Category Archives: Parish Council Minutes 2017

DRAFT PC minutes 4 Sep 17

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meeting
held in the Epworth Hall commencing at 7.00pm on Monday 4 September 2017

Present: Cllr R Lane (Chairman)
Cllr A Brock
Cllr H Griffith
Cllr R Harwood
Cllr R Sutton
Cllr A Townsend
Cllr R Webb

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

Public Session

Mr Dyke (Open Spaces Warden) was present for part of the meeting.

The Clerk had circulated a written report submitted by B/Cllr Ward in his absence covering such matters as the renewal of the Top field lease, the recently held community assets meeting (both matters covered later) and a range of other matters applicable to Test Valley in general. This was noted.

140. Apologies for Absence

140.1 Cllrs Curtis and Whitehead not present; C/Cllr Gibson and B/Cllr Ward.

141. Chairman’s announcements and Councillors’ questions

141.1 None.

142. To accept the Minutes of the Parish Council meeting held on 7 August 2017

142.1 Proposed Cllr Sutton, Seconded Cllr Brock, RESOLVED with Cllr Griffith abstaining (not present) that the minutes of the meeting held on 7 August 2017 be accepted as a true record.

143. To consider any Matters Arising from those Minutes

143.1 Para 125.3 Cllr Brock confirmed that TVBC (senior traffic engineer) had responded to the original concerns raised by the farming community over the appropriateness of the wording of the recently approved Traffic Regulation Order and the impact its interpretation both for farm traffic in the Up Somborne area and the potential for heavy goods vehicles still able to use it to access Forest Extra. Cllr Brock had responded regarding the clarity but in essence it would ultimately come down to what happens in the event of a prosecution for a violation.

144. Declarations of Interest and Requests for Dispensations

144.1 None declared nor sought.

145. To consider Correspondence Received and determine any action required

145.1 None tabled.

146. To receive minutes of the Planning Committee meetings held on 7 August 2017

146.1 The minutes of the Planning Committee meeting held on 7 August 2017 had been circulated with the agenda.

146.2 Proposed Cllr Harwood, Seconded Cllr Lane, RESOLVED unanimously that the minutes of the Planning Committee meeting held on 7 August 2017 be received and accepted.

147. Councillors’ Reports

147.1 Cllr Webb confirmed he had written to Aster Housing complaining about the amount of litter left lying around the estate but had yet to receive a response. He also confirmed he had volunteered to be the area representative on the HCC road safety council but had yet to hear confirmation of his acceptance from HALC who were co-ordinating this.

147.2 Cllr Griffith sought advice on how to report fly tipping and was advised of the link on the HCC and TVBC websites for this. She also reported resident’s growing concerns at the silt and rate of vegetation growth in the Borne and enquired about the next date for the EA to clear the stream; the Clerk would follow this up.
Action: Clerk

147.3 Cllr Sutton commented on the recent presence of the Police speed detector van in the centre of the village which complemented the positive efforts made by our own Community Speedwatch volunteers in having action taken against speeding drivers.

147.4 Councillors joined with Cllr Sutton in complimenting Cllr Whitehead on the detailed work undertaken by him in modernising the Parish Council website. Cllr Sutton would advise the Clerk on the application procedures for obtaining a gov.uk domain name for future use.
Action: Cllr Sutton

147.5 Cllr Harwood warned all that fines for speeding drivers were now based on the offender’s weekly income.

147.6 Cllr Lane commented on the number of road signs overgrown with vegetation and the Clerk noted this for future action by the Parish Lengthsman.
Action: Clerk

147.7 Cllr Brock reminded councillors of the outstanding issues with HCC, in particular, the need to haunch the Borne bank along Winchester Road and grassing over the strengthened bank near to Manor Farm. He would provide photographic evidence of the haunching need to C/Cllr Gibson.
Action: Cllr Brock

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

148.1 A budget monitoring report had been circulated with the agenda papers. This was noted.

149. Payment of Accounts

149.1 Proposed Cllr Brock, Seconded Cllr Harwood, RESOLVED unanimously that the following accounts for August 2017 be approved for payment:

To For Net VAT Gross Chq/Internet
Mr P Storey Salary/expenses 724.64 3.25 727.89 Int
HMRC Tax/NIC 429.66 429.66 Int
Legal & General Staff pension 58.39 58.39 DD
PJ Drew Emergency sign 48.00 9.60 57.60 Int
Came & Co Insurance renewal 1714.71 1714.71 Int
Mr M Rebbeck Grounds maint 1256.00 1256.00 Int
Totals 4231.40 12.85 4244.25

150. To approve fees and disbursements for registering Parish Council owned land with the Land Registry

150.1 Cllr Brock and the Clerk had undertaken a document audit of those documents relating to Parish Council owned land held by Blake Morgan Solicitors with a view to confirming their currency and/or needing action taken to formally record our title at the Land Registry. Various actions were identified and subject to signing their formal letter of engagement and agreeing costs, Blake Morgan had agreed to complete the necessary work on our behalf. Areas of land owned by the Council but not formally registered included the Cemetery extension, junior football/MUGA area, and half of the Old Palace Farm/John O’Gaunt field adjacent to The Gorrings.

150.2 Proposed Cllr Townsend, Seconded Cllr Sutton, RESOLVED unanimously the Clerk be authorised to sign the letter of engagement and that Blake Morgan Solicitors be engaged to register with the Land Registry those parcels of land owned by the Parish Council at a cost of £950 ex VAT plus disbursements.

151. To approve expenditure on the recreation ground slip road repairs

151.1 In the past, individual pot holes had been repaired as necessary but now larger areas of the recreation ground slip road were disintegrating and it was timely to consider more extensive repairs. A quotation of £2580 had been received for resurfacing an 11m stretch from the inner speed hump to the stop line at the rec exit. However, with thought being given to maximising car parking slots and possibly extending the parking area to meet the prescribed number of spaces required for the Village Hall, it was possible that the slip road would be closed to vehicles and pedestrianised. As a result, it was thought appropriate at this time only to repair the existing potholes.

151.2 Proposed Cllr Sutton, Seconded Cllr Harwood, RESOLVED unanimously that the slip road potholes be repaired rather than a section of the road being resurfaced; the Clerk to arrange.
Action: Clerk

152. To determine and levy rent for use of the land leased to the Scouts

152.1 The area of land on the recreation ground occupied by the Scouts, previously owned by Fields in Trust, was now owned by the Parish Council and the lease had been transferred in its entirety. The lease provided for an annual rent of £20 subject to 7 yearly reviews with increases in line with the RPI index. These reviews had not been undertaken by the previous landlords and had they been the current rent would now amount to £35.04. The Council wished to receive its due rent for the site but could accept £20 until the next rent review due in March 2018. All noted that the lease expired on 18 March 2015 with no right of renewal and this had given some impetus to the community asset review established to look at facilities available for youth in the Parish, including the Scouts, Church Youth Club and Pre-School.

152.2 Proposed Cllr Brock, Seconded Cllr Harwood, RESOLVED unanimously that the Scouts be charged £20 rent for the current year and that they be given advanced warning of the likely rent chargeable from March 2018; the Clerk to action.
Action: Clerk

153. Neighbourhood Development Plan (NDP) progress

153.1 Cllr Brock reported that NDP Steering Group members continued with drafting and editing the NDP. The methodology for determining housing numbers had now been agreed with TVBC and approaches had been made to local landowners whose land had housing development potential. Some concern was being expressed at the proposed development of the Spencer’s Farm and Winchester Road sites despite the even scores given by the public consultation. One key policy for the NDPSG was preserving current landscape views and a landscape visual impact appraisal/assessment would be undertaken by an independent externally recognised body to provide credence to this policy. When this additional information became available, a further public consultation would be organised before final drafting and submission to the external examiners.
Action: Cllr Brock

154. Clerk’s monthly report

154.1 The Clerk reported that the diseased Horse Chestnut adjacent to the cricket practice nets would be felled next week and that he would inform TVBC accordingly. Two Oak saplings recently planted would offset the loss of this tree.

154.2 The Clerk had co-chaired a meeting with B/Cllr Ward to discuss community amenity development in the Parish as a variety of initiatives were in train, some of which would result in bids for TVBC funding and it made sense if the interested parties joined forces to avoid overlapping their efforts. Amenities discussed included the possible relocation of the football pitch a few metres away from the Village Hall to reduce risk of injury to passers by, enable the completion of the last few metres of the all-weather path, and perhaps allow for further extension of the Hall; relocation of the Pre-School to enable them to provide the 30 hours per week per eligible child which was not possible at the moment given the use by others of the Hall; the modernisation/replacement of the Scout hut to encourage increased usage by other youth organisations as well as the Scouts; siting of a zip wire, additional skate ramp facilities and a climbing wall; and increased car parking at the recreation ground – to name a few. The Clerk would continue to report progress, as necessary.
Action: Clerk

154.3 In discussing the possible relocation of the football pitch, it was thought inappropriate for the Parish Council to become involved in the debate given there was no clear advantage accruing to the Council. However, every encouragement would be given to the two parties involved to come to a decision in the near future, which the Council would support, as if the pitch was to be moved it could impact on SSE’s current planned route for undergrounding the power supply along the border between the recreation ground and Top Field.

154.4 Proposed Cllr Brock, Seconded Cllr Griffith, RESOLVED unanimously that the Parish Council should support whatever agreement the Village Hall and the Football Club might reach regarding relocation of the football pitch and that any agreement should be reached soon so as not to delay further the undergrounding of the electricity supply cables servicing that part of the Parish.

155. Date, time and place of next meeting

155.1 The next meeting would be held on Monday 2 October 2017 at 7.00pm in the Epworth Hall, Winchester Road, King’s Somborne.

There being no further business, the Chairman closed the meeting at 8.25pm

PC minutes 3 July 17

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meeting
held in the Epworth Hall commencing at 7.00pm on Monday 3 July 2017

Present: Cllr R Lane (Chairman)
Cllr A Brock
Cllr Griffith
Cllr R Harwood
Cllr K Hughes
Cllr R Sutton
Cllr S Whitehead

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

Public Session

Mr Kirby, as President of the Cricket Club, expressed his concern at the need to cancel a late cricket fixture because permission had been given for cars to be parked on the outfield the same evening. The Clerk explained that when extra parking was required for a Village Hall function, application was made to him by the Hall for permission and this would normally be granted provided the ground was hard and no fixtures were to be held. In this instance, the late fixture was not known and apologies were accepted.

