Parish Council

Parish Council Minutes March 2009


Minutes of the Parish Council Meetingheld in the Epworth Hall

commencing at 7.00pm on Monday 2 March 2009

Present: Cllr R Dyke (Chairman) Cllr D Bidwell Cllr R Harwood Cllr R Lane Cllr G Pearson Cllr R Pidgeon Cllr D Room Cllr J Werrett

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

Public Session

Borough Cllr Ward and seven members of the public were present for part of the meeting to discuss a grant towards the Village Hall development fund and to hear the presentation on affordable housing. The phasing plan for the Village Hall refurbishment and the cost savings that would accrue if the kitchen and the committee room were modernised at the same time was explained. Approval of the tabled grant application would enable the refurnishing of the committee room to be completed at the same time as the structural changes and it was confirmed that VAT was payable as the Hall was unregistered. In response to a question from Cllr Werrett, it was also confirmed that, although the Hall had funds in its bank account, these were necessary to illustrate to an external grant making organisation that the Hall could meet a proportion of future grant bids itself. It was emphasised that with all this work completed and paid for, the refurbishment programme could progress to the third phase which was to modernise the pavilion area later in the year and that no further calls would be made for help on the kitchen and committee room phase. Some general discussion then ensued on means of fundraising and the prospect of a Fun Day being organised. It was explained that four or five events were in planning and that the annual Horticultural Show now included fun events aimed at raising money. Mr C Buchan-Hepburn from Hyde Martlet Housing and Mr J Lancaster, the rural housing enabler, gave an update on progress made with developing the site behind Hunter Close with 18 properties offering 4 one bed, 6 two bed, 4 three bed and 4 four bed houses with vehicle access from Hunter Close. The plans had been developed following the local housing needs survey and both the Borough planning department and Hampshire Highways had been supportive to date. The houses would be of mixed design to carry forward the existing styles from elsewhere in the Parish and it was thought that a mix was more attractive than terracing. Increased car parking would be made available as a result of earlier comments received and more thought would be given to minimising the known flood risk in this area. The developers and the Borough were keen to retain the mature hedgerow and to install low level bollard lighting rather than lamp posts. Although chimneys would be built, it was likely that the main energy source would be solar panels and electricity. Some discussion took place on the inward facing design of the development as opposed to outward facing onto the road but it was noted the present layout met with Borough requirements. Members of the public living nearby expressed their concern at the increase in vehicle traffic and the lack of any road markings in the area and it was agreed to ask Highways review this. In answer to points raised by Cllr Bidwell, it was confirmed that there would be access from front to rear of the properties and that the road would be built to an adoptable standard although it would not be adopted. Finally, it was noted that all the properties would be for rent and not purchase and that Hyde Martlet would manage on completion. More detailed consultation would take place later in the year with a planning application being submitted before the yearend. Cllr Werrett raised the matter of the poor management by TVBC of the speed indicator device despite a contract being in existence which stipulated the frequency with which the device should be rotated around the four available positions. Borough Cllr Ward took note and also commented that the Borough would be approaching those parish councils with a management contract inviting them to agree to a rotation period of three weeks instead of the present two as this would enable better management by the staff available. A show of hands with five for, one against and two abstentions indicated agreement to this amendment when it came about.

Action: Clerk

Cllr Werrett also commented on the poor reaction by Highways staff to the list of outstanding actions on the roads around the Parish and argued that a better process would bring benefits all round. Borough Cllr Ward explained that as other parishes also submitted lists of work required, and there was only a finite amount of funds available, these lists needed to be prioritised. It was agreed that the Chairman would review the current list with a view to prioritising it and resubmitting to TVBC and Cllr Ward.

Action: Chairman

1. Apologies for Absence

1.1 Apologies were received from Cllrs Bevan and Fahy and the Footpath Warden.

2. Announcements by the Chairman

2.1 The Chairman indicated that Cllr Bevan’s wife was in hospital and that a letter wishing her a speedy recovery might be appropriate; this was agreed.

Action: Clerk

10. To consider and, if appropriate, approve a grant to the King’s Somborne Village Hall

10.1 Proposed Cllr Werrett, Seconded Cllr Lane, RESOLVED unanimously that Item 10 be brought forward on the agenda.

10.2 An application for Grant Aid had been made by the Village Hall Management Committee to enable refurbishment of the Committee Room at the same time as the structural alterations were being made to achieve completion of this phase of the plan. The application was for £1932 including VAT for the purchase of 8 tables, a table trolley and 11 of the 16 chairs required. It was noted this amount was within budget for the year.

10.3 Proposed Cllr Werrett, Seconded Cllr Lane, RESOLVED unanimously that £1932 be granted to the Village Hall for the purchase of committee room furniture.

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

3.1 None tabled.

4. To approve the Minutes of the Parish Council meeting held on 5 February 2009

4.1 Proposed Cllr Bidwell, Seconded Cllr Pidgeon, RESOLVED unanimously that the minutes of the meeting held on 5 February 2009 be accepted as a true record.

