Category Archives: Parish Council Minutes Archive

PC minutes 7 Aug 17

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meeting
held in the Epworth Hall commencing at 7.00pm on Monday 7 August 2017

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

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

Public Session

B/Cllr Ward, Mr Dyke (Open Spaces Warden), Mr Gould (Footpath Warden) and one member of the public were present.

B/Cllr Ward drew attention to an application from Gladman Developments to develop in North Baddesley and also to the establishment of a fulltime warden for Fishlake Meadows. The warden and the plans to develop the Meadows would transform the attractiveness of this wildlife area for the future. TVBC had also been awarded three more Green Flag awards under the national scheme for identifying excellent management of green spaces.

Mr Dyke recommended an alternative method be found to secure the swings in Up Somborne to the cross member to prevent the current bolts from working loose. The Clerk would investigate.
Action: Clerk

Mr Gould, the Footpath Warden, highlighted the number of walkers joining the monthly walks and those areas of footpaths requiring attention. The Clerk noted those falling within the Parish with a view to adding them to the Lengthsman’s work schedule. Mr Gould would also advertise the monthly walk programme on the Parish website to attract more walkers; in addition to the advert in The Gauntlet.
Action: Clerk/Mr Gould

122. Apologies for Absence

122.1 Cllr Griffith.

123. Chairman’s announcements and Councillors’ questions

123.1 None.

124. To accept the Minutes of the Parish Council meeting held on 3 July 2017

124.1 Proposed Cllr Harwood, Seconded Cllr Sutton, RESOLVED with Cllr Curtis abstaining (not present) that the minutes of the meeting held on 3 July 2017 be accepted as a true record.

125. To consider any Matters Arising from those Minutes

125.1 Para 110.1 Cllr Whitehead had obtained details from two website providers which would be tabled at a future meeting.
Action: Cllr Whitehead

125.2 Para 115.2 The Clerk would review the biographical information on the website for all councillors.
Action: Clerk

125.3 Para 115.5 The wording of the recently approved Traffic Order relating to the roads around Up Somborne was flawed and being reconsidered by Test Valley Legal. Cllr Brock would continue to monitor
Action: Cllr Brock

125.4 Para 115.7 The bid to B/Cllr Ward for a contribution towards the cost of a higher specification CCTV system on the recreation ground had been put on hold pending more detailed consideration of the overall requirement.

126. Declarations of Interest and Requests for Dispensations

126.1 None declared or sought.

127. Co-option

127.1 Mr Richard Webb had put himself forward for co-option to fill the remaining vacancy on the Council and a short biographical note had been circulated before the meeting.

127.2 Proposed Cllr Harwood, Seconded Cllr Hughes, RESOLVED unanimously that Mr Richard Webb be co-opted onto the Parish Council.

128. To consider Correspondence Received and determine any action required

128.1 None.

129. To receive minutes of the Planning Committee meetings held on 3 July 2017

129.1 The minutes of the Planning Committee meeting held on 3 July 2017 had been circulated with the agenda.

129.2 Proposed Cllr Harwood, Seconded Cllr Sutton, RESOLVED unanimously that the minutes of the Planning Committee meeting held on 3 July 2017 be received and accepted.

130. Councillors’ Reports

130.1 Cllr Brock reported on the Neighbourhood Development Plan public consultation held in the Village Hall on 27 July 2017 at which those present had given their support to the direction the planning was taking in terms of the key principles and potential sites for future development. Liaison with landowners would now take place. A full set of meeting notes was on the Parish Council website and an abridged version would be published in the next issue of The Gauntlet. Cllr Brock was congratulated on his presentation and the detail it contained.

130.2 Cllr Brock and the Clerk had visited the Scouts to introduce themselves as representatives of the Parish Council who now owned the land occupied by the Scouts and to confirm that the terms of the Scouts’ current lease had been transferred from Fields in Trust to the Council. On legal advice, it was deemed unnecessary to redraw the lease until its due renewal date in 2025.

130.3 Cllr Brock and the Clerk had also met with the solicitors holding the Parish Council’s legal documents with a view to instructing them to register land which the Council owned but for which title was not registered at the Land Registry.

130.4 Cllr Hughes proposed that a community asset list be prepared identifying who held assets which might be made available to other user organisations in the community. This idea was supported and it was agreed that the Council’s PA system and projector could be made available subject to insurance cover and user capability.
Action: Cllr Hughes/Clerk

130.5 Thanks were expressed to Cllr Hughes for her organisation of the recent Fun Day on the recreation ground which despite the appalling weather had been very successful.

130.6 Cllr Curtis had attended the Scouts’ AGM and all noted the efforts being made by the movement to attract more young members and, in particular, a new treasurer. The Parish Council was welcomed as the new landlord and a badge award ceremony took place during the meeting.

130.7 Cllr Harwood reported on the Planning Committee meeting which had preceded the full Council meeting at which nine applications had been considered and all supported. There was a need to co-opt another member to the Planning Committee to avoid meetings not being quorate due to members’ absence.

130.8 Proposed Cllr Harwood, Seconded Cllr Brock, RESOLVED unanimously that Cllr Webb to co-opted on to the Planning Committee.

130.9 Finally, Cllr Harwood expressed his concern that someone had stolen the new rope placed around the cricket square for the second time and that he would report this theft to the Police on 101.

130.10 Cllr Sutton reported that the local communities had met the target required by Virgin Media to enable them to install superfast broadband in the area. The company was anticipating starting its installation towards the yearend.

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

131.1 The Clerk was relieved to report that the external auditors had completed their annual audit of the Council’s finances and associated records and had signed them off without comment. A copy of the statutory notice advertising the public’s right to inspect was on public display.

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

132. Payment of Accounts

132.1 Proposed Cllr Curtis, Seconded Cllr Brock, RESOLVED unanimously that the following accounts for July 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
Crown Inn NDP refreshments 473.00 473.00 Int
Bruno Construction Wall repairs 405.00 81.00 486.00 Int
Barker & Geary New seat 167.22 33.44 200.66 Int
Circus Allstars Fun Day 275.00 275.00 1818
Stockbridge Marquees Fun day 200.00 200.00 Int
KSVH Hall hire 32.00 32.00 Int
BDO External audit fee 300.00 60.00 360.00 Int
Mr M Rebbeck Grounds maint 1085.50 1085.50 Int
Totals 4038.84 174.44 4213.28

133. To adopt the need for an annual review of the Neighbourhood Development Plan

133.1 Current policy dictated a regular review of Neighbourhood Development Plans and the NDP Steering Group had recommended that this review be undertaken by the Parish Council on an annual basis to determine if an update should be produced.

133.2 Proposed Cllr Hughes, Seconded Cllr Townsend, RESOLVED unanimously that the Neighbourhood Development Plan, when adopted, be reviewed on an annual basis to determine if any updating was appropriate.

134. To consider a response to the Police and Crime Panel’s scrutiny of traffic related crime.

134.1 The Hampshire Police and Crime Panel were seeking public comments on the effectiveness of the Police and Crime Commissioner in reacting to traffic related crime and nuisance. The Clerk would respond mentioning the effectiveness of our Community Speedwatch volunteers.
Action: Clerk

135. To consider a response to HCC’s ‘Balancing the Budget’ consultation

135.1 The County Council anticipated a budget shortfall of £140m by April 2019 and was seeking residents’ views on a range of options for balancing its budget with any proposals being subject to more detailed public engagement. A detailed information pack was on the HCC website. Cllr Curtis raised his concern at the management of the new roads maintenance contract and queried the need for spending millions on contactless payment. He expressed his hope that C/Cllr Gibson would be at the next Council meeting to respond to these issues. However, it was thought more appropriate to await the further public engagement on this matter before any response was made.

136. To consider a response to TVBC’s Sustainability Appraisal Scoping Report

136.1 TVBC had a statutory responsibility to appraise the sustainability of certain planning policy documents and would soon be publishing its draft Sustainability Appraisal Scoping Report for consultation. More information was available on the TVBC website but no further action was thought necessary at this time.

137. Neighbourhood Development Plan (NDP) progress

137.1 Cllr Brock reported that Steering Group members continued with drafting and editing the NDP.

138. Clerk’s monthly report

138.1 The Clerk had replaced the seat in memory of Mike Woodcock located at the junction of Furzedown Road and the road to Hoplands which had been demolished by persons/vehicle unknown.

138.2 The Sombornes Society, in the person of Mr Pearson with some help from the Clerk, had renewed the photos on the information board attached to The Crown Inn for the public benefit.

139. Date, time and place of next meeting

139.1 The next meeting would be held on Monday 4 September 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 5 Dec 16

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meeting
held in the Epworth Hall commencing at 7.00pm on Monday 5 December 2016

Present: Cllr R Harwood (Chairman)
Cllr A Brock
Cllr R Curtis
Cllr F Fahy
Cllr K Hughes
Cllr R Sutton

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

Public Session

C/Cllr Gibson and Dr T Macintosh were present for part of the meeting. Cllr Gibson confirmed he was in contact with Hampshire Highways over improvements to the all-weather path and would look at the prospect of it being extended to connect with Lancaster Green. He was also reviewing the possibility of kerbing the bend in the Winchester Road adjacent to the stream to strengthen the bank.
Action: C/Cllr Gibson

Dr Macintosh briefed on the introduction of CCTV at the Village Hall and the anti-vandal paint on the drainpipes designed to deter access to the roof. There had also been a worrying incident with the Hall cleaner being frightened by youngsters following her from room to room albeit from outside the Hall and making unwelcome comments. The matter had been referred to the Police.

Mr Harwood also briefed on the damage to the cricket nets and store. Cllr Hughes agreed to contact the TVBC Wardens to seek their increased patrols and the Clerk would update the PCSO.
Action: Cllr Hughes and Clerk

179. Apologies for Absence

179.1 Cllrs Griffith, Lane and Whitehead; B/Cllr Ward.

180. Chairman’s announcements and Councillors’ questions

180.1 The Chairman thanked those who had attended the Remembrance Day Service at the War Memorial for joining with him. This had been the largest attendance for many years at the outside Service.

181. To accept the Minutes of the Parish Council meeting held on 7 November 2016

181.1 Proposed Cllr Curtis, Seconded Cllr Brock, RESOLVED unanimously that the minutes of the meeting held on 7 November 2016 be accepted as a true record.

182. To consider any Matters Arising from those Minutes

182.1 Para 169.3 Purchase of Up Somborne BT box. Our wish to acquire the soon to be redundant BT telephone kiosk in Up Somborrne had been registered both by BT and TVBC planners.

183. Declarations of Interest and requests for Dispensations

183.1 Cllrs Fahy and Harwood declared an interest in the charges for use of the cricket field at Item12 and did not vote on this item.

184. To consider Correspondence Received and determine any action required

184.1 TVBC had written thanking us for our community’s contribution to their recycling effort. Over the 12 months to March 2016, 40.09 tonnes of glass had been collected for recycling.

185. To receive minutes of the Planning Committee meeting held on 7 and 21 November 2016

185.1 The minutes of the Planning Committee meetings held on 7 and 21 November 2016 had been circulated with the agenda.

185.2 Proposed Cllr Harwood, Seconded Cllr Sutton, RESOLVED unanimously that the minutes of the Planning Committee meetings held on 7 and 21 October 2016 be received and accepted.

186. Councillors’ Reports

186.1 Cllr Sutton reported that only another 30 signatures were required for Virgin Media to install superfast Broadband in the local communities and it was anticipated that connection would be available from the Summer of 2017.

186.2 Cllr Hughes proposed that the Council had a stall at the Horticultural Show on 22 July 2017 at which councillors could be available to meet the public and also members of the NDP Steering Group could update on the Neighbourhood Development Plan, as necessary; this idea was supported.

186.3 Cllr Hughes also updated councillors on the installation of the bug house at the Old Palace Farm entrance to 3 Fields which the children would monitor and maintain. Some seeds had been planted along the side of the path and later next year some work would be done on the biodiversity site. She would arrange for an information sign to be displayed nearby to encourage interest in developments.
Action: Cllr Hughes

186.4 Cllr Brock briefed on progress being made by SSE in upgrading the power supply. Work was in hand along Chalk Vale reaching King’s Somborne early next year. The recent power outage was due to loose wires overhead wires touching in the wind causing a short. The incidence of this would reduce in future as some of the supply lines would be undergrounded and others routed in a straight line where-ever possible. Both he and the Clerk had attended a session with SSE customer relations to look at ways the company could improve its service and a number of suggestions had been made following our recent experiences. Finally, Cllr Brock confirmed that the draft transfer agreement with Fields in Trust for the transfer of the recreation ground to the Parish Council was nearly completed.

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

187.1 Some tree work was necessary on a tree on the perimeter of the Scout’s complex for which they had insufficient funds to pay and intended to seek a grant from the Council. In view of the urgency of the work, it was thought exceptionally that a grant could be made before receipt of the application form.

187.2 Proposed Cllr Hughes, Seconded Cllr Curtis, RESOLVED with four votes for and two abstentions that a grant of £250 be made to the Scouts to enable some essential tree work to be undertaken.

187.3 A budget monitoring report had been circulated with the agenda papers.

187.4 Proposed Cllr Hughes, Seconded Cllr Brock, RESOLVED unanimously that the Budget Report be accepted as tabled.

188. Payment of Accounts

188.1 Proposed Cllr Hughes, Seconded Cllr Brock, RESOLVED unanimously that the following accounts for November 2016 be approved for payment:

To For Net VAT Gross Chq/Internet
Mr P Storey Salary/expenses 919.32 2.58 921.90 Int
HMRC Tax/NIC 410.84 410.84 Int
Legal & General Staff pension 37.82 37.82 DD
SLCC Subscription 149.00 149.00 Int
M J Ellis Seat fixings 25.00 5.00 30.00 Int
Wellers Hedleys Land transfer fees 384.00 76.80 460.80 Int
Mr M Rebbeck Grounds maint 240.00 240.00 Int
Totals 2165.98 84.38 2250.36

189. To adopt the Precept and Expenditure Budget proposals for 2017-18

189.1 A draft Expenditure Budget and Precept had been circulated with the agenda. It was thought appropriate to consider a small increase of 1.99% in the Precept which on current rates would produce an extra £658 next year.