Mr Gannaway, Secretary of the Football Club, was present to give opinion on the relocation of the football pitch.

106. Apologies for Absence

106.1 Cllr Curtis; also C/Cllr Gibson, B/Cllr Ward and Mr Dyke (Open Spaces Warden).

107. Chairman’s announcements and Councillors’ questions

107.1 None.

107.2 At the Chairman’s direction, discussion on relocation of the football pitch and future play equipment was moved forward on the agenda.

108. Relocation of the football pitch and siting of future play equipment

108.1 Complaints had been received from recent users of the Village hall on the dangers posed from flying footballs in the goal area with particular reference to instances occurring on Election Day when the Jubilee Room doors were in use. Councillors noted this and Mr Gannaway’s comments about training days and their future notification to the Clerk. Options such as protective netting were considered but discounted on grounds of cost and unsightliness so close to the Hall and the effort needed to erect and dismantle.

108.2 Relocating the pitch further away from the Hall and into Top Field had been suggested. The Clerk explained that Top Field was leased from TVBC and not owned by the Parish Council, as was the remainder of the recreation ground, and all recognised that considerable ground works would be necessary to accommodate all or part of the pitch. It was quite likely the associated costs would be exorbitant. Additionally, it was noted that Top Field was being considered as a potential location for a Zipwire and additional skate ramp equipment in the near future. The Chairman thanked everyone for their comments but determined there was no easy short term solution.

109. To accept the Minutes of the Parish Council meeting held on 12 June 2017

109.1 Proposed Cllr Sutton, Seconded Cllr Harwood, RESOLVED with Cllrs Hughes, Griffith and Whitehead abstaining (not present for all/part of the meeting) that the minutes of the meeting held on 12 June 2017 be accepted as a true record.

110. To consider any Matters Arising from those Minutes

110.1 Para 74.1 Cllr Whitehead would now assume responsibility for obtaining information on potential new website providers.
Action: Cllr Whitehead

110.2 Para 100.1 Councillors noted Cllr Hughes had accepted the position of KSPC representative on the Village Hall management committee.

110.3 Para 104.1 Up Somborne residents were considering the future purpose of the recently acquired telephone kiosk on Strawberry Lane and would soon be renovating it.

111. Declarations of Interest and Requests for Dispensations

111.1 None declared or sought.

112. Co-option

112.1 Dr Adrian Townsend had put himself forward for co-option to fill one of the two vacancies existing on the Council and a short biographical note had been circulated before the meeting.

112.2 Proposed Cllr Lane, Seconded Cllr Harwood, RESOLVED unanimously that Dr Adrian Townsend be co-opted onto the Parish Council.

113. To consider Correspondence Received and determine any action required

113.1 A letter of thanks for the grant awarded had been received from Victim Support.

114. To receive minutes of the Planning Committee meetings held on 12 June 2017

114.1 The minutes of the Planning Committee meeting held on 12 June 2017 had been circulated with the agenda.

114.2 Proposed Cllr Harwood, Seconded Cllr Sutton, RESOLVED unanimously that the minutes of the Planning Committee meeting held on 12 June 2017 be received and accepted.

115. Councillors’ Reports

115.1 Cllr Harwood reviewed the planning applications considered earlier in the evening with particular reference to the application from the Village Hall to extend the side of the building to accommodate the Pre-School in a new multi-purpose annex; this had been supported. He also drew attention to the overgrowth on the North Park footpath to the detriment of users; the Clerk would action with the Lengthsman and attempt to obtain more comprehensive reports from the Footpath Warden in future.
Action: Clerk

115.2 Cllr Whitehead requested all Councillors to submit a personal photo to the Clerk together with an updated biographical note to a maximum of 250 words to enable the website to be updated.
Action: All

115.3 Cllr Griffith reported on a successful stream clearance effort by a few willing volunteers.

115.4 Cllr Brock updated those present on the Neighbourhood Plan’s progress and the forthcoming public consultation to be held in the Village Hall on Thursday 27 July at 7.30pm. He and the Clerk would also be meeting with the Scouts’ management team to discuss the new landlord/tenant relationship now the Scouting area was owned by the Parish Council.
Action: Cllr Brock/Clerk

115.5 Cllr Brock also updated Councillors on the new traffic regulation orders now in force restricting heavy goods vehicles from using certain local roads; however, they would need amending because of the adverse impact of the current wording on farm vehicles. He also briefed on the continuing erosion of the stream bank along Winchester Road which he had written to C/Cllr Gibson about in anticipation of the latter arranging a site meeting with Hampshire Highways officials to determine any remedial action.
Action: Cllr Brock

115.6 Cllr Hughes reported on the Village Hall’s intention to purchase upgraded CCTV cameras given the recent success in identifying a miscreant which had resulted in a Police visit to his home. The cameras covered the whole of the car park, a large part of the recreation ground including the MUGA, cricket store area and the TVBC waste compound although images further away from the hall were blurred hence, the review. Given the assistance provided to the Council, it was thought a contribution might be agreed towards the supply and installation costs. The Clerk would table firm costs in due course and remind Councillors at that time that any purchase could be gifted to the Village Hall as a VAT exempt purchase. An approach to B/Cllr Ward for a grant from his devolved budget could also be made.

115.7 Proposed Cllr Harwood, Seconded Cllr Sutton, RESOLVED unanimously that the Council supports the upgrade of the Village Hall CCTV cameras and that an approach be made to B/Cllr Ward for funding from his devolved budget.
Action: Clerk

115.8 Cllr Hughes also updated Councillors on the arrangements for the Fun Day and on the accounting in place to record the income and expenditure, given the Council’s commitment to meet any extra costs, and would liaise with the Clerk, as necessary.
Action: Cllr Hughes

115.9 Cllr Sutton urged more people to sign up to the Virgin Media Broadband offer to guarantee its implementation. This could be achieved on-line, via the Council’s Facebook page and at the Fun Day where the Company would have a presence. More banners would be displayed locally to encourage participation.
Action: Cllr Sutton

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

116.1 A budget monitoring report had been circulated with the agenda papers. This was noted.

117. Payment of Accounts

117.1 Proposed Cllr Harwood, Seconded Cllr Sutton, RESOLVED with Cllr Brock abstaining (claimant) that the following accounts for June 2017 be approved for payment:

To For Net VAT Gross Chq/Internet
Mr P Storey Salary/expenses 891.89 15.63 907.52 Int
HMRC Tax/NIC 429.66 429.66 Int
Legal & General Staff pension 58.39 58.39 DD
Earth Anchors Ltd New seats (2) 538.00 107.60 645.60 Int
Cllr Hughes Butterfly kits 24.15 4.83 28.98 1817
Wellers Hedley Legal costs 552.00 110.40 662.40 Int
TV School Prize grant 75.00 75.00 Int
Victim Support Grant 50.00 50.00 Int
Cllr Brock Fuel reimbursement 11.79 11.79 Int
PJ Drew Evac and Bug signs 98.60 19.72 118.32 Int
Mr M Rebbeck Grounds maint 1052.00 1052.00 Int
Totals 3781.48 258.18 4049.66

118. To comment on the TVBC Electoral Review proposals

118.1 The Local Government Boundary Commission for England had published its draft recommendations on the future electoral arrangements for Test Valley; these were aimed at delivering electoral equality across the Borough and reducing the number of borough councillors from 48 to 43. The current public consultation would end on 14 August and full details of the proposals could be found on www.lgbce.org.uk. Councillors had raised objections previously and saw no reason to amend these given the proposals would introduce a new larger ward area, to include King’s Somborne, with this ward being divided between three borough councillors resulting in the probable loss of our current local dedicated representative.

118.2 It was agreed the Council should again object on the basis that whilst the concept of reorganising wards to enable similar head counts per councillor was understood, it meant in a rural area such as ours, with the vast majority of the Borough’s population living in the urban areas of Andover and Romsey, the proposed three councillors’ ability to manage logistically was greatly reduced and therefore their ability to represent effectively was compromised. Such population spread also meant that rural areas would become subservient to the requirements of the urban areas, in particular, the provision of social housing and its reliance on public transport, which was unsustainable in rural areas, thus adding to the life style pressures on those involved .
Action: Clerk to reply

119. Neighbourhood Development Plan (NDP) progress

119.1 Cllr Brock reported that Steering Group members continued with drafting and editing the NDP. A public consultation on the draft would be held on 27 July 2017 and the Steering Group would have a presence at the Fun Day on 22 July 2017.

120. Clerk’s monthly report

120.1 The Clerk confirmed that the two new seats had been installed on the recreation ground and in the Muss Lane open space.

120.2 Mr Heffernan, the Community Speedwatch co-ordinator, had reported that during the first three months of operation, 76 speeding motorists had been reported to the Police. There was also a noticeable effect on motorists when seeing the yellow hi-viz jackets worn by the team. Councillors agreed this was an excellent start and thanked the team for their efforts which they hoped would continue with increasing success in the future.

121. Date, time and place of next meeting

121.1 The next meeting would be held on Monday 7 August 2017 at 7.00pm in the Epworth Hall, Winchester Road, King’s Somborne.

There being no further business, the Chairman closed the meeting at 8.15pm

PC minutes 12 June 17

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meeting
held in the Epworth Hall commencing at 7.00pm on Monday 12 June 2017

Present: Cllr R Lane (Chairman)
Cllr A Brock
Cllr R Harwood
Cllr R Sutton
Cllr S Whitehead (paras 92 to 105.1)

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

Public Session

Mr Dyke (Open Spaces warden) and C/Cllr Gibson were present for part of the meeting.

C/Cllr Gibson would review and update members on progress being made or not on those matters of general concern, in particular, the stream haunching and speeding on local roads, and report back at the next meeting.

At closure of the public session, the meeting was not quorate but in view of the matters needing to be determined Cllr Lane proposed and Cllr Harwood seconded that Standing Orders on being quorate be set aside for the time being. This was agreed.

89. Apologies for Absence

89.1 Cllrs Hughes and Griffith; also B/Cllr Ward. Cllr Curtis not present.

90. Chairman’s announcements and Councillors’ questions

90.1 The Chairman reported that Cllr Fahy had tendered his resignation on grounds of health and family pressures. He would formally acknowledge Cllr Fahy’s contribution to the Parish in general and the Council in particular and wish him well in the future.
Action: Cllr Lane

91. To accept the Minutes of the Parish Council meeting held on 8 May 2017

91.1 Proposed Cllr Brock, Seconded Cllr Harwood, RESOLVED that the minutes of the meeting held on 8 May 2017 be accepted as a true record.

