Parish Council

Parish Council minutes May 2011


Minutes of the Annual General Parish Council Meeting

held in the Epworth Hall

commencing at 7.00pm on Monday 16 May 2011

Present: Cllr R Dyke (Chairman for Item 60 only) Cllr D Bidwell Cllr A Brock Cllr R Curtis Cllr F Fahy Cllr R Harwood Cllr G Pearson Cllr J Werrett

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

Public Session

Two members of the public and Mrs D Harrison, the Village Correspondent, were present for part of the meeting. Mrs Harrison advised the meeting that local concern was growing over the proposed plans to convert the John O’Gaunt pub into living accommodation. This was noted for when the formal application came before the Council.

59. Apologies for Absence

59.1 Borough Cllr Ward.

60. Election of Chairman

60.1 Proposed Cllr Bidwell, Seconded Cllr Pearson, RESOLVED unanimously that Cllr Werrett be elected Chairman of the Parish Council for the year 2011-12.

Cllr Dyke then vacated the chair and Cllr Werrett assumed the chairmanship of the meeting

61. Election of Vice-Chairman

61.1 Proposed Cllr Pearson, Seconded Cllr Fahy, RESOLVED unanimously that Cllr Harwood be elected Vice-Chairman of the Parish Council for the year 2011-12.

62. Election of Chairman of the Planning Committee

62.1 Proposed Cllr Harwood, Seconded Cllr Brock, RESOLVED unanimously that Cllr Pearson be elected Chairman of the Planning Committee for 2011-12.

62.2 Proposed Cllr Harwood, Seconded Cllr Curtis, RESOLVED unanimously that Cllr Bidwell be elected Vice-Chairman of the Planning Committee for 2011-12.

63. Appointments

63.1 The following appointments were agreed:

Lead Councillor

a. Village Hall Management Committee Cllr Bidwell

b. Council for the Protection of Rural England Cllr Fahy

c. Neighbourhood Watch Cllr Brock

d. Flood Watch Cllr Werrett

e. Schools liaison Cllr Curtis

f. Test Valley Assn of Local Councils Cllr Werrett

g. Farming community liaison Cllr Brock

h. Sports facilities Cllrs Harwood and Fahy

i. Young people Cllr Curtis

j. Transport matters Cllr Bidwell

k. Up Somborne liaison Cllr Brock

l. Biodiversity Cllr Harwood

m. Highways matters Cllr Fahy

n. Communications strategy/website Cllrs Brock, Fahy and Werrett Volunteers

o. Footpath Wardens Mrs Alison Seymour and Mr David Hayden

p. Tree Warden Mr Colin Matthews

q. Horsebridge liaison Mrs Dawn Harrison

r. Open Space Wardens Mr Richard Dyke, Mr Ron Bevan and Mr Roy Pidgeon

64. Chairman’s announcements and Councillors’ questions

64.1 The Chairman thanked everyone for their vote of confidence, Dick Dyke for his past chairmanship and encouraged all present to work together for the benefit of the community at large.

65. To consider the need for and methodology of co-option

65.1 Proposed Cllr Harwood, Seconded Cllr Bidwell, RESOLVED unanimously that the three vacancies following the election be filled by co-option.

65.2 It was agreed that notices be displayed inviting those interested in becoming co-opted members of the Council and who had something to bring to the Council and the community should forward their details to the Clerk following which they would be invited to address a future Council meeting at which time selections would be made.

Action: Clerk

66. To receive reports from the Tree Warden, Footpath Wardens and other volunteers

66.1 None received. However, if the Wardens were unable to attend meetings, it was agreed they should be asked for a written report at least quarterly.

67. To approve the Minutes of the Parish Council meeting held on 4 April 2011

67.1 Proposed Cllr Werrett, Seconded Cllr Bidwell RESOLVED with Cllrs Brock and Curtis abstaining (not present) that the minutes of the meeting held on 4 April 2011 be accepted as a true record.

68. To consider any Matters Arising from those Minutes

68.1 There were no matters arising not dealt with elsewhere in the minutes.

69. Declarations of Interest 69.1 None declared.

70. Borough News

70.1 In his absence, the Clerk read a brief submitted by Borough Cllr Ward which highlighted the election results, contained an offer by him to introduce new members to the role and organisation of the Borough Council, confirmed the relocation of the bottle bank to a site on New Lane was being considered and offered to take the John O’Gaunt development plans to the Southern Area Planning Committee, if appropriate.

71. To consider Correspondence Received and determine any action required

71.1 The Clerk drew Members’ attention to recent correspondence received which included an acknowledgement letter from one of the prize winners from Test Valley School sponsored by Members and notification of the Hampshire Fire and Rescue Service Plan for 2011-14 which could be found at

72. To receive reports on planning applications considered and determined

72.1 The following responses had been made to recent planning applications received: * Goosehill, Stockbridge Road – fell one Conifer and remove four limbs from Norway Spruce – no objection

* Lovells Farm House, Up Somborne – alterations and extensions to house, erection of detached outbuilding, swimming pool, terrace, vehicle access and landscaping – no objection

* The Estate Office, Hoplands – single storey extension – no objection

* 3 Furzedown Cottages – two storey rear extension and conservatory – no objection

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

* Chalkstrean and Hollybrook, Winchester Road – lean-to extension – permitted

* 2 Redhill Cottages, Winchester Road – tree works – permitted

* Dove Cottage, Muss Lane – fell Purple leaf Plum and reduce three conifers – permitted

* Goosehill, Stockbridge – fell two Conifers and reduce one Birch – permitted

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

73.1 A budget monitoring report showing income and expenditure to date had been circulated with the agenda. This was noted.