189.2 Proposed Cllr Curtis, Seconded Cllr Brock, RESOLVED with Cllrs Harwood and Hughes voting against that the Council adopted an Expenditure Budget of £39,418 and a Precept of £33,698 for 2017-18 with the difference being met from other income and reserves, as necessary.

189.3 A copy of the adopted Expenditure Budget and Precept is attached to these minutes.

190. Recreation Ground hire charges for 2017-18

190.1 With the increasing costs of grounds maintenance, it was thought appropriate to increase most of the current charges for next year. (Current charges in parenthesis)

190.2 Proposed Cllr Brock, Seconded Cllr Sutton, RESOLVED unanimously that the hire charge to the school for use of the recreation ground which now included the multi-use games area be increased to £250pa. (£185).

190.3 Proposed Cllr Brock, Seconded Cllr Fahy, RESOLVED unanimously that the hire charge for use of the football pitch by each of the user clubs be increased to £150pa. (£115).

190.4 Proposed Cllr Brock, Seconded Cllr Hughes, RESOLVED with Cllrs Harwood and Fahy abstaining (personal interests) that the hire charge for use of the cricket pitch be increased to £115pa. (£100).

190.5 Proposed Cllr Sutton, Seconded Cllr Harwood, RESOLVED unanimously that the hire charge for use of the recreation ground by the dog trainers be increased to £50pa. (£20).

190.6 No increase was to be levied on the Pre-School hire charge (£55) and there would continue to be no charge for casual users of the recreation grounds.

191. Burial Board fees and charges for 2017-18

191.1 The Clerk would table fees charged by TVBC to enable a decision to be made on our fees and charges at the next meeting.
Action: Clerk

192. Meeting dates for 2017

192.1 The proposed meeting dates for 2017 were tabled and noted.

193. Replacement play equipment at Up Somborne

193.1 Following the recent safety inspection of the Up Somborne play equipment, it had become necessary to modernise the Hoggs Back climbing frame and replace the junior slide. The Hoggs Back replacement cost amounted to £1,374.69 ex VAT of which C/Cllr Gibson had kindly contributed £750 and B/Cllr Ward had been asked for £500; a decision on this was awaited. The lowest quote for removing the current slide, installing a new one of similar design and making good the safety surface, was £4,191.96 ex VAT and a bid had been submitted to TVBC to have this cost met from S106 developers’ contributions held by TVBC on our behalf; a decision was awaited.

193.2 Proposed Cllr Harwood, Seconded Cllr Hughes, RESOLVED unanimously that improvements costing £1,374.69 ex VAT be made to the Hoggs Back climbing frame and that a replacement junior slide be installed costing £4,191.96 ex VAT in the Up Somborne play area funded by external grants where possible.
Action: Clerk

194. Data Protection Policy

194.1 A draft Data Protection Policy had been circulated with the agenda. Such a policy was deemed necessary to protect councillors in the performance of their duties.

194.2 Proposed Cllr Brock, Seconded Cllr Sutton, RESOLVED unanimously that the draft Data Protection Policy be adopted, as tabled. Cllr Whitehead would be requested to implement and allocate personalised e-mail addresses.
Action: Cllr Whitehead

195. Current Resilience Planning

195.1 Following the recent loss of electricity for up to 9 hours in many parts of the local area, it was opportune to review those aspects of the Community Resilience Plan covering this type of emergency. The most telling lesson to come out of the situation was the need to be able to identify those who were vulnerable in the event of loss of electricity. It was proving difficult to obtain the willingness of qualified residents to acknowledge their vulnerability but the Clerk would continue to use local knowledge and a personal approach to encourage those eligible to sign up to the SSE and Southern Water’s Priority Services Registers. (More information and registration forms available from each of the company’s websites). Meanwhile, the emergency kits provided by TVBC were being distributed by the Clerk to those most in need.
Action: Clerk

196. Neighbourhood Development Plan (NDP) progress

196.1 Cllr Brock briefed on the progress to date regarding preparation of the NDP, in particular, the need for a housing needs survey to identify the potential need for additional housing in the Parish. The questions to be aske in the survey were being finalised with TVBC and it was anticipated that the survey would be distributed in the immediate future. It was important that a representative response was achieved to provide meaningful statistics and to this end volunteers would distribute and likely collect completed forms.

197. Clerk’s monthly report

197.1 The Village Hall and the recreation ground shared a common water supply pipe which had proven faulty over recent months. Southern Water had now remedied this situation and had been requested

to cease reading the second meter serving the recreation ground thus achieving a small saving by abolition of the standing charged. KSPC would, in future, reimburse the Village Hall for any water consumed by the recreation ground.

197.2 Hampshire Highways had completed replenishment of all the salt/grit bins in the Parish and advised that given the 50/50 mix of salt and grit, one tablespoonful, around 20 grams, was sufficient to treat one square metre of road or pavement, thus a full bin could treat a substantial area.

198. Date, time and place of next meeting

198.1 The next meeting would be on Monday 9 January 2017 at 7.00pm in the Epworth Hall, Winchester Road, King’s Somborne.

There being no further business, the Chairman closed the meeting at 9.30pm

INCOME and EXPENDITURE BUDGET 2017 -18

Budget

Income
Precept 33698
Interest Received 70
Interment 2000
Memorials 1200
Purchased Graves 1800
Sports Field 650
Grants/Donations 0
Total Income 39418

Expenditure
General Administration
Clerk’s Remuneration NIC 14400
Office Expenses 1400
Insurance 1698
Audit 950
Subscriptions 750
Courses 200
Facility Hire 600
Election costs 0
Councillors’ Expenses 100
Sub Total 20098

Community Services & Projects
Communications/S137 1000
Parish Clock 310
Vandalism repairs 1200
Grant Aid 1800
Maintenance/dog bins 2000
Biodiversity 250
Sub Total 6560

Burial Board
Cemetery maint 1750

General maintenance 400
Church Yard 1500
Sub Total 3650

Open Spaces
3 Fields 2000
Village Green 750
Muss Lane 200
Up Somborne Rec 500
King’s Somborne Rec 2500

Sub Total 5950

Amenities
Play equipment maint 1500
Community safety/SID 1500
Street lighting 60
MUGA maint 100
Sub Total 3160
Non-budget items
Legal fees 0
NDP costs 0

Sub Total 0

Total Expenses 39418

Parish Council minutes 7 Nov 16

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meeting
held in the Epworth Hall commencing at 7.00pm on Monday 7 November 2016

Present: Cllr R Harwood (Chairman)
Cllr A Brock
Cllr R Curtis
Cllr F Fahy
Cllr H Griffith
Cllr K Hughes (paras 161 to 172 inc)
Cllr R Lane
Cllr R Sutton
Cllr S Whitehead

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

Public Session

B/Cllr Ward, Mr R Dyke (Open Spaces Warden) and Mr A Kay from Up Somborne were present for part of the meeting as were Mr B Jezeph and Mr T Brant for the proposed Spencer’s Farm development.

Mr Jezeph and Mr Brant outlined their client’s plans to develop land known as Spencer’s Farm off Winchester Road. The outline proposal allowed for 50 dwellings with access to the A3057 with the actual area to be developed chosen to minimise loss of mature trees and local views. Provision had been made for adequate car parking and recreation and members’ views were sought to enable planning to proceed. Mr Jezeph emphasised his client’s wish to have this known as a community led project and to that end a public meeting could be arranged on a later date, as necessary. Members expressed their preference for a phased development over a number of years and Mr Jezeph noted this and undertook to refer back to his client.

B/Cllr Ward drew attention to the importance of the HCC consultation on community transport and encouraged all members and the public to respond given the pressure on transport budgets at the County Council.
Action: All

B/Cllr Ward also highlighted the poor response to the HCC devolution questionnaire and reminded members that they had previously agreed to share the hire costs of the Village Hall when public computer training, initiated by TVBC, started in February 2017.

Mr Kay drew attention to the Up Somborne residents’ wish that the BT box, which had been in the hamlet since 1937 and was now likely to be withdrawn by BT, be purchased by the Parish Council for the community. This was agreed and the Clerk would action whilst residents considered how they would use the box.
Action: Clerk

161. Apologies for Absence

161.1 C/Cllr Gibson.

162. Chairman’s announcements and Councillors’ questions

162.1 None.

163. To accept the Minutes of the Parish Council meeting held on 3 October 2016

163.1 Proposed Cllr Curtis, Seconded Cllr Brock, RESOLVED unanimously that the minutes of the meeting held on 3 October 2016 be accepted as a true record.

164. To consider any Matters Arising from those Minutes

164.1 Para 148.1 Public session. After much deliberation and discussion, led by Cllr Brock, between TVBC and local farmers and other road users, agreement had been reached on the wording of and those roads affected by the proposed traffic regulation orders designed to limit which roads certain large vehicles could legally use when travelling to/from Forest Extra. Certain vehicles would be exempt and having these clearly identified in the Order would enable the Police to enforce the new regulations to the benefit of the local community. At this point, the Clerk read out an e-mail representing local residents’ thanks to Cllrs Brock and Lane for bringing this problem to a satisfactory conclusion.

164.2 Para 148.1 Public session. Aster Homes required the new owners of the verge at the end of Tarrant Villas to contact them directly regarding the reinstatement of the hedgerow and trees. This had been made known to the Nutchers Drove Conservation Group for their action.

164.3 Para 156.1 SLR lifespan. Neither the manufacturer nor TVBC could define the likely life span of the speed limiter device.

164.4 Para 159.3 Vulnerable people in the community. The Clerk had approached those volunteers involved in Neighbourcare as a means of identifying vulnerable residents in the community who would be eligible for priority assistance from SSE in the event of a power cut affecting their ability to survive comfortably; some names had already been provided and further progress would be monitored.

165. Declarations of Interest and requests for Dispensations

165.1 Cllr Ryan declared an interest in the Gladman Developments proposal being a near neighbour.

166. Gladman Developments application response

166.1 Members considered the recommendation from the Planning Committee that the Parish Council supported the views of local residents and strongly objected to the outline planning application submitted by Gladman Developments to build up to 60 houses with up to 40% of those being affordable on land at the top end of Eldon Road.

166.2 Proposed Cllr Harwood, Seconded Cllr Brock, RESOLVED unanimously that an objection be made to the Gladman Developments application to build up to 60 homes at the top end of Eldon Road. (The reasons for objecting are annexed to these minutes.)

167. To consider Correspondence Received and determine any action required

167.1 English Rural Housing Association was mounting a free community ownership event on Saturday 12 November to raise awareness of the potential for community owned co-operatives to address a wide range of rural problems including access to services, poverty, isolation and loneliness but no members were available to attend.

167.2 HALC had written a lengthy response to the Minister of State for Local Government on the 2017/18 Local Government Finance Settlement Technical Consultation expressing concern at the probable impact on town and parish councils if precept capping was to be introduced. HALC also criticised the impression that the Government appeared to favour democracy by referenda with its attendant costs and policy inertia which could break the principles of representative democracy.

The letter concluded that councils should be encouraged to continue to enjoy the freedom and flexibility to raise resources as necessary to invest in their local communities which entwined the
intention of the Localism Acts. Members agreed with these views but saw no reason to write further in support.

167.3 TVBC had written to thank the Parish Council for being a Recycling Star, the initiative designed to encouraged greater recycling of waste in the community and to offer more posters, leaflets etc as required. The Clerk noted this.

167.4 Mr J Davies, a local resident involved professionally in risk assessment, had written expressing his concern that, following an incident when a football bounced off a parked car and hit a lady passing by, the Council should consider what additional effective measure could be taken, such as the installation of protective netting along the touch line, to minimise the risk of serious injury. Members recalled similar discussions relating to cricket balls when the new houses were built on the old Somborne garage site and decided then that warning notices of flying balls would suffice. Similar views were expressed on flying footballs and the Clerk would display appropriate warning notices.
Action: Clerk

167.5 Cllr and Mrs Harwood would attend the Test Valley School annual presentation evening to be held on Thursday 24 November 2016. The Clerk would reply accordingly.
Action: Clerk

168. To receive minutes of the Planning Committee meeting held on 3 and 17 October 2016

168.1 The minutes of the Planning Committee meetings held on 3 and 17 October 2016 had been circulated with the agenda.

168.2 Proposed Cllr Lane, Seconded Cllr Harwood, RESOLVED unanimously that the minutes of the Planning Committee meetings held on 3 and 17 October 2016 be received and accepted.

169. Councillors’ Reports

169.1 Cllr Sutton reported much activity on the Council’s Facebook page with 3528 likes to date and rising. The initiative to attract signatories to the offer from Virgin Media was 60 signatories short of the minimum required for Virgin to take positive action on the installation of their broadband network which would give greater speed and reliability than BT could offer over the next few years. More signatures were anticipated and by January 2017 the pricing structure for the new system would be known with installation later in the year.

169.2 Cllr Lane reported on the planning meeting held earlier in the evening and also confirmed the Up Somborne community’s wish to have the Parish Council purchase the BT phone box in Strawberry Lane now BT was intending to withdraw the phone line. When purchased, the community would consider ideas for future usage of the box.

169.3 Proposed Cllr Lane, Seconded Cllr Whitehead, RESOLVED unanimously that the soon to be redundant BT phone box in Strawberry Lane be purchased from BT for £1.
Action: Clerk

169.4 Cllr Brock and the Clerk had attended the Southern Water stakeholder’s meeting on 31 October 2016 at which the Company’s progress on their 5 year business plan was reviewed along with the challenges to be faced in removing waste water, tackling flooding and securing reliable sources of drinking water. Round table discussions were organised to enable personal views to be expressed and it was of particular interest to note that £16m was spent last year on leakage reduction of which £800k was spent in King’s Somborne.

