Parish Council minutes July 2006
KING’S SOMBORNE PARISH COUNCIL Minutes of the Meeting of the Parish Councilheld in the Epworth Hall, King’s Sombornecommencing at 7.00pm on Monday 3 July 2006
Cllr D Bidwell (Chairman), Cllr R Bevan, Cllr R B W Dyke,
Cllr A Gannaway, Cllr R Harwood, Cllr G Pearson, Cllr R Pidgeon Cllr D Room
In Attendance: Mr P J Storey (Clerk to King’s Somborne Parish Council) Public Session: Three members of the public were present for part of the meeting.
1. Announcements by the Chairman
1.1 The Chairman confirmed that the ‘tree walk’ had taken place and he, Mrs Edmonds and Mr Matthews, had agreed that the John O’Gaunt Palace field would benefit from an additional six trees, together with replacement of the two dead trees. The group would continue to review the remainder of the Parish. The point was made that hedge growth, especially that bordering footpaths, and some roadside trees needed monitoring to avoid them becoming a problem to passers-by. This was noted.
2. Reports from the Tree Warden, Footpath Warden and others
2.1 Mr Colin Matthews, the Tree Warden, recommended that an ‘adoption policy’ be introduced whereby local people or groups became responsible for nurturing newly planted trees for the first two years of their lives. Cllr Pearson queried who was felling trees along Horsebridge Road given they were on Highways land and Mr Matthews undertook to look into this and the mess being created.Action: Mr Matthews
2.2 Mrs Joy Hunt, the Footpath Warden, supported the comment about overgrowth and the constant need to keep growth under control. She highlighted a particular problem at the corner of the King’s Somborne recreation ground and the Clerk undertook to contract Mr Rebbeck to cut this back and also to strim the edges of the ground at large. Mrs Hunt also pointed out the need for some repair work on the bench, plus a general tidying up of the immediately adjacent area, at the Hoplands/Furzedown Road junction, opposite to the Woodcock memorial stone. Action: Clerk
2.3 The Chairman thanked Mrs Hunt for her efforts in response to the County Council’s parish path poll when much information had been gathered from users of the Test Way which, it was hoped, would be of use to the Countryside Access team.
2.4 The Chairman mentioned that he had heard of a cyclists’ group who wished the Test Way to be given a hard surface. It was agreed to resist this as the Way was for the benefit and enjoyment of all and its format should not be determined by one group alone.
2.5 Cllr Gannaway had been approached by a resident asking for road markings to be installed at the junction of Muss Lane and Old Vicarage Lane to determine right of way. There was mixed reaction to this suggestion and the Clerk would approach Hampshire Highways requesting a safety appraisal of the junction.Action: Clerk
3.1 Apologies were received from Cllrs Geary-Harwood and Lane.
4. To approve the Minutes of the Parish Council Meeting held on 5 June 2006
4.1 Proposed Cllr Pidgeon, Seconded Cllr Bevan, RESOLVED unanimously that the minutes of the meeting held on 5 June 2006 be approved.
5. To consider any Matters Arising from those Minutes
5.1 Kissing gate. A decision on the application for a grant from the Countryside Access Forum towards the costs of the new gate was still awaited.
5.2 Skate ramp. Cllr Gannaway advised the successful outcome of the noise deadening trials at Deeping St James and recommended that Leisuremark, be contracted to complete similar work on the King’s Somborne ramp. This would involve injecting foam into the base and installing metal sheets on one complete quarter pipe section, including the platform, and base at a revised cost of £1932. The other options suggested, whilst slightly cheaper, were thought unlikely to give the same degree of success.
5.3 Proposed Cllr Bevan, Seconded Cllr Dyke, RESOLVED unanimously that Leisuremark be contracted to install sound deadening materiel on to the skate ramp at a cost of £1932 excluding VAT.Action: Cllr Gannaway to liaise with Leisuremark accordingly
5.4 Tennis facility. The Clerk reported that the tennis group was organising a public meeting and advertising and had requested a grant of £50 to offset their administration, advertising and Village Hall hire costs.
