Category Archives: Parish Council Minutes 2008

Parish Council minutes Dec 2008

Parish Council

Parish Council minutes Dec 2008

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meetingheld in the Epworth Hall

commencing at 7.00pm on Monday 1 December 2008

Present: Cllr R Dyke (Chairman) Cllr D Bidwell Cllr R Harwood Cllr R LaneCllr G Pearson Cllr R PidgeonCllr D Room Cllr J Werrett

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

Public Session

Borough Councillor Ward, the Tree Warden and one member of the public were present for part of the meeting.

The Tree Warden gave a short update on the general state of trees in the Parish and highlighted the spread of disease among Horse Chestnut, Silver Birch and Oak, in particular. He asked to be informed of any trees seen to be in distress so that he could inform the Tree Council and Borough Council and suitable action could then be initiated. He would submit an article for The Gauntlet to enlist public support in this. He also volunteered his support in the establishment of a bio-diversity area.

Cllr Ward confirmed that no plans existed in the Borough’s 20 year plan to develop Top Field; that a planned and costed project was necessary before any developers’ contributions would be made available to the Parish and that a decision on the Capital Grants award for the Village Hall, which in turn would require a contribution from the Parish, was imminent. Cllr Harwood reflected public concern at the number and locations of new travellers’ sites to be established in Hampshire and Cllr Ward responded that none were planned at present in the vicinity of the Parish.

Mr Brock voiced his concern at the number of rats and rabbits in the allotments and the Clerk was instructed to write to the managing agents reflecting this. Mr Brock also expressed concern at the impact of the ‘credit crunch’ on peoples’ ability to meet increases in council tax and asked that Councillors bore this in mind when discussing next year’s Precept.

Action: Clerk

1. Apologies for Absence

1.1 Apologies were received from Cllrs Bevan and Fahy and the Village Correspondent.

2. Announcements by the Chairman

2.1 None made.

3. To approve the Minutes of the Parish Council meeting held on 3 November 2008

3.1 Proposed Cllr Pidgeon, Seconded Cllr Bidwell, RESOLVED unanimously that the minutes of the meeting held on 3 November 2008 be accepted as a true record.

4. To consider any Matters Arising from those Minutes

4.1 Minute 5.1 The response to the consultation on bye-laws had reflected concern at the cost and implementation of bye-laws at parish level. Whilst the principle of delegated authority was to be supported, there were no plans at present to seek authority for the Parish to have the power to implement.

4.2 Minute 5.4 The Chairman would continue to liaise with the School over representation on the School Governing Body.

Action: Chairman

5. Declarations of Interest

5.1 None made.

6. To consider Correspondence Received and determine any action required

6.1 Details of correspondence received since the last meeting had been circulated with the agenda papers. It was agreed that a Grant Aid application form be sent to the Hampshire County Youth Band Association. No further action was thought necessary on the Andover Town Access Plan consultation document.

7. To consider and, if appropriate, adopt the Expenditure Budget and Precept proposals for 2009/10

7.1 Proposals for the 2009/10 Expenditure Budget and Precept had been circulated with the agenda papers, together with comprehensive amplifying notes. In the following discussion, it was agreed not to renew the subscription to the Association of Burial Authorities, saving £86; to delete the proposed provision for election expenses, saving £1500; to reduce the budget for support for the Village Hall, saving £2250; and to add a new heading for bio-diversity with a budgeted spend of £336. It was also agreed to amend the heading ‘Vandalism’ to ‘Miscellaneous repairs’. The net result was to produce an expenditure budget for 2009/10 of £41400.

7.2 The impact of the proposed expenditure on the Precept and Council’s reserves was then considered. No increase in the Precept would require a contribution from reserves estimated at £6900 whereas a 3% increase in Precept to £30900 would produce an increase in income of £900 resulting in a corresponding reduction in the contribution from reserves. At the start of the current financial year, the Council’s reserves stood at £32053 from which the first of the three planned new bus shelters would be funded at £6000, reducing this figure to £26053. Reserves would then be enhanced by any underspend from the current financial year but then reduced by the contribution necessary to meet the proposed expenditure shortfall next year. In any event, there would be a continuing reduction in the Council’s reserves which was of concern to the Clerk and would need to be addressed at some time in the future.

7.3 Proposed Cllr Pearson, Seconded Cllr Room, that the Precept for 2009/10 be set at £30900; three votes in favour and five against thus the proposal was LOST.

7.4 Proposed Cllr Harwood, Seconded Cllr Bidwell, that the Precept remain at £30000; five votes in favour with three against; this proposal was RESOLVED.

8. To determine the Recreation Ground hire charges for 2009/10

8.1 Proposed Cllr Bidwell, Seconded Cllr Pidgeon, RESOLVED unanimously that the charge for casual hire of the recreation grounds at King’s Somborne and Up Somborne be increased from £10 plus VAT to £12 plus VAT, that the Football Club seasonal hire charge be increased from £105 or £95 if paid before 31 December the year before to £110 with no early discount; that the Cricket Club seasonal hire charge be increased from £63 to £65, all with effect from 1 April 2009.

9. To determine the Burial Board charges for 2009/10

9.1 Members thought a modest increase in charges appropriate to meet ever increasing costs and to ensure the Burial Board remained self-financing.

9.2 Proposed Cllr Bidwell, Seconded Cllr Pidgeon, RESOLVED unanimously that the following charged be levied by the Burial Board with effect from 1 April 2009:

Interments Child under 12 years of age No charge (No charge) Body of person 12 years or over £175 (£165) Cremated remains £120 (£110) Purchased grave £125 (£110) Exclusive Right of Burial Adult grave £125 (£110) (or double for double grave) Headstones, monuments, tablets and memorial inscriptions Headstone, monument or flat stone inset in the ground £125 (£110) Inscription after the first £60 (£55) Flat cremation tablet £75 (£65) Note: all fees are double for non-parish residents 2008/9 charges in parenthesis

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

10.1 The budget monitoring report showing income and expenditure to date had been circulated with the agenda. All noted that the Council’s bank balances stood at £51818.35.

11. To approve Payments of Accounts

11.1 Proposed Cllr Lane, Seconded Cllr Pidgeon, RESOLVED unanimously that a grant of £150 be made to the Methodist Church for hire of the Epworth Hall during 2009.

11.2 Proposed Cllr Lane, Seconded Cllr Pidgeon, RESOLVED unanimously that the following accounts be approved for payment:

To For Net VAT Gross Chq

BPC Shared costs 15.00 15.00 1477
Mr P Storey Salary and expenses 692.87 692.87 1478
HMRC Tax/NIC 66.28 66.28 1479
Mr M Rebbeck Grounds maint 147.50 147.50 1480
Methodist Church Hall hire 150.00 150.00 1481
Totals 1071.65 1071.65

12. To determine meeting dates for 2009

12.1 A schedule of proposed meeting dates for 2009 had been circulated with the agenda papers.

12.2. Proposed Cllr Bidwell, Seconded Cllr Harwood, RESOLVED unanimously that the meeting dates for 2009, as tabled, be adopted.

13. To receive the Clerk’s monthly report

13.1 Hampshire Playbuilder application. The bid for funding new play equipment from the Hampshire Playbuilder scheme had been unsuccessful.

13.2 Lottery Arts Project. An approach had been made by a lottery funded arts project based in Southampton to work with communities in Test Valley by organising a series of art and craft workshops to benefit local people and give them new skills and improved confidence. Members considered that a better contact might be the Village Hall Management Committee or seeking a volunteer organiser/point of contact in the Village through The Gauntlet; the Clerk would reply accordingly.

Action: Clerk

13.3 Community service work. The Clerk reported he had contacted the Probation Service who had agreed that remedial work on footpaths in the local area could be undertaken by persons on community service and arrangements would be finalised in the near future.

14. Date, time and place of next meeting

14.1 The next meeting which be held on Monday 5 January 2009 at 7.00pm in the Epworth Hall, King’s Somborne.

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

Council Minutes November 2008

Parish Council

Council Minutes November 2008

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meeting

held in the Epworth Hallcommencing at 7.00pm on Monday 3 November 2008

Present:

Cllr R Dyke (Chairman)

Cllr R Bevan (Items 1 – 14 only)

Cllr D Bidwell

Cllr F Fahy

Cllr R Harwood

Cllr R Lane

Cllr R Pidgeon

Cllr D Room (Items 1 – 13 only)

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

Public Session PC Benton took note of the presence of travellers in Up Somborne and Cllr Lane’s comments on the incidence of speeding along the Winchester Road. He also commented on support among the youth of the area for a youth shelter and it was thought appropriate to discuss this at the Annual Assembly next year.

1. Apologies for Absence

1.1 Apologies were received from Cllrs Pearson and Werrett, Borough Cllr Ward, the Tree Warden and Village Correspondent.

2. Announcements by the Chairman

2.1 The Chairman reminded all present of the forthcoming Act of Remembrance at 11.00am on Remembrance Sunday at the War Memorial.

3. To receive reports from the Tree Warden, Footpath Warden and other Volunteers

3.1 The Footpath Warden produced a list of those areas which would benefit from remedial work which could be undertaken by those undergoing community service and the Clerk would follow this up. He also reported on the Paths to Partnership seminar he and the Clerk had attended hosted by Hampshire County Council’s Countryside Access Service. Training sessions had included health and safety issues, funding for kissing gates to replace styles to improve access, responsibility of dog owners in the countryside and how to involve the community in countryside matters.

4. To approve the Minutes of the Parish Council meeting held on 6 October 2008

4.1 Proposed Cllr Pidgeon, Seconded Cllr Bevan, RESOLVED unanimously that the minutes of the meeting held on 6 October 2008 be accepted as a true record.

5. To consider any Matters Arising from those Minutes

5.1 Minute 7.2 The consultation on bye-laws was noted and Cllrs Dyke and Bidwell would review further although it was thought likely that no further action would be appropriate at this time since the Parish Council did not have immediate plans to introduce local bye-laws.

5.2 Minute 14.2 Scant advice was available on the use of private computers for Council business but based on what was available the Clerk would devise a risk assessment and suitably worded disclaimer for Members to use.

Action: Clerk

5.3 Minute 17.2 An independent valuation of the possible purchase price of Top Field would be obtained before any further approaches to Test Valley Borough Council and the matter would be discussed further at the February 2009 Parish Council meeting.

Action: Clerk

5.4 Minute 18.1 The Chairman would continue to liaise with the School over representation on the School Governing Body.

Action: Chairman

6. Declarations of Interest

6.1 None made.

7. To consider Correspondence Received and determine any action required

7.1 Details of correspondence received since the last meeting had been circulated with the agenda papers. Cllr Bidwell would review the consultation on gypsy and traveller accommodation needs.

Action: Cllr Bidwell

8. To receive reports on planning applications considered

8.1 The following responses had been made to recent planning applications received:

* 08/01947/FULLS – Linclimar, Romsey Road – replacement house – no objection

* 08/02079/LBWS – Hayes Farmhouse, Romsey Road – external wall repairs and internal works – no objection

* 08/02209/FULLS – Fishing Cottage, Romsey Road – garage and store – no objection

* 08/02227/FULLS – Down House, Old Palace Farm – extension over garage and car port – no objection

* 08/02230/FULLS – land to north of 15 Riverside Green – erection of detached dwelling and garage – objection

8.2 The following decisions had been notified by Test Valley Borough Council:

* 4 The Old Iron foundry – rear conservatory – permitted

* Hollybrook, Winchester Road – fell one Sycamore and one Eucalyptus – permitted

* Heath House Estate – erection of new dwelling – refused on the grounds of an unjustified development

* Little Mead, Stockbridge Road – fell one Conifer – permitted

8.3 TVBC was organising a series of seminars at which the public could express their views on the latest proposals for development across Test Valley over the next 20 years. These proposals would be published on the TVBC website and Cllrs Dyke and Room would attend one of the seminars.