Cllr Whitehead arrived at this point and the meeting was henceforth quorate

92. To consider any Matters Arising from those Minutes

92.1 Para 74.1 Cllr Sutton was still awaiting a set of terms, conditions and costs for the new website for acceptance by the Council.
Action: Cllr Sutton

92.2 Para 75.2 All councillors had confirmed their current declarations and TVBC had been notified accordingly.

92.3 Para 76.1 The Eldon Road petition for speed limitations had stalled for want of positive support from TVBC/HCC.

92.4 Para 78.3 A technical hitch with Virgin’s website meant that prospective Broadband customers currently had to complete a paper sign up. A one-off fee of £300 would be required before Virgin would agree installation and a minimum of 150 customers was required. Given the number of previous expressions of interest, this number was thought easily attainable. Virgin would be present at the forthcoming Fun Day on 22 July 2017 and installation could be before the yearend.

92.5 Para 78.5 All Parish notice boards were now open to the public to display notices of general interest on them but with priority being given to Parish notices.

92.6 Para 87.2 In view of the high costs required by the Police to provide a dedicated PCSO for the Parish, no further action would be taken on this matter at this time.

93. Declarations of Interest and Requests for Dispensations

93.1 None declared or sought.

94. To consider Correspondence Received and determine any action required

94.1 Test Valley School had invited a representative to attend their annual prize giving on 30 November 2017; Cllr Curtis would attend.

94.2 As in past years, a grant was considered to sponsor some prizes.

94.3 Proposed Cllr Whitehead, Seconded Cllr Sutton, RESOLVED unanimously that £75 be granted to sponsor prizes at the Test Valley School annual awards ceremony.

95. To receive minutes of the Planning Committee meetings held on 22 May 2017

95.1 The minutes of the Planning Committee meeting held on 22 May 2017 had been circulated with the agenda.

95.2 Proposed Cllr Harwood, Seconded Cllr Lane, RESOLVED unanimously that the minutes of the Planning Committee meeting held on 22 May 2017 be received and accepted.

96. Councillors’ Reports

96.1 Cllr Harwood expressed his pleasure at the high standard of cricket outfield maintenance by the TVBC grass cutting team; the Clerk would relay this to TVBC.
Action: Clerk

96.2 Cllr Whitehead drew councillors’ attention to the expiry of the current website’s associated security systems and emphasised the need for the new website to be set up soon to avoid expending a further year’s costs on security. This was noted.

96.3 Cllr Brock confirmed that all action was now complete on the land title transfer between Fields in Trust and the Parish Council and that the Clerk had formally notified the Scouts that the Council was now their landlord. Cllr Brock had also been approached by the Save Our Sombornes campaign group to seek help from the Community Speedwatch volunteers in concentrating on traffic volumes on Eldon Road and nearby to build up a database on traffic volume for use in a possible appeal by Gladman Developments; this would be done. He also commented that traffic regulation orders specifying the size of vehicle which could use some of the local roads were still awaiting signature although many of the related signs had already been installed.

96.4 Cllr Sutton was now co-ordinating action on the various concerns relating to speeding vehicles especially along Old Vicarage Lane at peak travel times in an effort to have some physical restrictions installed.

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

97.1 A budget monitoring report had been circulated with the agenda papers. This was noted.

97.2 Councillors noted the average national Band D council tax rate to be £61.03 compared with the local rate of £69.53.

98. Payment of Accounts

98.1 Proposed Cllr Brock, Seconded Cllr Harwood, RESOLVED unanimously that the following accounts for May 2017 be approved for payment:

To For Net VAT Gross Chq/Internet
Mr P Storey Salary/expenses 750.76 750.76 Int
HMRC Tax/NIC 429.66 429.66 Int
Legal & General Staff pension 58.39 58.39 DD
Toolsonhire Ltd Generator 3697.40 973.00 4670.40 Int
Complete Weed Ltd KS rec 432.90 86.58 519.48 Int
HPFA Subscription 40.00 40.00 Int
KSVH IT hire 32.00 32.00 Int
Barker & Geary Fence repairs 55.62 11.12 66.74 Int
Mr M Rebbeck Grounds maint 510.00 510.00 Int
BT Tele box purchase 1.00 1.00 1816
Totals 6007.73 1070.70 7078.43

99. Grant Aid application from Victim Support

99.1 Victim Support Hampshire had applied for a grant of £50 to help offset their running costs; help had been provided to 19 local residents in 2016.

99.2 Proposed Cllr Sutton, Seconded Cllr Lane, RESOLVED unanimously that £50 be granted to Victim Support to help offset their running expenses.

100. Councillor appointments revision

100.1 It was necessary to review councillor appointments for 2017 as a result of Cllr Fahy’s resignation. As a result, it was decided not to earmark a councillor with particular responsibility for CPRE liaison and to approach Cllr Hughes, who already sat on the Village Hall management committee, to represent the Parish Council at the same time.
Action: Clerk

101. Village Hall extension plan

101.1 Councillors noted the plans to extend the Village Hall to accommodate the Pre-School.

102. Recreation ground marked car parking slots

102.1 As part of the Village Hall’s plans to extend the building, thought was being given to incorporating marked car parking slots, including two for disabled parking, on land immediately in front of the Hall. The management committee had expressed the hope that the Parish Council would adopt a

plan to mark out slots on the remainder of the current hard surface to assist more motorists to park in the available space. A previous exercise had identified the potential for 50 marked slots including those adjacent to the Village Hall. Whilst recognising the benefits of marked slots, there
was a increasing need to resurface half the length of the approach slip road and councillors thought it appropriate to combine the two requirements. The Clerk would investigate further.
Action: Clerk

103. Neighbourhood Development Plan (NDP) progress

103.1 Cllr Brock reported that Steering Group members continued with drafting and editing the NDP. A public consultation on the draft would be held in late July and the Steering Group would have a presence at the Fun Day on 22 July 2017.

104. Clerk’s monthly report

104.1 The Clerk had signed the necessary sale paperwork for the acquisition of the redundant telephone kiosk in Up Somborne. BT would now disconnect the facility and it would be for local residents to determine a future use for the kiosk.
Action: Cllr Lane

104.2 The John O’Gaunt field lease with TVBC was overdue renewal and the Borough Council was working on this. However, there was a view that if the Parish Council could acquire ownership of the land it would help protect it from future alternative uses. Although TVBC had a current policy of not disposing of land, it was thought appropriate to invite the new property portfolio holder and the new council leader to a future meeting to explore the possibilities.
Action: Clerk

104.3 The Clerk had been approached with a view to installing a new seat at the top of the cricket outfield and also in the Muss Lane open space.

104.4 Proposed Cllr Harwood, Seconded Cllr Sutton, RESOLVED unanimously that two new seats be purchased for installation in the Muss Lane open space and at the top of the cricket outfield.

104.5 Replacement work continued on rotted fencing around the open spaces in the Parish.

105. Date, time and place of next meeting

105.1 The next meeting would be held on Monday 3 July 2017 at 7.00pm in the Epworth Hall, Winchester Road, King’s Somborne.

There being no further business, the Chairman closed the meeting at 7.55pm

PC AGM Minutes 8 May 17

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Annual General Meeting
held in the Epworth Hall commencing at 7.00pm on Monday 8 May 2017

Present: Cllr R Lane (Chairman)
Cllr A Brock
Cllr H Griffith
Cllr R Harwood
Cllr K Hughes
Cllr R Sutton

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

Public Session

Mr R Dyke (Open Spaces Warden), two members of the public and C/Cllr Gibson were present for part of the meeting.

C/Cllr Gibson confirmed he was trying to establish a meeting to discuss haunching the stream bank. He was also challenging Hampshire Highways’ methodology for roads maintenance and he welcomed the Parish Council’s offer to check on maintenance allegedly completed by the contractor before the work was signed off.

67. Election of Chairman

67.1 Two proposals for Chairman were tabled. The second proposal by Cllr Griffith, seconded by Cllr Hughes that Cllr Brock be elected Chairman attracted three votes for. It was then proposed by Cllr Harwood, seconded Cllr Hughes and RESOLVED with four votes for and two abstentions that Cllr Lane be elected Chairman of the Parish Council for 2017 -18.

67.2 In accepting the appointment, Cllr Lane paid tribute to the outgoing Chairman, Cllr Harwood, for his application to and enthusiasm for his role as Chairman.

68. Election of Vice-Chairman

68.1 Proposed Cllr Griffith, Seconded Cllr Hughes, RESOLVED unanimously that Cllr Brock be elected Vice-Chairman of the Parish Council for 2017 -18.

69. Apologies for Absence

69.1 Cllrs Curtis, Fahy and Whitehead.

70. Election of Chairman of the Planning Committee

70.1 Proposed Cllr Lane, Seconded Cllr Brock, RESOLVED unanimously that Cllr Harwood be elected Chairman of the Planning Committee for 2017 -18.

71. Appointments 2017 -18

71.1 Proposed Cllr Harwood, Seconded Cllr Brock, RESOLVED unanimously that the following appointments be made for 2017 – 18:

Chairman of Council Cllr Rob Lane 388792
Vice-Chairman of Council Cllr Andrew Brock 388227

Committees/Working Groups
Neighbourhood Development Plan Steering Group – Cllrs Brock (lead), Hughes, Lane and Sutton

Planning Committee
Chairman – Cllr Harwood 01264 810314
Members – Cllrs Curtis, Fahy, Lane and Sutton

Other appointments – Lead Councillor
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 Action Group Cllr Griffith 389524
e. Schools and Scouts liaison Cllr Curtis 389373
Cllr Hughes 07585 230078
f. Test Valley Assn of Local Councils Cllr Lane 388792
g. Farming community liaison Cllr Brock 388227
h. Sports and recreational facilities Cllr Harwood 01264 810314
Cllr Hughes 07585 230078
i. Highways, transport and road safety Cllr Sutton 07939 861749
j. Up Somborne liaison Cllr Lane 388792
k. Biodiversity Cllr Hughes 07585 230078
l. Horsebridge liaison Cllr Curtis 389373
m. Utilities liaison Cllr Brock 388227
n. Communications co-ordination Cllr Sutton 07939 861749
o. Eldon Road liaison Cllr Sutton 07939 861749
Volunteers
p. Footpath Warden Mr Duncan Gould 388049
q. Tree Warden Mr Colin Matthews 388272
r. Open Space Wardens Mr Richard Dyke 388525
s. Community Speedwatch Mr Terry Heffernan 07834 483384
Clerk Mr Peter Storey 389688
Cemetery interments, records and maintenance
Play equipment maintenance
Parish notice boards

72. Chairman’s announcements and Councillors’ questions

72.1 Cllr Lane thanked everyone for his election and confirmed he was looking forward to the year ahead.

73. To accept the Minutes of the Parish Council meeting held on 3 April 2017

73.1 Proposed Cllr Brock, Seconded Cllr Griffith, RESOLVED with Cllr Harwood abstaining (absent) that the minutes of the meeting held on 3 April 2017 be accepted as a true record.

