Parish Council

PC minutes May 2014


Minutes of the Parish Council Annual General Meeting
held in the Village Hall
commencing at 7.00pm on Monday 12 May 2014

Present: Cllr R Harwood (Chairman)
Cllr A Brock
Cllr R Curtis
Cllr J Evans
Cllr F Fahy
Cllr R Jackson
Cllr R Lane
Cllr A Reeves
Cllr J Werrett
Cllr S Whitehead

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

Public Session

The Open Spaces Warden, Village Hall Chairman, PCSO Bonter and four members of the public were present for part of the meeting.

Dr Mackintosh expressed his view on the importance to the community of the Parish Council assuming the trusteeship of the recreation ground and undertook to provide the estimates of cost for transferring ownership from Fields in Trust to the Council in the near future to advance the prospect of a transfer of some land to enable the Village Hall to expand. This was duly noted.

Concern was expressed at the potential loss of the junior football goal posts when the MUGA was installed; however, it was confirmed these would be relocated. Some concern was also expressed at the increasing appearance of night lights in the Cemetery. The Clerk explained that no formal policy existed preventing this but a watch was kept on grave adornments to maintain the dignity of the area. The missing steps from Scott Close to the garages had been reported and would be hastened in view of the potential danger to elderly users.

Mr Dyke commented on the effect on the grass when large lumps of cuttings were left in situ as at Up Somborne and the Clerk would discuss with the TVBC contractors. Mr Dyke also expressed concern on behalf of the residents of Old Vicarage Lane at the poor state of the lateral connecting drains from the properties to the main sewer which allowed rainwater and sewage to mix and overload the system. He opined that remedial action by Southern Water was required.

PCSO Bonter reviewed the incidence of crime in the area, in particular opportunist vehicle theft, and the limited success of the 30mph stickers affixed to Up Somborne wheelie bins and how she could subsequently follow up with a letter if speeding motorists were reported. She had presented at the junior school and thanked everyone who had reported suspicious incidents as this enabled the Police to allocate their resources more effectively. She also drew attention to a survey into rural policing and encouraged everyone to complete this. The link was

The Clerk drew Members’ attention to C/Cllr Gibson’s request for all to complete the rural transport survey and for an update on outstanding roads matters to be submitted and to B/Cllr Ward’s written report which had been tabled at the meeting and which contained information on the progress made with redrafting the Local Plan, the link to the survey on levels of confidence with policing in rural communities, the post-flooding workshop being organised by TVBC and the proposed Aster Communities roadshow designed to encourage more residents to become aware of the funds available to enable local projects designed to improve their lifestyles, noting that £1000 had been contributed towards the MUGA. B/Cllr Ward had also granted £500 from his borough councillor fund towards the costs of mounting a World War 1 exhibition in the Church.

63. Apologies for Absence

63.1 Apologies received from C/Cllr Gibson, B/Cllr Ward and the Footpath Warden.

64. Election of Chairman

64.1 Proposed Cllr Werrett, Seconded Cllr Curtis, RESOLVED unanimously that Cllr Harwood be re-elected as Chairman.

65. Election of Vice-Chairman

65.1 Proposed Cllr Curtis, Seconded Cllr Evans, RESOLVED unanimously that Cllr Brock be re-elected as Vice-Chairman.

66. Election of Chairman of the Planning Committee

66.1 Proposed Cllr Curtis, Seconded Cllr Fahy, RESOLVED unanimously that Cllr Harwood be re-elected as Chairman of the Planning Committee.

67. Appointments 2014 – 15

Committees/Working Groups
Village development working group – Cllrs Brock (lead), Evans, Lane and Reeves

Planning Committee
Chairman – Cllr Harwood 01264 810314
Members – Cllrs Curtis, Evans, Lane and Werrett

Communications Strategy Group
Chairman – Cllr Brock 388227
Members – Cllrs Evans, Lane and Whitehead, others as required

Lead Councillors
a. Village Hall Management Committee Cllr Fahy 388314
b. Council for the Protection of Rural England Cllr Fahy 388314
c. Neighbourhood Watch Cllr Brock 388227
d. Flood Watch Cllr Werrett 389311
e. Schools and Scouts liaison Cllr Curtis 389373
f. Test Valley Assn of Local Councils Cllr Lane 388792
g. Farming community liaison Cllr Brock 388227
h. Sports facilities Cllr Harwood 01264 810314
i. Transport matters Cllr Reeves 388441
j. Up Somborne liaison Cllr Lane 388792
k. Biodiversity Cllr Jackson 07866 568831
l. Highways and road safety Cllr Fahy 388314
m. Horsebridge liaison Cllr Curtis 389373
n. Utilities liaison Cllr Brock 388227
o. MUGA Cllr Curtis 389373

p. Footpath Wardens Mrs Alison Seymour 389219
and Mr David Hayden 388120
q. Tree Warden Mr Colin Matthews 388272
r. Open Space Wardens Mr Richard Dyke 388525

Clerk Mr Peter Storey 389688
Cemetery interments, records and maintenance
Play equipment
Parish notice boards

Cllr Fahy was re-elected as lead councillor for sports facilities but subsequently resigned from this position because of the decision not to manage use of the MUGA which he considered to be totally impracticable.

68. Chairman’s announcements and Councillors’ questions

68.1 Cllr Harwood gave due notice that he would not stand for re-election as Chairman next year.

69. To approve the Minutes of the Parish Council meeting held on 7 April 2014

69.1 Proposed Cllr Evans, Seconded Cllr Brock, RESOLVED unanimously with amendment to the venue that the minutes of the meeting held on 7 April 2014 be accepted as a true record.