Action: Cllrs Dyke and Room

8.4 The Local Government Information Unit had published a guide to planning for parish councils. Whilst at first sight it appeared attractive for parish councils to have some delegated responsibility for planning issues, the practicality of having a planning officer in attendance for advice and the likely limited number of issues that would be delegated to parish level caused Members to express their interest only at this time but not take the matter any further.

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

9.1 The budget monitoring report showing income and expenditure to date had been circulated with the agenda. All noted that the Council’s bank balances stood at £53,576.90.

10. To approve Payments of Accounts

10.1 Proposed Cllr Bidwell, Seconded Cllr Bevan, RESOLVED unanimously that a grant of £50 be made to the Royal British Legion’s Poppy Appeal which would also cover the cost of the wreath.

10.2 Proposed Cllr Lane, Seconded Cllr Pidgeon, RESOLVED unanimously that the following accounts be approved for payment:

To For Net VAT Gross Chq

BPC Shared costs 15.00 15.00 1470
Mr P Storey Salary and expenses 883.54 883.54 1471
HMRC Tax/NIC 53.70 53.70 1472
HCC Energy charge 2008/9 41.54 7.27 48.81 1473
J Rolfe Top Field cut 122.50 21.43 143.93 1474
M Rebbeck Grounds maint 656.25 656.25 1475
RBL Wreath/contrib 50.00 50.00 1476
Totals 1822.53 28.70 1851.23

11. To consider results of public consultation on bus shelters, their design funding and location

11.1 Fifty seven returns were made to the bus shelter questionnaire sent to all households in the Parish and showed an overwhelming support for new bus shelters of a wooden design to replace the three existing unattractive shelters.

11.2 Proposed Cllr Bevan, Seconded Cllr Harwood, RESOLVED unanimously that a replacement bus shelter be purchased for the Village Green at a cost of £5,550 plus VAT and that similar provision be made to replace the shelters in Eldon Road and Strawberry Lane in each of the next two financial years.

Action: Clerk

12. To consider implementing a revision to the Parish Plan

12.1 Cllr Bidwell reminded Members that the present Parish Plan was published in 2005 and had given direction and a clear mandate to the Parish Council but it was now likely that an updated view of the Parish and its longer term requirements would be of benefit. It was thought that residents were unlikely to welcome another 13 page questionnaire in the immediate future but with most of the actions in the current plan completed a new look to be completed in 2010 could be useful. Volunteers would be required to undertake this task and a suitable article could be placed in The Gauntlet.

12.2 Proposed Cllr Harwood, Seconded Cllr Fahy, RESOLVED unanimously that subject to volunteers coming forward a review of the Parish Plan be undertaken with a view to its completion in 2010.

Action: Clerk

13. To consider progress made and alternative locations for a bio-diversity development

13.1 Cllrs Fahy and Harwood had been reviewing the establishment of a bio-diversity project in the Parish following the previous suggestion that Muss Lane recreation ground might provide a suitable venue. In this case it was thought inappropriate because of its linear shape and poor usage. Given the aim of bio-diversity projects was the maintenance and enhancement of wildlife in a particular environment, suitable areas should be near to passers-by for interest, schools for education, and be able to support the chosen project. Wild flower areas encouraged insects, bird boxes encouraged birds and a pond development would be a feature of interest. Likely suitable areas included the copse adjacent to the play area on the King’s Somborne recreation ground, Top Field and part of the John O’Gaunt Palace Field.

13.2 Cllr Fahy would follow up the need to catalogue the wild flowers on Up Somborne Down as part of the concept.

Action: Cllr Fahy

13.3 Proposed Cllr Fahy, Seconded Cllr Harwood, RESOLVED unanimously that further action and advice be taken on the establishment of suitable bio-diversity projects in the Parish and that a budget heading for bio-diversity projects be identified.

Action: Cllrs Fahy and Harwood

Cllr Room left the meeting at this point

14. To consider possible locations for an all-weather cricket strip for young people

14.1 A need had been identified for an all-weather cricket strip for young players and a suitable location was agreed adjacent to the cricket square.

14.2 Proposed Cllr Fahy, Seconded Cllr Pidgeon, RESOLVED unanimously that the costs of installing an all-weather cricket strip adjacent to the cricket square and maintaining it be investigated further.

Cllr Bevan left the meeting at this point

15. To receive reports from Members on external meetings at which they have represented the Council or attended in any other capacity

15.1 No reports were tabled.

16. To receive Members’ reports on actions taken on lead matters including the Parish Plan

16.1 Cllr Pidgeon reported that the Scouts were required to provide a suitable fire detection system and exit door in the Scout Hut as the present system had been condemned. The Clerk would forward Grant Aid application forms for completion.

Action: Clerk 17. To receive the Clerk’s monthly report

17.1 Cllr Pearson had submitted a report that some local families might now wish to have the names of deceased relatives added to the War Memorial. The Clerk would write an article for The Gauntlet accordingly.

Action: Clerk

17.2 The bus service from King’s Somborne to Winchester, previously run by Wilts and Dorset , was being taken over wef 3 November 2008 by Stagecoach. This would result in a slight change to timetables and also a larger vehicle being used which should ease the overcrowding issue on the early morning service to Winchester.

18. To receive reports on the Parish recreational facilities and Cemetery

18.1 The overgrown hedge along the boundary of the Cemetery was straddling some of the plots and it was agreed that estimates of cost for cutting it back should be obtained and the local farmer informed.

Action: Clerk

18.2 Cllr Fahy confirmed that the tennis/all weather sports surface project had now been formally abandoned.

19. Date, time and place of next meeting

19.1 The next meeting which will be the Annual Finance Meeting will be held on Monday 1 December at 7.00pm in the Epworth Hall, King’s Somborne.

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

Council minutes October 2008

Parish Council

Council minutes October 2008

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meeting

held in the Epworth Hall commencing at 7.00pm on Monday 6 October 2008

Present: Cllr R Dyke (Chairman)

Cllr R Bevan

Cllr D Bidwell

Cllr F Fahy

Cllr G Pearson

Cllr R Pidgeon

Cllr D Room

Cllr J Werrett

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

Public Session Two members of the public were present and expressed concern at the number of rooks in the trees and the problems they caused, the prospect of travellers occupying local land and the need to preserve the character of the Village with particular reference to street lights. The Clerk explained that rooks were regarded as pests and could be shot provided the action took place further than 20feet from a public path and with the landowner’s consent. Note was taken of the suggestion that the streetlights could be of a design more appropriate for a conservation area and that further consultation should take place with the utility supply companies, following that of some five years ago, with a view to burying some of the overhead cables.

Action: Clerk

1. Apologies for Absence

1.1 Apologies were received from Cllr Lane, Borough Cllr Ward and PC Benton; Cllr Harwood was not present.

2. Announcements by the Chairman

2.1 None made.

3. To receive reports from the Tree Warden, Footpath Warden and other Volunteers

3.1 The Tree Warden offered to replace the two dead trees in the Cemetery and Top Field and said he was in the process of identifying areas where more trees could be planted. He would also do some remedial work on the Cemetery hedge with Cllr Fahy.

4. To approve the Minutes of the Parish Council meeting held on 8 September 2008

4.1 Proposed Cllr Pidgeon, Seconded Cllr Bidwell, RESOLVED unanimously that the minutes of the meeting held on 8 September 2008 be accepted as a true record.

5. To consider any Matters Arising from those Minutes

5.1 There were no matters arising not dealt with elsewhere in these minutes.

6. Declarations of Interest

6.1 None made.

7. To consider Correspondence Received and determine any action required

7.1 Details of correspondence received since the last meeting had been circulated with the agenda papers. This included the Test Valley Borough Council’s Biodiversity Plan which Cllrs Fahy and Harwood would review and comment upon at the next meeting. Cllr Fahy would also consider alternative sites to that currently identified in the Muss Lane recreation ground. A clearer understanding of biodiversity was sought by Members.

Action: Cllrs Fahy and Harwood

7.2 Also included was a consultation document on making and enforcing bye-laws which Cllr Pidgeon would review.

Action: Cllr Pidgeon

8. To receive reports on planning applications considered

8.1 The following responses had been made to recent planning applications received:

* 08/02367/TPOS – 2 Kings Acre – coppice three Hazel trees to ground level – no objection

* 08/02340/Trees – Little Mead, Stockbridge Road – fell one Conifer no objection

* 8/02288/Trees – Hollybrook, Winchester Road – fell one Sycamore and one Eucalyptus – no objection

8.2 The following decisions had been notified by Test Valley Borough Council:

* Smiths Place, Stockbridge Road – rear and side extensions – permitted

* 1 Kingsdown Cottages – replacement garage with study – permitted

* Park Farm, Somborne Park Road – variation to previous access plan – permitted

* 1 Eldon Close – retrospective application for erection of wall – refused on grounds of excessive height

* The Waggon House, Parsonage Farm Barns – crown reduce one Sycamore and others – permitted

* Sunflowers, Palace Close – add storey – permitted

* land adjacent to 4 Nutchers’s Drove – new 2 bed dwelling – permitted

* Brook House, Old Vicarage Lane – remove one Fir tree and one Robinia – permitted

* Hayes, Romsey Road – two storey front and single storey side extensions – refused on grounds of size and detrimental effect on listed building

* Bryony Cottage, Stockbridge Road – fell one Ash – permitted

* Upper House, Up Somborne Lane – dormers and windows to rear and single storey extension to side – permitted

* The Old School House, Hoplands Farm – conversion to holiday let – permitted

* 25 Nutcher’s Drove – pollard and coppice various trees – permitted

* land opposite 14 Muss Lane – crown lift one Maple – permitted

* 2 Kings Acre – coppice three Hazel trees – permitted

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

9.1 The budget monitoring report showing income and expenditure to date had been circulated with the agenda. The Clerk reported that builders’ estimates of costs had now been received for the Village Hall and that he would be submitting applications for external funding grants in the near future which would include the Parish Council’s budgeted grant under the local authorities’ capital grant scheme. All noted that the Council’s bank balances stood at £55,369.09.

10. To approve Payments of Accounts

10.1 Proposed Cllr Bidwell, Seconded Cllr Bevan, RESOLVED unanimously that the following accounts be approved for payment:

To For Net VAT Gross Chq

BPC Shared costs 96.25 96.25 1458
Mr P Storey Salary and expenses 557.96 557.96 1459
HMRC Tax/NIC 231.17 231.17 1460
Somborne with Ashley Gauntlet printing 12.00 12.00 1461
Cullens Memorial repairs 120.00 120.00 1462
Safety Shop No Golf sign 17.97 3.14 21.11 1463
Information Com Data registration 35.00 35.00 1464
TVBC Grass cutting 703.88 123.18 827.06 1465
Mr Rebbeck Grounds maint 831.00 831.00 1466
Harrop computers PC maint 25.00 25.00 1467
FWAG Grant 50.00 50.00 1468
BICE Ltd VH grant 183.56 32.12 215.68 1469
Totals 2863.79 158.44 3022.23

11. To consider and, if appropriate, approve grants to the Village Hall and Hampshire Farming and Wildlife Advisory Group

11.1 The Village Hall had received an invoice for more plumbing repairs and following the earlier grant made for plumbing it was thought appropriate to pay this invoice on their behalf.