74. To adopt the Financial Accounts and approve the Statement of Assurance for the year ended 31 March 2011

74.1 The Clerk confirmed the internal audit of the year’s accounts had been concluded successfully and presented the audited financial accounts for the year ended 31 March 2011 and the completed Annual Return; a copy of the financial accounts is attached to these minutes.

74.2 Proposed Cllr Harwood, Seconded Cllr Bidwell, RESOLVED unanimously that the financial accounts for the year ended 31 March 2011 be adopted.

74.3 The Clerk led Members through the Annual Return drawing particular attention to the requirements of the Statement of Assurance.

74.5 Proposed Cllr Bidwell, Seconded Cllr Fahy, RESOLVED unanimously that the Chairman and Clerk be authorised to sign the Annual Return.

75. To re-appoint the Internal Auditor

75.1 The Clerk confirmed that the internal auditor, Mr Paul Reynolds, was willing to continue.

75.2 Proposed Cllr Pearson, Seconded Cllr Curtis, RESOLVED unanimously that Mr Paul Reynolds be re-appointed the internal auditor for 2011-12.

76. To determine the Grant Aid application from Disability Awareness UK

76.1 An application for Grant Aid had been received from Disability Awareness UK seeking financial support in meeting speakers’ training costs and expenses when they visited organisation such as schools to spread awareness of disability. Members thought more information was required, in particular, the impact of any planned visit to the local school. Cllr Curtis would follow this up before any decision was made.

Action: Cllr Curtis

77. Payment of Accounts

77.1 Proposed Cllr Harwood, Seconded Cllr Fahy, RESOLVED unanimously that the following accounts for April be approved for payment:

To For Net VAT Gross Chq

Mr P Storey Salary/expenses 792.90 792.90 1690 BPC Shared costs 22.50 22.50 1691 HMRC Tax/NIC 240.91 ` 240.91 1692 TVBC PPU printing 210.75 210.75 1693 Cheque Cancelled 1694

Mr M Rebbeck Grounds maint 799.00 799.00 1695

Came & Co Insurance 1287.49 1287.49 1696

Fair Account Internal audit 135.00 135.00 1697

M J Ellis Ltd Inspection cover 75.00 15.00 90.00 1698

Totals 3563.55 15.00 3578.95

78. To receive Councillors’ reports

78.1 Cllr Bidwell reported that the Village Hall Management Committee was discussing with the Pre- School a start date of September 2011 and that the Pavilion renovation should be finished within the next two weeks. Thought would then be given to the next phase which was the establishment of a larger meeting/function room and external storage in place of the present internal storage room. A capital grant application had been submitted to both TVBC and HCC.

78.2 Cllr Pearson had attended the Hampshire Rural Policing Review which had been interesting and at which confirmation had been given that no telephone call would go unanswered despite the cutbacks.

78.3 Cllr Fahy confirmed he had hastened TVBC and Highways on various outstanding signage and white lining matters.

78.4 Cllr Harwood updated Members on progress with the biodiversity area on the 3 Fields site and the Clerk confirmed he was arranging for the grassed areas to be sprayed to kill off weed growth. Cllr Harwood stated how impressed he had been at the Quality Parish re-accreditation presentation with the way our Parish Council compared with those others present in terms of achievement with limited resources.

79. To receive the Clerk’s monthly report

79.1 The Clerk reported that the School had booked the recreation ground for its annual sports days on Thursday 16 and Wednesday 22 June and that the Beer Fest would be held on Saturday 18 June. He also briefed that the Village Hall Management Committee might be asking for marked car parking bays on the open car park and, in particular, for a disabled parking bay near to the Hall. He had advised that a disabled bay could be marked on land owned by the Village Hall and immediately adjacent to the Hall front door.

79.2 The Clerk raised the need to have Member representation at the next Councillor Surgery to be held on Thursday 9 June between 6.00pm and Cllrs Werrett and Brock would be present.

Action: Cllrs Werrett and Brock

79.3 NALC was calling for motions for debate at the forthcoming AGM but none was thought appropriate by Members.

79.4 The Clerk suggested that the future distribution of meeting papers be by e-mail and this was agreed.

79.5 Information of new councillor training courses was distributed to new Members.

79.6 A suggestion that a seat be installed at the top of Cow Drove Hill was not supported.

79.7 TVBC had identified King’s Somborne as suitable to pilot the county wide Village Agent initiative which would involve a selected volunteer receiving training and then becoming the advisory link between those elderly or in need of support and the agencies which could provide that support. Councillors thought more information on the scheme was required before they could pass opinion.

Action: Clerk

80. Date, time and place of next meeting

80.1 The next meeting will be on Thursday 9 June 2011 at 7.00pm in the Epworth Hall, King’s Somborne. (Please note day change)

Action: All

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