74. To consider any Matters Arising from those Minutes

74.1 Para 56.1 Cllr Sutton was awaiting sight of the contract from the potential providers of the new website.
Action: Cllr Sutton

74.2 Para 60.4 Caroline Nokes MP had supported our request that EE provide a back up energy source to prevent loss of the Broadband facility in the event of a power cut; a reply was awaited.

74.3 Para 65.5. Following further investigation into the funding of the art exhibition and the previously approved grant of up to £100, Councillors now thought it inappropriate to help finance this exhibition in view of its commercial aspect. Consequently, the grant approval was withdrawn and the organiser informed accordingly
.
75. Declarations of Interest and Requests for Dispensations

75.1 None declared or sought.

75.2 The Clerk reminded Councillors it was an annual legal requirement for them to notify the TVBC monitoring officer of any changes necessary to their recorded declarations of interest. Those present confirmed either no change or had submitted a revised declaration. When absent councillors had also responded, the Clerk would confirm as necessary to TVBC.
Action: Clerk

76. To consider Correspondence Received and determine any action required

76.1 The Clerk had been notified of a petition raised by Eldon Road residents and submitted to TVBC regarding the risks of accident posed by increased traffic along the length of the road. Councillors noted this although those living on or in the area of Eldon Road claimed to be unaware of it. The Clerk would follow up with the petition organisers.
Action: Clerk

77. To receive minutes of the Planning Committee meetings held on 3 and 24 April 2017

77.1 The minutes of the Planning Committee meetings held on 3 and 24 April 2017 had been circulated with the agenda.

77.2 Proposed Cllr Harwood, Seconded Cllr Sutton, RESOLVED unanimously that the minutes of the Planning Committee meetings held on 3 and 24 April 2017 be received and accepted.

78. Councillors’ Reports

78.1 Cllr Hughes reported that Aster were increasing their garage rents from £40 to £80 per month to the concern of some tenants. The Scouts had completed a litter pick of community areas and an apiarist (bee keeper) would be visiting the School to introduce the children to bees. She also notified Councillors of an increasing amount of messaging on Facebook relating to the volume of traffic on the Romsey Road and the dangers this posed conjoined with an appeal to the Parish Council for action. Because roads management was not a Parish Council responsibility, it being Hampshire Highways, Cllr Sutton would draft a Facebook response and invite those concerned to attend a future Parish Council meeting to voice their concerns.
Action: Cllr Sutton

78.2 Cllr Brock confirmed the legal necessities relating to the transfer of the recreation ground title from Fields in Trust to the Parish Council had now been completed bar registration with the Land Registry. This was noted and completion would now enable the parties involved to sign the necessary easements allowing SSE Contracting to underground the supply cables across the site to minimise the risk of future power cuts.

78.3 Cllr Sutton informed Councillors that EE broadband customers could now claim against the company for any financial loss incurred as a result of power cuts. From 12 May 2017, potential clients of Virgin Media’s broadband could sign up to their supply. A one-off contribution would be required for connection and a minimum of 1000 applicants was required; a higher number would likely reduce the connection cost. Virgin Media would be present at the Fun Day/Horticultural Show on Saturday 22 July 2017. Cllr Sutton would draft an article for The Gauntlet.
Action: Cllr Sutton

78.4 Cllr Harwood had spoken at the Southern Area Planning Committee meeting at which the Gladman application had been considered and subsequently rejected. 28 local residents had also been present but no representative from the Company. He was also pleased to note the recreation ground had been treated for weed growth but saddened that the cricket hut roof had been vandalised.

78.5 In answer to a query about notice board access, the Clerk confirmed the unlocked notice boards around the Parish were available for any person or organisation to display notices although priority would be given to Council notices. However, the two locked notice boards did not allow such easy access being currently under the control of Cllr Fahy. It was thought the ‘free for all’ approach should be adopted for all notice board and to this end, Cllr Brock proposed with Cllr Sutton seconding that arrangements should be made to enable this to happen; some minor modification would be necessary to the two locked boards.
Action: Clerk and Cllr Fahy

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

79.1 A budget monitoring report had been circulated with the agenda papers. This was noted.

79.2 The RFO drew Councillors’ attention to a request from one of the dog training groups for a reduction in the increased monthly hire charge for use of the field. The previous charge of £20 had been increased to £50 for 2017-18.

79.3 Proposed Cllr Harwood, Seconded Cllr Brock, RESOLVED unanimously to reduce the hire charge for using the recreation ground for dog training from £50 to £40 for 2017 -18.

80. Payment of Accounts

80.1 Proposed Cllr Brock, Seconded Cllr Harwood, RESOLVED unanimously that the following accounts for April 2017 be approved for payment:

To For Net VAT Gross Chq/Internet
Mr P Storey Salary/expenses 710.58 3.82 714.40 Int
HMRC Tax/NIC 429.66 429.66 Int
Legal & General Staff pension 58.39 58.39 DD
TV Com Svcs Minibus hire 50+ 91.10 91.10 Int
Mr M Rebbeck Grounds maint 747.00 747.00 Int
KSVH IT training 30.00 30.00 Int
Totals 2066.73 3.82 2070.55

81. To approve the Annual Governance Statement

81.1 The RFO introduced the procedure for signing off the Annual Return for the year just ended and drew Councillors’ attention to the meaning of each section. Councillors noted the Council had been selected as one of the 5% of parish councils to be externally audited in depth which meant providing more information to the auditors than normally required; the second time the Council had been selected in the past decade.

81.2 Proposed Cllr Brock, Seconded Cllr Sutton, RESOLVED unanimously that the Annual Governance Statement be approved for the year 2016 – 17.

82. To approve the Accounting Statements for 2016 -17

82.1 The RFO tabled the Accounting Statements for the year ended 31 March 2017 for discussion and approval.

82.2 Proposed Cllr Brock, Seconded Cllr Sutton, RESOLVED unanimously that the Accounting Statements for the year 2016 -17 be approved.

83. To approve the Financial Accounts for 2016 – 17

83.1 The Financial Accounts for the year ended 31 March 2017 had been circulated with the agenda papers.

83.2 Proposed Cllr Brock, Seconded Cllr Sutton, RESOLVED unanimously that the Financial Accounts for the year ended 31 March 2017 be approved

84. Fun Day/Horticultural Show participation

84.1 Cllr Hughes confirmed that arrangements for the Fun Day to be held in conjunction with the Horticultural Show were progressing. The Clerk reminded Councillors that the Council would have a stand on the recreation ground to highlight actions taken by the Council, together with members of the Neighbourhood Development Plan Steering Group and our Borough Councillor, and the Police, to enable members of the public to ask questions on matters of particular interest.

85. Annual Assembly review

85.1 The Annual Assembly had been held in the Village Hall on 4 May 2017 with Councillors and 21 parishioners attending. The guest speaker was a police officer from the Hampshire Police Cyber Crime Unit. The arrangements had worked well although some thought would be given next year to ways of increasing the public attendance. A full set of minutes is on the Council website.
Action: All

86. Neighbourhood Development Plan (NDP) progress

86.1 Cllr Brock reported that Steering Group members continued with drafting the NDP. Regrettably, one of the group leaders had now stood down and some rationalisation with TVBC of how people on the waiting list for social housing at TVBC were quantified, was necessary. Cllr Brock would take this up with the appropriate staff.

87. Clerk’s monthly report

87.1 The lease by the Council from TVBC of Top Field and the John O’Gaunt Field was being renegotiated and draft Heads of Terms had been submitted for comment. Cllr Brock and the Clerk would respond with suggested amendments/additions and a draft lease would be tabled for approval in due course. There was agreement that, if possible, the Council’s interest in acquiring full title should be pursued.

87.2 Investigation into having a full time dedicated PCSO had shown the likely cost to be £28,993pa. It was therefore highly unlikely that the Council could afford to follow this up although the Clerk was making further enquiries.
Action: Clerk

87.3 Representatives of the community, led by Mr Terry Heffernan, had put together a synopsis of King’s Somborne Village and entered it into Channel 4’s Village of the Year competition. The short list result was awaited.

87.4 PCSO Claudia Pattison was earmarked to become our new PCSO from the end of the month, replacing PCSO Storm Perrott.
87.5 The Clerk had provided letters of support in the name of the Council to the landowner of the field at the Romsey end of the Village in his quest for funding from HCC Countryside Access funds to
replace the two kissing gates and also to Cross Stores to gain funding from the HCC Community Fund to upgrade the premises.

88. Date, time and place of next meeting

88.1 The next meeting would be on Monday 12 June 2017 at 7.00pm in the Epworth Hall, Winchester Road, King’s Somborne. (Previous Monday already booked by another)

There being no further business, the Chairman closed the meeting at 8.40pm

Parish Council minutes 3 Apr 17

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meeting
held in the Epworth Hall commencing at 7.00pm on Monday 3 April 2017

Present: Cllr A Brock (Chairman)
Cllr R Curtis
Cllr F Fahy
Cllr H Griffith
Cllr K Hughes
Cllr R Lane (public session only)
Cllr R Sutton

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

Public Session

Master Daniel Younger presented 19 letters from the pupils of the Primary School seeking Parish Council support for the exciting plans to develop the School facilities and, in particular, drew attention to the need for smaller skate ramp facilities suitable for children of his age. Councillors noted this and thanked Daniel for his excellent presentation. The Clerk would investigate further, especially the possibility of redundant ramps becoming available following the Romsey Rapids upgrade due in the near future.
Action: Clerk

PCSO Storm Perrott reported on activity in the area which included 5 break ins during the past 3 months and 3 thefts of lead and tools. She confirmed that follow up visits were being made to those affected and that the identities of the likely perpetrators were known. Cllr Brock, as the Neighbourhood Watch co-ordinator, commented on the lack of information passing down to him on the Police network although other areas seemed to receive regular updates; PSCO Perrott would follow this up. She would also follow up the theft of copper wire from SSE’s work in the area and report any findings.
Action: PCSO Perrott

B/Cllr Ward commented on the proposed realignment of Test Valley ward boundaries currently out for public consultation and on which the Parish Council had already submitted its serious concerns. He shared councillors’ opinion that the proposed changes would not benefit King’s Somborne. He also confirmed that Aster Housing’s application to build on the Eldon Road/Scott Close car park, which was to have been determined at the Southern Area Planning Committee meeting the following day, had been postponed.

