Parish Council

Parish Council minutes July 2010


Minutes of the Parish Council Meeting

held in the Epworth Hall

commencing at 7.00pm on Monday 5 July 2010

Present: Cllr R Dyke (Chairman) Cllr R Bevan (Items 1 – 10) Cllr D Bidwell Cllr F Fahy Cllr R Harwood Cllr R Lane Cllr G Pearson Cllr R Pidgeon Cllr J Werrett

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

Public Session Borough Councillor Ward, PCSO M Alder, Mr C Buchan-Hepburn and Dr S Rake were present for part of the meeting. The Chairman invited Mr Buchan-Hepburn, from HydeMartlet Housing, to update the meeting on the plans to build affordable housing adjacent to Hunter Close. Mr Buchan-Hepburn explained how the earlier plans had been amended following the public exhibition in the Village Hall to take into account the risk of flooding. The site was found to be on the migration route for bats although it had subsequently been determined that the development would have negligible effect on this. One slow worm had been found on the site necessitating its relocation by a licensed operator. The properties would have solar panels or air source heat pumps to provided sustainable energy and parking had been provided for up to 35 cars and 59 cycles. He believed the design would provide homes for life because they allowed for modification as the occupants grew older. Mr Buchan-Hepburn confirmed the Homes Community Agency grant was assured which gave surety of delivery and that there would be external boundary hedges and lower hedges and fencing boundaries within. In answer to a variety of questions from Councillors, he confirmed that some sheds had been relocated to provide for re-routed footpaths and parking, that there would be low level lighting for safety, that the suggestion the houses bordering the external road be turned round to have their frontage facing the lane had been discussed with TVBC who had stated a preference for a robust hedge with no exits onto that lane, that the question of access from Hunter Close would be reviewed but all recognised the volume of traffic would be the same whatever the access, that the development provided accommodation for up to 109 people in the 21 dwellings and that there were 60 parish households registered for consideration and some external families were likely to come to live within the Parish, and he confirmed consultation with local residents would continue to minimise disruption by contractors including establishing a temporary access from the lane directly on to the site.

PCSO Alder introduced the restyled monthly Police newsletter which would give news rather than crime statistics; these would be reported separately, as necessary. He encouraged all to report anti-social behaviour and other nuisances to the Police by dialling 101.

Dr Rake, the Footpath Warden commented on the Horsebridge footpath stile problem and undertook to hasten HCC to effect repairs. He commented disappointingly that to date no interest had been shown in taking over from him at the yearend.

Borough Councillor Ward confirmed that TVBC believed they had kept to the terms of the contract for maintaining the speed indicator device and that payment for 2009/10 should now be made. In answer to a question about making savings, he explained that TVBC had been doing this for some time and now had to find further year on year savings of £700k in each of the next two years and £750k in the third year. National government was also asking what Government restrictions were preventing Councils from being more efficient. Sharing staff and responsibilities with other councils was under consideration and public consultation would take place to find areas of further savings. He concluded by stating the wind of change was blowing and the effect would be felt by all.

The Chairman thanked all speakers and then closed the meeting to the public

1. Apologies for Absence

1.1 Apologies had been received from Cllr Harwood and Mr Matthews, the Tree Warden.

2. Announcements by the Chairman

2.1 None made.

3. To approve the Minutes of the Parish Council meeting held on 7 June 2010

3.1 Proposed Cllr Pidgeon, Seconded Cllr Fahy, RESOLVED unanimously that the minutes of the meeting held on 7 June 2010 be accepted as a true record.

4. To consider any Matters Arising from those Minutes

4.1 Para 4.1 The disputed charge with TVBC for maintaining the speed indicator device was discussed and, despite Cllr Ward’s comment that TVBC believed it had met its side of the contract, Members believed that it was still inappropriate to pay the full amount for 2009/10 and as a result were not prepared to pay in advance for 2010/11.

4.2 Proposed Cllr Werrett, Seconded Cllr Bevan, RESOLVED unanimously that TVBC be approached with an offer of £450 part-payment for 2009/10 as an indication of good faith whilst TVBC responded formally to the points raised in the Clerk’s letter dated 8 January 2008.

Action: Clerk

4.3 Para 12. The Clerk had obtained estimates of cost for three options for a gate at the entrance to the Churchyard from the John O’Gaunt Field and these were considered. It was agreed that some form of gate should be provided and the choice narrowed down to a wooden kissing gate or a wrought iron gate similar to those already in place.

4.4 Proposed Cllr Werrett, Seconded Cllr Fahy, RESOLVED with six votes for and three against that a wooden kissing gate at £327 be installed unless the Parochial Church council was prepared to contribute £167 towards the £494.50 costs of a wrought iron gate.

Action: Clerk

4.5 Para 13.1 Cllr Fahy commented that few responses had been received to his request for comments on the draft Parish Plan Update and he urged all Members to give this some thought and contact him accordingly. The Update would be discussed formally at the September meeting.

Action: All

4.6 Para 15.1 The Clerk had received TVBC’s approval in principle for more trees to be planted at the bottom of Top Field and Cllrs Harwood and Werrett would liaise with the Tree Warden to provide plans and details of types of trees to TVBC for approval.