70. To consider any Matters Arising from those Minutes

70.1 Para 48.1 Biodiversity site. Cllr Jackson confirmed he was in the process of treating the docks on the biodiversity site and would mark out the borders of the site in due course.
Action: Cllr Jackson

70.2 Para 51.3 Eldon Road 30mph restriction sign. The County Council had acknowledged the need to reposition the 30mph restriction sign at the top end of Eldon Road but had stated approval could take up to three years to obtain. C/Cllr Gibson would be requested to intervene.
Action: Cllr Fahy

71. Declarations of Interest and requests for Dispensations

71.1 None declared or sought.

72. To consider Correspondence Received and determine any action required

72.1 There was no correspondence to table.

73. To receive Councillors’ Reports

73.1 Cllr Lane reported on the planning meeting which had preceded this meeting.

73.2 Cllr Fahy confirmed he was continually reporting the presence of potholes to the County Council.

73.3 Cllr Evans highlighted the consultation now to hand on rural transport. The link to the survey was
Action: All

73.4 Cllr Curtis briefed on the annoyance experienced by many dog walkers that their pets could not pass through the new stile erected at the Horsebridge end of the footpath running to the rear of the houses. The Clerk would seek advice from HCC Rights of Way before contacting the landowner.
Action: Clerk

73.5 Cllr Werrett commented on thanks received from various local residents following the help and advice given during the recent flooding. He also had been in discussion with representatives of the Village Hall over the suspension of the Parish Council’s application to Fields in Trust regarding the transfer of land title.

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

74.1 A budget monitoring report had been circulated with the agenda papers and was noted.

74.2 The Clerk was pleased to report receipt of the first tranche of the grant from the Veolia Environmental Trust for the MUGA.

75. To adopt the Financial Accounts and approve the Statement of Assurance for the year ended 31 March 2014

75.1 The Clerk reported the successful completion of the internal audit for the year ended 31 March 2014 and tabled the Financial Accounts and Annual Return for adoption and approval. These had previously been circulated with the agenda papers.

75.2 Proposed Cllr Lane, Seconded Cllr Werrett, RESOLVED unanimously that the Financial Accounts for the year ended 31 March 2014 be adopted, that the Statement of Assurance be approved, and that the Chairman and RFO be authorised to sign them, as appropriate.

76. Payment of Accounts

76.1 Proposed Cllr Lane, Seconded Cllr Werrett, RESOLVED unanimously that the following accounts for April 2014 be approved for payment:

To For Net VAT Gross Chq/Internet
Mr P Storey Salary/expenses 614.05 1.28 615.33 Int
HMRC Tax/NIC 383.05 383.05 Int
BPC Shared costs 22.00 22.00 Int
Fair Account Internal audit 150.00 150.00 Int
Mr M Rebbeck Grounds maint 678.00 678.00 Int
Landyman Railings maint 175.10 175.10 Int
Totals 2022.20 1.28 2023.48

77. Response to TVAPC survey

77.1 The Test Valley Association of Parish and Town Councils was conducting a survey of attitudes held towards the Association and what it did. Members discussed their reactions to the questions posed and the Clerk would submit an appropriate response.
Action: Clerk

78. MUGA location, progress and need for mini footy goals

78.1 Following discussions with residents and likely MUGA users, it was thought appropriate to have a board on or near the MUGA showing times when organised activities would be using the MUGA to avoid any misunderstandings. Cllrs Curtis, Fahy and Harwood would determine the booking rules. As mentioned during the public session, the mini goals would be relocated once the MUGA was in position. The need for an equipment storage hut would be considered at the June meeting. The actual location of the MUGA caused some debate because of the loss of the mini pitch. Then Clerk would submit a further article for publishing in The Gauntlet.
Action: Clerk

78.2 Proposed Cllr Curtis, Seconded Cllr Fahy, RESOLVED with Cllrs Brock, Evans, Lane and Werrett abstaining, that the MUGA be sited adjacent to the skate ramp as previously planned.

79. Additional public seats

79.1 Although some public interest had been voiced for additional seating around the Parish, no particular action was thought appropriate at this time.

80. Position of Village Hall/ recreation ground direction sign from Romsey

80.1 Proposed Cllr Harwood, Seconded Cllr Brock, RESOLVED with Cllr Fahy abstaining that an approach be made to allow the erection of the directional sign on the private fencing at the Romsey Road entrance to the site.
Action: Clerk

81. Parish Development Working Group update

81.1 Nothing to report.

82 Clerk’s monthly report

82.1 Following concern at the stability of the large tree in the Church grounds adjacent to the School play area, subsequently confirmed by a tree surgeon’s report, the Clerk was obtaining quotes for its removal and would report further next month.
Action: Clerk

82.2 TVBC was introducing an initiative to reduce litter in public places by issuing free litter collection bags. The Clerk would obtain some and distribute them to the shops, pub and other public places around the Parish.
Action: Clerk

82.3 Cllr Whitehead and Cllr Reeves had expressed an interest in attending the new councillor’s introductory course to be organised by HALC in the Autumn.

82.4 Proposed Cllr Evans, Seconded Cllr Werrett, RESOLVED unanimously that the HALC training costs for new councillors amounting to £130 be met from Council funds.

83. Date, time and place of next meeting

83.1 The next meeting would be on Monday 2 June 2014 at 7.00pm in the Village Hall, Romsey Road, King’s Somborne.
Action: All

There being no further business, the Chairman closed the meeting at 8.50pm