C/Cllr Gibson confirmed he had again discussed the design of the pipe protruding into the Borne opposite the Nutchers Drove junction with Hampshire Highways staff but that there appeared to be sound engineering reasons for its design. He also confirmed plans existed to resurface parts of Winchester Road and that potholes had to be a minimum of 40mms deep before they could be repaired. However, he reminded those present that the new vehicles now in use by the County would repair stretches of road rather than a single pothole to a far higher state. Finally, he warned every one of the likely noticeable increase in traffic supplying the new Sparsholt College biomass digester plant and the inconvenience resulting from this if experiences elsewhere were indicative.

Cllr Lane left at this point

53. Apologies for Absence

53.1 Cllrs Harwood and Whitehead; Mr Dyke (Open Spaces Warden)

54. Chairman’s announcements and Councillors’ questions

54.1 Cllr Brock confirmed the documents for transferring ownership of the King’s Somborne recreation ground from Fields in Trust to the Parish Council had been received and signed off. Once registered with the Land Registry, the recreation ground would become owned by the Parish Council, the Council would become the landlord of the area of land occupied by the Scouts and the easements necessary before Scottish and Southern Electricity could underground the power cables across the 3 Fields could be formalised and work could commence. Cllr Brock also took the opportunity to thank Cllr Curtis for improving the kissing gate entrance to the footpath and field adjacent to his property in Horsebridge Road whilst building his entrance wall.

55. To accept the Minutes of the Parish Council meeting held on 6 March 2017

55.1 Proposed Cllr Sutton, Seconded Cllr Griffith, RESOLVED with Cllr Curtis abstaining (absent) that the minutes of the meeting held on 6 March 2017 be accepted as a true record.

56. To consider any Matters Arising from those Minutes

56.1 Para 42.1 Cllr Sutton was liaising with the new website consultants over our proposed website and would obtain a set of terms and conditions for acceptance by the Council as part of the process.
Action: Cllr Sutton

56.2 Para 42.2 Cllr Hughes tabled a costed plan for family events at the Horticultural Show. Details are minuted at para 63.1.

56.3 Para 45.1 The Clerk confirmed anti-dog fouling measures and the ability to report instances to the TVBC Dog Warden were now available on the Council’s website and to date 10 such reports had been submitted.

56.4 Para 45.1 HCC had now agreed our terms of the licence and the method by which charges would be determined enabling the Primary School to continue to enjoy the recreation ground facilities at appointed times.

57. Declarations of Interest and Requests for Dispensations

57.1 None declared or sought.

58. To consider Correspondence Received and determine any action required

58.1 The Speaker of the House of Commons had written inviting participation in the UK Parliament Week to be held between 13 and 19 November 2017. A participation kit was available to explore what the UK Parliament means to individuals and the ways in which they could become involved. The Clerk would register for a kit which should be available in October 2017.
Action: Clerk

58.2 CPRE’s AGM would be held on Saturday 6 May 2017 and Cllr Fahy would attend as the representative member.
Action: Cllr Fahy

59. To receive minutes of the Planning Committee meetings held on 6 and 20 March 2017

59.1 The minutes of the Planning Committee meetings held on 6 and 20 March 2017 had been circulated with the agenda.

59.2 Proposed Cllr Fahy, Seconded Cllr Curtis, RESOLVED unanimously that the minutes of the Planning Committee meetings held on 6 and 20 March 2017 be received and accepted.

60. Councillors’ Reports

60.1 Cllr Hughes reported she had been involved with setting up an eco-garden at the Primary School and that the bug house on 3 Fields was now well established. She would provide the Clerk with suitable wording for an explanatory sign.
Action: Cllr Hughes

60.2 Cllr Griffith confirmed she was now a member of the governing body of the Primary School.

60.3 Cllr Curtis reported possible dangers from an overhanging tree along the footpath running across the private land to the rear of the houses on Horsebridge Road. The Clerk would investigate.
Action: Clerk

60.4 Cllr Sutton cited problems caused by the loss of a broadband connection from an EE mast where rats had allegedly chewed through cabling. The Clerk reminded Councillors that when the planning application for the mast had been considered, the Planning Committee had recommended strongly that a battery be built in as a fall back power supply. Given our local MP’s interest in matters such as this, the Clerk would write seeking her support.
Action: Clerk

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

61.1 A budget monitoring report had been circulated with the agenda papers. This was noted.

61.2 The end of year internal audit would be completed on Thursday 6 May 2017 and would involve the supply of additional information to the external auditors this year as King’s Somborne was one of the 5% of parish councils randomly selected to be audited in depth.

62. Payment of Accounts

62.1 Proposed Cllr Hughes, Seconded Cllr Griffith, RESOLVED unanimously that the following accounts for March 2017 be approved for payment:

To For Net VAT Gross Chq/Internet
Mr P Storey Salary/expenses 678.19 0.58 678.77 Int
HMRC Tax/NIC 415.13 415.13 Int
Legal & General Staff pension 57.24 57.24 DD
Mr M Rebbeck Grounds maint 245.00 245.00 Int
TV Com Svcs Minibus hire 50+ 75.00 75.00 Int
Earth Anchors 3 seats 815.00 163.00 978.00 Int
Seagrave Ltd Play equip insp 216.00 43.20 259.20 Int
Totals 2501.56 206.78 2708.34

63. Horticultural Show participation

63.1 Cllr Hughes tabled ideas and costings for a family event to be held in conjunction with the Annual Flower Show, Dog Show and Cherished Car Show on the King’s Somborne recreation ground on Saturday 22 July 2017. Her ideas included events for young and not so young involving the Scouts, Primary School, volunteers and external game providers. B/Cllr Ward had offered to fund costs up to £250 for entertainment providers leaving a balance of up to £410.50 to be met from elsewhere. Cllr Hughes would continue to co-ordinate the project.
Action: Cllr Hughes

63.2 The view that community events should not attract a commercial hire charge from the Village Hall was expressed. Cllr Fahy, as the Parish Council representative on the Village Hall management committee would raise this at the next management committee meeting.
Action: Cllr Fahy

63.3 Councillors supported the concept as outlined by Cllr Hughes with Cllr Curtis offering to lend his two gazebos for use by the Parish Council/Neighbourhood Development Plan Steering Group and Cllr Sutton would provide some suitable banners for external use. Other ideas included a children’s suggestion box and a general comment box for adults. Further discussion and agreement on funding would be determined at the May Council meeting.
Action: Clerk

64. Neighbourhood Development Plan (NDP) progress

64.1 Cllr Brock reported that Steering Group members continued with drafting the NDP. Action Hampshire had finally provided their analysis of the local housing need and this was currently being studied. The review of those open spaces in the Parish with potential for development and a tree survey had been completed and would be incorporated into the NDP to provide additional background information for potential developers.

65. Clerk’s monthly report

65.1 The Clerk had met with the Head Teacher of the Primary School to discuss her plans for developing physical and recreational activities for the children in the School field adjacent to the John O’Gaunt field. Councillors noted these with interest.

65.2 The supplier would install the emergency generator on the outside wall of the Village Hall main room on Thursday 13 April 2017 which would then enable the Hall to better operate as an emergency holding centre in the event people had to evacuate their homes. This equipment and other items such as hi-viz jackets, fuel and radios, had been funded by a grant for SSE for which the Council remained very grateful.

65.3 Three new seats had been installed on the main recreation ground but sadly within 24 hours one had been vandalised although subsequently repaired. Equally sad was the offensive graffiti drawn on the skate ramp which the Clerk had obliterated.

65.4 Mr Brook-Webb was co-ordinating an Art Exhibition in the Village Hall on 20 May 2017 and was seeking some financial help in meeting the Hall hire and other costs. Up to £100 had been requested. The Clerk would investigate the commerciality of the event in the belief that if pictures were being sold then hire costs should come out of the sale proceeds or the artists should pay to exhibit. However, given B/Cllr Ward’s willingness to support this local community event, and should the Hall waive its hire charge, there was sympathy towards meeting some of the associated costs involved.
Action: Clerk

65.5 Proposed Cllr Sutton, Seconded Cllr Griffith, RESOLVED unanimously that up to £100 be granted towards the costs of mounting the proposed Art Exhibition provided the venue raised no hire charge.

66. Date, time and place of next meeting

66.1 The next meeting would be the Annual General Meeting to be held on Monday 8 May 2017 at 7.00pm in the Epworth Hall, Winchester Road, King’s Somborne.

There being no further business, the Chairman closed the meeting at 9.00pm

Parish Council minutes 6 Mar 17

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meeting
held in the Epworth Hall commencing at 7.00pm on Monday 6 March 2017

Present: Cllr R Harwood (Chairman)
Cllr A Brock
Cllr F Fahy
Cllr H Griffith
Cllr K Hughes
Cllr R Lane
Cllr R Sutton
Cllr S Whitehead

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

Public Session

Mr R Dyke, the Open Spaces Warden, and C/Cllr Gibson were present for part of the meeting. C/Cllr Gibson’s had circulated his report before the meeting highlighting a new roads maintenance contract having been awarded to Skanska with effect from August following a comprehensive tendering process and the purchase of new vehicles with advanced technology for road repairs. He also confirmed the Lengthsman scheme had been funded for a further two years and that two grants had been awarded from his devolved budget for recreational facilities in the Parish during the year.

35. Apologies for Absence

35.1 Cllr Curtis; B/Cllr Ward.

36. Chairman’s announcements and Councillors’ questions

36.1 None.

37. To accept the Minutes of the Parish Council meeting held on 13 February 2017

37.1 Proposed Cllr Sutton, Seconded Cllr Brock, RESOLVED with Cllrs Fahy and Lane abstaining (absent) that the minutes of the meeting held on 13 February 2017 be accepted as a true record.

38. To consider any Matters Arising from those Minutes

38.1 Para 21.1 No reply had yet been received from TVBC to the suggestion that bollards be erected at the entrances to Old Vicarage Lane to slow down vehicles using the Lane as a ‘rat run’.

38.2 Para 21.3 A critical reply had been submitted to the Hampshire Police and Crime Scrutiny Panel as part of their review of the Police and Crime Commissioner’s progress on reducing rural crime.

