Parish Council

Parish Council minutes Jan 2009


Minutes of the Parish Council Meetingheld in the Epworth Hall

commencing at 7.00pm on Monday 5 January 2009

Present: Cllr R Dyke (Chairman) Cllr R Bevan Cllr D Bidwell Cllr F Fahy Cllr R Harwood (Items 2 – 19 only) Cllr G Pearson Cllr D Room Cllr J Werrett

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

Public Session Borough Councillor Ward and the Footpath Warden were present for part of the meeting.

1. Apologies for Absence

1.1 Apologies were received from Cllrs Lane and Pidgeon and the Village Correspondent.

2. Announcements by the Chairman

2.1 The Chairman wished everyone present a Happy New Year.

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

3.1 The Footpath Warden confirmed that he and the Clerk were meeting the Probation Service officer on 9 January to discuss work on footpath improvements to be undertaken by those on Community Service.

4. To approve the Minutes of the Parish Council meeting held on 1 December 2008

4.1 Proposed Cllr Bidwell, Seconded Cllr Bevan, RESOLVED unanimously that the minutes of the meeting held on 1 December 2008 be accepted as a true record.

5. To consider any Matters Arising from those Minutes

5.1 There were no matters arising not dealt with elsewhere in these Minutes.

6. Declarations of Interest

6.1 None made.

7. To consider Correspondence Received and determine any action required

7.1 Details of correspondence received since the last meeting had been circulated with the agenda papers. No further action was thought necessary.

8. To receive reports on planning applications considered

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

* 08/01315/FULLS – 4 Nutchers Drove – retrospective application for erection of lean to log store and boundary fence – no objection

* 08/02404/FULLS – Dodgers Wood, Furzedown Road – retrospective application for works to form a horse exercise pen – no objection

* 08/02562/Trees – 25 Nutchers Drove – fell Cyprus tree – no objection

* 08/02588/FULLS – 7 Riverside Green – rear playroom extension, side utility room extension, fence panelling and new parking area to front – no objection. Members noted this application was to be considered by the Southern Area Planning Committee on 13 January 2009.

* 08/02714/FULLS and 08/02716/LBWS – Shappon, Romsey Road – rear porch, roof lights in kitchen extension – no objection

* 08/02735/LBWS – The Crown Inn – retrospective application for remedial work on external work and new chimney flue – no objection

* 08/02791/Trees – 2 Parsonage Barns – fell Eucalyptus tree – no objection

* 08/02901/FULLS – 5 Kings Acre – two storey extension – no objection

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

* Fishing Cottage, Romsey Road – garage and store – permitted

* 2 Kings Acre – coppice three Hazels – permitted

* land to north of 15 Riverside – erection of detached dwelling – application withdrawn

* Linclimar, Romsey Road – replacement house – permitted

* Meadowbrook, Romsey Road – replacement garage and residential annex – application withdrawn

* Down House, Old Palace Farm – garage and parking area – permitted

* Shappon, Romsey Road – rear porch and kitchen extension and lights – application withdrawn

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

9.1 The budget monitoring report showing income and expenditure to date had been circulated with the agenda. All noted that the Council’s bank balances stood at £51,394.56. The RFO reported that the Audit Commission had now signed off the accounts for the year ended 31 March 2008 and that the Internal Auditor would visit later in the week to undertake an examination of the first nine months accounts for the current year.

9.2 Proposed Cllr Harwood, Seconded Cllr Bidwell, RESOLVED with three abstentions that provision of the Eldon Road bus shelter currently planned for the next financial year be brought forward to an earlier date.

Action: Clerk

10. To consider and, if appropriate, approve a Grant Aid application from 11th Romsey Scout Group

10.1 A request for Grant Aid had been received from the 11th Romsey Scout Group to assist with meeting the expense of new doors for the Scout Hut. The application specified the wish to install both French doors and a fire door but from the information available Members were inclined only to support a contribution towards the necessary fire door.

10.2 Proposed Cllr Room, Seconded Cllr Bevan, RESOLVED with four against and the Chairman using his casting vote that £500 be granted to the 11th Romsey Scout Group to assist with meeting the expense of fitting a fire door to the Scout Hut.

11. Payment of Accounts

11.1 Proposed Cllr Bidwell, Seconded Cllr Bevan, RESOLVED unanimously that the following accounts be approved for payment:

To For Net VAT Gross Chq

BPC Shared costs 15.00 15.00 1482
Mr P Storey Salary and expenses 609.58 609.58 1483
HMRC Tax/NIC 167.98 167.98 1484
Mr M Rebbeck Grounds maint 131.25 131.25 1485
Scout Group Grant 500.00 500.00 1486
Totals 1423.81 1423.81

12. To consider and, if appropriate, confirm support for the establishment of The Sombornes Pre-School

12.1 A request had been received from the Primary School Head seeking Parish Council support in principle for the establishment of a pre-school in the Village. Volunteers were keen to set up such a school in the Village Hall which would then enable young children of the Village to attend a local pre-school before moving on to the Village Primary School. At the moment, many young children attended pre-schools in adjacent villages and then moved to that village’s primary school to the detriment of the King’s Somborne Primary School and its receipt of Government funding, which was geared to pupil numbers, and to the community in general.