11.2 Proposed Cllr Bidewll, Seconded Cllr Bevan, RESOLVED with Cllr Pearson against and Cllr Werrett abstaining that the invoice for £215.68 for plumbing repairs in the Village Hall be paid by way of a grant.

11.3 An application for a grant of £50 to assist with meeting their running costs had been received from the Hampshire Farming and Wildlife Advisory Group. Support had been given to the Group in past years to assist them in meeting the costs incurred in giving help to local farmers.

11.4 Proposed Cllr Fahy, Seconded Cllr Bevan, RESOLVED with Cllr Pearson against and Cllr Bidwell abstaining that £50 be granted to the Hampshire Farming and Wildlife Advisory Group to assist them in meeting their running costs.

12. To review the need for dog waste bins on the Trim Trail

12.1 The Borough Council had installed warning notices around the Trim Trail reminding dog owners to clear up after their dogs and use the waste bins already provided. Although the occasional trouble spot occurred it was thought unnecessary to consider any further action at this time.

13. To adopt the Community Emergency Plan

13.1 Copies of the Emergency Plan had been e-mailed to Members and passed through the County Council Emergency Planning department. All agreed it was an excellent document.

13.2 Proposed Cllr Room, Seconded Cllr Fahy, RESOLVED unanimously that the Community Emergency Plan be adopted and distributed by the Clerk as discussed.

Action: Clerk

14. To review the use of private computers by elected Members on Council business

14.1 Concern had been expressed by some members on their extent of their personal liability for virus infection when using a private computer for Council business. Advice received to date indicated that when a councillor was using his own computer in direct contact with a member of the public he was not acting on behalf of the Council and it would be his personal responsibility to ensure he was not spreading viruses. However, when sending e-mails on behalf of the Council, the Council becomes responsible for the councillor’s actions and although the inclusion of a disclaimer might mitigate any subsequent claim for virus damage it is insufficient in itself to illustrate that sufficient preventative action has been taken. There also needs to be a risk assessment undertaken and proof of up-to-date software in use. Any disclaimer in use should also include a statement that the opinions expressed do not necessarily reflect those of the Council and the contact details of the sender should also be shown clearly.

14.2 The Clerk had received advice from HALC on this matter but because of the on-going concerns of some members would try to obtain more specific advice and examples of disclaimers in use at higher levels of government.

Action: Clerk

15. To receive reports from Members on external meetings at which they have represented the Council or attended in any other capacity

15.1 Cllr Bevan had attended a seminar on affordable housing at which it had been announced that between 16 and 20 units were planned for King’s Somborne.

15.2 Cllr Pidgeon reported that the scouts were hard at work fundraising and improving the Scout hut.

16. To receive Members’ reports on actions taken on lead matters including the Parish Plan

16.1 Cllr Bidwell would attend the annual meeting of transport representatives and the HATS meeting on 14 October at which the main item for discussion would be highways and transport matters.

17. To receive the Clerk’s monthly report

17.1 An opportunity existed to make use of persons on Community Service and it was agreed to follow this up with a view to path clearing and general grounds maintenance.

17.2 Test Valley had increased the likely purchase price for Top Field to £25,000 per acre and there were 6.47 acres in total. The Clerk would refer back to the Borough Council.

Action: Clerk

18. To receive reports on the Parish recreational facilities and Cemetery

18.1 Cllr Pidgeon commented on the possible need for an all-weather cricket strip for young cricketers and this matter would be considered in greater detail at next month’s meeting. He also expressed his frustration with the school at the lack of information made available to him in his capacity as the liaison councillor and both Cllrs Dyke and Bidwell agreed to follow this up with Cllr Dyke stating he would contact the Chairman of Governors.

Action: Cllrs Dyke and Bidwell

19. Date, time and place of next meeting

19.1 The next meeting will be held on Monday 3 November at 7.00pm in the Epworth Hall, King’s Somborne.

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

Parish Council minutes Septemeber 2008

Parish Council

Parish Council minutes Sep 2008

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meeting held in the Epworth Hall

commencing at 7.00pm on Monday 8 September 2008

Present: Cllr R Dyke (Chairman)

Cllr R Bevan (Items 1 – 17)

Cllr D Bidwell

Cllr R Harwood

Cllr R Lane

Cllr R Pidgeon

Cllr J Werrett

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

Public Session

County Cllr M Woodhall, Borough Cllr A Ward, Footpath Warden, Village Correspondent and two members of the public were present for part of the meeting. The Chairman welcomed everyone to the meeting in particular Dawn Harrison who was taking over from Jo Finch as the Village Correspondent. Sincere thanks for all her past support and all best wishes were given to Jo Finch on her retirement. Cllr Woodhall commented on a recent seminar at HALC on changes to the Quality Parish accreditation scheme and how important he considered this accreditation to be. He then commented on his involvement with the outstanding highways matters in the Parish and Clr Werrett took the opportunity to highlight his frustration, as the Parish Councillor with responsibility for highways matters, with the lack of positive information he was getting from elements of the highways staff. He thought the continued excuse of changeover of contractor as a reason why maintenance works were not being completed and the apparent lack of any forward planning were particularly frustrating. Cllr Woodhall noted Cllr Werrett’s view that, having identified those highways matters of concern in writing to and having walked the areas in question with highways staff, a plan should then be produced identifying when the outstanding work would be programmed for completion and this should be made available to the Parish Council. Should the contractor then fail to adhere to the plan, highways staff should then pursue them, culminating in legal action against them if necessary. In sum, a more positive attitude was required by management. Cllr Ward commented that the application to develop the old Andover airfield site on behalf of Tesco Ltd had been rejected by the Northern Area Planning Committee on a split vote of 13 – 11. It would now go to Planning Control who would check for the correct interpretation of planning policy and who could overturn the rejection if grounds were thought to exist. Cllr Ward also introduced the matter of delegating responsibility to parish councils, highlighting planning and a document produced recently outlining the retention by the planning department of the right to make the final decision but substituting parish councils for deliberations presently undertaken by the area planning committees. He gave the Chairman both a copy of the document and a list of planning applications covering the last 18 months for councillors to consider.

Action: Clerk to circulate and place on agenda for next meeting

Cllr Ward updated Councillors on progress made in providing more affordable housing elsewhere and noted that discussions were in hand on the numbers appropriate for King’s Somborne. Cllr Dyke would liaise with TVBC staff on final numbers, thought to be between 6 and 8 dwellings, and Cllr Ward would monitor progress made.

Action: Cllrs Bevan, Dyke and Ward

Cllr Ward concluded by confirming that the Winterslow development had been set aside and that the current debate about fluoride in water would not affect King’s Somborne.

1. Apologies for Absence

1.1 Apologies were received from Cllrs Fahy, Pearson and Room and from PC Benton.

2. Announcements by the Chairman

2.1 None made.

3. To receive reports from the Tree Warden, Footpath Warden and other Volunteers

3.1 The Footpath Warden, Stephen Rake, commented that two successful walks had been held recently despite the appalling weather and that he would attend the ‘Paths to Partnership’ seminar being staged by HCC on 9 October with the Clerk.

4. To approve the Minutes of the Parish Council meeting held on 7 July 2008

4.1 Proposed Cllr Pidgeon, Seconded Cllr Bidwell, RESOLVED unanimously that the minutes of the meeting held on 7 July 2008 be accepted as a true record.

5. To consider any Matters Arising from those Minutes

5.1 Minute 5.5 Cllr Werrett confirmed that there were no objections from HCC to replacing the bus shelter on the Village Green but there could be problems in finding a suitable alternative location.

5.2 Minute 5.7 The loose leaf questionnaire on the bus shelter failed to get into The Gauntlet magazine but would be include in the next issue.

5.3 Minute 10.1 The PCC were content to insure the clock in the Church tower with the Parish Council continuing to meet maintenance and repair costs.

6. Declarations of Interest

6.1 None made.

7. To consider Correspondence Received and determination any action required

7.1 Details of correspondence received since the last meeting had been circulated with the agenda papers; no further specific action was thought necessary.

8. To receive reports on planning applications considered

8.1 The following responses had been made to recent planning applications received: ·

08/00941/FULLS – Hayes, Romsey Road – two storey front and single story side extensions, internal alterations and new staircase with additional bedroom – no objection ·

08/01646/FULLS – Sunflowers, Palace Close – additional storey to main section – no objection

08/01762/FULLS – Meadow Brook, Romsey Road – replacement garage with single storey residential annex – no objection

08/01840/FULLS – The Old School House, Hoplands Farm – conversion from nursery/estate office to holiday let – no objection

08/02048/Fulls – 4 The Old Iron Foundry – rear conservatory – no objection ·

08/01610/Trees – 4 Parsonage Barns – crown reductions on various trees – no objection ·

08/01753/Trees – Brook House, Old Vicarage Lane – remove one Fir and one Robinia – no objection

08/01849/TPOS – prune 4 Hazel trees – no objection

08/01886/Trees – Bryony Cottage, Stockbridge Road – fell one Ash – no objection ·

08/01907/Trees – 25 Nutcher’s Drove – pollard various trees – no objection·

08/02117/Trees – land opposite 14 Muss Lane – crown lift one Maple – no objection

8.2 Councillors noted that the appeal by the owners of Horsebridge Station against the decision not to allow them to have a marquee erected in their grounds for longer periods than at present had been rejected on visual impact grounds.

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

9.1 The budget monitoring report showing income and expenditure to date had been circulated with the agenda. Cllr Harwood commented that expenditure appeared low for the fifth month in the financial year although he acknowledged that expenditure patterns during the year were variable. He emphasised his belief that every effort should be made to have the budgeted funds work for the community in the year they were precepted. All noted that the Council’s bank balances stood at £42345.26.

10. To approve Payments of Accounts

10.1 Proposed Cllr Werrett, Seconded Cllr Bevan, RESOLVED unanimously that the following accounts be approved for payment:

To For Net VAT Gross Chq BPC Shared costs 62.85 62.85 1451

Mr P Storey Salary/expenses 548.35 548.35 1452 HMRC Tax/NIC 231.17 231.17 1453

Mr M Rebbeck Grounds maint 1471.75 1471.75 1454 CPRE Annual sub 28.00 28.00 1455 Cancelled cheque 1456

Assn Burial Auth Annual sub 90.00 90.00 1457 Total 2432.12 2432.12

11. To consider changing the name of Council to more broadly reflect its responsibilities under new legislation

11.1 The Clerk explained the implications of various new pieces of legislation affecting local government and highlighted the on-going misunderstanding between parochial church councils (PCCs) and parish councils (PCs). Elsewhere, local councils had changed their name to ‘community council’ and it was for discussion as to what action if any should be undertaken by King’s Somborne. There was general agreement that ‘community’ was not the best term to use and also recognition that all the Sombornes should be covered if a general term such ‘The Sombornes’ was to be used; Little Somborne fell outside the current parish boundary.

11.2 Proposed Cllr Bidwell, Seconded Cllr Werrett, RESOLVED unanimously that the Clerk investigate further the implications of a name change in line with current local government thinking.