38.3 Para 33.6 Unfortunately, no interest had been expressed in the voluntary post of TVBC community bus co-ordinator for the Parish.

39. Declarations of Interest and Requests for Dispensations

39.1 None declared or sought.

40. To consider Correspondence Received and determine any action required

40.1 None tabled.

41. To receive minutes of the Planning Committee meeting held on 13 February 2017

41.1 The minutes of the Planning Committee meeting held on 13 February 2017 had been circulated with the agenda.

41.2 Proposed Cllr Harwood, Seconded Cllr Lane, RESOLVED unanimously that the minutes of the Planning Committee meeting held on 13 February 2017 be received and accepted.

42. Councillors’ Reports

42.1 Cllr Sutton reported that confirmation on the extent of help to be provided from the Parish Council Websites company had been received and in line with the resolution to proceed agreed at last month’s meeting he would now confirm our interest with the company.
Action: Cllr Sutton

42.2 Cllr Hughes tabled proposals to broaden out the attraction of the Horticultural Show to include fun activities for all the family together with the associated costs. Some discussion ensued and whilst there was general support for the concept, Cllr Hughes was asked to liaise with the Village Hall management committee to establish who would have over-arching responsibility for undertaking the necessary event organisation and that the necessary checks were undertaken, for example that public liability insurance was held. If possible, a costed plan should be tabled at the next meeting to enable the Council to determine what costs, if any, it would meet to enable a successful event to be held.
Action: Cllr Hughes

42.3 Cllr Brock updated Councillors on progress to date by SSEN in upgrading our electricity supply and the transfer of land from Fields in Trust to the Council. Both activities were nearing completion. He also questioned the statistics published by the Police which often excluded incidents known locally but seemingly excluded from the statistics and undertook to take this up with the Police when appropriate.
Action: Cllr Brock

42.4 Cllr Fahy had attended a public seminar sponsored by the Police and Crime Commissioner held at Sparsholt College last month at which the adverse views of many parish councils were made clear to the Commissioner. These tended to reflect the critical response to the Scrutiny Panel minuted above (para 38.2).

42.5 Cllr Lane reported on the planning applications commented upon at the planning meeting held earlier in the evening.

42.6 Cllr Harwood wished his view to be recorded that it would be beneficial if the Police were to make more of an effort to attend parish council meetings. (The Clerk reported he had received confirmation that our new PCSO would be present at the April PC meeting)

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

43.1 A budget monitoring report had been circulated with the agenda papers. This was noted.

44. Payment of Accounts

44.1 Proposed Cllr Brock, Seconded Cllr Lane, RESOLVED unanimously that the following accounts for February 2017 be approved for payment:

To For Net VAT Gross Chq/Internet
Mr P Storey Salary/expenses 711.24 9.76 721.00 Int
HMRC Tax/NIC 419.97 419.97 Int
Legal & General Staff pension 57.24 57.24 DD
Cllr K Hughes Bird boxes 58.68 58.68 1815
Eduzone Ltd Play equipment 268.40 53.68 322.08 Int
HALC Course fee 40.00 8.00 48.00 Int
Toolsonline Ltd Generator deposit 1167.60 1167.60 Int
Totals 2723.13 71.44 2794.57

45. Anti-dog fouling measures

45.1 The frequency of irresponsible dog owners failing to pick up after their dogs was on the increase despite warning notices and articles in The Gauntlet highlighting that this was an offence carrying significant fines. Notices were on display around the popular dog walks and on lamp posts. In particular, the incidence of fouling was on the increase in the Scott Close area to the annoyance of responsible residents. The Clerk had sought advice and help from both the TVBC Dog Warden and Aster Housing in the hope the latter would leaflet drop its tenants and maybe sponsor more signs in the area. In the meantime, residents should to take appropriate action to encourage others to act responsibly. Cllr Whitehead would add a link to the Parish Council website drawing attention to the law and the need for more positive action and add the means for third parties to report what they find for monitoring by the Council with a copy to the TVBC dog warden for his information/action, as appropriate.
Action: Clerk/Cllr Whitehead

46. Electoral review of Test Valley Borough Council

46.1 Councillors noted that the Boundary Commission was minded to recommend a reduction in the number of borough councillors from 48 to 43 and was seeking comments on this proposal. There was general agreement that this reduction would likely have an adverse effect on our relationship with any new borough councillor if s/he was living away from the Parish and had a wider area to represent. Cllr Sutton would draft a suitable response for the Clerk to submit formally.
Action: Cllr Sutton

47. Fields in Trust land title transfer

47.1 Final papers for the transfer of ownership of the King’s Somborne recreation ground from Fields in Trust to the Parish Council were near to hand with just a query yet to be settled on the terms of the Scouts’ lease which was also being transferred. It was appropriate therefore to authorise the necessary signatures on the transfer documents.

47.2 Proposed Cllr Harwood, Seconded Cllr Sutton, RESOLVED unanimously that the Chairman and others as necessary be authorised to sign the documentation for the transfer of title for the King’s Somborne recreation ground and the Scouts’ lease from Fields in Trust to King’s Somborne Parish Council.

48. Licence to HCC enabling the School to use the recreation ground facilities

48.1 Following notification to HCC of the increase in charge for the School to continue to use the recreation ground facilities, HCC had entered into protracted correspondence on the need for a licence to protect the interests of both parties and also spelling out their preferred manner of determining future increases. Councillors were unhappy at their proposal to increase the charge in line with the Retail Price Index using the RPI figures from the last review date six years previously

with six yearly reviews thereafter. It was thought more appropriate to agree to a licence but with annual review dates as at present but linked to the RPI; the Clerk would reply accordingly.
Action: Clerk

49. Speed indicator device loan

49.1 Deferred from the previous meeting was the request from C/Cllr Gibson on behalf of Chilbolton Parish Council that consideration be given to lending them our speed indicator device on an open ended agreement. However, Councillors did not support this request because of the adverse effect it would have on our on-going ability to have the benefit of the device ourselves, given we had six locations around which the device was rotated fortnightly. The Clerk would inform both C/Cllr Gibson and Chilbolton PC accordingly.
Action: Clerk

50. Neighbourhood Development Plan (NDP) progress

50.1 Cllr Brock reported that Steering Group members continued with drafting the NDP. However, some progress had stalled for want of the statistical analysis by Action Hampshire of the results of the Housing Needs Survey. A review was in progress of those open spaces in the Parish with potential for development and a tree survey had been completed along with those other aspects which define the nature of the Parish. A public consultation was planned in the near future on progress to date.
Action: Cllr Brock

51. Clerk’s monthly report

51.1 The Clerk and Cllr Brock, as the Neighbourhood Watch co-ordinator, had met with the Police and Crime Commissioner and our local MP for a question and answer session on rural crime and other related matters of general interest and were given a copy of the PCC’s plan to make us all safer.

51.2 At least 10 people had supported the first session of the Computer Café held in the Village Hall planned for the first and third Thursdays in the month at 10.00am which was an encouraging start.

51.3 The Clerk had attended a briefing on the implications of the General Data Protection Regulations which will come into force by 25 May 2018. These included a new principle of accountability with the introduction of Data Protection Officers and Data Protection Impact assessments, both of these likely to fall to the Clerk for implementation. Data protection would also now include biometric and facial recognition data. Additionally, the regulations called for a clear link to exist in the way the data is used and the context in which it was provided with heavy penalties for offences. Consent for the use of data would in future include some form of affirmative action with silence, tick boxes or inactivity, no longer constituting consent. More detailed information would become available in due course.

52. Date, time and place of next meeting

52.1 The next meeting would be on Monday 3 April 2017 at 7.00pm in the Epworth Hall, Winchester Road, King’s Somborne.

There being no further business, the Chairman closed the meeting at 8.40pm

PC minutes 13 Feb 17

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meeting
held in the Epworth Hall commencing at 7.00pm on Monday 13 February 2017

Present: Cllr R Harwood (Chairman)
Cllr A Brock
Cllr R Curtis
Cllr H Griffith
Cllr K Hughes
Cllr R Sutton
Cllr S Whitehead

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

Public Session

One member of the public was present, Mr Vanderpump, the newly elected chairman of the Village Hall management committee. He explained that his election followed the resignation of his predecessor, Dr T Macintosh, and that he looked forward to working closely with the Parish Council to the mutual benefit of both organisations and the community at large. Mr Vanderpump also clarified the background to the decision by the Hall to accommodate the extended Pre-School hours by building an extension on the side of the Hall by the kitchen to give the necessary larger space and the management committee would be looking for financial support for this via the Parish Council and/or from the community infrastructure levy (CIL funds) and other sources in due course. In the longer term, it was probable that a more permanent solution would become necessary and this could involve the relocation of the changing rooms from within the Hall to a new facility elsewhere which would require the Parish Council’s support in which case he accepted that a firm long term undertaking from the Village Hall to continue to provide a venue for the Pre-School would be required by the Parish Council if it was to commit funds to an alternative community project.

C/Cllr Gibson had submitted a written report from which the Clerk highlighted those parts relevant to the meeting. These included the purchase by HCC of several new large vehicles to fill sections of road and not just individual potholes; the continuation of county councillors’ devolved budgets; the renewal of the Lengthsman scheme for a further two years; an increase in HCC council tax of 4.99% with 3% of this going to adult social care, and the decision by HCC to take no further action on the extruding water outflow pipe from the Borne bank by the pedestrian bridge.

16. Apologies for Absence

16.1 Cllrs Fahy and Lane; C/Cllr Gibson and B/Cllr Ward.

17. Chairman’s announcements and Councillors’ questions

17.1 None.

18. To accept the Minutes of the Parish Council meeting held on 9 January 2016

18.1 Proposed Cllr Sutton, Seconded Cllr Curtis, RESOLVED with Cllr Hughes abstaining (absent) that the minutes of the meeting held on 9 January 2017 be accepted as a true record.

19. To consider any Matters Arising from those Minutes

19.1 Para 7.2 Cllr Sutton was still following up the lack of a back-up power supply for the EE mast at the top of Cow Drove Hill.

19.2 Para 7.3 Cllr Sutton was organising a public meeting to be held in the Village Hall on Saturday 1 April 2017 at 10.00am discuss the offer by Virgin Media to provide Broadband in the area. He was in the process of advertising this event around the local area.