169.5 The recently installed strengthened verge around the bend in Winchester Road adjacent to the stream had proven insufficient to prevent bank erosion as vehicles were still driving on the bank itself and Cllr Brock was in extended discussions with HCC Highways on other preventive measures such as dragon’s teeth and/or kerbing.

169.6 On the agreed SSE programme to bury overhead electricity supply cables, Cllr Brock was pleased to report that some work was in hand in Little Somborne but approvals for work in King’s Somborne from the Scouts were still awaited.

169.7 Cllr Griffith queried whether additional defibrillators should be installed around the Parish but after discussion on the likely delays in getting to the equipment in outlying areas it was decided not to progress this further.

169.8 Cllr Hughes reported she had spread wild flower seeds around the new all-weather footpath in the area of Old Palace Farm and that some local residents had agreed to maintain the subsequent flowers growth.

169.9 Cllr Fahy had attended the bi-annual TVBC resilience meeting and his report would be circulated separately to members. He also reported the cricket nets had again been vandalised by persons unknown.

169.10 Cllr Harwood had received some adverse comments on the loose stone surface of the all-weather path although others had commented favourably on the path as a whole. Some had queried why the path did not start at Lancaster Green, as originally intended, before connecting with The Gorrings, the reason being the Hampshire County Council, as the authorising authority, was not prepared to install a hard surface along what is a bridle way. Others had also queried why the path fell short of the Village Hall, the reason here being the Football Association required league players to have a minimum 2 meter run off from the touch line on the same surface as the pitch and insufficient space existed for this to allow the path to end at the concrete hardstanding.
The Clerk would relay these concerns to the TVBC project office.
Action: Clerk

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

170.1 As RFO, the Clerk was pleased to report the bid to SSE for funding emergency flood related equipment for use in caser of power cuts in the amount of £5366.98 had been approved. The specified equipment would now be purchased. TVBC had also offered a grant of £1500 to those Pathfinder councils producing a Neighbourhood Development plan; the Clerk would apply.
Action: Clerk

170.2 A budget monitoring report had been circulated with the agenda papers.

170.3 Proposed Cllr Lane, Seconded Cllr Brock, RESOLVED unanimously that the Budget Report be accepted as tabled.

171. Payment of Accounts

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

To For Net VAT Gross Chq/Internet
Mr P Storey Salary/expenses 859.99 48.78 908.77 Int
HMRC Tax/NIC 410.84 410.84 Int
Legal & General Staff pension 37.82 37.82 DD
Whitehill Direct MUGA notice board 199.00 39.80 238.80 Int
HCC Street lighting 20.82 4.17 24.99 Int
Earth Anchors 2 new seats 518.00 103.60 621.60 Int
Wellers Hedleys Land transfer charges 192.00 38.40 230.40 Int
ICO Annual subscription 35.00 35.00 DD
RBL Wreath and donation 50.00 50.00 1813
Mr M Rebbeck Grounds maint 748.50 748.50 Int
Bruno Construction KS rec water leak 238.90 47.78 286.68 Int
Totals 3317.81 275.59 3593.40

172. Parish Council communications

172.1 Cllr Whitehead had been reviewing the means by which councillors contacted others on Parish Council business and the use of private e-mail addresses to do this. Cllr Brock also expressed some come concern over the disclosure of personal information and potential for breaching the Data Protection Act and the vulnerability of individuals to Freedom of Information requests. It was recognised that the Clerk as Proper Officer was the correct means of the Parish Council liaising with external persons or organisations but with the growth in electronic data and the establishment of lead councillors for many topics relating to the day to day management of Parish matters it was thought necessary to review the means of communication, from which e-mail address and by whom, in order not to overload the Clerk. The concept of lead councillors being able to work with delegated authority was accepted albeit without authority to commit the Council to expenditure and further advice would be sought on the implications for data protection and insurance.
Action: Clerk

Cllr Hughes left the meeting at this point

173. Neighbourhood Development Plan (NDP) progress

173.1 Cllr Brock briefed on the progress to date regarding preparation of the NDP. TVBC representatives would be attending the next meeting of the Steering Group to discuss the need for and possible format of a housing needs survey to identify the potential need for additional housing in the Parish.

173.2 Both Cllr Brock and the Clerk had attended a TVBC workshop for NDP Pathfinder Parish Councils at which experiences were discussed and comments made on the proposed draft NDP toolkit to be issued by TVBC to other councils in due course. Note was made of the £1500 grant available from TVBC to help offset Parish costs and the Clerk would apply for this.
Action: Clerk

174. Co-option of non-councillor members of the NDP Steering Group and Working Groups to the Parish Council

174.1 Current legal advice now advised that those members of the NDP Steering Group or its Working Groups not being elected councillors be co-opted on to the Parish Council for the purposes of transacting NDP business. Such persons were now required to sign up to the Council’s Code of Conduct to ensure that all business conducted was transparent and in accordance with best practice, and this included declaring any pecuniary interests, where appropriate. To ensure continuity of NDP activities, such action was also extended to Working Group Deputies so that when Working Group Chairpersons were not able to attend meetings the Deputy would have equal footing of their relevant Working Group Chairperson with elected councillors in the transaction of NDP Steering Group business.

174.2 Proposed Cllr Brock, Seconded Cllr Curtis, RESOLVED unanimously that for the duration of their time as a member of the NDP Steering Group, non-elected councillors serving as Chairpersons or Deputies of the Working Groups should be co-opted on to the Parish Council and conduct themselves in an appropriate manner and in accordance with the Council’s Code of Conduct.

175. Up Somborne replacement play equipment

175.1 Item deferred to next meeting.

176. A3057 traffic calming measures

176.1 A number of residents had expressed their concern at traffic speeds along the A3057 as it passed through the village and advice had been sought on those measures which could be installed on an arterial road. Permitted measures were limited to traffic lights, speed cushions that allow large vehicles to pass freely but have an impact on narrower vehicles, and reducing the carriageway width and/or widening footways or highway verges. Councillors considered this advice and the
wisdom of adopting any or all of the permitted measures but decided that the road did not lend itself to incorporating any because of its current configuration. Rather, reliance should be placed on the impact of parked cars and the existing bends in the road to generate a calming effect, more frequent visits by the Roads Policing Unit with their speed cameras, and the soon to be introduced Community Speedwatch teams.

177. Clerk’s monthly report

177.1 Community Speedwatch volunteers had now received their training on the equipment and locations for them to set up to have maximum effect were being risk assessed by the Police. When these were completed, the team would be able to be seen out an about with hopefully positive impacts on vehicle speeds within the Parish.

177.2 Liaison continued with Aster Housing over the provision of additional parking spaces in Scott Close and the removal of the remaining illegally parked caravan for which an injunction was being sought. Aster were also drawing up a revised application to build three new dwellings on the Eldon Road car park.

177.3 A serious water leak had arisen on the shared water supply to the Village Hall and recreation ground resulting in a leak notice being served on both organisations. The Clerk had taken the lead in dealing with Southern Water and had obtained their agreement to relocate the shared meter from the highway to the end of the Parish Council owned slip road leading to the Village Hall. He would then resolve future invoicing and meter readings as necessary.

177.4 The Environment Agency had confirmed their intention to clear 80% of the growth from the Borne on 9/10 November and Hampshire Highways had replenished the grit bins in preparation for the Winter months.

178. Date, time and place of next meeting

178.1 The next meeting would be on Monday 5 December 2016 at 7.00pm in the Epworth Hall, Winchester Road, King’s Somborne.

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

GLADMAN DEVELOPMENT COMMENTS
Application 16/02378/OUTS

The Parish Council supports the views expressed by local residents and most strongly objects to the proposal to develop up to 60 dwellings, with up to 40% of these being affordable, on land at the top of Eldon Road, King’s Somborne. The reasons for its strong objection include but are not limited to the following –

Contrary to local plan, national guidelines and draft Neighbourhood Development Plan

• proposed location is outside the settlement boundary and is in an area classified as countryside and as such cannot be justified
• is contrary to the previous and current local plan and the draft Neighbourhood Development Plan which when circulated initially generated an 80% response
• is considered to be in an unsustainable location
• is isolated at the extreme edge of the village
• proposes up to 40% affordable housing for which there is no clearly identified need from among King’s Somborne families

Current roads unable to cope safely with increased traffic flow and increased risk of accident

• very limited employment, shopping and other amenities in this rural location and very poor public transport support will necessitate vehicle ownership
• a conservative estimate of one car per dwelling, which ignores the probability of the 60% larger dwellings having more than one car, could equate to a daily minimum of 156 return journeys which, together with delivery and other vehicles requiring regular access to the site, will generate more traffic noise and fumes and aggravate an already dangerous road safety situation on a narrow residential road which serves the existing estates
• potential for road damage to top end of Eldon Road beyond Lancaster Green which is single track as this section will have inadequate foundations to stand up to heavy commercial vehicles serving the site
• current lack of off-road parking in the Eldon estate is aggravated by an increasing number of dedicated disabled parking slots on the estate roads reducing their width to single track
• Eldon Road, joins another road (Furzedown Road) on which cars are regularly parked because of a lack of suitable off-road residential parking or by persons using the post office/general store located at the junction with Winchester Road
• poor sight line to south of Eldon Road/Furzedown Road junction because of the acute angle between the roads
• Furzedown Road joins the very busy A3057 at a junction with poor sight lines for drivers travelling north because of a bend in the main road. This junction is adjacent to the School, Church and public house, each of which generates parked cars at certain times reducing traffic flow to a single lane on Church Road which, in turn, increases the accident risk
• increased parking and traffic flow problems at junction of Church Road and Winchester Road where vehicles park to use or deliver to the post office/general store

Increased risk of road accident especially to youngsters

• many parents with young children walk from the Eldon Road area to the School along a narrow pavement beside parked cars which restrict drivers’ views posing a potential danger to these parents and young children
• proposal will affect those travelling to/from Winchester along Winchester Road where much of this road is unlit and does not have a footpath
• increase in traffic also will impact on the safety of pedestrians using the two village shops, walking to the School or to the bus stops on Winchester Road where no footpath exists

Lack of public transport

• lack of public transport in this rural area, made worse by the now severely limited bus Service 68 (two return journeys daily at school times), makes it difficult for those without their own transport to gain access to local employment in the Winchester, Romsey and Andover areas, and to access local town supermarkets, medical services, doctors’ practices and other amenities.
• The 2014 Settlement Hierarchy Topic paper was used as evidence in the revised Local Plan with the aim of promoting sustainable development by encouraging close links between employment, homes and services, together with a framework for reducing the need for travel; this is not possible with our very limited public transport. The application incorrectly states the proposed site is in a sustainable location when it clearly is not.
• rural affordable development is not suited to those without transport seeking employment
• proposed development is on the extreme fringe of the village
• social problems such as isolation are likely to arise with young families; King’s Somborne has been identified as a high risk area in this respect
• the application suggests that the development will bolster the incidence of public transport serving the village but there is no evidence to support this

No identified local need and lack of supporting infrastructure.

• the application is disproportionate to the current size of the village
• we believe currently there is no-one on the waiting list for social housing from local families and social problems arise when dwellings are offered to those from outside the local area with no local connections
• such housing should be placed where the most opportunities lie for those in need and where the necessary supporting infrastructure exists to cope with the newly generated demand for services and this is clearly not the case here

Detrimental change from village to collection of housing estates

• development on this scale would give rise to a significant change in the village landscape with the increased likelihood of turning King’s Somborne into a collection of housing estates to the distress of those who came here, or have lived here for generations, because of its rural appeal
• the necessary improvements to the supporting infrastructure if the development was to proceed would be detrimental to the conservation area at the heart of the village
• a development on this scale equates to 60% of the existing Eldon Road estate and would add 9% to the current number of dwellings in the village (722).
• density of the proposed development is much more suited to an urban environment rather than rural
• previous developments in the village have been spread over decades enabling the community to absorb their impact; this would not be the case here
• the documentation suggests the development will not be detrimental to the character of the village; a claim which we dispute strongly
• the application states there will not be any visual impact on the village and its surrounds; this is questionable given the location is on rising ground and the main part of the village is in a valley

Lack of services supporting infrastructure

• proposed site is within a known flood catchment area and being high ground contributed in 2014 to flooding downstream in the village centre and beyond which in turn caused sewage drains to overflow into residential flooded areas to the distress of many; further large scale development can only aggravate this risk
• we are advised the existing village infrastructure is unable to support water supply, ground water removal and sewage disposal

Application flawed
• the application appears to been written to justify the developer’s claims, including the need to address a claimed imbalance in the demographical profile, rather than to meet the needs of local people and potential house owners
• plans to alleviate the flood risk and manage sewage disposal appear minimal
• public transport has already been severely curtailed
• Test Valley Borough Council has evidenced it has more than a 5 year supply of land in the north of the borough which includes the village
• the application is selective in its use of data (eg used both previous and current Local Plan information to suit its purpose) and it is quite clear from the wording used that Gladman has no interest in developing to suit the village or to meet local needs but only to obtain planning consent before selling on to another developer
• it is questionable whether the mix of small starter homes and larger dwellings, necessary for the developer to make a return on investment, can actually be fitted into the development area in question, together with open space, play area and, critically, vehicle parking where a feasible variety of dwellings could give rise to a need for a potential 150 parking spaces
• the claim to offer employment to local people is highly suspect and lacks supporting evidence
• the proposal to include cycle ways cannot be implemented either because some of the access roads are too narrow or the existing pavements cannot be widened to accommodate both cyclists and pedestrians
• the reference to home-based businesses is deemed irrelevant
• there has been no face to face consultation with the local community, as implied in the application, the consultation being limited to a leaflet drop to 550 houses in 2014 which invited comments by return (26 were returned) and one initial presentation to the Parish Council in support of the previous application; no further contact/consultation has occurred
• Gladman has failed to properly address some of the objections raised in their previous application

PC minutes 3 Oct 16

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meeting
held in the Epworth Hall commencing at 7.00pm on Monday 3 October 2016

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

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

Public Session

C/Cllr Gibson briefed on the county councillor ward boundary changes in the County, and on our MP’s constituency, neither of which would impact directly upon King’s Somborne. He also outlined the impact the budgetary cuts were having, especially on highways maintenance, and stated that more savings were now required by Government which would further adversely affect all departments. When questioned by Cllr Whitehead on the lack of progress being made by BT to implement high speed broadband in our rural areas, he could only reiterate the need for all interested parties to keep plugging away at BT. To this end he would provide a report on progress to date and reasons why more prompt action was not possible or taking place. Finally, he undertook to raise the need for action on our current highways problems with HCC Head of Highways Operations following the on-site visit by him and his walking the Parish with the Clerk.