5.5 Proposed Cllr Dyke, Seconded Cllr Gannaway, RESOLVED unanimously to grant the tennis club group £50 towards their costs in organising a meeting of enthusiasts.
5.6 Junior football pitch surface. Having considered alternative temporary locations, it was agreed that either returfing or reseeding in situ would be the more effective way of reinstating the goal mouth areas with the work being done in September. Cllr Gannaway would ask Cllr Lane to obtain a suitable quote.Action: Cllrs Gannaway and Lane
5.7 John O’Gaunt signs. Barker and Geary had quoted £585 plus VAT for the removal, inscription of the words ‘site only’ and reinstatement of the five John O’Gaunt signs.
5.8 Proposed Cllr Room, Seconded Cllr Harwood, RESOLVED with Cllrs Pearson and Pidgeon abstaining, that no further action be taken on this proposal.
5.9 A3057 traffic mirrors. Cllr Pearson had contacted Hampshire Highways regarding the installation of traffic mirrors at the side road junctions with the A3057 and had been told that there was no evidence to support the need. It was agreed to raise the matter again in six months time.
6. Declarations of Interest
6.1 No declarations of interest were made.
7. To consider Correspondence Received
7.1 Details of correspondence received since the last meeting had been circulated with the agenda; the actual correspondence was available at the meeting for Members to peruse, as required. The Clerk drew attention to correspondence received since circulation of the meeting papers and copied to each Councillor the recent letter from The Standards Board for England containing an article on declaration of interest.
8. Report on Planning Applications Considered
8.1. The following responses had been made on recent planning applications received: 06/01474/FULLS – adjoining Hayes, Romsey Road – restoration, adaptation and conversion of a barn to form a single dwelling house – no objection
06/01772/FULLS – Willow Cottage, Romsey Road – erection of detached oak framed building to provide car port and artist studio – no objection
06/01979/FULLS – 3 Kings Acre – erection of greenhouse to rear – a previous objection had been overcome – no objection
06/01547/TPOS – 5 Camp Field – fell one Lime and replace with one Field Maple – objection as it was thought the tree could be managed with regular pruning
9. RFO’s Report and Budget Monitoring
9.1 An analysis of budget against actual spend to date, together with a forecast out-turn had been circulated with the agenda papers. The RFO gave a verbal presentation on the Council’s financial state of affairs at the end of the third month into the financial year when 14% of the annual budget had been expended to date. The combined bank balances stood at £46,715.33p.
10. Payment of Accounts
10.1 Proposed Cllr Bidwell, Seconded Cllr Pidgeon, RESOLVED unanimously that the following accounts be paid:
To For Net VAT Gross Chq
Mr M Rebbeck Misc works 466.00 466.00 1223
Southern Water 3 Fields 5.75 5.75 1224
Southern Water KS rec 6.89 6.89 1224
Test Valley School Grant for Prize 50.00 50.00 1225
HAPTC QP accreditation fee 29.38 29.38 1226
Cullen Memorial Masons Memorial cleaning 475.00 475.00 1227
Ivan Gibson 3 Fields grass cutting 200.00 200.00 1228
Wansbrough Solicitors VAT on fees 78.75 78.75 1229
Bishopstoke Parish Council Broadband 15.00 15.00 1230
Mr P J Storey Salary and expenses 598.66 598.66 1231
Mr M Rebbeck Misc works 541.00 541.00 1232
Zurich Insurance Renewal premium 1367.44 1367.44 1233
Revenue and Customs Tax 347.26 347.26 1234
Re-design Signs Cemetery sign clips 21.62 3.78 25.40 1235
10.2 In considering the payment for grass cutting, it was agreed that a land management plan was required for all Parish Council owned assets in time for the December budget meeting.Action: Clerk
11. To consider refurbishment of the Village Hall
11.1 Members expressed concern that the required refurbishment of the Village Hall was unlikely to attract external funding in view of the lack of audited accounting information; a pre-requisite for successful funding bids on external funding sources. Cllr Dyke informed Members that he had completed a review of the kitchen modernisation on behalf of the Village Hall Management Committee but did not want move too far forwards in case his efforts did not meet with a grander modernisation plan. Members confirmed their desire to continue to support the Village Hall financially and trusted that the Management Committee would identify the need for positive action to bring their statutory records up to date and to improve their communication lines between committee members and Hall user groups. The lack of communication from the Village Hall Management Committee gave rise for concern among Councillors and, in support of the Parish Council’s representative on the Management Committee, it was agreed that comment reflecting this concern should be made formally.Action: Cllr Bidwell
12. To receive reports from Members on external meetings at which they have represented the Parish Council or have attended in any other capacity
12.1 Cllr Pearson tabled a paper from CPRE on suggested responses to the South East Plan and Cllr Bidwell had attended n HAPTC seminar on legal matters, including employment issues and The Standards Board for England.