19.3 Para 7.8 Cllr Curtis and the Clerk had met on-site with the generator supplier and subsequently the Clerk had met with the Village Hall chairman to determine the suitability of the two potential locations for safely siting the generator. Cost estimates were awaited from the supplier which would be met from the SSEN grant

19.4 Para 10.2 Initial discussions with the Village Hall had established that no suitable room existed for Parish Council meetings on the first and third Mondays of each month because of existing bookings for the Hall. No further action would be taken at this time in seeking a comparable venue for meetings.

20. Declarations of Interest and Requests for Dispensations

20.1 None declared or sought.

21. To consider Correspondence Received and determine any action required

21.1 Old Vicarage Lane residents remained increasingly concerned at the frequency with which drivers used this road as a ‘rat run’ and the speeds involved. TVBC had referred the problem to the Parish Council and it was agreed that a sensible remedy could be to install bollards to narrow the road width at its point of entry. This would also prevent truck drivers from mistaking this exit from the A3057 for Church Road. Councillors noted Old Vicarage Lane was one of the preferred locations for the Community Speedwatch volunteers. The Clerk would advise TVBC accordingly.
Action: Clerk

21.2 Councillors noted the electoral review of TVBC warding now in hand and the consultation deadline of 3 April 2017. More information was available on www.consultation.lgbce.org.uk and on the TVBC website. This matter would be placed on the March agenda for further discussion.
Action: Clerk

21.3 In October 2014, the Hampshire Police and Crime Panel produced its first scrutiny report which focussed on rural crime and actions taken to combat this. The Panel was now seeking responses to the success or otherwise of the Police and Crime Commissioner’s progress towards rural crime reduction. Cllr Brock would draft a response for the Clerk to submit on behalf of the Council.
Action: Cllr Brock/Clerk

22. To receive minutes of the Planning Committee meetings held on 9 and 23 January 2017

22.1 The minutes of the Planning Committee meetings held on 9 and 23 January 2017 had been circulated with the agenda.

22.2 Proposed Cllr Curtis, Seconded Cllr Sutton, RESOLVED unanimously that the minutes of the Planning Committee meetings held on 9 and 23 January 2017 be received and accepted.

23. Councillors’ Reports

23.1 Cllr Sutton was researching the value of staging a community business event in the Village Hall enabling local businesses to show their involvement in the community and the potential for development locally. He had also attended the recent Scouts Open Day with Caroline Noakes MP which had been well supported.
Action: Cllr Sutton

23.2 On behalf of local Scotts Close residents, Cllr Sutton tabled the annoyance and frustration felt by those residents at the increasing number of irresponsible dog owners who allowed their pets to ‘poo’ on the streets and the private land of local residents and who made no effort to pick up. He was encouraging residents to photograph the dog in action and submit to the TVBC dog warden for possible prosecution. He would also produce posters for local display and the Clerk would place an article in The Gauntlet. There was also an on-going problem with irresponsible dog owners exercising their pets on the main recreation ground and trim trail and not picking up. The Clerk would discuss possible addition measures with the TVBC dog warden.
Action: Cllr Sutton and Clerk

23.3 Finally, Cllr Sutton reported on the results of his investigation into website designers and had identified Parish Council Websites as, in his opinion, a suitable organisation to produce and host a new site for the Parish Council. The associated costs were £649 for design and first year maintenance and £120pa to host thereafter. There remained certain aspects to agree before contracting with this company but Councillors thought this to be a positive step forward.

23.4 Proposed Cllr Sutton, Seconded Cllr Hughes, RESOLVED unanimously that subject to final agreement over the detail Parish Council Websites be contracted to provide a new Parish Council website at £649 to design and maintain for the first year with a following annual charge of £120 for its maintenance.

23.5 Cllr Hughes sought support for an initiative to provide bird boxes to children attending the Horticultural Show to encourage an interest in wildlife. The boxes would cost £1 each and she thought 40 initially to be sufficient.

23.6 Proposed Cllr Hughes, Seconded Cllr Sutton, RESOLVED that 40 bird boxes be purchased at £1 each and charged to the biodiversity budget, the boxes to be given out to young children at the Horticultural Show.

23.7 Cllr Brock confirmed that completion of the legal documentation relating to the transfer of land title between Fields in Trust and the Parish Council was imminent. Similarly, the agreements for undergrounding the electricity supply lines across the 3 Fields site.

23.8 Cllr Whitehead pointed out the dangers generated by the Stroud School minibus parking on the corner of Church Road and the slip road outside the Church at peak times in the morning to the annoyance of passing drivers. The Clerk would contact the School.
Action: Clerk

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

24.1 The Clerk, as RFO, reported that following discontent at the manner in which our solicitors had been handling the legal work relating to the land transfer from Fields in Trust, a reduction in fee had been successfully negotiated. The County Council had requested that a formal licence be drawn up between them and the Parish Council relating to the agreement whereby the Primary School continued to use the recreation ground and the MUGA. However, Councillors saw no need to enter into such an agreement which could limit the frequency with which hire charges were increased; the Clerk would inform HCC accordingly.
Action: Clerk

24.2 A budget monitoring report had been circulated with the agenda papers. This was noted.

25. Payment of Accounts

25.1 Proposed Cllr Curtis, Seconded Cllr Griffith, RESOLVED unanimously that the following accounts for January 2017 be approved for payment:

To For Net VAT Gross Chq/Internet
Mr P Storey Salary/expenses 886.80 39.02 925.82 Int
HMRC Tax/NIC 419.97 419.97 Int
Legal & General Staff pension 37.82 37.82 DD
Glasdon Ltd Grit bin and contents 188.19 37.63 225.82 Int
Cllr S Whitehead GoDaddy renewal 52.03 52.03 1814
Totals 1584.07 76.65 1660.72

26. Pre-School grant aid application

26.1 The Pre-School had applied for a grant totalling £512.25 including VAT to renew their outside creative play area and further enhance their reputation among parents. The Clerk reminded Councillors that items purchased could be gifted to the Pre-School enabling the Council to reclaim the VAT provided the invoice was made out to the Parish Council.

26.2 Proposed Cllr Whitehead, Seconded Cllr Griffith, RESOLVED that a grant of £512.25 including VAT be approved for the Pre-School to enable it to renew its outside creative play equipment and that, where possible, the items purchased be gifted by the Council to enable VAT to be reclaimed.

27. To adopt the Annual Financial Risk Assessment

27.1 Current audit and accounting regulations required an annual financial risk assessment to be adopted by the Parish Council before the yearend to which the assessment related. A risk assessment signed off by the Clerk and Internal Auditor had been circulated with the agenda papers.

27.2 Proposed Cllr Brock, Seconded Cllr Harwood, RESOLVED that the Annual Financial Risk Assessment, as tabled, be accepted and adopted.

28. Standing Orders, Financial Regulations and Policies review

28.1 It had been four years since the last full review of Standing Orders, Financial Regulations and Policies and a revised addition had been circulated before the meeting.

28.2 Proposed Cllr Brock, Seconded Cllr Harwood, RESOLVED that the revised Standing Orders, Financial Regulations and Policies, as tabled, be accepted and adopted.

29. King’s Somborne Village Hall as a multi-use activity centre.

29.1 The Village Hall management committee had submitted a paper seeking the Parish Council’s agreement to recognising the Hall as a multi-use activity centre (MAC) which, if accepted, would facilitate the Hall successfully bidding for external funding including community infrastructure levy funds. Given the Council’s stated wish to support the Hall whenever possible, Councillors saw no reason not to accept this wish by the Hall.

30. Councillor Evan’s leave of absence

30.1 Cllr Evans had been unable to fulfil her councillor duties for the past six months due to extenuating personal circumstances and the rules stated that unless an acceptable reason was adopted by the Parish Council for extended absence that Councillor was deemed to have resigned after six months non-appearance. Councillors accepted that the circumstances were such that an extension should be given.

30.2 Proposed Cllr Brock, Seconded Cllr Whitehead, RESOLVED that a further three months leave of absence be granted to Cllr Evans in the hope that her personal circumstanced would have improved to the extent she could resume her councillor duties.
Action: Clerk to inform Cllr Evans accordingly.

31. Sharing the Speed Indicator Device with Chilbolton Parish Council

31.1 In the absence of C/Cllr Gibson who had made this request, this matter was deferred to the March meeting.

32. Neighbourhood Development Plan (NDP) progress

32.1 Cllr Brock was pleased to report that Steering Group members had started drafting the NDP. A response rate of 28% had been submitted on the Housing Needs Survey which, whilst low, was sufficient to provide a meaningful basis for statistical analysis. As a result of the recent Government White Paper on housing need, some further help and interpretation was required from TVBC to ensure our NDP reflected the most up to date information and interpretation.
Action: Cllr Brock

33. Clerk’s monthly report

33.1 The remaining unoccupied caravan in the Scotts Close car park would soon be removed by Aster contractors.

33.2 A salt/grit bin had been installed at the top end of the slip road leading to the recreation ground for use in inclement icy weather.

33.3 Community Speedwatch volunteers had been out twice in the past fortnight to get into the practice of recording speeding drivers and reporting their details to the Police.

33.4 We now have a new PCSO, Storm Perrott, to replace PCSO Jo Cole who has retired.

33.5 The Up Somborne community was looking to acquire a debrillator for possible installation in the redundant BT call box. Councillors agreed that if a donation was required from Council funds and assuming it was approved the purchase invoice should be made out to the Parish Council so the device could be donated and VAT reclaimed.

33.6 A need had arisen for a minibus co-ordinator to submit bids for a TVBC community bus on behalf of local community organisations and to allocate a qualified volunteer driver. The Clerk would advertise the need in The Gauntlet.
Action: Clerk

34. Date, time and place of next meeting

34.1 The next meeting would be on Monday 6 March 2017 at 7.00pm in the Epworth Hall, Winchester Road, King’s Somborne.

There being no further business, the Chairman closed the meeting at 9.05pm

PC minutes 9 Jan 17

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meeting
held in the Epworth Hall commencing at 7.00pm on Monday 9 January 2017

Present: Cllr R Harwood (Chairman)
Cllr A Brock
Cllr R Curtis
Cllr H Griffith
Cllr R Lane
Cllr R Sutton

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

Public Session

Mr R Dyke (Open Spaces Warden) was present for part of the meeting as was C/Cllr Gibson (see below).

1. Apologies for Absence

1.1 Cllr Fahy and B/Cllr Ward; Cllr Whitehead not present.

2. Chairman’s announcements and Councillors’ questions

2.1 None.

2. To accept the Minutes of the Parish Council meeting held on 5 December 2016

2.1 Proposed Cllr Curtis, Seconded Cllr Sutton, RESOLVED with Cllrs Griffith and Lane abstaining (absent) that the minutes of the meeting held on 5 December 2016 be accepted as a true record.