Two representatives from the Police attended to update councillors on the implementation of the Community Speedwatch initiative now there were 10 volunteers to take part. All present noted that Hursley Parish Council had the necessary equipment which they were willing to lend us to get us started and training sessions on this equipment for volunteers would be held shortly.

145. Apologies for Absence

145.1 Cllrs Lane and Sutton; also B/Cllr Ward and Mr Dyke.

146. Chairman’s announcements and Councillors’ questions

146.1 The Chairman announced with regret the passing of Mr Roy Pidgeon, who had served for many years on the Parish Council, and a daughter of Mr and Mrs Rebbeck, our grounds maintenance contractor. The Clerk had sent letters of sympathy to both families on councillors’ behalf.

147. To approve the Minutes of the Parish Council meeting held on 5 September 2016

147.1 Proposed Cllr Curtis, Seconded Cllr Hughes, RESOLVED unanimously that the minutes of the meeting held on 5 September 2016 be accepted as a true record.

148. To consider any Matters Arising from those Minutes

148.1 Public session. Legal advice was still awaited on the impact the proposed traffic regulation orders would have on farm vehicles and a reply was still awaited from Aster Homes on reinstatement of the hedgerow and fence line at the end of Tarrant Villas.

148.2 Para 133.7 Dog poo bag dispenser. A dog poo bag dispenser had been installed opposite the top end of the recreation ground slip road.

148.3 Para 137.3 The Environment Agency had confirmed their intention to clear 80% of the weed growth in the stream in late October. No advice had been given on the clearance of Water Parsnip.

148.4 Para 142.2 Allotments. The Diocese had advised their intention to retain ownership of the allotments and other Glebe land in order to provide rental income to pay stipends to the clergy.

149. Declarations of Interest and requests for Dispensations

149.1 None declared or sought.

150. To consider Correspondence Received and determine any action required

150.1 As a result of an approach made by a local resident to TVBC regarding excessive speed along Old Vicarage Lane by drivers using it as a ‘rat run’, TVBC had informally sought councillors’ views on the installation of traffic calming measures. There were mixed views expressed and councillors noted that it had been suggested to the complainant that she approached the Parish Council directly to outline her concerns and that the Police had been requested to implement speed enforcement in this area. The Clerk would advise TVBC accordingly.
Action: Clerk

151. To receive minutes of the Planning Committee meeting held on 5 and 19 September 2016

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

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

152. Councillors’ Reports

152.1 Cllr Curtis had attended the Scouts’ AGM and reported on the problems being experienced as a result of a lack of volunteer helpers and the likelihood that some activities would have to cease.

152.2 Cllr Fahy reported some suspicious activity by youngsters near the cricket store which was becoming a popular spot for illegal smokers and this had been reported to the Police with a request that they keep an open on the area.

152.3 Cllr Harwood commented on the risk of on-going damage to the Church flint wall if children continued to walk along it and the resulting expense incurred by the Parish Council in repairing it. The Clerk would contact the School accordingly.
Action: Clerk

152.4 Cllr Harwood and the Clerk had attended a presentation by HCC on the future of local government in Hampshire. A wide ranging public consultation would begin shortly on the options available in restructuring county and borough councils to save money and the devolution of certain tasks currently undertaken by those tiers in local government to parish councils. The consultation would seek views on elected mayors, combined authorities and unitary councils and other associated matters. At first glance, this seemed an ideal opportunity for parish councils to assume responsibility for more activities currently undertaken by others although the cost implications would need serious consideration, especially for smaller councils such as King’s Somborne, with any increase in Parish Precept being offset by a reduction in council tax payable elsewhere. However, Councillors also noted the potential increase required in both time and effort by the Clerk here in King’s Somborne, and on other councils elsewhere, and the likely impact this would have on budgets and Precept, especially for smaller councils such as ours.

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

153.1 A budget monitoring report had been circulated with the agenda papers.

153.2 Proposed Cllr Fahy, Seconded Cllr Brock, RESOLVED unanimously that the Budget Report be accepted as tabled with, in future, an additional line entry for the costs of vandalism repairs.

154. Payment of Accounts

154.1 Proposed Cllr Brock, Seconded Cllr Hughes, RESOLVED unanimously that the following accounts for September 2016 be approved for payment:

To For Net VAT Gross Chq/Internet
Mr P Storey Salary/expenses 667.11 667.11 Int
HMRC Tax/NIC 410.84 410.84 Int
Legal & General Staff pension 37.82 37.82 DD
Turret Clocks Parish clock service 135.00 135.00 Int
JRB Ltd Dog poo bag dispenser 115.45 23.09 138.54 Int
Wellers Land transfer expenses 192.00 38.40 230.40 Int
Mr M Rebbeck Grounds maint 681.00 681.00 Int
Totals 2239.22 61.49 2300.71

155. New seat purchases

155.1 The old concrete seat at the junction of Furzedown and Eldon Roads had been vandalised and given its state was not easily repairable. Similarly, the seat on the edge of the football pitch near to the Village Hall was showing serious signs of age and deterioration. Replacement of both seats with the composite style of seat located elsewhere in the Parish was recommended at a cost of £518 ex VAT.

155.2 Proposed Cllr Brock, Seconded Cllr Griffith, RESOLVED unanimously that two replacement seats be purchased at an estimated cost of £518 ex VAT.

156. Speed indicator device purchase

156.1 The current speed limit reminder (SLR) had been in use since 2007 and was nearing the end of its useful life. Thought had been given previously to its replacement and it was opportune now to determine what should replace it. The options were to replace like with like or upgrade to a speed indicator device (SID) which would show the driver’s actual speed with the message to slow down, if appropriate. Whichever device was eventually acquired, it would have to fit the retaining brackets on the five posts installed for this purpose around the Parish. The supplier, Westcotec, could also provide a data collection unit which would provide a breakdown of speeds and times but in so doing would drain the battery life. After some discussion, data collection was not thought useful but a new SID should be purchased when the present SLR became defunct. The Clerk would attempt to establish the remaining life left in the current SLR.
Action: Clerk

156.2 Cllr Fahy proposed the purchase of a SID now to replace the current aging SLR but this proposal failed for want of a seconder.

156.3 Proposed Cllr Hughes, Seconded Cllr Whitehead, RESOLVED with one vote against that a new SID be purchased for use when the present SLR was beyond economic repair.

157. Local Government Finance Settlement Proposals consultation

157.1 A public consultation was in progress on changes in the manner in which local government was financed and copies had been circulated to councillors should they wish to respond individually. However, it was not thought appropriate for a collective response to be submitted so no further action would be taken on this consultation at this time.

158. Neighbourhood Development Plan (NDP) progress

158.1 Cllr Brock briefed on the progress to date regarding preparation of the NDP. In particular, he drew attention to changes in the regulations now enabling the public to attend meetings of the steering group. He was also asking that working group deputies attend if the group chairman was unavailable. Progress was almost on schedule, some time having been lost by Summer holidays, but he anticipated being able to pass the first draft to TVBC by the yearend. However, that timeframe might slip as a full housing needs survey was now required and this would be undertaken and paid for by TVBC as would the public consultation to follow. The potential for having a communities activities centre had been discussed further at a meeting in the Village Hall by interested parties but an alternative proposal to convert the Hall into a Centre and have the Parish Council develop a pavilion was deemed to have some merit. These options would be considered further and their impact on the community and facility users assessed in more detail.

159. Clerk’s monthly report

159.1 The Hampshire Association of Local Councils AGM would be held in Hartley Wintney on Saturday 22 October 2016 but unfortunately no councillor was able to attend.

159.2 The MUGA notice board and the board at the entrance to the recreation ground slip road had been damaged. The former was beyond economic repair and would be replaced whereas arrangements were in hand to repair the latter. With the recent marked increase in vandalism, the costs of repairs/replacement, as minuted above, would be shown separately in the monthly budget report in future to highlight he impact on Council revenues. Additionally, it was becoming more important to report all instances of crime to the Police on 101 in an attempt have them patrol more frequently.

159.3 SSE maintained a priory services register detailing those vulnerable people in the community reliant upon electrically powered life support or other essential equipment for whom a power cut could have a serious impact. Anyone in these circumstances was well advised to contact SSE and get themselves registered. Unfortunately, there was no local record of such persons although the Village Agent had a list of persons reliant upon Neighbourcare. As a start, it was agreed that the Clerk should contact these people advising them of the SSE scheme suggesting they apply should they be eligible. Further to this, councillors thought some welcome pack should be issued to all newcomers in the Parish as happened some years ago. The Clerk would investigate further.
Action: Clerk

159.4 Work on the all-weather path was progressing and had met with some favourable comments.

159.5 TVBC were mounting their six-monthly Resilience Planning meeting on 29 October 2016 which Cllr Fahy would attend due to the Clerk’s unavailability on that day.
Action: Cllr Fahy

160. Date, time and place of next meeting

160.1 The next meeting would be on Monday 7 November 2016 at 7.00pm in the Epworth Hall, Winchester Road, King’s Somborne.

There being no further business, the Chairman closed the meeting at 9.10pm

PC minutes 5 Sep 16

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meeting
held in the Epworth Hall commencing at 7.05pm on Monday 5 September 2016

Present: Cllr A Brock (Acting Chairman)
Cllr R Curtis
Cllr F Fahy
Cllr H Griffith
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), Dr T Macintosh (Chairman Village Hall Management Committee), B/Cllr Ward and two members of the public were present for part of the meeting.

Dr Macintosh highlighted the urgency for reaching agreement on the proposed land transfer so the Village Hall could determine the best way for it accommodate the needs of the Pre-School under new legislation coming into effect. The Chairman advised that progress was being made although no final date for the transfer could yet be determined. Dr Macintosh also stressed the on-going vandalism problems suffered by the Hall and B/Cllr Ward recommended contact be made with the Test Valley Borough Council anti-social behaviour team which he and Cllr Hughes would follow up. Incidents of vandalism should also be reported to the Police on 101 as to date there were insufficient recorded incidents to justify the presence of a police officer. The Clerk would also invite our PCSO to make increased visits to the recreation ground at times when youngsters were likely to be present.
Action: Cllr Hughes and Clerk

B/Cllr Ward highlighted TVBC’s willingness to organise computer training for residents in the Village Hall, the hire costs of which he was prepared to meet in part from his councillor grant fund, but more names were needed to make it worthwhile. He also spoke about the proposed traffic regulation orders (TROs) limiting HGV access to certain narrow roads in the area and that local farmers were unhappy at vehicle size limitations unless exceptions could be made. Legal advice was being sought on the implications of introducing TROs and their impact on farm vehicles but in the meantime more discussion would take place with interested parties. Cllr Brock would initiate this.
Action: Cllr Brock

Finally, B/Cllr Ward briefed that the recently appointed Neighbourhood Development Plan officer on the Borough Council staff had left for personal reasons and the Borough Council was actively seeking a replacement but there was a critical shortage of planners in the Borough and elsewhere which was of concern.

Mr Vanderpump confirmed that the ransom strip at the end of Tarrant Villas which was previously owned by Heron Homes had now been transferred to the Nutchers Drove Conservation Group. He sought help from the Parish Council on behalf of the Group to seek reinstatement of the fence and that part of the hedge which had bene removed with Aster Homes agreement by their tenant and in the longer term help from the Council in maintaining the hedge itself. This was agreed as part of the footpath maintenance and the Clerk would write to Aster.
Action: Clerk

130. Apologies for Absence

130.1 Cllrs Evans, Harwood, Lane and Whitehead.

131. Chairman’s announcements and Councillors’ questions

131.1 On behalf of the Chairman, the Clerk informed Members of Cllr Evans’ wish to take a sabbatical for family reasons and this was agreed.

131.2 There were no councillors’ questions.

132. To approve the Minutes of the Parish Council meeting held on 1 August 2016

132.1 Proposed Cllr Curtis, Seconded Cllr Sutton, RESOLVED unanimously that the minutes of the meeting held on 1 August 2016 be accepted as a true record.

133. To consider any Matters Arising from those Minutes

133.1 Para 105.2 Emergency generator A bid for funds for emergency equipment had been submitted to the SSE resilience fund amounting to £5366.98 ex VAT to purchase a generator and other resilience equipment.

133.2 Para 121.2 Dog fouling. Cllr Sutton confirmed he was having 10 suitable large signs made reminding dog owners of the need to pick up after their dog and that the artwork would soon be available for comment before he displayed these around the popular walking areas.
Action: Cllr Sutton

133.3 Para 113.1 Community Speedwatch. Nine volunteers had now come forward to express an interest in forming a Community Speedwatch group. The Police had confirmed the registration and training procedures for volunteers but no other local groups existed to share the costs involved. The Clerk would widen his search in an attempt to spread the £3000 capital cost involved.
Action: Clerk

133.4 Para 121.4 Speed limit reminder. The Clerk would contact the supplier of the current SLR to establish costs, battery life and models available with fittings compatible with our current posts.
Action: Clerk

133.5 Para 121.5 Scott Close parking. Investigation of potential additional parking areas in Scott Close had identified a grassed area between 1 and 3 Scott Close which could be converted to provided addition parking.

