Parish Council Minutes Dec 2008
KING’S SOMBORNE PARISH COUNCIL
Minutes of the Annual Finance Meeting of the Parish Council
held in the Epworth Hall, King’s Somborne
commencing at 7.00pm on Monday 3 December 2007
Present: Cllr D Bidwell (Chairman)
Cllr R Bevan
Cllr R Dyke
Cllr F Fahy
Cllr R Harwood
Cllr R Lane
Cllr G Pearson
Cllr R Pidgeon
Cllr D Room
In Attendance: Mr P J Storey (Clerk to King’s Somborne Parish Council)
Public Session: Three members of the public were present for part of the meeting. The Footpath Warden briefed on progress being made to install a kissing gate on Footpath 7 in place of the gate erected by a local resident. Comments were made querying the methodology used in seeking further comments from the public via The Gauntlet on the proposals to develop the land owned by the Parish Council on the King’s Somborne recreation ground.
1. Announcements by the Chairman
1.1 No announcements were made by the Chairman.
2.1 Apologies were received from Cllr Werrett and Borough Councillor Ward.
As a result of the points raised from the floor, proposed Cllr Pearson and seconded Cllr Dyke, RESOLVED unanimously that Item 10 be brought forward for Members’ consideration.
10. To consider the results of the survey undertaken via The Gauntlet magazine and, if appropriate, reconfirm support for the multi-surface sports facility on the King’s Somborne recreation ground
10.1 The Clerk read out comments contained on the 26 returns in favour and the 6 returns against the proposal to develop the Council-owned area of land north of the skate ramp for general information. Although it was a poor sample in terms of returns made, it demonstrated clearly the balance of support for the proposal. However, Cllr Pearson expressed concern at the legality of the Council’s proposals and wanted an independent legal interpretation of the terms under which the land was purchased.
10.2 Proposed Cllr Pearson, Seconded Cllr Bevan, that independent legal advice be obtained on the Parish Council’s right to develop part of the land it owned into a multi-surface sports facility. Two voted for, five voted against with Cllrs Dyke and Pidgeon abstaining; the proposal was LOST.
10.3 In reply to a question from Cllr Bevan on why football may not be allowed on the new surface, Cllr Fahy advised that football would damage the type of netting to be used used around the facility. However, it was agreed that further investigation should be undertaken to see if alternatives were available which would allow football to be played.
Action: Cllr Fahy
10.4 Proposed Cllr Bidwell, Seconded Cllr Pidgeon, RESOLVED with Cllr Pearson abstaining, that continuing support be given to the installation of a multi-surface sports facility with football included, if possible.
3. Declarations of Interest
3.1 No declarations of interest were made.
4. To consider and, if appropriate, adopt the Expenditure Budget and Precept proposals for 2008/9
4.1 The proposed Expenditure Budget and Precept for 2008/9 had been circulated with the agenda together with amplifying notes. In the following discussion, Cllr Dyke proposed, Cllr Bevan seconded with Cllr Harwood abstaining that the payment to the Methodist Church for continuing use of the Epworth Hall for council meetings be increased to £150 for the year. It was also agreed to delete the provision of £750 for miscellaneous expenditure. Members noted that £6250 had been included for a contribution towards the Village Hall under the Local Government Capital Grants scheme and at Cllr Harwood’s request this item would be annotated for capital development/modification only. The resulting overall expenditure of £38100 would be financed by a Precept of £30000, an increase over the current year of £3250, with the balance coming from reserves and miscellaneous income received. Members confirmed the £15000 ringfenced in reserves, and the wish to add to this annually, to provide funds for the possible purchase of all or part of the 3 Fields site within the next few years.
4.2 Proposed Cllr Bidwell, Seconded Cllr Fahy, RESOLVED with Cllr Harwood voting against that an Expenditure Budget of £38100 and a Precept of £30000 for 2008/9 be approved.
5. To determine the Recreation Ground hire charges for 2008/9
5.1 Cllr Fahy queried the basis upon which the current charges were determined.for use of the pitches. Cllrs Bevan and Dyke thought the charges reflected the number of times each season the two main pitches and associated facilities were used. The Football Club paid £105 for the season or £95 if paid before 31 December and the Cricket Club paid £63 with no VAT being levied on these regular users. Charges for casual lettings at both King’s Somborne and Up Somborne were currently £10 plus VAT.
5.2 Prooposed Cllr Lane. Seconded Cllr Bevan RESOLVED with Cllrs Bidwell and Pearson abstaining that no increases in hire charges be made for 2008/9.
6. To determine the Burial Board charges for 2008/9
6.1 Members noted that increases in burial charges levied elsewhere had been approved and thought a modest increase appropriate to meet ever increasing costs and to ensure the Burial Board remained self-financing.