3. To consider any Matters Arising from those Minutes

3.1 Public session. TVBC Community Wardens had agreed to increase the frequency of their patrols of the King’s Somborne recreation ground.

4. Declarations of Interest and Requests for Dispensations

4.1 None declared or sought.

5. To consider Correspondence Received and determine any action required

5.1 A letter of thanks had been received from a recipient at Test Valley School of the award sponsored by the Parish Council.

6. To receive minutes of the Planning Committee meeting held on 5 and 19 December 2016

6.1 The minutes of the Planning Committee meetings held on 5 and 19 December 2016 had been circulated with the agenda.

6.2 Proposed Cllr Harwood, Seconded Cllr Curtis, RESOLVED unanimously that the minutes of the Planning Committee meetings held on 5 and 19 December 2016 be received and accepted.

7. Councillors’ Reports

7.1 Cllr Sutton was researching providers of council websites with a view to improving upon our style of website in order to attract more users and improve its user friendliness. The lead provider to date was ‘parishcouncil.net’ and information on what was available together with costs would be tabled in due course as would the likelihood of adopting the more professional ‘gov.uk’ suffix. The Clerk would inform Cllr Whitehead accordingly.
Action: Cllr Sutton/Clerk

7.2 Cllr Sutton also commented that the EE mast at the top of Cow Drove Hill had no back up power supply in the event of a power outage and could take up to 24 hours to come back on-line. He opined that a back up battery was required and would investigate further.
Action: Cllr Sutton

7.3 Finally, Cllr Sutton suggested the Council sponsors a community business involvement event in the Village Hall enabling local businesses to show their involvement in the community and the potential for development locally. It was agreed a trial event should be held, possibly in April, which Cllr Sutton would co-ordinate.
Action: Cllr Sutton

7.4 Cllr Griffith tabled a suggestion that further clearance work, in particular, removing the new growth of water parsnip, be undertaken on the stream; this was noted for the time being.

7.5 Cllr Brock confirmed good progress was being made by SSEN on upgrading the aging power supply lines in the Parish and explained that SSEN would notify consumers of temporary power outages when reconnections were to take place. The work was likely to be on-going until late Spring.

7.6 Cllr Brock also explained that the legal work was still on-going in relation to the transfer of land title between Fields in Trust and the Parish Council with completion anticipated in the near future.

7.7 Cllr Curtis reminded councillors of the invitation from the Scouts to join them for light refreshments on Saturday 14 January 2017 in the Scout Hut.
Action: All

7.8 Cllr Curtis would arrange a visit with the Clerk to/by the generator supplier now that funding had been made available from SSEN with subsequent purchase as part of the community’s resilience planning.
Action: Cllr Curtis

The Chairman adjourned the formal meeting at this point to welcome C/Cllr Gibson and invite him to report

C/Cllr Gibson queried if King’s Somborne PC would be prepared to share the cost of a speed indicator device with Chilbolton PC. The Clerk reminded councillors of the recent decision to take no further action on speed indicator devices until our current one was beyond economic repair. However, it was agreed to put this request on the agenda for February.
Action: Clerk

C/Cllr Gibson confirmed he was still following up on the likelihood of extending the all-weather path to Lancaster Gate and also that his county councillor grant fund was available for bids for enhancing recreational equipment. The Clerk would bid for funding for additional seats on the King’s Somborne recreation ground and put this item on the February agenda for more ideas.
Action: Clerk

C/Cllr Gibson explained the likely increase in council tax at county level would be 4%.; that no further changes in speed limits would be entertained by the county for the time being; and noted Cllr Lane’s comments relating to the poor state of many of the road signs across the county.

At this point, the Chairman reverted to the formal meeting agenda

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

8.1 The Clerk, as RFO, reported that the day after councillors had set the Precept increase for next year and at which time due note had been taken of the possible cap on parish council increases to below 2%, the Government had announced no cap at parish level for the time being; revised financial regulations had been issued by NALC which the Clerk would digest and incorporate into our regulations, as appropriate, and subsequently table for adoption; the Budget Report layout would be revised to better reflect external grant funding received and its expenditure in a manner which did not distort the monthly revenue budget report; the TVBC grant of £1500 made in recognition of the Parish becoming a Pathfinder Parish in the Neighbourhood Development Planning process had been received; a grant from SSEN for £5366.98 for the purchase of emergency equipment items as part of our resilience planning had been received and the necessary purchases would now be made; and the internal auditor would visit on Friday 13 January to examine the records for the first nine month of the financial year.

8.2 Mrs S Jackson, our Village Agent who also organised the monthly Over 50s minibus trips with Test Valley Community Services, had asked if the Parish Council would assume responsibility for the related cash accounting from Age Concern, who no longer had the staff to do this, to maintain accounting transparency. The Clerk saw no difficulty in accepting this role.

8.3 Proposed Cllr Brock, Seconded Cllr Griffith, RESOLVED unanimously that the Parish Council assumed the role of account holder for the Over 50s minibus trips.

8.4 A budget monitoring report had been circulated with the agenda papers. This was noted.

9. Payment of Accounts

9.1 Proposed Cllr Sutton, Seconded Cllr Brock, RESOLVED unanimously that the following accounts for December 2016 be approved for payment:

To For Net VAT Gross Chq/Internet
Mr P Storey Salary/expenses 922.40 49.40 971.80 Int
HMRC Tax/NIC 410.84 410.80 Int
Legal & General Staff pension 37.82 37.82 DD
MJ Ellis Seat fixings 25.00 5.00 30.00 Int
Mr M Rebbeck Stream clearance 60.00 8.00 288.00 Int
KS Village Hall NDP Hire 57.50 57.50 Int
Methodist Church Hall hire 350.00 350.00 Int
Totals 2103.56 102.40 2205.96

10. Epworth Hall hire

10.1 In the past, an annual ex gratia payment of £250 for use of the Epworth Hall for Parish Council meetings had been made to the Methodist Church. However, the Hall, had also been used for Neighbourhood Development Planning Steering Group (NDPSG) meetings during 2016 in addition to Council meetings. After some discussion on the varying lengths of time these meeting lasted, it was thought appropriate to approve a payment of £250 as in the past with an additional ex gratia payment of £100 made to cover NDPSG meeting costs.

10.2 Discussion ensued on alternative meeting venues and to this end the Clerk would contact the Village Hall to seek concessionary rates for future Parish Council meetings.
Action: Clerk

10.3 Proposed Cllr Curtis, Seconded Cllr Brock, RESOLVED that £250 be paid to the Methodist Church for the routine annual hire of the Epworth Hall together with an additional ex gratia payment of £100 for Neighbourhood Development Planning Steering Group meetings held in 2016.

11. Burial Board fees and charges 2017 -18

11.1 A decision on some Burial Board fees and charges had been deferred from the last meeting pending research into comparable fees and charges levied elsewhere. The Clerk had tabled a comparison but it proven difficult to compare actual like with like given the differences in what was included or not. However, councillors continued to support the concept of the Burial Board fees and charges received equalling the costs of maintenance over the years and given a small surplus had been made in recent years saw no reason to increase the fees and charges other than the fee for Exclusive Right of Purchase, currently £200, where comparison had shown our fee to be significantly below that levied elsewhere.

11.2 Proposed Cllr Brock, Seconded Cllr Harwood, RESOLVED with the Chairman using his casting vote that the fee for the Exclusive Right of Burial be increased to £250 and a further £50 be added wef 1 April 2018. All other fees and charges to remain at their current levels.

12. Purchase of additional recreational seats

12.1 The Cricket Club had requested the provision of additional seating in the area of their hut on the King’s Somborne recreation ground and it was thought a further seat would benefit the area of the MUGA. The Clerk would bid for funding from C/Cllr Gibson’s county councillor fund.
Action: Clerk

13. Neighbourhood Development Plan (NDP) progress

13.1 Cllr Brock briefed on the progress to date regarding preparation of the NDP. Following advice to provide evidence to support housing numbers to be contained in the Plan, an independent housing needs survey was currently underway by Action Hampshire. A well supported NDP update and survey help session was held on Saturday 7 January 2017 with a further meeting taking place on Thursday 12 January 2017 in the Village Hall. Drafting of the various other parts of the NDP was in process and it was anticipated that further public consultations would occur over the coming months to produce the final draft of the Plan which was intended to be available for public consultation in late Spring.

13.2 There was on-going debate within the Village Hall management committee on the options to accommodate the Pre-School following its wish to adopt the Government’s increase in hours for children of pre-school age. If this was to proceed, the Hall management committee would have to expand facilities for the Pre-School’s use as there was currently insufficient space to do this whilst honouring other regular bookings. Whilst it was not for the Parish Council to dictate the action the Village Hall management committee should take, it had been made clear that the results of the surveys undertaken by the NDPSG should be taken into consideration so far as possible to be in the best interests of the community at large. Should the Village Hall management committee embrace and commit to this, then it would open up the Village Hall to benefit from S106/CIL funds available from TVBC which it would not have access to otherwise. To this end, the Parish Council agreed that it would apply to have its list of public open spaces projects held by TVBC, which justify the requirements for developers to make a contribution to the community as a result of their development, to be amended to reflect the community’s wish for a multi-use activity centre and/or

sports pavilion which would give the Council maximum flexibility irrespective of the Village Hall anagement committee’s position going forward.

13.3 It remained the strongly held view of the Parish Council that the community must continue to provide a Pre-School facility in the Parish.

14. Clerk’s monthly report

14.1 The Clerk reported on the various fence repairs and locations of major hedge cutting that had recently taken place in both King’s Somborne and Up Somborne open spaces and clearance of the large chalk mound in the Cemetery. The depth of the gravel surface on the all-weather path had been reduced to enable easier transit by pushchairs.

14.2 The Village Hall management committee had agreed to be billed by Southern Water for all water consumed by both the Hall and the King’s Somborne recreation ground with the Parish Council reimbursing the Hall for water consumed by the Cricket Club on an annual basis.

14.3 Agreement had been reached with the Police and risk assessments completed on the locations for the Community Speedwatch group to set up their monitoring of speeding vehicles and it was anticipated this would start later in the month.

15. Date, time and place of next meeting

15.1 The next meeting would be on Monday 13 February 2017 9 (one week later than normal) at 7.00pm in the Epworth Hall, Winchester Road, King’s Somborne.

There being no further business, the Chairman closed the meeting at 9.15pm