Action: Clerk

12. To determine representation and voting at Hampshire Association of Local Council’s AGM

12.1 It was decided that Cllr Bidwell would represent the Council at the forthcoming HALC AGM; the Clerk would also attend. There were two resolutions to debate; one calling for the Chief Constable to reconsider the withdrawal of police cover at carnival and other community events and the second that Government amends legislation to allow modern banking practices utilising electronic banking methods to be used by councils. The Parish Council wished to support both resolutions.

13. To consider appropriate action to be taken to prevent large vehicles from entering Old Vicarage Lane

13.1 Despite efforts to have larger or different signs displayed at the entrances to Old Vicarage Lane to prevent large vehicles from entering the road and getting stuck by the bridge, the existing signs were still on display. The Clerk would investigate alternative signs and their cost if the Council had to pay and Cllr Ward undertook to liaise with Highways staff.

Action: Clerk and Cllr Ward

14. To consider replacement of ‘No Golf’ notice on the recreation ground

14.1 A recent incident had highlighted the need to replace the missing ‘No Golf’ sign on the King’s Somborne recreation ground to prevent accidents from golf balls. The Chairman would write to those involved in the recent incident.

Action: Chairman

14.2 Proposed Cllr Harwood, Seconded Cllr Bevan RESOLVED unanimously that a sign be purchased and erected on the recreation ground.

Action: Clerk

15. To consider a request to support the campaign for an Andover Town Council

15.1 A request had been received from the organisers of the campaign to establish a town council for Andover to lend support and offer help and advice. There was some discussion on whether or not our support ‘in principle’ should be given and when put to the vote the motion was lost by one vote with two abstentions. It was noted that Cllr Bidwell had already given some guidance through the Test Valley Association of Town and Parish Councils. The Clerk was instructed to acknowledge the letter and offer some help in the future should the objectives of the campaign be successful.

Action: Clerk

16. To consider an invitation to send two representatives to an HCC ‘Paths to Partnership’ meeting

16.1 This item was determined in the Public Session.

Cllr Bevan left at this point

17. To receive reports from Members on external meetings at which they had represented the Parish Council or attended in any other capacity

17.1 Cllrs Dyke and Lane had attended a Police seminar on rural policing which had included presentations by other external organisations each with some responsibility in the community and had found it very useful in recognising each other’s roles. It was thought appropriate to invite a speaker from the Fire and Rescue Service to address the 2009 Annual Assembly on fire precautions in the home.

Action:

Clerk 17.2 Cllr Werrett had had extensive meetings with Hampshire Highways staff to discuss various outstanding matters, as reported above. A current list of actions required is attached to these minutes.

17.3 Cllr Pidgeon queried the ownership of the gullies near the garages in Scott Close as they were blocked yet no-one appeared to accept responsibility for their clearance. The Clerk would investigate further.

Action: Clerk

18. To receive Members’ reports on actions taken on lead matters including the Parish Plan

18.1 Cllr Werrett expressed his concern at the inactivity by TVBC staff regarding relocation of the speed indicator device which they were contracted to relocate at regular intervals and to maintain. He had been advised that Health and Safety rules now required certain safety features to be installed on the main road before staff could dismantle the sign for relocation. The site originally chosen on Winchester Road was now deemed unacceptable for safety reasons. Also, the required pole facing south on Romsey Road had yet to be installed. The result was that Members agreed TVBC was in default of its agreement with the Parish Council and supported fully the request made by Cllr Werrett to TVBC for a 50% reduction in the annual maintenance charge.

18.2 The Parish Plan was now five years old and Cllr Bidwell requested that a marker be put down that a new Plan should be produced for issue in 2010. This would be an agenda item for the November Parish Council meeting.

Action: Clerk

19. To receive the Clerk’s monthly report

19.1 Cllr Fahy wished it to be noted that he had started researching the history of the Yew Tree in the grounds of Yew Tree Cottage with the owner’s consent. He also wished members to note the campaign led by the Postmistress against the Government’s intention to withdraw or amend the OAP pension card system; the Clerk would investigate this further.

Action: Clerk

19.2 Cllr Pearson had recommended that a copy of the draft British Standard on tree safety be acquired but research on the internet had shown there to be much criticism of the draft and Members thought it inappropriate at this time to expend money on its purchase, preferring to rely on the expertise of the arboricultural staff at TVBC.

19.3 TVBC staff had confirmed they would be replacing the green bin by the bottle bank with a black and gold one which would enable them to empty this new bin more frequently; they would also review the request to replace the missing bin by the skate ramp but did point out it was not policy to erect green bins on non-highways land. It was thought appropriate to remind TVBC that any bins installed should be secured to a post.

Action: Clerk

19.4 The Clerk highlighted the introduction of two new requirements for Quality Parish councils; namely to prove community engagement and to enhance citizenship. The Council’s re-accreditation fell due in mid 2010 and early next year, if Members wished to seek re-accreditation, the Clerk would have to start compiling the 12 months of evidence in support of good practice. These new requirements would entail Members changing their working practices and providing proof of their activities. More details would be provided on the new requirements when they had been fleshed out and it was thought appropriate to put this item on the January 2009 meeting agenda.

Action: Clerk

19.5 It would also be necessary to identify the training needs of both Members and the Clerk as a training statement of intent would form part of the portfolio of evidence. Members were asked to consider their personal training needs and to consider attending one of the training seminars held by HALC at some time in the near future if they had not been to one in recent years.

Action: Members

19.6 Proposed Cllr Harwood, Seconded Cllr Clr Bidwell, RESOLVED, that the Clerk prepare for Quality Parish re-accreditation in the knowledge that any additional costs incurred would be met from Council funds.

19.7 A partial review of the South East Plan for accommodating gypsies and travellers had been received but it was not thought necessary for any comment to be made.

20. To consider Highways matters of interest to the Parish

20.1 Topics under this agenda item have been dealt with elsewhere.

21. To consider Test Valley Borough Council matters of interest to the Parish

21.1 Topics under this agenda item have been dealt with elsewhere.

22. To receive reports on the Parish recreational facilities and Cemetery

22.1 Cllr Harwood commented on the spread of seed to the detriment of the outfield and recreation ground in general from Top Field and recommended that a contractor be engaged to cut the grass in the immediate future.

Action: Clerk

22.2 Cllr Pidgeon reported that the Scouts had enjoyed another successful year and that he would be attending their next meeting in October.

23. Date, time and place of next meeting

23.1 The next meeting will be held on Monday 6 October 2008 at 7.00pm in the Epworth Hall, King’s Somborne.

There being no further business, the Chairman closed the meeting at 10.10pm

Clerk to the Council

Parish Council minutes July 2008

Parish Council

Parish Council minutes July 2008

Kings Somborne Parish Council

Minutes of the Parish Council Meeting
held in the Epworth Hall
commencing at 7.00pm on Monday 7 July 2008

Present: Cllr R Dyke (Chairman)
Cllr D Bidwell
Cllr R Harwood
Cllr R Lane
Cllr G Pearson
Cllr R Pidgeon
Cllr J Werrett

In Attendance: Mr P J Storey (Clerk to King’s Somborne Parish Council)
Public Session Borough Councillor Ward, Mrs J Finch, PC M Benton and three members of the public were present for part of the meeting. The Chairman made a presentation to Cllr Bidwell in recognition of his nine years as Chairman of the Parish Council and thanked him on behalf of the community for his contribution over all the years he had been a Councillor. Mrs Finch confirmed that no-one had come forward as yet to replace her as the Village Correspondent. Cllr Werrett proposed and Cllr Bidwell seconded, RESOLVED unanimously that a vote of thanks be given to Mrs Finch for her contribution to the community as its Correspondent and that she be wished well for the future. It was agreed that a loose leaf insert should be placed in The Gauntlet to attract a replacement and that the modest printing cost of £10 should be met by the Parish Council.

Action: Clerk

PC Benton confirmed that only crimes of note such as burglaries and car thefts were recorded in the weekly Bulletin and others such as minor domestic issues were omitted. Mrs Foyle and others expressed their concern at the decision to remove the bus shelter from the Village Green, supporting their comments by citing the increased usage made of this shelter by travellers no longer using their cars and those with free bus passes. They believed a clear need existed for a shelter during inclement weather and although they agreed the present shelter was not attractive they were clearly of the opinion that it should not be removed until a replacement was provided. Additionally, they thought a path leading to it was necessary and also that the Eldon Road shelter and Strawberry Lane shelter at Up Somborne should be considered for replacement.

1. Apologies for Absence

1.1 Apologies were received from Cllrs Bevan, Fahy and Room.

2. Announcement by the Chairman

2.1 None made.

3. To receive reports from Tree Warden, Footpath Warden and other volunteers
3.1 None received.

4. To approve the Minutes of the Parish Council meeting held on 2 June 2008

4.1 Proposed Cllr Bidwell, Seconded Cllr Pidgeon, RESOLVED unanimously that the Minutes of the meeting held on 2 June 2008 be accepted.

5. To consider any matters arising from those Minutes

5.1 Minute 5.1 It was likely that further consultation would take place regarding the policy for expending S106 monies received from developers.

5.2 Minute 13.1 TVBC had now displayed dog fouling notices around the Trim Trail and their impact would be monitored.

5.3 Minute 14.2 Following the earlier comments on bus shelters in the public session, the Chairman sought to reopen discussion on this matter despite the ‘6 month’ rule.

5.4 Proposed Cllr Bidwell, Seconded Cllr Lane RESOLVED with Cllr Harwood against and Cllrs Pidgeon and Werrett abstaining that Parish Council Standing Orders be set aside to allow discussion within six months on a matter previously determined.

5.5 Cllr Pearson opined that the earlier decision to remove the Village Green bus shelter and monitor reaction had been based on outdated information. He reminded Members that the results of his survey a year ago illustrated minimal usage of the shelter whereas it now appeared that usage had increased. It was generally agreed the shelter itself was not suited to the conservation area in which it stood and that it might be difficult to quantify sufficient usage to justify spending public funds on its replacement and the other two shelters in the Parish. After further discussion, it was thought appropriate to take a sounding from the public and at the same time Cllr Werrett would discuss the implications of relocation with Hampshire Highways staff.

Action: Cllr Werrett

5.6 Proposed Cllr Dyke, Seconded Cllr Pidgeon, RESOLVED with Cllrs Harwood, Pearson and Werrett against that removal of the Village Green bus shelter be put on hold and reviewed in September.

5.7 A suitably worded survey would be drawn up by the Chairman and Clerk for insertion in The Gauntlet seeking public opinion on the future provision of a bus shelter in the Village centre.

Action: Chairman and Clerk

5.8 Proposed Cllr Harwood, Seconded Cllr Werrett RESOLVED that Parish Council Standing Orders be reinstated at this point.

6. Declarations of Interest

6.1 Cllr Bidwell declared an interest in planning application 08/01493/FULLS to be discussed at Item 8.

7. To consider Correspondence Received and determine any action required

7.1 Details of correspondence received since the last meeting had been circulated with the agenda papers. The Clerk drew attention to a letter advising the Government’s intention to invest in children’s play areas and said he would be expressing Council’s interest in bidding for funding under this scheme.

7.2 A letter had been received from Upper Clatford Parish Council seeking support for their concern at the planning officers’ ability to determine an application to convert land at Andover Airfield into a large warehouse complex for Tesco. Members thought it inappropriate to lend support to the concerns raised which queried the experience and resources available to interpret the data supporting the application but did think it appropriate to again raise concern at the likely increase in heavy traffic along the A3057; these concerns had been raised previously by Cllrs Bidwell and Fahy when local MP Sandra Gidley had received assurances that trunk traffic would be directed along the A34 and A303. It was agreed the Clerk should reiterate these concerns to planning officers.