13. Parish Plan
13.1 Cllr Bidwell reviewed progress on implementing the recommendations contained within the Parish Plan and reminded Members of the need to maintain the momentum.Action: All
14. Clerk’s Report
14.1 Village Hall security light. The Clerk reported that he had been in touch with Mr Reeve regarding pruning the thick foliage around the pole in Mr Reeve’s garden on which was mounted a defective sensor which the repair contractors had been unable to access. In an exchange of correspondence, Mr Reeve confirmed he was now in direct touch with the County Council lighting engineers.
14.2 Cemetery wall damage. A car had crashed into the Cemetery wall to the right of the pedestrian gate and despite having the vehicle registration number it had not been possible to trace the driver. The damaged wall did not require any immediate repair and it was agreed to take no further action.
14.3 Quality Parish portfolio. Our Quality Parish portfolio had been submitted for assessment and the decision would be made known on 18 July 2006.
14.4 Grant Aid. A request from Vitalise for grant aid had been received and the Clerk had sent the application forms.
14.5 Holiday. Members noted the Clerk’s holiday dates which were 4 – 21 August 2006.
14.6 Top Field grazing. (Cllr Pidgeon left the meeting for this item) An interest had been expressed in grazing sheep on Top Field and Members agreed that this should be pursued in the short term until plans for alternative use had been determined. The Clerk would draft an appropriate lease with Cllrs Bevan, Dyke and Harwood approving the final text. Any lease would be for an initial six month period, with six month extensions, and would make the lessee responsible for all maintenance matters, particularly fences.
15. Highway Matters
15.1 Hampshire Highways were planning to surface dress part of Winchester Road at some time in the future and Cllr Bidwell reminded Members of an earlier agreement that future surface dressings would be low noise; the Clerk would follow this up and also attempt to find out when Romsey Road would be redressed.Action: Clerk
16. Test Valley Borough Council Matters
16.1 The Chairman commented that all residents should by now have received the newsletter on the new refuse and garden waste collection scheme, known as ABC.
17. Recreational Facilities
17.1 Cllr Pearson had agreed to produce supporting plans and details for the proposed Trim Trail and costings for the proposal should be available at the September meeting for consideration. Part of the proposal would also include the installation a dog litter bin and two seats.
17.2 It was agreed to receive a report from Cllr Pidgeon under this heading on health and safety issues at the Cemetery. A recent inspection of headstones had revealed the stone in memory of Ada and Thomas Geary and the stone in memory of Jessie Ryan to be in a loose condition. The Clerk would follow up.Action: Clerk
18. Date, Time and Place of Next Meeting
18.1 The next meeting of the Parish Council would be on Monday 4 September 2006 at 7.00pm in the Epworth Hall, King’s Somborne. (Clerk’s note: there is no meeting in August and the Chairman would be on holiday from 21 August to 18 September, consequently Cllr Dyke would chair this meeting) There being no further business, the Chairman closed the Meeting at 9.00pm Clerk to the Council