KING’S SOMBORNE PARISH COUNCIL
Minutes of the Parish Council Meeting
held in the Epworth Hall
commencing at 7.00pm on Monday 13 April 2015
Present: Cllr R Harwood (Chairman)
Cllr A Brock
Cllr R Curtis
Cllr J Evans
Cllr F Fahy
Cllr R Jackson
Cllr R Lane
Cllr J Werrett
Cllr S Whitehead
In Attendance: Mr P J Storey (Clerk to King’s Somborne Parish Council)
Public Session
Mr Dyke (Open Spaces Warden), Mr Sutton, B/Cllr Ward and 14 members of the public were present for part of the meeting. Eleven members of the public were present to voice their concern at the rumour that the allotments might be sold to enable access to a potential building site. The Chairman acknowledged these concerns, drew attention to the fact that the allotments were a later agenda item and confirmed the Parish Council did not know of any such plans.
Mr Pidgeon asked if the Scott Close roads could be swept.
Action: Clerk
Two members of the public expressed their concern at the plans to build a youth shelter under the skate ramp stating this would only add to the noise and anti-social behaviour problems already experienced by them as a result of youngsters congregating in this area. Another member of the public spoke up strongly for the plan and the Clerk explained that the actual shelter would be no more than some seating underneath the ramp as part of a plan to deter litter and broken glass from reaching the far underside from where it was difficult to retrieve. The concept of a recognised place for youngsters to congregate had the support of the local police.
B/Cllr Ward confirmed a delay in hearing the Gladman application to build at the top end of Eldon Road; that TVBC was short of 6 planning staff; and confirmed his grant to the Cricket Club as a contribution towards the cost of the new roller. He also stated the revised Local Plan was coming out for public consultation in the immediate future and that none of the changes affected King’s Somborne. All noted that comments could only be made on changes to the original Plan.
49. Apologies for Absence
49.1Cllr Reeves.
50. Chairman’s announcements and Councillors’ questions
50.1 The Chairman confirmed the Parish election would be uncontested given nine nominations had been received leaving the way open for a co-option. He thanked the two members not standing for re-election, Cllrs Jackson and Werrett, for their past contribution to the wellbeing of the Parish.
51. To approve the Minutes of the Parish Council meeting held on 2 March 2015
51.1 Proposed Cllr Brock, Seconded Cllr Lane, RESOLVED with Cllr Jackson abstaining (absent) that the minutes of the meeting held on 2 March 2015 be accepted as a true record.
52. To consider any Matters Arising from those Minutes
52.1 There were no matters arising not dealt with elsewhere in these minutes.
53. Declarations of Interest and requests for Dispensations
53.1 Cllrs Fahy and Harwood declared an interest in Item 12, the Cricket Club grant application, and did not vote.
54. To receive the minutes of the Planning Committee
54.1 The minutes of the Planning Committee meetings held on 2 and 16 March 2015 had been circulated with the agenda papers.
54.2 Proposed Cllr Lane, Seconded Cllr Curtis, RESOLVED unanimously that the minutes of the Planning Committee meetings held on 2 and 16 March 2015 be received and accepted.
55. To consider Correspondence Received and determine any action required
55.1 The Clerk drew Members’ attention to correspondence received none of which called for any further action.
At this point, Members’ agreed the Chairman’s request to bring forward Item14, the future of the Parish allotments, to enable the public still present to hear the debate
56. The future of the Parish allotments
56.1 Cllr Fahy introduced the concern held by allotmenteers over the alleged future of the allotments, given the rumour about their possible sale to enable access to a potential building site, and stressed their importance to the community at large and to the individuals involved. It was acknowledged that the site was listed as a community asset which meant any application to sell would be made known to the Parish Council to enable it to consider purchasing in their own right if that was the decision taken. Meanwhile, Cllr Fahy believed a strong case existed for the Council to assume responsibility for the site management from the current managers, Carter Jonas, and made a proposal to that effect which did not attract a Seconder and therefore failed.
56.2 As a result of this, further discussion ensured on what could be done to improve the allotmenteers’ situation. Options such as approaching the Allotment Association or the Diocese were discussed, what if any additional costs would fall to the Parish if it was to take over management responsibility, what rules and regulations would have to be adhered to.
56.3 Proposed Cllr Evans, Seconded Cllr Brock, RESOLVED that the Diocese be approached and soundings taken on leasing and our Insurers be asked to confirm any additional insurance costs.
Action: Clerk
57. To receive Councillors’ Reports
58.1 Cllr Lane reported on the planning meeting held earlier in the evening.
58.2 Cllr Brock would follow up the outstanding cable burying across the 3 Fields site; the delay was
thought to be with Fields in Trust legal department.
Action: Cllr Brock
58.3 Cllr Jackson reported the biodiversity site was now ‘blooming’.
58.4 Cllr Evans emphasised the need to make use of the new Parish Council website as some of its content was out of date or missing. Cllr Evans also recommended that a link be incorporated in the community site to redirect enquirers to the Parish site for Parish matters.
Action: Cllr Whitehead
58.5 Cllr Fahy reported that the noisy manhole covers at the bottom of Cow Drove Hill had been reported for repair and that he continued to monitor other repairs requested of Hampshire Highways.