Action: Clerk

8. To receive reports on Planning Applications considered

8.1 The following responses had been made to recent planning applications received:

* 08/01493/FULLS – adjacent to Surene, 4 Nutcher’s Drove – erection of 2 bed dwelling, new entrance drive and parking space – no objection

* 08/01352/TREES – 4 The Old Iron Foundry – dismantle Yew Tree to ground level – no objection

9. To receive RFO’s Report and Budget Monitoring

9.1 The budget monitoring report showing income and expenditure to date had been circulated with the agenda. Cllr Harwood commented that the percentage spend for the first quarter of the year was artificially high as many expenses were front end loaded and he foresaw an underspend on the year. The Clerk commented that £500 had been received from Testway Housing towards the cost of providing todders’ play activity equipment and confirmed the current bank balances totalled £45,733.98.

10. To approve Payments of Accounts

10.1 Noting a payment for clock insurance, Cllr Pearson highlighted the fact that the Parish clock was not actually owned by the Parish Council although the Council had insured it for many years and paid for the electricity consumed and an annual maintenance check. It was thought appropriate for the Clerk to draw the Parochial Church Council’s attention to this with a view to regularising the ownership.

Action: Clerk

10.2 Proposed Cllr Pidgeon, Seconded Cllr Lane, RESOLVED unanimously that the following accounts be approved for payment:

To For Net VAT Gross Chq No
Mr P Storey Salary/expenses 538.09 538.09 1433
BishopstokePC Shared costs 28.58 28.58 1434
BrokerNetworkLtd Insurance premium 25.00 25.00 1435
MrMRebbeck Grounds maint 643.50 643.50 1436
GlasdonUKLtd Binhood and cover 27.01 4.72 31.73 1437
VillageandUrban Noticeboard 628.00 109.90 737.90 1438
PlaysafetyLtd Safety inspection 183.00 32.03 215.03 1439
HALC LGiU book 12.00 12.00 1440
PJDrew Bier Hut board 78.00 13.65 91.65 1441
TVBC Planning application 20.00 20.00 1442
Totals 2183.18 160.30 2343.48
11. To consider and, if appropriate, determine a response to the TVBC draft cycle strategy
11.1 The draft strategy had been considered but did not impact greatly upon The Sombornes. However, it was thought appropriate for the Clerk to comment that access to the Test Way from King’s Somborne was not direct and that some of the existing cycle way was considered dangerous.

Action: Clerk

12. To consider and, if appropriate, determine a response to the South East Plan for mineral aggregation

12.1 No formal response was thought necessary but the Council’s on-going interest should be registered.
Action: Clerk

13. To consider and, if appropriate, determine a response to the HCC Adult Services Grants programme
13.1 Cllr Fahy had provided comments on the consultation which the Clerk would relay to HCC. Action: Clerk

14. To receive reports from Members on external meetings at which they had represented the Parish Council or have attended in any other capacity

14.1 None tabled.

15. To receive Members’ reports, as appropriate, on actions taken on lead matters including the Parish Plan

15.1 Cllr Pearson reported on the overgrown hedge on the Frogholes Lane footpath and the overgrowth outside the empty house on Romsey Road which the Clerk undertook to report to HCC, and the need for the Scouts to trim their hedge adjacent to the pavement which Cllr Pidgeon would follow up.

Action: Clerk and Cllr Pidgeon

16. To receive the Clerk’s monthly report

16.1 The Clerk reported on the changes to the Quality Parish accreditation scheme and reminded Members that some work would be necessary, in particular recording their interfacing with the electorate, to be successfully re-accredited in 2010.

17. To consider Highway matters of interest to the Parish

17.1 Cllr Werrett reported the intention of Hampshire Highways staff to extend the marked footway along the Winchester Road and that any matters of concern should be made known to him in time for his next meeting with Highways staff in September. Cllr Bidwell thought it was time for the speed indicator device to be relocated and the Clerk would follow up on the poor positioning of the ’20 is plenty’ signs.

Action: Clerk and Cllr Werrett
18. To consider Test Valley Borough Council matters of interest to the Parish
18.1 Borough Cllr Ward confirmed that shop signs would be erected on the A3057 pointing to Cross Stores and Martin’s Shop.

19. To receive reports on Parish recreational facilities and Cemetery

19.1 It was noted that Top Field was to be cut by a local farmer for hay and that the School had used the cricket square causing minor damage. Cllr Bidwell thought that the School Travel Plan was about due which should enable further thought to be given to the parking problems on the A3057, Church Road and slip road; Cllr Pidgeon would follow this up.

Action: Cllr Pidgeon

19.2 Proposed Cllr Dyke, Seconded Cllr Bidwell, RESOLVED unanimously that a seat be provided at the highest point on the Trim Trail.

Action: Clerk

19.3 Cllr Pidgeon reported that the Scouts AGM would be held on 10 July 2008.

20. Date, time and place of next meeting

20.1 The next meeting will be held on Monday 8 September 2008 at 7.00pm in the Epworth Hall, King’s Somborne.

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

Clerk to the Council

Parish Council minutes June 2008

Parish Council

Parish Council minutes June 2008

King’s Somborne Parish Council

Minutes of the Parish Council Meeting
held in the Epworth Hall
commencing at 7.00pm on Monday 2 June 2008

Present: Cllr R Dyke (Chairman)
Cllr R BevanCllr D BidwellCllr F Fahy (Item 4 onwards)Cllr R Harwood (Item 4 onwards)Cllr R LaneCllr G PearsonCllr R PidgeonCllr D RoomCllr J Werrett

In Attendance: Mr P J Storey (Clerk to King’s Somborne Parish Council)
Public Session Dr Stephen Rake the Footpath Warden, PC M Benton and Mrs J Finch the Village Correspondent, were present for part of the meeting.

1. Apologies for Absence

1.1 None.

2. Announcements by the Chairman

2.1 None.

3. To receive reports from the Tree Warden, Footpath Warden and others

3.1 PC Benton advised that those with exposed oil storage tanks should attempt to hide them with bushes and make them more difficult to access, as well as taking advice from their insurers, in view of the recent spate of oil tank thefts. Dr Rake confirmed that there had been another successful footpath walk and that the oil pipeline work had not as yet affected any of the footpaths in the Parish.

4. To approve the Minutes of the Parish Council meeting held on 12 May 2008

4.1 Proposed Cllr Bevan, Seconded Cllr Pidgeon, RESOLVED unanimously that the Minutes of the meeting held on 12 May 2008 be accepted as a true record.

5. To consider any Matters Arising from those Minutes

5.1 Item 19. It was noted that more consultation was planned between TVBC and parishes about the expending of Section 106 monies, those payments made by developers for community improvements, and a consultation document would be circulated. Action: Clerk to progress the consultation document

6. Declarations of Interest

6.1 None declared.

7. To consider Correspondence Received and determine any action required

7.1 Details of correspondence received since the last meeting had been circulated with the agenda papers. Since then, consultation documents on the Adult Services Grants programme and the South East Plan for mineral aggregates had been received and these were to be reviewed by Cllrs Fahy and Harwood respectively.

Action: Cllrs Fahy and Harwood

8. To receive reports on Planning Applications considered

8.1 The following responses had been made to recent planning applications received:

* 08/1175/1176/FULLS – Upper House, Up Somborne – dormers and windows to rear, balcony to front and orangery to side – no objection

8.2 The Clerk reported on the following determinations:

* 08/00972/Trees – The Old Vicarage – fell three Poplars – approved

* 08/00100/LBWS – War Memorial – name addition – approved

* 08/00653/FULLS – Hawthorns, Winchester Road – conservatory – approved

* 08/00811/FULLS – Willowside, Winchester Road – first floor extension, dormer window and canopy roof extension to rear – approved

* 08/00834/FULLS – 3 Marsh Court Farm Cottages – rear/side single roof extension and pitched roof – approved

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

9.1 A budget monitoring report had been circulated with the agenda showing the income and expenditure to date. The Clerk confirmed that the current bank balances totalled £48,459.81. Cllr Harwood sought to identify possible surpluses under some budget headings such as Insurance for possible reallocation later in the year.

10. To approve Payments of Accounts

10.1 Proposed Cllr Pidgeon, Seconded Cllr Bevan, RESOLVED unanimously that the following accounts be approved for payment:

To For Net VAT Gross Chq
Mr P Storey Salary/expenses 562.78 562.78 1428

HMRC Tax/ Employer’s NIC 195.49 195.49 1429

Bishopstoke PC Shared costs 38.25 38.25 1430

Broker Network Ltd Insurance premium 1361.38 1361.38 1431

Mr M Rebbeck Grounds maint 766.00 766.00 1432

Totals 2923.90 2923.90

11. To consider the implications of using private computers for Council business business

11.1 Cllr Werrett had previously raised the matter of liability if a virus was sent from a private computer being used by a councillor on council business and the Clerk had been advised that this situation was being reviewed the National Association but in the meantime the advice was to (a) be careful and (b) undertake a risk assessment and produce a policy covering such a risk. No such assessments or policies appeared to exist at parish level but the Clerk would follow up with HALC.

Action: Clerk

12. To consider supporting the Air Ambulance gold collection scheme

12.1 The Hampshire and Isle of Wight Air Ambulance was initiating a collection of unwanted gold items to help raise funds and Members gave thought how the Parish Council might assist in advertising the scheme. Cllr Room undertook to redesign the current leaflet in conjunction with the Air Ambulance staff and produce something suitable for insertion in The Gauntlet magazine.

12.2 Proposed Cllr Room, Seconded Cllr Bevan, RESOLVED unanimously that the costs of producing the gold leaflet be met by the Parish Council.

Action: Cllr Room

13. To consider the purchase of dog waste bins along the Trim Trail

13.1 Councillors expressed concern at the attitude of some dog walkers who left dog waste on the Trim Trail when suitable disposal containers were already installed elsewhere on the recreation ground. However, before spending money on the provision of more bins, it was decided that advice from the TVBC Dog Wardens should be obtained and the matter reviewed in three months time.

Action: Clerk

14. To consider the installation of replacement bus shelters and other capital improvements

14.1 Councillors noted there were three bus shelters within the Parish and their replacement would be expensive. This cost had to be offset against usage made and doubt was expressed that this was sufficient to justify a large financial outlay at this time.

14.2 Proposed Cllr Fahy, Seconded Cllr Room, RESOLVED with Cllr Lane against that the Village Green shelter and its base be removed and the situation monitored.

Action: Clerk

15. To receive reports from Members on external meetings at which they had represented the Parish Council or had attended in any other capacity

15.1 Cllr Lane reported on his attendance at the recent meeting of the Test Valley Association of Parish Councils and drew attention to the presentation made on S106 agreements, the concessionary travel scheme and affordable housing plans for the Borough. He also informed Members that TVBC would be introducing its own Standards committee to deal with breaches of conduct as necessary.

16. To receive Councillors’ reports, as appropriate, on action taken including the Parish Plan

16.1 No reports tabled.

17. To receive the Clerk’s monthly report

17.1 The Clerk reported on the proposed changes to the road markings at the junction of Cow Drove Hill to increase the visibility of those leaving to join the Romsey Road and also that he had contacted with the Tarmac site manager about the speed with which trucks entered and left Cow Drove Hill. Cllr Pearson thought it timely for another liaison meeting with Tarmac.