133.6 Proposed Cllr Fahy, Seconded Cllr Sutton, RESOLVED unanimously that Aster Housing be approached to convert the grassed area between 1 and 3 Scott Close into a herring bone layout to increase the available parking area.
Action: Clerk

133.7 Para 124.6 Dog poo bag dispensers. Investigation had established the cost of suitable dog poo bag dispensers to be £79 each plus the cost of the poo bags. Before any further bins might be purchased, the Clerk would investigate the success of installing these bins elsewhere.

133.8 Proposed Cllr Hughes, Seconded Cllr Sutton, RESOLVED unanimously that one dog poo bag dispenser plus bags be purchased at this time in an effort to encourage dog poo to be collected and deposited in the waste bins positioned around the popular dog walking areas.
Action: Clerk

134. Declarations of Interest and requests for Dispensations

134.1 None declared or sought.

135. To consider Correspondence Received and determine any action required

135.1 None tabled.

136. To receive minutes of the Planning Committee meeting held on 1 August 2016

136.1 The minutes of the Planning Committee meeting held on 1 August 2016 had been circulated with the agenda.

136.2 Proposed Cllr Curtis, Seconded Cllr Fahy, RESOLVED unanimously that the minutes of the Planning Committee meeting held on 1 August 2016 be received and accepted.

137. Councillors’ Reports

137.1 Cllr Sutton stressed the need for people to sign up to Twitter and Facebook to keep up to speed with events and information likely to affect them. This was particularly important if the community was to stand a chance of benefiting from the possible investment by Virgin Media in the provision of high speed broadband in the community. Cllr Sutton would arrange for a presentation by the Company to interested persons in a few weeks probably in the Working Men’s Club
Action: Cllr Sutton

137.2 Cllr Sutton also reported on the 6 planning applications considered earlier in the evening; namely, external shutters to Cross Stores, a timber support frame at Brook Farm House, window replacement in Muss Cottage, tree work at 4 Nutchers Drove, change of use to buildings at Compton Manor Farm and changes to the plan for a garage at Ourn, Up Somborne.

137.3 Cllr Griffith, as the Flood Action Group facilitator, introduced the perceived need to clear the water parsnip from The Borne. Cllr Fahy had voluntarily cleared a stretch along Old Vicarage Lane but a debate ensued on the likelihood of the plant reseeding if removed whilst in flower. Before any further voluntary action was taken, the Clerk would establish the date of the next planned stream clearance by the Environment Agency and the potential benefit of removing the Water Parsnip growth at this time.
Action: Clerk

137.4 Cllr Fahy reported sight of a Segway rider in the Nutchers Drove area and highlighted the dangers of riding these machines without the appropriate protective clothing and the fact that it was in any case illegal to ride them on the public highway. The Clerk would seek the assistance of the Police.
Action: Clerk

137.5 Cllr Curtis commented on the broken seat at the junction of Eldon Road and Furzedown Road and the difficulty in repairing. Given the age and state of the seat, a case for replacement rather than repair would be tabled at the next meeting.
Action: Clerk

137.6 Cllr Brock updated Members on the land transfer from Fields in Trust to the Parish Council which was progressing albeit slowly and also the planned cable burying by SSE across the 3 Fields site. £1700 of expenses paid last month were reclaimable from SSE as were £200 of Fields in Trust expenses and the Clerk had invoiced SSE accordingly. The remaining costs were also likely to be recouped from the easement payment to the Council from SSE.

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

138.1 The Clerk confirmed he had applied for rates relief on the Cemetery.

138.2 The land title transfer from Fields in Trust to the Parish Council required a letter from the Council to the former confirming it consent to the proposed transfer so as to effect a change in trustees whereby the Parish Council became the sole charity trustee of the recreation ground under the same charitable trusts on which it was held currently by The National Playing Fields Association.

138.3 Proposed Cllr Brock, Seconded Cllr Sutton, RESOLVED unanimously that the required letter of consent to Fields in Trust be duly signed.

138.4 A budget monitoring report had been circulated with the agenda papers.

138.5 Proposed Cllr Fahy, Seconded Cllr Sutton, RESOLVED unanimously that the Budget Report be accepted as tabled.

139. Payment of Accounts

139.1 Proposed Cllr Curtis, Seconded Cllr Griffith, RESOLVED unanimously that the following accounts for August 2016 be approved for payment:

To For Net VAT Gross Chq/Internet
Mr P Storey Salary/expenses 687.29 687.29 Int
HMRC Tax/NIC 410.84 410.84 Int
Legal & General Staff pension 37.82 37.82 DD
TVBC Grounds maint 1054.50 210.90 1265.40 Int
CPRE Subscription 36.00 36.00 DD
SLCC Legal guide 76.60 76.60 Int
Seagrave Ltd Play equip safety insp 210.00 42.00 252.00 Int
Came & Co Insurance premium 1622.06 1622.06 Int
Mr M Rebbeck Grounds maint 1014.50 1014.50 Int
Totals 5149.61 252.90 5402.51

140. Annual Return

140.1 The Annual Return for the year ended 31 March 2016 had now been signed off and returned by the external auditor. The necessary public notice would now be displayed for the statutory 14 days.
Action: Clerk

140.2 Proposed Cllr Hughes, Seconded Cllr Griffith, RESOLVED unanimously that the audited Annual Return for the year ended 31 March 2016 be accepted and approved.

141. Up Somborne play equipment

141.1 The recently completed six-monthly safety inspection of play equipment in the Parish had identified some minor repairs necessary which the Clerk had set in train with more serious attention needing to be paid to the Hoggs Back climbing frame and the toddlers slide in Up Somborne. The Clerk was obtaining estimates to repair the climbing frame but recommended replacement of the slide due to its age and how far short its design now fell from current health and safety standards. Discussions between Cllr Lane and local residents had established a like for like replacement would be acceptable and initial research had shown costs to be around £3000, part of which could be met by external grants. The Clerk would research further and table recommendations at the next meeting.
Action: Clerk

142 Neighbourhood Development Plan (NDP) progress

142.1 Cllr Brock briefed on the progress to date regarding preparation of the NDP. In particular, he drew attention to the completed survey of brown field sites and the need for a Housing Needs Survey. Hitherto, we had not undertaken a separate survey but given the requirement that the policies and procedures contained in the NDP had to be sustainable and not conflict with the TVBC Local Plan or national guidance/legislation, he had met with Action Hampshire and TVBC who would set up a

survey. He had reminded those involved that the King’s Somborne community was not deemed to be sustainable from an employment viewpoint.

142.2 Legal advice had been received from TVBC that NDP Steering Group meetings should be open to the public in much the same way as were parish council meetings and that all group members must conform to the Parish Council’s code of conduct, in particular, observing the need to disclose ‘disclosable pecuniary interests’. A template was being produced by TVBC governing identification of sites relevant for development and 7.5 hours of aerial mapping support would also be provided. Finally, he briefed that investigations were on-going into the best method, if any, of protecting the future of the allotments which unusually in our case were owned by the Diocese and not the Parish Council; the Clerk was investigating possibilities with the Diocese.
Action: Clerk

143. Clerk’s monthly report

143.1 Work had started this day on the all-weather path contract with construction anticipated to last up to five weeks. A storage container had been positioned by the contractor on the recreation car park.

143.2 The Clerk would be meeting on-site with HCC Head of Highways to emphasis the need for remedial work on various parts of the highways in the Parish; in particular, the stream bank on Winchester Road and the damaged railings.
Action: Clerk

143.3 Members were reminded that, by courtesy of the Village Hall, those Parish records required to be retained in hard copy, and often in perpetuity, were stored in the Hall’s current storeroom. With the completion of their new storage facility, the Hall had agreed for this arrangement to continue in the new storeroom which lent itself to a modern large filing cabinet which the Clerk would acquire.

144. Date, time and place of next meeting

144.1 The next meeting would be on Monday 3 October 2016 at 7.00pm in the Epworth Hall, Winchester Road, King’s Somborne.

There being no further business, the Chairman closed the meeting at 9.30pm

PC minutes 4 July 16

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meeting
held in the Epworth Hall commencing at 7.00pm on Monday 4 July 2016

Present: Cllr A Brock (Acting Chairman)
Cllr R Curtis
Cllr J Evans
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 and Mr R Pidgeon (Open Spaces Wardens) and Mr D Gould (Footpath Warden) were present for part of the meeting.

102. Apologies for Absence

102.1 Cllr Harwood; C/Cllr Gibson and B/Cllr Ward.

103. Chairman’s announcements and Councillors’ questions

103.1 Cllr Fahy queried why ‘No HGV’ graphic signs were installed elsewhere in the county when we had ‘No HGV’ text signs at Old Vicarage Lane and Horsebridge Road which were not understood by foreign truck drivers. The Clerk would follow up with Highways.
Action: Clerk

103.2 Cllr Curtis raised the poor state of the kissing gate entrance at the A3057 end of Horsebridge Road where surface erosion now extended under the road. The Clerk would report this to Highways for action.
Action: Clerk

104. To approve the Minutes of the Parish Council meeting held on 6 June 2016

104.1 Proposed Cllr Hughes, Seconded Cllr Griffith, RESOLVED with Cllrs Curtis, Fahy and Lane abstaining (absent) that the minutes of the meeting held on 6 June 2016 be accepted as a true record.

105. To consider any Matters Arising from those Minutes

105.1 Para 88.1 Land transfer. Cllr Brock had progressed action with Fields in Trust on the land transfer paperwork and also the approvals necessary to enable SSE to bury their electricity supply cables across the 3 Fields site. Further action remained with Fields in Trust. The Parish Council had engaged Wellers Law Group to act on its behalf in these matters.

105.2 Para 88.2 Portable generator. As part of our community resilience planning, the Village Hall had accepted being the most suitable place for a generator although had yet to determine its siting. Discussion then ensued on the type and associated costs and also the need for a smaller portable generator in case the Hall was not suitable in an emergency as a place of refuge, and also the provision of portable pumps. The Clerk would take further advice on these from SSE.
Action: Clerk

105.3 Proposed Cllr Sutton, Seconded Cllr Griffith, RESOLVED with Cllr Curtis abstaining that following seeking views from SSE on the adequacy of this equipment the model P12000 generator be purchased from Pramac Ltd at a cost including installation £3250 ex VAT noting that reimbursement would be sought from the SSE Resilient Communities Fund.

105.4 Para 97.2 Recreation ground car parking. It was estimated that the current tarmac surface in the recreation ground could safely accommodate 50 marked car parking slots plus one/two disabled slots adjacent to the Hall entrance now the clothing banks had been relocated. However, it was agreed to defer any further action until the land transfer was completed. The Scouts had raised concern at the new location of the clothing banks citing road safety and access and the Clerk would respond although all noted that the banks’ position remained on Parish Council managed land.
Action: Clerk

106.5 Para 98.1 Dog fouling. The Clerk had met with the Test Valley Dog Warden to discuss possible action in dealing with irresponsible dog owners. The Warden would provide some ‘clean up after your dog’ notices and would arrange to talk to the school children in the hope they would take the message home to spread the word. He also confirmed that TVBC had adopted Article 3 of the Fouling of Land by Dogs Order 2006 which gave blanket coverage to all land in the open air to which the public had access and which made it an offence for a person in charge of a dog to not clean up after their dog. However, he stressed that in order to prosecute successfully under the legislation there had to be evidence of the offence acceptable to a court which meant the public taking photographic evidence of the offence at the time it took place. Councillors urged the public in general to be on the watch for offenders and dog owners in particular to be more public spirited, where necessary.
Action: All

106.6 Para 100.1 All-weather path. Installation was planned to start on 5 September 2016.

106.7 Para 100.4 Skate ramp graffiti. No-one had yet come forward to volunteer to tag the skate ramp.

106.8. Para 100.5 Humbers View dog bin. The provision of a dog bin in the area of Humbers View had been passed to Aster Housing for their consideration.

107. Declarations of Interest and requests for Dispensations

107.1 None declared or sought.

108. To consider Correspondence Received and determine any action required

108.1 HCC Library Service had written confirming their intention to expand their home library service by recruiting more volunteers and also their wish to encourage volunteers to take people to the existing libraries to increase their footfall. There were no plans to increase the number of new libraries. The Clerk would submit an article to The Gauntlet for general information and copy HCC’s Letter to the Village Agents.
Action: Clerk

108.2 Hampshire Air Ambulance had decided not to collect used garments as part of their fund raising efforts because of the global decline in their value. BagItUp who operated the scheme on their behalf had offered a choice of other charities to which unwanted clothes etc could be donated and Councillors thought the Hampshire Search and Rescue charity to be the most appropriate. The collection bin would be rebadged accordingly.

109. To receive minutes of the Planning Committee meetings held on 6 and 20 June 2016

109.1 The minutes of the Planning Committee meetings held on 6 and 20 June 2016 had been circulated with the agenda.

109.2 Proposed Cllr Evans, Seconded Cllr Fahy, RESOLVED unanimously that the minutes of the Planning Committee meetings held on 6 and 20 June 2016 be received and accepted.

110. Councillors’ Reports

110.1 Cllr Fahy outlined the stream clearance he had undertaken and encouraged all to de-head the water parsnip to prevent the flowers from seeding elsewhere. He also considered that the Flood Action Group should liaise with the Environment Agency over stream clearance before the Winter rains came. He had reported the faulty manhole covers on the A3057 at the junction with Cow Drove Hill in the hope that repairs would be undertaken before the covers collapsed under the weight of a passing vehicle causing an accident. He had also volunteered to become the minute secretary for the Village Hall. These and other Highways matters had also been referred to C/Cllr Gibson for his follow up action.

110.2 Cllr Lane reported on the two planning applications considered earlier in the evening both of which had been supported. He also briefed on the successful Up Somborne annual hog roast attended by 70 people and asked that an update be sought on the requests to reduce the speed limit at the Strawberry Lane junction with Winchester Road and to relocate of the speed limit signs on Eldon Road.
Action: Clerk

110.3 Cllr Griffith confirmed she had attended the HALC training for new councillors and that it had proven very informative.