58.6 Cllr Werrett reported the presence of water voles in The Borne and concern that dogs and children were disturbing them by going into the water. The matter of warning information signs would be discussed at the next meeting.
Action: Clerk
58.7 Cllr Harwood expressed his concern at the amount of dog waste left in the public open spaces especially the King’s Somborne recreation ground and asked all to be vigilant and approach those acting irresponsibly to clear it up. He asked the Clerk to hasten the weed spraying of the recreation ground, informed all present that the newly sown grass seed around the MUGA fencing had been rolled and reminded everyone that with the next meeting being the AGM, thought should be given now to the allocation of tasks and responsibilities for the new Council.
59. To receive the RFO’s Report and Budget Monitoring
59.1 The Clerk reported that the internal audit would be completed on 7 May 2015 and the accounts and Annual Return would be tabled for adoption at the AGM.
59.2 A budget monitoring report had been circulated with the agenda papers.
59.3 Proposed Cllr Brock, Seconded Cllr Fahy, RESOLVED unanimously that the Budget Report be accepted as tabled.
60. Payment of Accounts
60.1 Proposed Cllr Fahy, Seconded Cllr Evans, RESOLVED unanimously that the following accounts for March 2015 be approved for payment:
To For Net VAT Gross Chq/Internet
Mr P Storey Salary/expenses 620.28 620.28 Int
HMRC Tax/NIC 393.33 393.33 Int
BPC Shared costs 62.00 62.00 Int
TVBC Grounds maintenance 875.72 175.14 1050.86 Int
TVBC Dog bins 2014-15 845.52 169.10 1014.62 Int
Bruno construction Bus shelter panels 385.00 77.00 462.00 Int
Mr M RebbeckGrounds maint 251.00 251.00Int
Totals 3432.85 421.24 3854.09
61. Annual Parish Assembly arrangements
61.1 Arrangements were well in hand for this year’s Annual Parish Assembly which would be held in the Village Hall at 7.30pm on Thursday 30 April 2015. The Chairman invited spouses to join
Councillors to help with the refreshments.
Action: All
62. To determine Grant Aid applications
62.1 An application for Grant Aid had been received from the King’s Somborne Cricket club for a grant of £1000 to assist them in purchasing a roller which could also be used by the Football Club and the Parish Council, as required.
62.2 Proposed Cllr Werrrett, Seconded Cllr Lane, RESOLVED with Cllrs Fahy and Harwood abstaining (personal interest) that £1000 be granted to the King’s Somborne Cricket Club as a contribution towards the purchase costs of a new roller.
62.3 The organisers of the King’s Somborne Open Garden Day to be held on 14 June 2015 had requested £100 to help offset the administrative costs of the event.
62.4 Proposed Cllr Evans, Seconded Cllr Jackson, RESOLVED unanimously that £100 be granted to the King’s Somborne Open Garden Day event to help offset administrative costs.
63. Professional help towards the Neighbourhood Plan
63.1 The Clerk advised that help was available from professional planning consultants in the production of a neighbourhood plan and that Government grants were also available to offset the costs. It was agreed the Clerk should follow these up and report later.
Action: Clerk
64. Clerk’s monthly report
64.1 Parish clock electricity. Councillors were disappointed to note the rejection by the PCC of the suggestion that the clock’s electricity be channelled through the Church meter thereby saving the Council an estimated £65 pa standing charge. The Clerk would refer back to the PCC.
Action: Clerk
64.2 The Clerk reported on a successful meeting with HCC Highways staff who had agreed to review the need for haunching the curved verge along the Winchester Road, repainting the railings, drain flushing, repairing the kerb sets and resurfacing the Riverside Green junction, along with other minor road repairs, as necessary.
65. Date, time and place of next meeting
65.1 The next meeting would be the Annual General Meeting on Monday 18 May 2015 at 7.00pm in the Epworth Hall, Winchester Road, King’s Somborne.
66. Motion for confidential business
66.1 Proposed Cllr Harwood, Seconded Cllr Brock, RESOLVED unanimously that, in view of the confidential nature of the business about to be discussed relating to employees’ remuneration, it was advisable in the public interest that the public be excluded and for the record the business be regarded as confidential.
67.1 Workplace pension requirement
67.2 A paper had been circulated with the agenda explaining the Council’s responsibilities as an employer following the introduction of legislation introducing the need for employers to offer workplace pensions to their employees.
The Clerk left the room at this point whilst Councillors discussed appropriate schemes to join and an employer’s pension contribution rate
67.3 Proposed Cllr Evans, Seconded Cllr Werrett, RESOLVED unanimously that to comply with the legislation the Council would instruct the Clerk to apply to the Legal and General Assurance Company with whom the Clerk had a personal self invested pension with a view to their accepting employer’s contributions into this plan, that the contractural entitlement of the Clerk to a gratuity based on years of service up to the staging date of 1 February 2016 be paid and that after that date an employer’s contribution of 4% wef 1 February 2016, 6% wef 1 February 2017 and 8% wef 1 February 2018 of gross salary be paid.
Action: Clerk
There being no further business, the Chairman closed the meeting at 9.15pm