6.2 Proposed Cllr Bevan, Seconded Cllr Pidgeon, RESOLVED unanimously that the following charges be levied by the Burial Board from 1 April 2008 –
Child under 12 years of age No charge
Body of person 12 years or over £165
Cremated remains £110
Purchased grave £110
Exclusive Right of Burial
Adult grave £110
(or double for double grave)
Headstones, monuments, tablets and memorial inscriptions
Headstone, monument or flat stone inset in the ground £110
Inscription after the first £55
Flat cremation tablet £65
7. To adopt the Planned Maintenance Register for the next four years
7.1 A schedule of planned maintenance had been circulated with the agenda.
7.2 Proposed Cllr Bidwell, Seconded Cllr Bevan, RESOLVED unanimously that the updated planned maintenance register for the next four years be adopted.
8. RFO’s Report and Budget Monitoring
8.1 An analysis of budget against actual spend to date, together with a forecast out-turn had been circulated with the agenda. The RFO expressed satisfaction with the Council’s financial state of affairs at the end of the eighth month into the financial year although only 45% of the annual budget had been expended to date. The combined bank balances stood at £60653.35 including the grant of £9995 for the Trim Trail.
8.2 Proposed Cllr Bevan, Seconded Cllr Pearson, RESOLVED unanimously that the RFO’s Report and Budget Monitoring be accepted.
9. Payment of Accounts
9.1 Proposed Cllr Bidwell, Seconded Cllr Pidgeon, RESOLVED unanimously that the following accounts be paid:
To For Net VAT Gross Chq
Mr P Storey Salary/expenses 513.30 513.30 1376
HMRC Tax/NI 538.13
less credit for on line payment -250.00 288.13 1377
Bishopstoke PC Broadband/course 35.00 35.00 1378
Wansbroughs Solicitors charges 166.27 166.27 1379
Totals 836.43 166.27 1002.70
11. To consider correspondence received
11.1 Details of correspondence received since the last meeting had been circulated with the agenda; the actual correspondence was available at the meeting for Members to peruse, as required. The Clerk drew attention to correspondence received since circulation of the meeting papers, in particular, the letter from Wansbroughs Solicitors confirming that the matter of Davis v Muggeridge had been concluded and the exchanges of correspondence on the purchase of speed indicator devices previously approved by Members.
12. Clerk’s Report
12.1 The Clerk’s report had been circulated with the agenda and arising from it Members agreed to permit the location of a clothing bank sponsored by a textile company in partnership with Hampshire Air Ambulance on the King’s Somborne recreation ground car park adjacent to the existing bottle banks. It was also decided that the Clerk should acknowledge the letter from the Ahmadiyya Muslim Association UK who were suggesting it would benefit the community if the Association was invited make a presentation on the Muslim way of life. Members expressed concern at forthcoming closure of the A3057 road for resurfacing causing HGVs to use the Winchester Road and the dangers that would cause to pedestrians and residents’ property particularly along the narrow stretches. The Clerk would write to Hampshire County Council expressing this concern.
12.2 Members’ attention was drawn to exchanges of correspondence involving Cllr Werrett and the purchase of speed indicator devices. Approval had previously been given for the purchase of two such devices without any maintenance costs. However, in order to relocate these devices periodically, as required by Hampshire County Council and because Members or officers of the Parish Council were not authorised to effect relocation work on the highway, it would be necessary to enter into a maintenance contract with Test Valley Borough Council as agents of the County Council in order to comply with the relocation requirement. After discussion, it was thought appropriate to purchase one device now in order to satisfy the strong support for the installation of such devices within the Parish and subsequently to enter into a maintenance agreement to become legally compliant. Thought would be given in future to the purchase of a second device. In the meantime, the Clerk would write to
Hampshire County Council and our County Councillor highlighting concern about HCC and TVBC bureaucratic stifling of Parish Council initiatives to install spped indicator devices and other county councils different interpretations of the need to regularly relocate similar devices.
13. Date, Time and Place of Next Meeting
13.1 The next meeting of the Parish Council would be on Monday 7 January 2008 at 7.00pm in the Epworth Hall, King’s Somborne.
There being no further business, the Chairman closed the Meeting at 9.10pm
Clerk to the Council
KING’S SOMBORNE BUDGET 2008/9
Salary and expenses 8600
Office expenses 1000
Audit fees 1100
Facility hire 200
Cllr expenses 100
Election expenses 1500
Sub total 15250
Village Hall 6250
Section 137 600
Parish clock 350
Vandal damage 500
Community grants 1000
Sub total 9700
Grounds maintenance 1500
General maintenance 500
Sub total 2100
Church Yard 1000
Village Green 1000
Muss Lane 300
Up Somborne rec 400
King’s Somborne rec 1600
Three Fields 750
Play equipment 5000
Community safety 500
Street lighting 500
Sub total 11050
Interest receivable 800
Burial Board: Interments 1500
Purchased graves 500
Sports Field 200
Total Income 33750