12.2 There was considerable discussion on the management, inspection and funding requirements for a pre-school and suitable venues for its location. Some Members had reservations over the longer term financial implications for the Parish Council if they were to give their support although there was support in general for adding to the facilities available within The Sombornes and for supporting the Primary School.

12.3 Proposed Cllr Dyke, Seconded Cllr Bevan, RESOLVED with Cllr Werrett abstaining that the Parish Council gave its support in principle to the establishment of a pre-school in King’s Somborne.

13. To consider and, if appropriate, adopt the Freedom of Information Publication Scheme

13.1 A draft publication scheme under the Freedom of Information Act 2000 had been circulated with the agenda papers. The Clerk explained that previous schemes were no longer valid and that the draft tabled followed the model issued by the Information Commissioner’s Office and also included details of the retention policy since the public had right of access to all records and individual notes taken by Members at public meetings. He also explained that reasonable charges could be levied in making the information requested available and that the scheme had also to indicate what information was available and from where. New schemes were to come into operation with effect from 1 January 2009.

13.2 Proposed Cllr Bidwell, Seconded Cllr Harwood, RESOLVED unanimously that the Publication Scheme under the Freedom of Information Act 2000 be adopted.

14. To consider appropriate action regarding updating the Parish Plan

14.1 Following discussion at the December meeting on the need to update the Parish Plan and the notice having been placed in The Gauntlet magazine calling for volunteers, which had resulted in one person coming forward, it was agreed that work should start on reviewing the current Parish Plan. The Clerk would liaise with those involved.
Action: Clerk

15. To consider and, if appropriate, determine action to be taken regarding the impact of ‘Megashed’ heavy traffic on the A3057

15.1 Cllr Fahy reported on his observations of the meeting of Test Valley Borough Council Development Control Committee in December that gave permission to Goodmans to construct a large warehouse/distribution facility together with associated buildings on the old Andover airfield site. A number of conditions were imposed as part of the permission of which the most interesting was the ‘route barring’ requirement to protect roads such as the A3057 from significant increase in large vehicle traffic and the installation of a vehicle registration number recognition system which would monitor the routes taken by vehicles leaving the facility enabling the imposition of fines for those hauliers whose vehicles broke the conditions.

15.2 Concern was raised the ability of the system to accurately monitor all vehicles and where the monitoring cameras might be located since details of cameras protecting the A3057 were not made known. Queries were also raised on the ability of Hampshire County Council to enforce fines where appropriate and the ability of foreign hauliers to read and understand the conditions. Members supported the wish expressed that the conditions adopted as part of the approval should be enforced and be seen to be enforced. However, Members required convincing that the scheme would work and instructed the Clerk to write to Hampshire County Council, and the County and Borough Councillors, to seek confirmation.
Action: Clerk

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

16.1 No reports were tabled.

17. To receive Members’ reports on actions taken on lead matters including the Parish Plan

17.1 Cllr Fahy reported that he and Cllr Harwood were making progress on the establishment of a wild flower site and expressed the view that Top Field would make an ideal venue. They would take further specialist advice and Borough Councillor Ward would liaise on their behalf with Test Valley staff.

17.2 Proposed Cllr Bevan, Seconded Cllr Bidwell, RESOLVED unanimously that in principle Top Field be earmarked for development as a wild flower, subject to Test Valley Borough Council’s consent.

17.3 Cllr Harwood updated Members on the plans for bird boxes around the Parish and his intention to submit an article to The Gauntlet seeking the involvement of other interested persons with managing and monitoring the boxes. He would also be approaching the School and Scouts to enlist their involvement in the project.

17.4 Cllr Bidwell updated Members on progress made in funding the renovations to the Village Hall making particular reference to the Local Authority Capital Grants scheme under which Test Valley Borough Council had now approved a grant of £11,725 and that the outcome of the bid on Hampshire County Council would be known towards the month end. This money would enable refurbishment of the kitchen. Plans were well advanced for upgrading the committee room and approaches had been made to the Football Association for help towards part-funding the changing room upgrade.

18. To receive the Clerk’s monthly report

18.1 A consultation document entitled ‘Communities in Control: Real people, real power – a code of recommended practice on local authority publicity’. No further comment was thought appropriate.

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

19.1 No reports were tabled.

20. Date, time and place of next meeting

20.1 The next meeting will be held on Monday 2 February 2009 at 7.00pm in the Epworth Hall, King’s Somborne.