5. To consider any Matters Arising from those Minutes

5.1 Para 12.2 The Clerk had hastened a meeting with Tarmac and was awaiting a response.

6. Declarations of Interest

6.1 None declared.

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. A letter had been received from the Football Club questioning the rise in pitch hire charges for next season without consultation. However, Members confirmed the charges and the Clerk would respond accordingly. No other action was thought necessary.

Action: Clerk

8. To receive reports on planning applications considered and determined

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

* 09/00132/ADVS – erection of freestanding notice board at St Peter’s and St Paul’s Church – this was a Parish Council sponsored application and one objection had been received and noted

* 09/00167/FULLS – Sunnyside View, Stockbridge Road – construction of 3 office buildings and associated works – no objection

* 09/00238/FULLS – Somborne Garage, Romsey Road – demolition of existing buildings and erection of 4 dwellings with associated parking, turning and amenity space and ecospace studio – no objection but concern expressed at the choice of roof slate, insufficient height of rear barrier, appearance of garage and the colour white for the end house. An objection had been received from a neighbour which was noted and the Chairman would acknowledge.

Action: Chairman

* 09/00263/Trees – 1 The Old Iron Foundry – fell one Ash to rear – no objection

* 09/00223/Trees – Forge Cottage, 1 Forge Close – fell one Fir and replace with deciduous flowering tree – no objection

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

* 5 King’s Acre – erection of two storey extension to north east elevation – permitted

* Vine Cottage, Muss Lane – prune 4 Yews and one Ash – permitted

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 £29,464.22.

11. Payment of Accounts

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

To For Net VAT Gross Chq
Mr P Storey Salary and expenses 615.43 615.43 1496
HMRC Tax/NIC 171.62 171.62 1497
KS Cricket Club Grant 497.00 497.00 1498
TVBC Grounds maint 1453.87 218.08 1671.95 1499
HALC 2009/10 fees 317.00 317.00 1500
TVBC Dog bins 725.40 108.81 834.21 1501
KS Village Hall Grants 064.00 6064.00 1502
BPC Shared costs 15.00 15.00 1503
Mr M Rebbeck Grounds maint 396.20 396.20 1504
Queensbury Ltd Bus shelters 12696.76 1904.51 14601.27 1505
Totals 22952.28 2231.40 25183.68

12. To consider and, if appropriate, adopt amendments to Standing Orders for the Planning Committee

12.1 Following receipt from TVBC of the policy for making developers’ contributions available to parishes, it was opportune to review the Standing Orders for the Planning Committee to include the need to bid for these contributions to be included in those development proposals which impacted in some way upon the community.

12.2 Proposed Cllr Bidwell, Seconded Cllr Lane, RESOLVED unanimously that the amendments as discussed be adopted.
Action: Clerk

13. To consider and, if appropriate, determine any action necessary in support of CPRE’s ‘Stop the Drop’ anti-litter campaign

13.1 In the absence of Cllr Fahy who was to lead on this item, the Clerk explained that CPRE had initiated an anti-litter campaign and distributed information and action packs to a variety of groups and organizations, including parish councils. Tips and advice on methods for combating litter and posters were included in the packs. The posters had already been displayed around the Parish and it was also thought appropriate to seek support from the shops and pub together with other local groups. The WI contribution towards keeping the Parish clean and the ad hoc help given by individuals was acknowledged and everyone was encouraged to ‘do their bit’ to keep the Parish clean and tidy.
Action: All

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

14.1 The Chairman and the Clerk had met with the English Heritage Inspector to discuss the route for the path from the School to the Village Hall and had also discussed converting part of the John O’Gaunt Field into a wild flower meadow. The Inspector had no objection in principle but would need to see detailed proposals before granting approval. However, he would not allow tree planting. Cllr Harwood and Cllr Fahy were obtaining specialist advice and would report back in due course.

Action: Cllrs Harwood and Fahy

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

15.1 No reports tabled.

16. To receive the Clerk’s monthly report

16.1 The School Governors had indicated they would be willing to have a councillor representative attend their meetings when there was a matter of interest or concern to the Parish Council; the Clerk would acknowledge accordingly.

Action: Clerk

16.2 HALC had advised they were becoming a company limited by guarantee instead of remaining an unincorporated body. The effect of this on the Parish Council was to limit the Council’s liability for HALC indebtedness to £1 instead of unlimited liability as previously.

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

17.1 Cllr Pidgeon reported that the Bier Hut in the Cemetery now had new doors and that the Scouts were actively fundraising having made £1200 so far this year.

17.2 Cllr Harwood drew Members’ attention to the unusually high water levels and urged awareness of the attendant risks.

18. Date, time and place of next meeting

18.1 The next meeting will be held on Monday 6 April 2009 at 7.00pm in the Epworth Hall, King’s Somborne.

There being no further business, the Chairman closed the meeting at 9.50pm