Action: Tree Warden, Cllrs Harwood and Werrett

5. Declarations of Interest

5.1 Cllr Dyke declared an interest in the planning application for Brook House, Old Vicarage Lane.

6. To consider Correspondence Received and determine any action required

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

7. To receive reports on planning applications considered and determined

7.1 The following responses had been made to recent planning applications received: * Rekero, 3 The Old Iron Foundry – remove two Willow stumps – no objection

* North Park Farm barn, Little Somborne – repair and restore – no objection

* Brook House, Old Vicarage Lane – loft conversion and lights and internal alterations – no objection

7.2 The following decision had been notified by Test Valley Borough Council:

* The Old Vicarage, Old Vicarage Lane – remove four Yew and two Box – no objection

7.3 The Clerk reported that the application to erect a wooden barn for storage on Two Gates Meadow, land to the rear of Yew Bank, Romsey Road was being referred to the Southern Area Committee.

8. To adopt the Training Statement of Intent, the Community Engagement Strategy and the policy for promoting local democracy and citizenship

8.1 As part of the Council’s on-going review of its performance and how it meets its aspirations, Members considered papers tabled on training, community engagement and how to promote local democracy and citizenship drafted by the Clerk.

8.2 Proposed Cllr Bidwell, Seconded Cllr Lane, RESOLVED with one abstention that the Training Statement of Intent, the Community Engagement Strategy and the policy for promoting local democracy and citizenship be adopted.

9. To adopt the revised Standing Orders

9.1 The current Standing Orders had been adopted by Members in 2006 and updated subsequently. NALC had recently issued revised model standing orders and these had been circulated to Members before the meeting with minor amendment to suit local needs.

9.2 Proposed Cllr Bidwell, Seconded Cllr Bevan, RESOLVED unanimously that the NALC model Standing Orders, with minor amendment to suit local needs, be adopted.

10. To consider ‘surgery’ style meetings with parishioners

10.1 Cllr Werrett had tabled a paper outlining how Members could engage more with the community and this was discussed. It was agreed it was timely to establish a greater rapport with the electorate by providing the opportunity for an informal exchange on concerns, complaints and suggestions through bi-monthly sessions at which two or more Councillors would be in attendance.

10.2 Proposed Cllr Werrett, Seconded Cllr Pearson, RESOLVED unanimously that bi-monthly sessions should be made available for the electorate to meet informally with Councillors starting on Thursday 9 September 2010 between 6.00pm and 8.00pm in the Epworth Hall.

Cllr Bevan left the meeting at this point

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

11.1 The budget monitoring report showing income and expenditure to date had been circulated with the agenda. All noted that 38% of the budget had been spent to date. The current bank balance stood at £16,555.02. This was noted.

12. Payment of Accounts

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

To For Net VAT Gross Chq
Mr P Storey Salary/expenses 683.42 683.42 1624
HMRC Tax/NIC 214.78 214.78 1625
BPC Shared costs 32.70 32.70 1626
Mr M Rebbeck Grounds maint 747.75 747.75 1627
PI Co Ltd Play area inspect 150.00 26.25 176.25 1628
Victim Support Grant 50.00 50.00 1629
Totals 1878.65 26.25 1904.90
13. To consider and, if appropriate, determine the fencing needs for the 3 Fields

13.1 The Council recognised its responsibility as a tenant of the 3 Fields site to maintain adequate fencing around the perimeter and to this end considered replacing some worn fence panels at the far end of the flat area of the John O’Gaunt Field to the rear of the dwellings on Romsey Road. The Clerk had obtained estimates of cost which were accepted.

13.2 Proposed Cllr Pearson, Seconded Cllr Pidgeon, RESOLVED unanimously that eight fence panels to the rear of the Romsey Road dwellings bordering the John O’Gaunt Field be replaced at a cost of £843.73.

14. To consider and, if appropriate, approve a grant to Victim Support

14.1 Victim Support had applied for Grant Aid to assist it in meeting its expenses in training volunteers to help those affected by crime in the King’s Somborne area. Grants had been made in previous years.

14.2 Proposed Cllr Dyke, Seconded Cllr Pearson, RESOLVED unanimously that £50 be granted to Victim Support to assist it in meeting its running costs.

15/16. To receive Councillors’ s reports

16.1 Cllr Pidgeon, with the Clerk had attended a Cemetery Management training seminar which had been very instructive. The Clerk would now review the Cemetery management regulations and report back.

Action: Clerk

17. To receive the Clerk’s monthly report

17.1 The Clerk reported that the annual safety report on play equipment had not found any serious shortcomings although it had noted as low risk the shrinkage of the wet pour surface in Up Somborne. He was obtaining estimates for repair.

Action: Clerk

17.2 The Environment Agency had confirmed their responsibility for cutting back the weed growth in the stream was limited to minimising the flood risk and if self-help or contractors were used in between the two planned cuts in June and October they would have to approve the work in advance.

17.3 TVBC had confirmed it was now acceptable to dispose of dog waste in a plastic bag placed in the green bins around the open spaces as well as the dedicated dog waste red bins. Members would consider encouraging this as a savings measure when reviewing the budget and precept for 2011/12.

Action: All

17.4 The Clerk had written to the architects and contacted the developer of the Old Somborne Garage site to warn formally of the risk of cricket balls coming over the boundary wall causing damage or personal injury. He would contact the Council’s insurers to clarify the Council’s position in case of actual damage and subsequent claims.

Action: Clerk

17.5 A bid had been made to TVBC for monies from developers’ contributions toward the cost of installing the seat at the top of the Trim Trail and £406.25 had been approved.

17.6 Members noted that the Horticultural Show would include a Chinook helicopter due to land on Top Field at 2.00pm and take off at 4.00pm and that the Show’s organisers would be alerting neighbours of the recreation ground of the attendant noise.

18. Date, time and place of next meeting

18.1 The next meeting will be on Monday 6 September 2010 at 7.00pm in the Epworth Hall, King’s Somborne. (Note: no meeting in August)

Action: All

There being no further business, the Chairman closed the meeting at 9.55pm