110.4 Cllr Hughes requested a key to access the 3 Fields site to develop the biodiversity area which the Clerk would provide.
Action: Clerk

110.5 Cllr Sutton commented on the number of maintenance signs left on-site after completion of repair work citing, in particular, those left on a Scott Close verge after drain repairs and which the contract grass cutter had mown around instead of moving them. The Clerk would follow up with both C/Cllr Gibson and Highways.
Action: Clerk

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

111.1 A budget monitoring report had been circulated with the agenda papers.

111.2 Proposed Cllr Sutton, Seconded Cllr Evans, RESOLVED unanimously that the Budget Report be accepted as tabled.

112. Payment of Accounts

112.1 Proposed Cllr Lane, Seconded Cllr Curtis, RESOLVED unanimously that the following accounts for June 2016 be approved for payment:

To For Net VAT Gross Chq/Internet
Mr P Storey Salary/expenses 888.60 888.60 Int
HMRC Tax/NIC 233.68 233.68 Int
Legal & General Staff pension 37.08 37.08 DD
TestValley School Grant 75.00 75.00 Chq
KS Village Hall Hire charge 25.00 25.00 Int
Wellers Law Group Legal fees (advance) 1800.00 1800.00 Int
Wright Hassall Legal fees 1500.00 300.00 1800.00 Int
Mr M Rebbeck Grounds maint 811.00 811.00 Int
Bruno Construction Flint wall repairs 438.60 87.72 526.32 Int
TVBC 3 Fields grazing rights 1.00 1.00 Int
Totals 5809.96 387.72 6197.68

113. Community Speedwatch

113.1 As a result of the article in the recent issue of The Gauntlet, 5 people had volunteered to join a Community Speedwatch group. However, a minimum of six persons was required before the Police would initiate the necessary training. All were encouraged to spread the word.
Action: All

114. Speed limit Reminder purchase

114.1 Following the earlier decision to purchase a second speed limit reminder once the additional posts were installed, the Clerk would now make enquiries of HCC on suitable types and what funds might be available to help meet the cost.
Action: Clerk

115. Neighbourhood Development Plan (NDP) progress

115.1 Cllr Brock briefed on the progress to date regarding preparation of the NDP. Brownfield sites with development potential were now being identified and a tent at the Horticultural Show on 31 July would be organised at which available councillors were invited to be in attendance. A workshop was planned for 24 July to which representatives from youth based community organisations would be invited to discuss the possibility of developing a multi-purpose community activities centre in the Parish at some time in the future

116. Clerk’s monthly report

116.1 HALC AGM. This would be held on 22 October 2016 in Hartley Wintney; interested councillors should inform the Clerk.
Action: All

116.2 Borne water level monitoring. The Environment Agency would be installing a river level gauge on the bridge in front of Riverside Green in the near future to monitor water levels through King’s Somborne. The Clerk would advise adjacent residents.
Action: Clerk

116.3 Footpath signage. The broken finger post at the top end of the Froghole footpath had been reported.

116.4 Scott Close parking. Cllrs Sutton and Whitehead were identifying potential grassed areas in Scott Close suitable for conversion to parking and their results would be forwarded to Aster Housing for consideration.
Action: Cllr Sutton and Whitehead

117. Date, time and place of next meeting

117.1 The next meeting would be on Monday 1 August 2016 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 6 June 16

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meeting
held in the Epworth Hall commencing at 7.00pm on Monday 6 June 2016

Present: Cllr R Harwood (Chairman)
Cllr A Brock
Cllr J Evans
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

Mr R Dyke and Mr R Pidgeon (Open Spaces Wardens) were present for part of the meeting.

Mr A Langridge from Tony Langridge Consulting and Ms T Hancock from Aster Housing attended the public session to give a presentation on Aster’s proposal to develop four houses on the current car park at the Scott Close/Eldon Road boundary. The site is one of a number under consideration by Aster as part of their commitment to make better use of their land holdings to generate funding for new affordable homes. If planning permission was granted, the site would be sold and would most likely be developed as market housing for sale. The current garages on the proposed site, which Aster claimed were not well used, would be demolished and four new 2 and 3 bed homes and eight parking spaces for these homes plus thirteen other parking spaces would be provided. It was thought the new homes would appeal to both families and those wishing to downsize and in developing them councillors were assured that the amenity of neighbours would be protected with development at least 20m away from the nearest existing bungalow in Old Palace Farm and with the planned window orientation no overlooking of 2 – 6 Scott Close would occur. The Cherry, Ash and Maple trees on site would be retained and following a parking survey which Aster had undertaken, the evidence showed that sufficient on-street capacity existed within 200m of the existing garages.

Councillors raised some concern at these statistics and also stressed the need for starter homes to help current Aster tenants get on the housing ladder. The lack of action by Aster to remove/relocate the two domestic caravans taking up parking slots on the estate was raised and the wish of the Council not to incorporate external TV aerials was noted. The full planning application was now awaited.

85. Apologies for Absence

85.1 Cllrs Curtis, Fahy and Lane, and C/Cllr Gibson and B/Cllr Ward.

86. Chairman’s announcements and Councillors’ questions

86.1 None.

87. To approve the Minutes of the Parish Council meeting held on 9 May 2016

87.1 Proposed Cllr Brock, Seconded Cllr Sutton, RESOLVED unanimously that the minutes of the meeting held on 9 May 2016 be accepted as a true record.

88. To consider any Matters Arising from those Minutes

88.1 Para 71.2 Land transfer. Cllr Brock would contact Fields in Trust to expedite action on the land transfer paperwork and also the approvals necessary to enable SSE to bury their electricity supply cables across the 3 Fields site.
Action: Cllr Brock

88.2 Para 71.3 Portable generator. The Clerk would liaise with the Village Hall and SSE over the purchase and siting of a portable generator as part of the community’s resilience planning.
Action: Clerk

89. Declarations of Interest and requests for Dispensations

89.1 None declared or sought.

90. To consider Correspondence Received and determine any action required

90.1 Test Valley School had written seeking donations towards their annual prize giving. In previous years, the Council had granted £75 towards prizes.

90.2 Proposed Cllr Evans, Seconded Cllr Hughes, RESOLVED unanimously that £75 be granted to Test Valley School towards prizes to be awarded ant their Annual Presentation Evening to be held on 24 November 2016.

91. To receive minutes of the Planning Committee meeting held on 23 May 2016

91.1 The minutes of the Planning Committee meeting held on 23 May 2016 had been circulated with the agenda.

91.2 Proposed Cllr Hutton, Seconded Cllr Sutton, RESOLVED unanimously that the minutes of the Planning Committee meeting held on 23 May 2016 be received and accepted.

92. Councillors’ Reports

92.1 None tabled.

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

93.1 A budget monitoring report had been circulated with the agenda papers.

93.2 Proposed Cllr Brock, Seconded Cllr Evans, RESOLVED unanimously that the Budget Report be accepted as tabled.

94. Payment of Accounts

94.1 Proposed Cllr Griffith, Seconded Cllr Sutton, RESOLVED unanimously that the following accounts for May 2016 be approved for payment:

To For Net VAT Gross Chq/Internet
Mr P Storey Salary/expenses 859.25 859.25 Int
HMRC Tax/NIC 219.82 219.82 Int
Legal & General Staff pension 37.08 37.08 DD
Cllr A Brock Fuel reimbursement 5.56 5.56 Int

Mr M Rebbeck Grounds maint 791.00 791.00 Int
KS Village Hall Hire charge 45.00 45.00 Int
Totals 1957.71 1957.71

95. Review of 2016 Annual Assembly

95.1 The domestic arrangements for the Annual Assembly in the Village Hall were deemed satisfactory but disappointment was expressed at the poor attendance. Discussion took place on how to attract more attendees and amongst the ideas put forward were the need to communicate more effectively and the inclusion of another activity to encourage attendance. Although e-mail address lists existed for other activities, such as the Neighbourhood Development Plan, no central Parish Council list existed. Cllr Hughes volunteered to construct such a list in an effort to enhance the Council’s ability to communicate more effectively.
Action: Cllr Hughes

95.2 Other points raised included an invitation to Grant Aid recipients to talk about how the grant awarded had benefited their organisation, holding an American supper where you brought your own food to make the evening more relaxed, a fund raising event and/or quiz and the possible sale of alcohol during the event.

95.3 The following points were raised in the public session: clearing the detritus from under the A3057 bridge (an HCC bridges engineer had visited but had determined no benefit would derive from this); hanging baskets from the poles around the Parish (lacked support due to probable maintenance problems); car parking on 3 Fields to alleviate congestion on the A3057 and recreation ground car park (English Heritage who owned the field in question would not countenance such an arrangement); the purchase of a second speed indicator device (to be discussed further); the introduction of a community safety scheme whereby volunteers record speeding motorists for follow up action (to be discussed further); and local development at Spencer’s Farm and on the Eldon Road/Scott Close car park (planning applications awaited).

96. Trim trail maintenance programme

96.1 It had been suggested that because of the poor use of the trim trail the grass adjacent need not be cut so frequently and a cost saving made. However, the responses to the Neighbourhood Development Plan Questionnaire indicated that sufficient people used the facility to make it worthwhile maintaining.

97. Recreation ground car parking

97.1 The increasing use being made of the recreation ground car park during the day and evening for car parking by other than Village Hall or recreation ground users made it more difficult for those using the facilities to park especially when a function was in progress.

97.2 Proposed Cllr Brock, Seconded Cllr Harwood, RESOLVED that introduction of marked parking slots be investigated to maximise the number of slots available and that the two clothing banks be relocated adjacent to the TVBC recycling facility.
Action: Clerk

98. Dog fouling in open spaces

98. The problem of irresponsible dog walkers not picking up their dog’s waste was getting worse to the detriment of football and cricket players as well as posing health dangers to people especially children. The Clerk was taking advice from the TVBC dog warden on action that responsible members of the public and councillors could take in these circumstances.
Action: Clerk

99. Neighbourhood Development Plan (NDP) progress

99.1 Cllr Brock briefed on the progress to date regarding preparation of the NDP. An encouraging response had been received to the public consultation questionnaires indicating some clear ways forward. To this end, three public engagement meetings were being planned and a leaflet drop to all dwellings in the Parish would indicate time and place and encourage residents to attend following which the first draft of the NDP would be produced. A grant from TVBC of £1000 had been received to help offset costs incurred to date.

100. Clerk’s monthly report

100.1 All-weather path. Following an on-site meeting between English Heritage, HCC, TVBC and the Clerk, the route for the path had been agreed but it would have to avoid going through the mounds on the 3 Fields site. The work would now go out to contract with a planned installation date of late Summer.

100.2 Wanton damage. The Clerk reported damage to a trim trail sign and a dog waste bin on Top Field. Repair action was in hand.

100.3 The Church had requested the purchase of a picnic table to discourage visitors choosing to take refreshment in the area from sitting on the stone wall or the War Memorial steps. Although a proposal was tabled, it was subsequently thought more appropriate for this to be the subject of a formal application for Grant Aid. The Clerk would forward the necessary forms.
Action: Clerk

100.4 Skate ramp graffiti. An increase in graffiti on the skate ramp whereby vandals were scratching through the paint resistant surface to leave their mark had taken place. Discussion ensued on ways of deterring this and one suggestion to be followed up was to give ‘ownership’ of part of the ramp to a tag artist.
Action: Clerk

100.5 Humbers View dog bin. An increasing amount of dog waste was being left in the vicinity of Humbers View to the annoyance of residents or where the waste was bagged the bags were being put in residents’ green household waste bins. The need for a dedicated dog waste bin had been suggested. However, the installation costs were in excess of £300 with an additional charge for regular emptying and cleaning and as the land in the area was owned by Aster Housing it was thought more appropriate to approach them for assistance.
Action: Clerk

100.6 Councillor Commission. The Clerk had previously circulated a note outlining the formation of a Councillor Commission to conduct an independent review of the role and work of parish councillors to provide policy makers with a better understanding of the office of councillor and the contribution made to their communities. All noted that Cllr Mike Evans, a board member of HALC, had been appointed to the Commission.

101. Date, time and place of next meeting

101.1 The next meeting would be on Monday 4 July 2016 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 9 May 16

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Annual General Meeting
held in the Epworth Hall commencing at 7.00pm on Monday 9 May 2016

Present: Cllr R Harwood (Chairman)
Cllr A Brock
Cllr R Curtis
Cllr J Evans
Cllr F Fahy
Cllr H Griffith
Cllr K Hughes
Cllr R Lane
Cllr R Sutton

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

Public Session

C/Cllr A Gibson, PCSO J Cole and Mr R Pidgeon were present for part of the meeting.

Cllr Gibson had previously submitted a written report which had been circulated to all councillors. He also confirmed the withdrawal of the mobile library service from June this year but given we were one of the higher users of the service a smaller replacement service would be made available to users in one of the meeting venues in the Parish. The Clerk would forward contact details for the Epworth Hall and Working Men’s Club to enable negotiations to take place on suitable times.
Action: Clerk

PCSO Cole updated councillors on crime and police matters. Generally, there was a reduction in crime figures quarter on quarter but we in the Parish continued to suffer from break ins and other low level crime perpetrated by a known group of individuals whom she asked everyone to keep an eye on for any suspicious activity. Conjoined with this was an increase in door to door scams by rogue traders on the vulnerable in the community and again she asked that any suspicious activity be reported to the Police and Trading Standards for possible investigation. A series of successful prosecutions had been made against users of illegal diesel following road side checks on vehicles and she welcomed members of the public being able to access the gov.uk website to check on alleged unlicensed vehicles on the road which could then be reported for removal.