Action: Clerk

18. To consider Highways matters of interest to the Parish

18.1 Cllr Werrett reported that a change in HCC contractors had led to a delay in implementing the various repairs identified in the Parish but any on-going problems caused would be discussed at the next meeting in September. Cllr Fahy commented on a blocked drain on the A3057 that he had repeatedly reported to HCC and Cllr Werrett undertook to circulate contact details of the HCC road engineers to encourage all to report such problems directly. Action: Cllr Werret and All

Clerk’s note: Contact details are – http://www.highwayenquiries.hants.gov.uk/?category=HDEF for Highways Defects – To report potholes, highway flooding, blocked gullies, overhanging trees and shrubs please use this.

http://www.highwayenquiries.hants.gov.uk/faultlogger.php for street lighting defects – To report faulty, broken or damaged street lights

http://www.highwayenquiries.hants.gov.uk/?category=OTHER For enquiries relating to the general maintenance of the highway

18.2 Cllr Fahy expressed his concern at the manner in which the recently laid surface dressing on the A3057 was breaking up which the Clerk would follow up and the need to keep the drainage gullies clear. Cllr Harwood emphasized the need for road verges to be kept clear and noted that responsibility was shared, those minor ones within the Parish were the responsibility of TVBC whilst those adjacent to main roads such as the A3057 were the responsibility of HCC and that currently they were maintained as required.

Action: Clerk

(Clerk’s note: A3057 repair work will be undertaken on 28/29 June 2008 and will involve closing the road)

19. To consider Test Valley Borough Council matters of interest to the Parish

19.1 The Chairman would contact Borough Cllr Ward for a written report if he was unable to attend.

Action: Cllr Dyke

20. To receive reports on the Parish Recreational facilities

20.1 Councillors noted that graffiti had appeared on some of the Trim Trail information boards. Action: Clerk

21. Date, time and place of next meeting

21.1 The next meeting will be held on Monday 7 July 2008 at 7.00pm in the Epworth Hall, King’s Somborne.

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

Clerk to the Council

Parish Council AGM minutes May 2008

Parish Council

Parish Council AGM minutes May 2008

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Annual General Meeting of the Parish Council
held in the Epworth Hall, King’s Somborne
commencing at 7.00pm on Monday 12 May 2008

Present:
Cllr D Dyke (Chairman)

Cllr R Bevan (Items 1 to 20)

Cllr D Bidwell

Cllr F Fahy
Cllr R Harwood
Cllr R Lane

Cllr R Pidgeon

Cllr D Room

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

Public Session

Dr Stephen Rake the Footpath Warden, Mrs Jo Finch the Village Correspondent, Mr Colin Matthews the Tree Warden, and three members of the public were present for part of the meeting. Mrs Everett highlighted concerns over the developments at Hoplands Equestrian Centre, the impact of associated increased traffic on local roads and the increased horse usage of the paths and bridleways in the area to the detriment of local residents and other path users. Whilst recognising the Parish Council had only limited powers in these matters and could only make comment based upon the information made available to it, she welcomed the concern expressed in her support and would continue to monitor the situation for possible future action. Members noted Mrs Everett was taking legal advice.

1. Apologies for Absence

1.1 Apologies had been received from Cllrs Pearson and Werrett.

2. Election of Chairman

2.1 Proposed Cllr Bidwell, Seconded Cllr Pidgeon, RESOLVED unanimously that Cllr Dyke be elected as Chairman of King’s Somborne Parish Council for the current year.

Cllr Dyke assumed the Chair at this point and on behalf of Members expressed his thanks to Cllr Bidwell for nine years of excellent service as Chairman of the Parish Council.

3. Election of Vice-Chairman

3.1 Proposed Cllr Harwood, Seconded Cllr Fahy, RESOLVED with Cllr Pidgeon abstaining that Cllr Lane be elected as Vice-Chairman of King’s Somborne Parish Council for the current year.

4. Election of Chairman of the Planning Committee

4.1 Proposed Cllr Dyke, Seconded Cllr Lane, RESOLVED unanimously that Cllr Room be re-elected as Chairman of the Planning Committee.

5. Appointments and Lead Councillors

5.1 The following appointments and lead councillors were confirmed Appointments:

a. Footpath Warden Stephen Rake

b. Tree Warden Colin Matthews

c. Village Hall Liaison Cllr Dick Dyke

d. Council for the Protection of Rural England Cllr Gordon Pearson

e. Neighbourhood Watch Cllrs David Bidwell and Gordon Pearson

f. Tarmac Liaison Group Cllr Gordon Pearson

g. Flood Watch Cllr John Werrett

h. Cubs/Scouts liaison Cllr Roy Pidgeon

i. Test Valley Planning Users Group Cllr David Room and Cllr Roy Pidgeon

j. Compton Estate liaison Cllr Richard Harwood

k. Horsebridge liaison Jo Finch

l. Cemetery records Cllr David Bidwell

m. Schools liaison Cllr Roy Pidgeon

Lead Councillors:

a. Farming community liaison Cllr Richard Harwood

b. Three Fields site liaison Cllr Ron Bevan

c. Road Safety Cllr John Werrett

d. Sport Cllrs Richard Harwood and Frank Fahy

e. Young people Cllr Ron Bevan and Cllr Roy Pidgeon

f. Transport Cllr David Bidwell and Cllr John Werrett (King’s Somborne perspective)

g. Up Somborne liaison Cllr Robbie Lane

h. TVBC Environment Action Group Cllr Richard Harwood

i. Health & Safety – Muss Lane Cllr David Bidwell King’s Somborne Cllr Ron Bevan Up Somborne Cllr Robbie Lane Graveyard and Cemetery Cllr Roy Pidgeon

j. Affordable Housing Cllrs Ron Bevan and Dick Dyke

6. Announcements by the Chairman

6.1 Cllr Dyke thanked all present for his election.

7. To receive reports from Tree Warden, Footpath Warden and other Volunteers

7.1 The Footpath Warden reported that he had resolved the problem protrusion in the area of Horsebridge Station and that he was keeping the progression of the new pipeline under review.

7.2 The Tree Warden reported that he had replaced the dead tree in the Cemetery and that a tree in the Muss Lane recreation area was showing signs of decay. The Cemetery hedges required levelling off and Cllr Harwood undertook to liaise with the local landowners/tenants.

Action: Cllr Harwood

7.3 Mrs Jo Finch stated her wish to relinquish her role as Village Correspondent by the end of the Summer for personal reasons. Members expressed their deep appreciation for the work she had done so willingly and well on behalf of the community and accepted her wish with regret; the Clerk would advertise for a replacement Village Correspondent.

Action: Clerk

8. To approve the Minutes of the Parish Council Meeting held on 7 April 2008

8.1 Proposed Cllr Bevan, Seconded Cllr Pidgeon, RESOLVED unanimously that the minutes of the meeting held on 7 April 2008 be accepted as a true record.

9. To consider any Matters Arising from those minutes

9.1 Members noted the Clerk’s briefing note on S106 Developers’ Contributions, the ‘Wish List’ as it stood at the moment and the discussions Borough Cllr Ward was having with TVBC to identify monies available in support of the Village. It was agreed to add to the ‘Wish List’ as necessary and consider the whole list when S106 contributions became available rather than attempt to prioritise items listed beforehand.

9.2 Para 14.1 – Tug of War competition. The organisers had asked Members to reconsider their earlier decision and, despite the six month rule, it was agreed to broaden out the deliberations. Although there was no agreement to site the competition immediately outside the Village Hall, it was thought that a narrow area following the by-line to the north of the football pitch or using Top Ground could be offered subject to certain conditions regarding reinstatement being met immediately after the event to Cllr Harwood’s satisfaction.

Action: Clerk to inform organisers accordingly

9.3 Para 14.1 – charge for Beavers football. It was decided to treat any usage made by the Beavers of the football pitch to be an extension of the main club usage and not to levy a separate charge.

10. Declarations of Interest

10.1 No declarations were made.

11. To consider Correspondence Received and determine any action required

11.1 Details of correspondence received since the last meeting had been circulated with the agenda papers. A letter seeking financial support for a leavers’ party at the Primary School was rejected on the grounds that public money could not be used to support such an occasion of limited accessibility to the public and it was agreed that another letter received seeking personal recollections of James Robertson Justice’s time as a resident of Ashley should only be acknowledged in general terms.

Action: Clerk

12. To receive reports on Planning Applications received and determined

12.1 The following responses had been made to recent planning applications received:

* 08/00505/ADVS and 08/00516/LBWS – The Crown Inn – replacement signage – no objection

* 08/00801/FULLS – Smiths Place, Stockbridge Road – demolish existing conservatory, erect two storey rear extension and single storey side extension – no objection

* 08/00923/FULLS – The Old Parsonage, Steepleton Hill – replacement garage – no objection

* 08/00926/FULLS – 1 Kings Down Cottages – rear conservatory – no objection

* 08/00946/FULLS – 1 Eldon Close – retrospective application for erection of a wall with inset fence panels – objection on the grounds that the proposed development is out of keeping with the area

* 08/00972/TREES – field in front of The Old Vicarage – fell three Poplars – objection by the Parish Council but subsequently withdrawn after prolonged discussion with TVBC

12.2 The Clerk reported that an appeal against the refusal to allow the application to erect a marquee in the grounds of Horsebridge Station for four months of the year would be heard on 18 June 2008.

12.3 The following determinations were reported

* 08/00031/FULLS and 08/00035/LBWS – North Park Farmhouse – extension and alterations, new carport and oil store – permitted

* 08/00404/TPOS – Up Somborne Lane – prune two Yew trees – permitted

· 08/00352/LBWS – The Crown Inn – internal changes – permitted

* 08/00562/TREES – Hayes Cottage, Romsey Road – fell two Ash trees and prune one Ash – permitted

* 08/00365/FULLS – land adjacent to Surene, 4 Nutcher’s Drove – erect 2 bed detached dwelling and driveway – application withdrawn

* 08/00650/TREES – Primary School – fell one Red Horse Chestnut and works to 7 Limes – permitted

* 08/00531/FULLS – 3 Furzedown Cottages – two storey rear extension and conservatory- permitted

* 08/00536/FULLS – Estate Office, Compton Manor – replacement fishing hut – permitted

13. To consider the implications of the Hoplands Estate developments

13.1 This item was discussed in the public session.

14. RFO’s Report and Budget Monitoring

14.1 An analysis of expenditure against budget had been circulated with the agenda papers.

14.2 Following previous discussion on changing insurance companies, the Clerk had reverted to Norwich Union to seek any further reductions in premium but to no avail. Members noted the reduction of premium if changing to Norwich Union from Zurich Municipal and thought this to be a strong reason for changing and for signing up to a three years agreement, despite the increase in excess payable for £100 to £250 per claim, after which our cover could be put to competitive tender.

14.3 Proposed Cllr Room, Seconded Cllr Bidwell, RESOLVED unanimously that at the forthcoming renewal date the Council’s insurance cover be provided by Norwich Union under a three year agreement.

Action: Clerk

15. To adopt the Financial Accounts and approve the Statement of Assurance for the year ended 31 March 2008

15.1 The Clerk confirmed that the internal audit of the year’s accounts had been completed successfully and presented the audited financial accounts for the year ended 31 March 2008 and the completed Annual Return; a copy of the financial accounts is attached to the minutes.

