Upvc windows and soffits. Concerns were raised at the possible dangers to children walking to and from the School and playing in the area, in particular, with the increased number of large vehicles and it was agreed to review the need to fence off the grassed area used by youngsters for play and to engage with the School. The need for adequate site security was noted and deliveries would try to avoid peak traffic times. Cllr Dyke would be the Parish Council point of contact with the Clerk as necessary.

Borough Cllr Ward informed the meeting that the Bunny Lane waste disposal site would be closed for eight weeks from 13 March; that information on all aspects of licensing was now available on the Borough Council website; as was all expenditure in excess of £500.

PC Williams commented on the increase in non-dwelling burglaries and vehicle thefts which had resulted in increased patrols in the area and that a cascade system for notifying lost children and other potential incidents was being introduced whereby ‘phone owners could sign up for notifications, as appropriate.

Mr Matthews, the tree warden, confirmed the order had been placed with Landford Trees for the new trees to be planted on the 3 Fields site but the adverse weather meant the company had a backlog of orders to complete.

13. Apologies for Absence

13.1 Cllrs Bevan and Werrett.

14. Chairman’s announcements and Councillors’ questions

14.1 The Chairman expressed concern at the damage done to the Village Green by large vehicles using the slip road; it transpired the most recent wheel marks were made by a Stagecoach bus. The situation was aggravated by cars parked long-term outside the Church. These matters and remedial options would be discussed at the next meeting.

14.2 Cllr Bidwell introduced the possible benefits of changing the name of the Parish Council to avoid confusion with the Parochial Church Council and it was agreed this should be discussed later in the year.

14.3 Cllr Pearson clarified a somewhat misleading notification of the no-parking zone outside the School in that there was not likely to be any change in the designated area. He also expressed concern at the amount and unsightly nature of the graffiti on the skate ramp and it was agreed to place this on the agenda for the next meeting.

15. To approve the Minutes of the Parish Council meeting held on 10 January 2011

15.1 Proposed Cllr Bidwell, Seconded Cllr Pearson RESOLVED that the minutes of the meeting held on 10 January 2011 be accepted as a true record.

16. To consider any Matters Arising from those Minutes

16.1 There were no matters arising not dealt with elsewhere in these minutes.

17. Declarations of Interest

17.1 None declared.

18. To consider Correspondence Received and determine any action required

18.1 The Clerk drew Members’ attention to recent correspondence received but no further action was thought necessary.

19. To receive reports on planning applications considered and determined

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

* 7 Muss Lane – first floor extension and replacement porch – no objection as long as the proposed extension did not interfere with the neighbour’s privacy or enjoyment of natural light

* Ashley Farm, Ashley – erection of a steel portal building for use as a grain/general store – TVBC had sought any additional comments on the siting and appearance before final deliberation; none were thought appropriate

* Rose Cottage, Up Somborne – lean-to style extension – Cllr Lane to review and contact Cllr Room before the latter replied

* 1 Forge Close – prune one Beech – no objection

* The Crown Inn, Romsey Road – crown raise one Yew – no objection

* St Swithun, Romsey Road – fell two Conifers – no objection

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

* The Old Exchange, Romsey Road – single storey rear extension – refused as being detrimental to the historic interest and setting of the Grade 2 listed building

* 3 The Old Foundry – fell one Yew stem – no objection

* 4 and 5 Forge Close – various tree works – no objection

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

20.1 The Clerk reported that good practice and transparency now required the publication of all local government expenditure in excess of £500 and that the Parish Council achieved this by including a list of all payments within the minutes.

20.2 Proposed Cllr Harwood, Seconded Cllr Bidwell, RESOLVED unanimously that the publication of expenditure in excess of £500 be continued as evidence of the Council’s transparency.

20.3 A budget monitoring report showing income and expenditure to date had been circulated with the agenda. All noted that 90% of the budget had been spent to date and that the current bank balance stood at £22,559.34.

21. To review the rules for charging for occasional hire of the recreation grounds

21.1 The Clerk outlined the current policy for raising hire exchanges for the recreation grounds. Regular hirers, namely the football and cricket clubs, the School and Keep Fit club paid a fixed amount for the year and occasional users such as the Horticultural Society and private hirers paid £12 plus VAT. A check was undertaken to avoid a booking conflict and that the hirer had public liability insurance. A recent hiring request to the Village Hall included the erection of a bouncy castle on the adjacent recreation ground and begged the question of checking that adequate insurance existed and whether a charge should be raised. This had not always previously been the case given the declared support for the Village Hall by the Parish Council, for example, when pre-function drinks were provided by the Village Hall in a marquee. The Council had a duty of care to ensure that all reasonable checks were in place before an activity took place on land for which it was responsible, hence the need to revisit the charging rules.

21.2 Following discussion and an estimated loss of income of £50pa, it was thought appropriate to waive casual hire charges for recreation grounds but introduce a charge for all regular users in future.

21.3 Proposed Cllr Harwood, Seconded Cllr Bidwell, RESOLVED unanimously that future casual hire charges be waived for occasional users of the recreation grounds; that the Clerk become the point of contact for all enquiries and check that adequate public liability insurance existed; and that regular users paid an annual fee which for the dog training group be £75 with effect from 1 April 2011.
Cllr Lane left at this point

22 Payment of Accounts

22.1 Proposed Cllr Pearson, Seconded Cllr Pidgeon, RESOLVED unanimously that the following accounts for January be approved for payment:

To For Net VAT Gross Chq
Mr P Storey Salary/expenses 798.90 798.90 1672
BPC Shared costs 22.50 22.50 1673
HMRC Tax/NIC 240.91 240.91 1674
KS Village Hall Hire charge 36.25 36.25 1675
Totals 1098.56 1098.56

23. To consider the Village Hall’s request for a notice board at the Romsey Road entrance

23.1 Cllr Fahy introduced the Village Hall Management Committee’s request for a new information board to be installed at the entrance to the slip road off the Romsey Road. The idea was to have the new board set into the hedge adjacent to the existing white sign with the Village Hall meeting all costs. There was some discussion on the need to retain the existing board when the new one would indicate the entrance from Romsey Road leading to the Hall and recreation ground.

23.2 Proposed Cllr Room, Seconded Cllr Harwood, RESOLVED unanimously that permission be g iven for a new board to be installed provided the existing white board be removed

24. To receive Councillors’ reports

24.1 Cllr Pearson highlighted the need for more volunteers to serve on Neighbourhood Watch as falling numbers placed the organisation’s future in jeopardy.

25. To receive the Clerk’s monthly report

25.1 The Clerk had attended an exhibition on Exercise Waterrmark which would take place between 4 – 11 March to test flood prevention measures and their effectiveness across the South. He would monitor with a view to updating the emergency plan, as necessary.

25.2 All noted the change in date of the June meeting from 6 June to 13 June

26. Date, time and place of next meeting

26.1 The next meeting will be on Monday 7 March 2011 at 7.00pm in the Epworth Hall, King’s Somborne.

Action: All

There being no further business, the Chairman closed the meeting at 9.30pm