64. Apologies for Absence

64.1 Mr Dyke (Open Spaces Warden); Cllr Whitehead not present.

65. Election of Chairman

65.1 Proposed Cllr Lane, Seconded Cllr Evans, RESOLVED unanimously that Cllr Harwood be elected Chairman of the Parish Council for 2016 -17.

66. Election of Vice-Chairman

66.1 Proposed Cllr Lane, Seconded Cllr Evans, RESOLVED unanimously that Cllr Brock be elected Vice-Chairman of the Parish Council for 2016 -17.

67. Election of Chairman of the Planning Committee

67.1 Proposed Cllr Evans, Seconded Cllr Griffith, RESOLVED unanimously that Cllr Harwood be elected Chairman of the Planning Committee for 2016 -17.

68. Appointments 2016 -17

68.1 Proposed Cllr Evans, Seconded Cllr Griffith, RESOLVED unanimously that the following appointments be made for 2016 – 17:

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

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

Other appointments – Lead Councillor
a. Village Hall Management Committee Cllr Fahy
b. Council for the Protection of Rural England Cllr Fahy
c. Neighbourhood Watch Cllr Brock
d. Flood Action Group Cllr Griffith
e. Schools and Scouts liaison Cllr Curtis
f. Test Valley Assn of Local Councils Cllr Lane
g. Farming community liaison Cllr Brock
h. Sports and recreational facilities Cllr Harwood and
Cllr Fahy
i. Transport and road safety Cllr Curtis
j. Up Somborne liaison Cllr Lane
k. Biodiversity Cllr Hughes
l. Horsebridge liaison Cllr Curtis
m. Utilities liaison Cllr Brock
n. Communications co-ordination Cllr Sutton
Volunteers
o. Footpath Warden Mr Duncan Gould
p. Tree Warden Mr Colin Matthews
q. Open Space Wardens Mr Richard Dyke and
Mr Roy Pidgeon

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

69. Chairman’s announcements and Councillors’ questions

69.1 None.

70. To approve the Minutes of the Parish Council meeting held on 4 April 2016

70.1 Proposed Cllr Lane, Seconded Cllr Curtis, RESOLVED unanimously that the minutes of the meeting held on 4 April 2016 be accepted as a true record.

71. To consider any Matters Arising from those Minutes

71.1 Para 53.3 Winchester Road bank slippage. Hampshire Highways had again been approached over repair/preventative action and a reply was awaited.

71.2 Para 53.4 The required Heads of Term and other documentation had again been submitted to Fields in Trust in an attempt to expedite the transfer of land from them to the Parish Council to enable the Council to subsequently come to an arrangement with the Village Hall management committee regarding building their proposed extension. The application would now go to the Fields in Trust Board of Trustees for decision. Our local MP would also be requested to follow up on her previous enquiry on progress made on this transfer and also the agreement to bury the overhead electricity supply cables across Fields in Trust land.
Action: Clerk

71.3 Para 53.5 Portable generator. Cllr Curtis tabled details of a portable generator costing approx £2500 to supply and fit which could meet our community resilience needs in the event of an evacuation becoming necessary. Further investigation would be undertaken into grants available and potential help from SSE.
Action: Clerk

71.4 Para 60.1 Adult exercise equipment. Only three responses had been received to the article in The Gauntlet calling for comment on the provision of adult exercise equipment. As a result, no further action would be taken on this for the time being.

72. Declarations of Interest and requests for Dispensations

72.1 None declared or sought.

73. To consider Correspondence Received and determine any action required

73.1 None tabled.

74. To receive minutes of the Planning Committee meeting held on 4 and 18 April 2016

74.1 The minutes of the Planning Committee meetings held on 4 and 18 April 2016 had been circulated with the agenda.

74.2 Proposed Cllr Sutton, Seconded Cllr Lane, RESOLVED unanimously that the minutes of the Planning Committee meetings held on 4 and 18 April 2016 be received and accepted.

75. Councillors’ Reports

75.1 Cllr Sutton reported he was meeting with representatives from alternative broadband providers to see if their companies could provide a better broadband facility than BT for the local community.

75.2 Cllr Hughes reported that the planned preparation of the biodiversity was in hand as was the provision of a bug house on-site.

75.3 Cllr Fahy reported the steps at the bottom of the Clarendon Way footpath needed attention. The Clerk would contact HCC Countryside Access team for action.
Action: Clerk

75.4 Cllr Griffith highlighted the need for repairs to the kissing gate on the 3 Fields site adjacent to the toddlers’ play area.
Action: Clerk

75.5 Cllr Harwood questioned the need for extra grass cutting along the trim trail route given the lack of usage and raised the issue of dog waste on the recreation ground and pitches. The Clerk would place both matters on the June meeting agenda for further discussion and investigate what powers the Council had regarding dog waste and what external help could be given.
Action: Clerk

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

76.1 A budget monitoring report had been circulated with the agenda papers.

76.2 Proposed Cllr Lane, Seconded Cllr Hughes, RESOLVED unanimously that the Budget Report be accepted as tabled.

77. To approve the Annual Governance Statement 2015 – 16

77.1. The Clerk drew councillors’ attention to the Annual Governance Statement 2015 – 16 contained within the Annual Return and the need for them to agree a response.

77.2 Proposed Cllr Brock, Seconded Cllr Curtis, RESOLVED unanimously that the responses in the Annual Governance Statement all be in the affirmative apart from the statement relating to trust funds which was not applicable.

78. To approve the Accounting Statements for 2015 -16

78.1 The Clerk tabled the Accounting Statements 2015 -16 as entered into the Annual Return.

78.2 Proposed Cllr Evans, Seconded Cllr Griffith, RESOLVED unanimously that the Accounting Statements for 2015 – 16 be approved.

79. To adopt the Financial Accounts for the year ended 31 March 2016

79.1 The Financial Accounts for the year ended 31 March 2016 had been circulated with the agenda papers.

79.2 Proposed Cllr Sutton, Seconded Cllr Harwood, RESOLVED unanimously that the Financial Accounts for the year ended 31 March 2016 be adopted.

80. Payment of Accounts

80.1 Proposed Cllr Brock, Seconded Cllr Fahy, RESOLVED unanimously that the following accounts for April 2016 be approved for payment:

To For Net VAT Gross Chq/Internet
Mr P Storey Salary/expenses 901.81 10.80 912.61 Int
HMRC Tax/NIC 219.82 219.82 Int
Legal & General Staff pension 37.08 37.08 DD
Lighter Touch Internal audit 135.00 135.00 Int
HPFA Subscription 40.00 40.00 Int
HALC Subscription 415.00 415.00 Int
TVBC Dog bins emptying 859.56 171.91 1031.47 Int
HCC Street light 22.77 4.56 27.33 Int
J Bruno Slip road potholes 245.00 49.00 294.00 Int
TVBC SLR posts 336.00 67.20 403.20 Int
Complete Weed Control 3 Fields 270.00 54.00 324.00 Int
Village Hall Hire charge 40.00 40.00 Int
Mr M Rebbeck Grounds maint 621.00 621.00 Int
Totals 4143.04 357.47 4500.51

81. Annual Assembly 2016

81.1 The Annual Assembly was held on 5 May 2016 with 21 members of the public attending. A presentation was given on the help available from SSE in the event of a power cut and emphasis made on the importance of vulnerable members of the community signing up to the Priority Service Register so that the emergency teams could prioritise where their assistance was most needed. The register would be publicised further in the community. Other matters arising would be considered at the next meeting together with determining ways of attracting more persons to attend.
Action: Clerk

82. Neighbourhood Development Plan (NDP) progress

82.1 Cllr Brock briefed on the progress to date regarding preparation of the NDP. The public consultation questionnaires had been returned and were being analysed with a view to holding further community engagement meetings towards the end of the month to discuss the results. A successful application had been made to TVBC for a £1000 grant to help offset the Plan’s production costs.

83. Clerk’s monthly report

83.1 The Clerk reported he had initiated renewal discussions with Test Valley Borough Council. on the 3 Fields lease which had now expired.

83.2 A meeting on-site with English Heritage had been arranged in the near future to discuss the route options for the proposed all-weather path across the 3 Fields site.

83.3 The white road markings on Furzedown Road/Church Road will be renewed with a slight change in position at the Eldon Road junction to allow an improved line of sight. Other road markings and speed restrictions near the Strawberry Lane junction were with HCC for advice/decision.

83.4 The Clerk had thanked Caroline Nokes MP for her support in the representations being made by NALC to Parliament on the future and importance of parish councils.

84. Date, time and place of next meeting

84.1 The next meeting would be on Monday 6 June 2016 at 7.00pm in the Epworth Hall, Winchester Road, King’s Somborne.

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

Parish Council minutes 7 Mar 16

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meeting
held in the Epworth Hall commencing at 7.00pm on Monday 7 March 2016

Present: Cllr R Harwood (Chairman)
Cllr A Brock
Cllr R Curtis
Cllr J Evans
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

B/Cllr Ward, Mr Dyke (Open Spaces Warden) and 3 members of the public were present for part of the meeting.

Mr B Jezeph, planning consultant, outlined his clients’ thoughts on developing land at Spencer’s Farm emphasising his clients’ wishes that any development on this land would be community led. His clients were also open to expanding and/or transferring land in lieu of the Muss Lane open space, if agreed. He stated it was not the intention to use a developer leaving individuals to build in their own time and style subject to planning approval. The problems of access to what was a large site and the disposal of sewage were both recognised and he stated that development could be phased as there was currently no hard time line proposed. Councillors deferred any comment until formal proposals were tabled.

The post mistress, Mrs Qassim, outlined her case and sought councillors’ support for improving the security of the post office by installing external shutters to the entrance doors. TVBC had advised her that a formal application was required because the facility was in the conservation area. Councillors were sympathetic to her need but were unable to make any further comment until a formal application was received.

B/Cllr Ward advised that TVBC was able to offer 3 free days consultancy to Pathfinder Councils producing a Neighbourhood Development Plan, of which King’s Somborne was one. This was duly noted and would be acted upon.
Action: Cllr Brock

32. Apologies for Absence

32.1 C/Cllr Gibson.

33. Chairman’s announcements and Councillors’ questions

33.1 None made.

34. To approve the Minutes of the Parish Council meeting held on 1 February 2016

34.1 Proposed Cllr Evans, Seconded Cllr Hughes, RESOLVED unanimously that the minutes of the meeting held on 1 February 2016 be accepted as a true record.

35. To consider any Matters Arising from those Minutes

35.1 Public session. Aster Communities had declined to act upon the problems of inconsiderate parking on the basis that they owned very little land in the Scott Close area and their finances were better directed towards providing homes and their maintenance. There was also little or no current evidence of car repairs being undertaken on the street to the detriment of other residents and road users.

35.2 Proposed Cllr Sutton, Seconded Cllr Curtis, RESOLVED unanimously that Aster Communities be approached again given this unsatisfactory response and reminded of the anti-social nature of this situation and the annoyance it caused to other residents.
Action: Clerk

36. Declarations of Interest and requests for Dispensations

36.1 None declared or sought.

37. To consider Correspondence Received and determine any action required

37.1 The Clerk drew Members’ attention to an e-mail received from one of the Church Wardens outlining events the Church and others were planning to hold to mark HM The Queen’s 90th birthday. After consideration, Councillors decided not to organise a dedicated Parish Council event.

37.2 Caroline Nokes MP had written to the Chief Executive of BT expressing her concern and that of villagers who continue to suffer from poor broadband speeds and had copied his lengthy reply to the Clerk. The reply acknowledged that situations would exist which appeared illogical but which were often due to how the network was configured historically for which there might not be an easy solution. Ms Nokes would continue to press for more definitive action by BT to improve local broadband speeds.

38. To receive minutes of the Planning Committee meetings held on 1 and 22 February 2016

38.1 The minutes of the Planning Committee meetings held on 1 and 22 February 2016 had been circulated with the agenda.

38.2 Proposed Cllr Harwood, Seconded Cllr Lane, RESOLVED unanimously that the minutes of the Planning Committee meetings held on 1 and 22 February 2016 be received and accepted.

39. Councillors’ Reports

39.1 Cllr Evans reported that 12 volunteers had reported for stream clearance duty on 5 March and most of the weed growth between the A3057 and the ford had been cleared resulting in a much faster flow of water along The Borne. However, because of health and safety, no work could be undertaken under the bridges and the Fire Service, who had been asked to pressure hose in these areas, were unable to do so without the approval of the Environment Agency, which was not forthcoming. The Clerk would liaise with Hampshire Highways to see if they could obtain the required consents and arrange for the necessary work.
Action: Clerk

39.2 Cllr Evans reported on the 6-monthly TVBC Resilience Group meeting that she, Cllr Fahy and the Clerk had attended which, amongst other points of interest, had emphasised the need to identify vulnerable residents in the community; we had already done this with the help of the Village Agents. It was also suggested that thought be given to ringing the Church bells in the event of an emergency; however, following discussion on this suggestion, it was thought preferable to use and strengthen the existing network of (Flood) street wardens to spread the word in the event of an emergency.

39.3 Cllr Brock was continuing to liaise with Hampshire Highways on the need to strengthen the river bank along the curve in Winchester Road and with SSE over the long awaited burying of the overhead electricity supply cables under 3 Fields, made more urgent by the recent power cuts.

39.4 Cllr Fahy was pressing Hampshire Highways to restore the damaged chevrons on the A3057 bend towards Romsey as a matter of urgency.

39.5 Cllr Lane confirmed that the redundant telegraph poles had now been removed from Up Somborne and reported that the four planning applications considered at the planning meeting held earlier in the evening had all been supported.

39.6 Cllr Harwood updated councillors on the Cricket Club’s intention to complete rolling the football pitch and adjacent areas before the grass cutting season began.

39.7 Cllr Harwood also updated Councillors on the planning application to install an anaerobic digester plant in the grounds of Sparsholt College and the strong feelings against the proposal which had been generated. If successful, the application would severely impact on the local area as a result of the necessary 13,000 or more vehicle movements each year to feed the plant with the 60,000 tonnes of biomass required. Councillors agreed this was not in the best interests of the community at large.