15.2 Proposed Cllr Harwood, Seconded Cllr Room, RESOLVED unanimously that the audited financial accounts for the year ended 31 March 2008 be adopted.

15.3 Proposed Cllr Bevan, Seconded Cllr Lane, RESOLVED unanimously that the Chairman and Clerk be authorised to sign the Annual Return.

16. To reappoint the Internal Auditor

16.1 The Clerk confirmed that the internal auditor, Paul Reynolds, was willing to continue examining the Council’s financial affairs. 16.2 Proposed Cllr Harwood, Seconded Cllr Bevan, RESOLVED unanimously that Mr Paul Reynolds be re-appointed as the Council’s internal auditor.

17. To consider an application for Grant Aid from Victim Support

17.1 A request from Victim Support had been received to assist them in meeting their operating costs when providing free independent and confidential services to victims of crime in the Hampshire and Isle of Wight areas.

17.2 Proposed Cllr Lane, Seconded Cllr Pidgeon, RESOLVED unanimously that £50 be granted to Victim Support.

18. To approve Payment of Accounts

18.1 Following the presentation by the Hampshire and Isle of Wight Air Ambulance Service at the Annual Assembly, it was thought appropriate to make a donation towards the Service’s operating costs.

18.2 Proposed Cllr Bidwell, Seconded Cllr Bevan, RESOLVED unanimously that £100 be donated to the Hampshire and Isle of Wight Air Ambulance Service.

18.3 Proposed Cllr Lane, Seconded Cllr Pidgeon, RESOLVED unanimously that the following accounts be approved for payment:

To For Net VAT Gross Chq

Mr P Storey Salary/expenses 548.84 548.84 1418 HMRC Tax/ Employer’s NIC 195.49 195.49 1419 Bishopstoke PC Shared costs 15.00 15.00 1420

Mr M Rebbeck Grounds maint 749.00 749.00 1421

Smith of Derby Clock maint 164.00 28.70 192.70 1422 Hampshire Playing Fields Sub 20.00 20.00 1423

Fair Account Audit 115.00 115.00 1424

Cllr Pearson Expenses 16.00 16.00 1425 Hants&IOW Air Ambulance Donation 100.00 100.00 1426

Victim Support Donation 50.00 50.00 1427 Totals 1973.33 28.70 2002.03

19. To consider an application for the installation of Toddler’s activity play equipment in King’s Somborne

19.1 The Clerk briefed Members on progress to date on fund-raising for a new and challenging piece of activity play equipment for Toddlers following the comments made at the Annual Assembly. He was helping the Toddlers Group identify sources of funding and would continue to report progress at later meetings. In the meantime, Members noted that Borough Cllr Ward was identifying S106 Developers’ Contributions likely to be available from TVBC. The group had previously indicated they were looking for equipment which would cater for aged up to 10 years. Members thought this to be unreasonably high and as a result the Clerk would revert to the Group on this matter. Acceptance was sought from Members that if/when installed the activity equipment would fall to the Council to own, maintain and insure and this was agreed.

19.2 Proposed Cllr Bevan, Seconded Cllr Bidwell, RESOLVED with Cllrs Fahy, Harwood and Pidgeon voting against, that support be given to the concept of installing activity play equipment in the King’s Somborne recreation play area subject to clarification of the age range to be covered, the design and associated costs, being submitted at a later date for further consideration.

20. To consider any matters raised at the Annual Assembly 2008

20.1 There were no matters for consideration not already discussed elsewhere in these minutes. However, it was agreed that the format for next year’s Assembly should be determined at the February 2009 Council meeting when thought would be given to having the meeting more related to the Parish Plan and making it more socially inclined.

Action: Clerk

Cllr Bevan left at this point

21. To receive reports from Members on external meetings they have attended or have attended in any other capacity

21.1 Cllrs Bevan and Dyke reported on the results of their meeting with TVBC representatives on the development of more affordable housing in the Village. Land adjacent to Hunter Close had been identified as potentially suitable.

22. To receive Councillors’ reports, as appropriate, on actions taken including the Parish Plan

22.1 Cllrs Fahy and Harwood stated they were still working on plans to develop a bio-diversity site along the edge of the Muss Lane play area and were in contact with others who could advise on the best way forward.

23. To receive the Clerk’s monthly report

23.1 The Clerk reported that Southern Water had been in touch to confirm they would be installing office and welfare facilities on the site of the waste water treatment works to support work on the environmental improvement programme along the Test Way designed to improve the quality of water returned to the environment.

24. To consider Highway matters of interest to the Parish

24.1 None reported.

25. To consider Test Valley Borough Council matters of interest to the Parish

25.1 None reported.

26. To receive reports on the Parish recreational facilities and Cemetery

26.1 Cllr Harwood reported recent vandalism of the Score Hut on the recreation ground, theft and graffiti, which volunteer members of the Cricket Club would make good.

26.2 Cllr Fahy reported that the tennis players were now enjoying the facilities of Heath House and a squash court was also being made available to those interested.

26.3 Cllr Pidgeon reported on the Cemetery hedges and Bier Hut repair progress, and also that the Scouts had recently raised £200 from a cake stall sale.

27. Date, time and place of next meeting

27.1 The next meeting will be held on Monday 2 June 2008 at 7.00pm in the Epworth Hall, King’s Somborne.

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

Clerk to the Council

Parish Council minutes April 2008

Parish Council

Parish Council minutes April 2008

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meeting
held in the Epworth Hall, King’s Somborne
commencing at 7.00pm on Monday 7 April 2008

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

Cllr J Werrett

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

Public Session Borough Councillor Tony Ward, Dr Stephen Rake the Footpath Warden, and PC Martin Benton, were present for part of the meeting. PC Benton reported on the lack of response to the ‘Street meet’ initiative to provide a presence in the Eldon Road area to encourage local people to express any concerns they might have to the neighbourhood police team present, despite delivering over 200 leaflets and knocking on doors. He also reported an increase in deer poaching and that as a result the Police were stopping vehicles and searching them. Cllr Fahy reported the theft of broccoli from the allotments and it was emphasised that thefts such as this should be reported on 0845 045 4545 to enable a picture of local crime hotspots to be developed. Cllr Bevan mentioned the on-going car parking problem on the Eldon estate and that he was taking this up with Testway Housing. Cllr Lane drew attention to the spate of fly-tipping in Up Somborne which was noted by PC Benton.

1. Announcements by the Chairman

1.1. The Chairman welcomed everyone to his last full meeting as Chairman of the Parish Council as he would be standing down at the AGM. He emphasised his wish that all Councillors attended both the Annual Assembly and the forthcoming AGM. Cllr Bidwell also took the opportunity to comment that the eligibility criteria for Quality Parish status had been revised and now included a requirement that in order to become or renew their accreditation under the scheme, councils now had to be e-aware. Cllr Werrett offered his help to any Councillors wanting to improve their electronic awareness. Cllr Bidwell also expressed his concern at the verge decimation at the entrance to Nutcher’s Drove by an unknown vehicle and Cllr Werrett undertook to follow up the need to reinstate with HCC.

Action: Cllr Werrett

2. To receive reports from Tree Warden, Footpath Warden and other Volunteers

2.1 The Footpath Warden reported on another successful walk in March and mentioned that the Barton Stacey gas pipeline was passing through sites of archaeological interest. Cllr Pearson commented that erosion in the area of Horsebridge Station was now exposing old steel rail fixtures above ground level to the possible danger of pedestrians and the Footpath Warden undertook to investigate and report this for remedial action.

Action: Footpath Warden

3. To consider Test Valley Borough Council matters of interest to the Parish

3.1 Borough Councillor Ward drew attention to the forthcoming presentations in the Village Hall on 16 and 19 April on the plans to modernise the building and encouraged all to attend.

3.2 Cllr Fahy expressed his initial concern at the disappearance of the glass and can recycling banks and subsequent reassurance that the Borough Council was willing to issue bulk quantities of plastic bags in lieu to those householders who lived in terraced accommodation to which the brown bins were not issued.

3.3 Cllr Bidwell took the opportunity to request Cllr Ward’s assistance in seeking agreement from TVBC for the delegation of routine and non-contentious planning matters to the Parish Council for decision, as encouraged in recent legislation.

Action: Cllr Ward

4. Apologies for Absence

4.1 An apology had been received from Mrs Jo Finch, the Village Correspondent.

5. To approve the Minutes of the Parish Council Meeting held on 3 March 2008

5.1 Proposed Cllr Dyke, Seconded Cllr Pidgeon, RESOLVED unanimously that the minutes of the meeting held on 3 March 2008 be accepted as a true record.

6. To consider any Matters Arising from those minutes

6.1 There were no matters arising not dealt with elsewhere in these minutes.

7. Declarations of Interest

7.1 Cllr Harwood declared an interest in planning application 08/00834/FULLS.

8. To consider Correspondence Received and determine any action required

8.1 Details of correspondence received since the last meeting had been circulated with the agenda papers. No specific follow up action was thought necessary.

8.2 Cllr Werrett reported that he had been in correspondence with a local resident on the positioning of the speed reminder signs and that he was following this up with TVBC.

Action: Cllr Werrett

9. To receive reports on Planning Applications received and determined

9.1 The following responses had been made to recent planning applications received:

* 08/00531/Fulls – 3 Furzedown Cottages – erection of two storey rear extension and conservatory – no objection

* 08/00352/LBWS – The Crown Inn – internal changes – no objection

* 08/00365/FULLS – land adjacent to Surene, 4 Nutcher’s Drove – erection of two bed detached dwelling, new entrance drive and parking – no objection

* 08/00529/FULLS – Hoplands Equestrian Centre –new outdoor riding arena, extension to stables, upgrading entrance and approach route – concern at environmental impact, lines of sight for vehicles on approach roads and need for restriction on vehicles turning right from Braishfield and also left from Hoplands towards Braishfield

* 08/00653/FULLS – Hawthorns, Winchester Road – front conservatory – no objection

* 08/00811/FULLS – Willowside, Winchester Road – first floor extension to rear, installation of dormer window to side, roof light to rear and extension to canopy roof along rear elevation – no objection

* 08/00834/FULLS – 3 March Court Farm Cottages – rear and side single storey extension and incorporation of existing flat roofs within pitched element of new extension – no objection

* 08/00650/Trees – Church of England School – fell one Red Horse Chestnut and works to 7 Limes to remove epicormic growth – no objection

* 08/00562/TREES – Hayes Cottage, Romsey Road – fell two Ash and prune one Ash – no objection

9.1 The Clerk reported he had applied formally for permission to add a name to the War Memorial.

9.2 No applications had been determined.

10. To receive RFO’s Report and Budget Monitoring

10.1 An analysis of expenditure against budget had been circulated with the agenda papers and the RFO confirmed that the Council’s bank balances stood at £31224.92. Members were reminded that the end of the financial year had now been reached and that the internal audit of the accounts would be completed on 6 May, in time for final accounts to be presented for adoption at the AGM. The Clerk also reminded Members that thought should soon be given to funding some of the projects which had previously been identified as worthy of further consideration; namely replacement bus shelters, speed reminder signs, acquisition of Top Field, play equipment and further assistance to the Village Hall.

10.2 The Council’s annual insurance renewal fell due in June and the Clerk had obtained a quote from Norwich Union who were offering improved cover for a lower premium than Zurich Municipal, the Council’s current insurers. A saving in premium of £442 was likely if the Council signed up for a three year agreement and the Clerk had recommended Members approve the change in insurers. However, Cllr Werrett thought a further approach should be made in an attempt to further reduce the premium before a decision was made.