39.8 Proposed Cllr Harwood, Seconded Cllr Brock, RESOLVED unanimously that an objection to the application be lodged with Winchester City Council in support of Sparsholt Parish Council.
Action: Clerk

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

40.1 A budget monitoring report had been circulated with the agenda papers.

40.2 Proposed Cllr Sutton, Seconded Cllr Brock, RESOLVED unanimously that the Budget Report be accepted as tabled.

41. Payment of Accounts

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

To For Net VAT Gross Chq/Internet
Mr P Storey Salary/expenses 966.88 30.27 997.15 Int
HMRC Tax/NIC 219.82 219.82 Int
TVBC Grounds maint 15–16 967.05 193.41 1160.46 Int
Seagrave Ltd Play safety insp 210.00 42.00 252.00 Int
Sub Arb Ltd Cemetery tree 380.00 76.00 456.00 Int
Totals 2743.75 341.68 3085.43

42. Land transfer from Fields in Trust/KSPC to Village Hall

42.1 The Clerk had circulated a background brief on the wishes of the Village Hall management committee to expand the Hall on to the concrete apron which currently is on land owned by Fields in Trust and managed on their behalf by KSPC. Previous approaches by the Village Hall had not been supported because of the associated costs of transfer, which if paid all or in part by KSPC, gave no direct benefit to KSPC and Fields in Trust‘s insistence that the whole of the recreation ground including the Scout Hut land be transferred in one package. The Village Hall had been prepared to meet part of the legal costs linked to their part of the title transfer but had been advised that if it met those costs associated with the transfer of the Scout Hut lease it would likely be acting ultra vires and the transfer action stalled.

42.2 The Village Hall had now reached the final stage in its long term development plan and wished the matter to be resurrected. Fields in Trust had confirmed its stance that title to all the land had to be transferred as one package which, if this was to proceed, would legalise the current situation whereby part of the 1973 Hall extension had taken place on land it did not own, as well as strengthening the Hall’s borrowing position when seeking external grant or loan funding, lenders being wary of lending against leased land. Councillors were sympathetic to the Hall’s wish to develop further given the prominent part the Hall played in the social life of the community. However, the legal costs were unknown and other than agreeing to investigate further with Fields in Trust no further action was thought appropriate at this time. Councillors did note the Clerk’s recommendation that if action was to take place, it should be between Fields in Trust and the recreation ground charity of which both the Parish Council and the Clerk were the trustees, followed by at some time in the future, in accordance with the Charity Commission’s wishes to reduce the number of charities in existence, this small charity could be wound up with its assets transferred to KSPC.

42.3 Proposed Cllr Lane, Seconded Cllr Hughes, RESOLVED unanimously (1) that KSPC confirmed its wish to Fields in Trust to assume title to the land it currently managed on their behalf with costs, subject to the actual amount being determined and approved, met by the Village Hall and (2) that the Scout Hut lease be transferred from Fields in Trust to KSPC with costs, subject to the actual amount being determined and approved, being met by KSPC.

42.4 A third draft resolution confirming KSPC’s willingness to transfer the title to the Village Hall of that piece of the concrete apron upon which the proposed extension to the Hall would sit, with costs being met by the Hall, would be the subject to further debate on whether the land should be transferred or leased at a later date.

43. Resilience planning and the need for a portable generator

43.1 In reviewing the Community Resilience Plan, it was thought appropriate to research portable generators to be used in the nominated emergency holding centre in the event of a power cut. Cllr Curtis undertook to research the market and make recommendations. Funding could be made available from the Resilient Communities Fund to cover part of the costs arising.
Action: Cllr Curtis

44. Neighbourhood Development Plan (NDP) progress

44.1 Cllr Brock briefed on the progress to date regarding preparation of the NDP, stressing the need for frequent communication on progress and to this end it was agreed that the Steering Group minutes would be circulated to all councillors. A draft questionnaire was being compiled and would soon be hand delivered to all dwellings in the Parish and collected in person to encourage a large response. TVBC were holding a meeting of all parishes producing an NDP on 14 March 2016 to share ideas with those pathfinder parishes who were well on the way to having a draft plan, of which KSPC was one; Cllr Evans, the Clerk and Fiona Duncan, a working group leader, would attend. A community workshop would be held towards the end of April to engage the community in progress to date on the NDP.

45. Broadband provision in the Parish

45.1 An alternative broadband provider to BT was installing the necessary equipment in and around Crawley with the potential for King’s Somborne and adjacent parishes to link to it. Councillors thought competition to be good, given the problems some local residents were having with BT, and

supported an approach being made to investigate further.
Action: Cllr Sutton

46. ‘Clean for the Queen’

46.1 The national initiative to clean up the country to mark HM The Queen’s 90th birthday had taken place locally with volunteers undertaking further weeding of The Borne to enhance the water flow, members of the Women’s Institute collecting litter and tidying up the Cemetery, and Ashley residents repainting road side markers.

47. MUGA tennis booking times

47.1 Cllr Fahy introduced the need to allocate longer times for tennis players on the MUGA to encourage more participation and to allow for setting up and dismantling the nets. A suitably worded notice was agreed which would be displayed on the MUGA notice board advising all of the increased times allowed. The Clerk would monitor.
Action: Clerk

48. Clerk’s monthly report

48.1 The bi-annually safety inspection of play equipment and open spaces had been completed recently. The inspector had commented adversely on the broken kissing gate at the A3057 end of the Muss Lane play area. This gate had been damaged by a falling tree in the storm of two years ago but when reported, the HCC Countryside Access team had claimed lack of funds prevented them from effecting repairs. The Clerk had reapplied citing the safety risk to young children. The inspector had also commented on the age and signs of wear and tear on the junior slide and rope climber in the Up Somborne play area and, given there were funds available from TVBC, it was agreed the Clerk would investigate suitable replacements. At the same time, he would research exercise equipment for older persons given the growing popularity of such equipment.
Action: Clerk

48.2 On behalf of the Parish Council, the Clerk had approved the use of the King’s Somborne recreation ground for the Annual Horticultural Show to be held on Saturday 30 July 2016, subject to satisfactory insurance cover being held.

48.3 All noted with regret that the two seats by the MUGA had been vandalised but had subsequently repaired.

48.4 Cllr Curtis and the Clerk would attend the HALC AGM on Wednesday 9 March 2016 and Cllr Lane would represent the Council at the Service to be held in Winchester Cathedral on Sunday 24 April 2016 to mark HM The Queen’s 90th Birthday.

48.5 C/Cllr Gibson and the Clerk would meet on-site with the HCC engineers in the near future following English Heritage’s revision of the route for the all-weather path from Lancaster Green to the School and Village Hall, tendering for which would go out in April with installation, hopefully, in the Autumn.

49. Date, time and place of next meeting

49.1 The next meeting would be on Monday 4 April 2016 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

Parish Council minutes 4 Apr 16

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meeting
held in the Epworth Hall commencing at 7.00pm on Monday 4 April 2016

Present: Cllr A Brock (Acting Chairman)
Cllr R Curtis
Cllr J Evans
Cllr F Fahy
Cllr H Griffith
Cllr K Hughes
Cllr R Lane
Cllr R Sutton

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

Public Session

Two members of the public were present for part of the meeting.

50. Apologies for Absence

50.1 Cllr Harwood, Mr Dyke (Open Spaces Warden), C/Cllr Gibson, B/Cllr Ward; Cllr Whitehead not present.

51. Chairman’s announcements and Councillors’ questions

51.1 Cllr Fahy sought confirmation that the Speed Limit Reminder device would be rotated around all seven retaining posts in the Parish and this was confirmed.

52. To approve the Minutes of the Parish Council meeting held on 7 March 2016

52.1 Proposed Cllr Lane, Seconded Cllr Sutton, RESOLVED unanimously that the minutes of the meeting held on 7 March 2016 with minor amendment be accepted as a true record.

53. To consider any Matters Arising from those Minutes

53.1 Public session. Mr B Jezeph, the planning consultant engaged by the owners of Spencers Farm to oversee its potential for development, would be invited back to present more detailed plans at some time in the future.

53.2 Para 35.2 Aster Communities had given a non-committal response to our further contact regarding the provision of additional car parking and an alleged car repair business being carried on in the road to the detriment of adjacent neighbours and other road users. Residents were to be encouraged to report inconsiderate car parking to Hampshire County Council or the Police by ringing 101 if the parking was causing an obstruction and any suspicious activity on the road to Test Valley Borough Council planning enforcement, as appropriate.
Action: All

53.3 Para 39.1 Winchester Road bank slippage. Hampshire Highways did not consider the collapsing bank on the bend in Winchester Road adjacent to the stream to warrant repair. This was considered unacceptable and the Clerk would make further contact.
Action: Clerk

53.4 Para 42.3 Representations had been made to Fields in Trust to expedite the transfer of land from them to the Parish Council to enable the Council to subsequently come to an arrangement with the Village Hall management committee regarding building their proposed extension. To date, Fields in Trust had not responded and the Clerk would again hasten a response. He would also seek an intervention by our local MP on this matter and on the delay in completing the various agreements required to bury the overhead electricity supply cables across Fields in Trust land.
Action: Clerk

53.5 Para 43.1 Portable generator. Cllr Curtis had completed some preliminary investigations into the need for and type of portable generator as part of our community resilience planning. Further investigation would be undertaken into our potential needs and the Clerk would investigate the help provided by SSE elsewhere.
Action: Cllr Curtis and Clerk

54. Declarations of Interest and requests for Dispensations

54.1 None declared or sought.

55. To consider Correspondence Received and determine any action required

55.1 The Clerk tabled the recent edition of CPRE’s Hampshire Views magazine for information.

56. To receive minutes of the Planning Committee meeting held on 7 March 2016

56.1 The minutes of the Planning Committee meeting held on 7 March 2016 had been circulated with the agenda.

56.2 Proposed Cllr Lane, Seconded Cllr Evans, RESOLVED unanimously that the minutes of the Planning Committee meeting held on 7 March 2016 be received and accepted.

57. Councillors’ Reports

57.1 Cllr Lane reported on the two planning applications which had been considered and supported at the Planning Committee meeting held earlier in the evening.

57.2 Cllr Fahy reported a fallen Elder tree in the stream by the A3057 bridge which the Clerk would arrange to have removed.
Action: Clerk

57.3 Cllr Hughes reported on plans to rotovate the biodiversity patch on the 3 Fields site and the subsequent development of the area.

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

58.1 A budget monitoring report had been circulated with the agenda papers.

58.2 Proposed Cllr Lane, Seconded Cllr Evans, RESOLVED unanimously that the Budget Report be accepted as tabled.

59. Payment of Accounts

59.1 Proposed Cllr Curtis, Seconded Cllr Hughes, RESOLVED unanimously that the following accounts for March 2016 be approved for payment:

To For Net VAT Gross Chq/Internet
Mr P Storey Salary/expenses 865.85 865.85 Int
HMRC Tax/NIC 219.82 219.82 Int
HALC HALC courses 225.00 45.00 270.00 Int
Mr M Rebbeck Grounds maint 534.00 534.00 Int
Southern Water KS rec usage 50.72 50.72 DD
Legal & General Staff pension 37.08 37.08 DD
Totals 1932.47 45.00 1977.47

60. Provision of adult exercise equipment

60.1 A note would be placed in The Gauntlet in an attempt to gauge community support for the provision of adult exercise equipment in the Parish.
Action: Clerk

61. Neighbourhood Development Plan (NDP) progress

61.1 Cllr Brock briefed on the progress to date regarding preparation of the NDP. The public consultation questionnaire had been drafted and tested on a sample of the community. Printing was now being arranged and volunteers would then distribute to every household in the Parish in the near future. A meeting would be held for distributors to brief them on how to engage personally with residents and answer any questions that might arise. The Clerk would continue to meet informally with local community groups to talk through the process and stress the importance of public participation. When the responses had been analysed, a community workshop would be held towards the end of April/early May to further engage with the community.

62. Clerk’s monthly report

62.1 The Clerk reminded all present of the forthcoming Annual Assembly on Thursday 5 May 2016 in the Village Hall starting at 7.30pm. (Note: a subsequent check with TVBC had revealed that there was no problem with the venue on this day given it was also a polling station)

62.2 All present were reminded that the next meeting would be the Annual General Meeting when councillor appointments and responsibilities would be reviewed.

62.3 A commemorative medal for schools and councils was being minted to mark HM The Queen’s 90th birthday. These could be purchased in quantities of 10 or more. (Note: more information on the Council’s website)

62.4 All noted the quinquennial review of the Parish Plan would be deferred until 2017 in view of the work currently being undertaken to produce a Neighbourhood Development Plan.

62.5 The Village Hall slip road potholes had been infilled and the vandalised dragons teeth around the recreation ground repaired.

62.6 The Police were mounting a Rural Roadshow for the community in the Stockbridge Town Hall at 6.00pm on Tuesday 12 April 2016; Cllr Brock and the Clerk would attend.

62.7 Cllr Griffith would attend the HALC Knowledge and Core Skills training session on 30 June 2016.

62.8 NALC were mounting a Lobby Day in Parliament to raise the profile of parish and town councils on 12 April 2016 and recommended that all councils approach their local MPs to arrange a meeting to discuss the issues facing our sector. It was agreed that the good auspices of Cllr Sutton would be used to involve Caroline Nokes. (Ms Nokes had subsequently agreed to actively support this event).

62.9 HCC had initiated a 10 week public consultation on future changes to the household waste recycling centres. A questionnaire was available on line and paper copies of the consultation could be obtained by telephoning 033 555 1389 or e-mail. (More information on the Council’s website)

63. Date, time and place of next meeting

63.1 The next meeting would be the Annual General Meeting on Monday 9 May 2016 at 7.00pm in the Epworth Hall, Winchester Road, King’s Somborne.

There being no further business, the Chairman closed the meeting at 8.36pm