Action: Clerk

11. To approve Payment of Accounts

11.1 Proposed Cllr Pidgeon, Seconded Cllr Bevan, RESOLVED unanimously that the following accounts be approved for payment:

To For Net VAT Gross Chq
Mr P Storey Salary/expenses 563.91 563.91 1408 HMRC Tax/ Employer’s NIC 297.71 297.71 1409 Bishopstoke PC Shared costs 15.00 15.00 1410

Mr M Rebbeck Grounds maint 101.00 101.00 1411

Barker&Geary Fencing 4112.13 719.63 4831.76 1412

TVBC Grass cutting 703.87 123.18 827.05 1413

HALC Fees and NALC levy 288.00 288.00 1414

HALC LCR subscription 13.50 13.50 1415

TVBC Cemetery rates 08/09 114.19 114.19 1416

C Johnson Bier Hut repairs 484.35 484.35 1417

Totals 6693.66 842.81 7536.47

12. To receive reports from Members on external meetings they have attended or have attended in any other capacity

12.1 Cllr Harwood commented on a Neighbourhood Watch meeting at which the need for a youth shelter had been discussed but Members remembered their earlier initiative in staging a meeting for young persons to attend to discuss their needs and that no-one had turned up and thought no further action to be necessary at this time.

13. To receive Councillors’ reports, as appropriate, on actions taken including the Parish Plan

13.1 None tabled.

14. To receive the Clerk’s monthly report

14.1 Tug of War competition. A request had been received to relocate the Tug O’ War competition to the junior football pitch to be near to the Village Hall to encourage more spectators. This led to lengthy discussion on making good likely damage and alternate locations. Cllr Dyke proposed a site 3 metres to the side of the running line of the main football pitch which failed to attract a seconder. Cllr Werrett then proposed and Cllr Pearson seconded that the offer of the original site be confirmed and this motion was RESOLVED with 8 votes for, one against and one abstention.

Action: Clerk to inform organisers accordingly

14.2 Beavers Football. Entry into the Under 8s Tyro League was being organised from August onwards and a request had been received to play across the existing junior football pitch as the required goal size for Beavers was smaller than the existing pitch. Portable goals would have to be used with the pitch being marked out before each game. The question of levying a hire charge would be considered at a later date.

14.3 Proposed Cllr Dyke, Seconded Cllr Bevan, RESOLVED that Beavers football be permitted on the junior football pitch.

Action: Clerk to confirm accordingly

14.4 The provision of a Tiny Tots slide would be an agenda item at the next meeting.

Action: Clerk 14.5 HCC Minerals and Waste Development Framework. A request had been received to publicise the results of the consultation regarding the HCC Minerals and Waste Development Framework in newsletters and on parish council websites and this was agreed.

15. To consider Environmental matters of interest to the Parish

15.1 Cllrs Fahy, Harwood and Werrett would follow up ideas on establishing a bio-diversity site along the edge of the Muss Lane play area.

Action: Cllrs Fahy, Harwood and Werrett

16. To consider Highway matters of interest to the Parish

16.1 Cllrs Lane and Werrett had met with HCC Highways staff and highlighted to them a variety of matters around the Parish requiring their attention. It was hoped that many of these would receive attention over the coming months. Minutes of the meeting would be produced in due course and circulated to Members.

16.2 Cllr Pidgeon reported that the vehicle emptying gullies had missed a drain near the Scott Close garages and that he would follow this up to prevent further flooding of the area.

Action: Cllr Pidgeon

17. To receive reports on the Parish recreational facilities and Cemetery

17.1 Concern was expressed that the roller on the edge of the cricket area had not been removed and the Clerk was instructed to give three months notice to the owner after which the roller would be removed under arrangements made by the Council.

Action: Clerk

17.2 Cllr Fahy reported that the multi-purpose surface project group had suspended their fundraising efforts for the time being and had accepted an offer to play tennis on a privately owned court. They would resume their planning and fundraising activities for a multi-purpose surface when practical.

18. Date, time and place of next meeting

18.1 The next meeting would be the Annual General Meeting to be held on Monday 12 May 2008 at 7.00pm in the Epworth Hall, King’s Somborne.

18.2 The Annual Parish Assembly would be held in the King’s Somborne Village Hall at 7.30pm on Thursday 1 May 2008 and all were encouraged to attend.

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

Clerk to the Council

Parish Assembly minutes May 2008

Parish Council

Parish Assembly minutes May 2008

DRAFT MINUTES OF THE ANNUAL PARISH ASSEMBLY HELD ON 1 May 2008 IN THE VILLAGE HALL COMMENCING AT 7.30pm

Cllr D Bidwell – Chairman of the Parish Council

Cllrs R Bevan, R Dyke, F Fahy, R Harwood, R Lane, G Pearson, R Pidgeon, D Room and J Werrett, Cllr M Woodhall- County Councillor and Cllr A Ward – Borough Councillor

15 Parishioners

Mr P J Storey – Clerk to the Parish Council

The evening opened with a short presentation by Lynne Dadley from the Hampshire and Isle of Wight Air Ambulance Service. Lynne explained that collectively Air Ambulances were the busiest UK voluntary emergency service with an Air Ambulance being called out in daylight hours somewhere in UK every ten minutes. Our service started in July 2007 and has flown over 600 missions since. The aircraft can be airborne in 3 minutes and reach most county limits in 15 minutes. It flies directly to the hospital best equipped to deal with the emergency thus avoiding road congestion. 40% of its missions involve road traffic incidents, 20% heart attacks/collapses with the remainder involving sport, horse, fall or agricultural incidents. Lynne emphasised that the Service was supported by voluntary funding and needed £65,000 every month for the helicopter, pilot and medical equipment. Further information was available on the Air Ambulance website – www.hampshireand iowairambulance.org.uk

08/01 Apologies

Apologies had been received from PC Martin Benton.

08/02 Minutes

The Minutes of the Annual Parish Assembly held on 19 April 2007 had been circulated and copies were available for perusal at the meeting.

Proposed Mr Pepperell, Seconded Mrs Finch, RESOLVED unanimously that these Minutes be accepted as a true record.

08/03 Matters Arising

There were no matters arising not dealt elsewhere in these Minutes.

08/04 Chairman’s Report

The Chairman presented his Report for the year 2007/8, a copy of which is attached to these Minutes. The Report had previously been published in The Gauntlet magazine and was welcomed by the Meeting.

Reports from Parish Councillors

Cllr Bevan reported on his responsibilities for the 3 Fields and affordable housing plans and his wish to see the purchase of Top Ground from Test Valley Borough Council at some time in the future to protect the openness of the area and make it available for further recreational facilities.

Cllr Lane commented on the incidence of fly tipping in Up Somborne and urged everyone to be vigilant and report sightings to the Authorities. He commented on the gas pipeline installation which was in progress and his work on the Planning sub-Committee. He made particular mention of the Village School and the outstanding community spirit following the unfortunate fire at the School last Summer. He also wanted publicly to recognise the outstanding contribution made to the School by the deputy head teacher, Tim Nicholls. Tim was leaving after 20 years service and his contribution both to the School and the numerous sporting clubs to which he gave his time would be sorely missed. Finally, Cllr Lane emphasised the need for parishioners to contact him or other members of the Council with issues or concerns they might have and his belief that decisions affecting our rural community should be made locally by us.

Cllr Pearson highlighted his three main areas of responsibility; namely, CPRE liaison, Tarmac liaison and Highways matters. In protecting the rural nature of our area, he had been involved with traffic and maintenance of the A3057 and the Winchester Road, development in southern Test Valley, the increased air corridor from/to Southampton and Bournemouth airports and excessive road signage. He attended the annual meeting with the Tarmac plant management where noise reduction and traffic levels were monitored and other matters of interest or concern discussed on behalf of the Village. On highways issues, he had been involved with the plan to introduce Quiet Lanes designed to improve countryside access for those with disabilities, increased tree planting and overhanging hedges.

Cllr Pidgeon explained his responsibility for overseeing the cemetery and churchyard memorial safety, for youth liaison for which there had been a lack of response by the young people of the area, and the Scouts.

Cllr Werrett reported how he had spent the past year developing relationships with the staff of Hampshire Highways to the benefit of the Parish and identified a list of action points he hoped would be adopted or acted upon by the Highways Authority. He emphasised the success of the Speed Indicator Devoice recently purchased by the Parish Council and installed and maintained by Test Valley Borough Council and the restrictions applicable to the installation of such devices. Our one device was being rotated between four sites on an irregular basis and was having a significant effect on speeding road users. He also liaised with Southern Water over the shortcomings in the pumping station and overflow problems in recent times. He was pleased to report that significant improvement had now been made by the Company. In particular, new pumps had been installed and improved pump monitoring was now in place with a contingency pump on standby as required. A full sewer survey had been completed and remedial action was in hand on those sewers owned by the Company and information on others had been passed to Test Valley Borough Council. Finally, he commented on his participation with the Webmaster on improving the Parish pages on the The Sombornes website.

Cllr Dyke commented on his work on the Planning Committee and his belief that minor applications should be determined at local level. He was the Parish Council representative on the Village Hall Management Committee and, as had others, emphasised the urgent need to modernise and renovate the Village Hall. Following the Government’s target for increasing affordable housing, he was one of those councillors liaising with the Borough Council and possible locations within the Parish for more affordable housing which, he thought, could become available within a year or two. Cllr Dyke also emphasised his belief that every effort should be made to protect certain areas from development, in particular, Top Ground which was ideally suited for further development of recreational facilities which would be easier to implement if the land in question was owned by the Parish Council rather than leased as at present.

Cllr Harwood’s responsibilities encompassed farming liaison, environmental matters and sport. He commented that it was getting increasingly difficult to encourage participation in sport which was worrying as such activities were important for Village cohesion and lack of use could put the existing facilities at risk. He was actively pursuing environmental matters with articles in The Gauntlet magazine and thought as a Parish we were very active in our recycling and in other ‘green’ matters and for this he thanked all concerned but emphasised there was still more to be done. As a qualified accountant, his skills and experience helped to ensure objectivity and value for money in managing the expenditure of taxpayers’ money in support of the Parish community.

Cllr Fahy was also involved in sport, in particular, the plans to install a surface suitable for tennis and other sports in the area of the junior football pitch. He explained how these plans were now on hold and fundraising efforts had been postponed so as not to impact on the fundraising programme for the Village Hall.

Cllr Room briefed that, as Chairman of the Planning Committee, he received an average of one planning application a week which he and his fellow committee members would consider by discussions with the applicant, neighbours and a site visit, if appropriate, against certain criteria including the appearance of the development, its impact on neighbours and the impact of the development on the locality. He also commented on his support for the delegation of planning decisions on straightforward applications to Parish level.

08/05 Financial Report

Mr Storey, the Responsible Finance Officer, presented the audited accounts for the Parish Council for the year ended 31 March 2007 in the format required by the Accounts and Audit Regulations and the Annual Return for Local Councils in England and Wales as required by the Audit Commission. These had previously been displayed on the Village notice boards and copies were available at the meeting for perusal. He explained that, by the nature of the procedures involved, the information being presented was historical. However, also circulated was the likely out-turn for the financial year 2007/8 which showed the Parish finances to be in a healthy state and which, with the slightly increased Precept for the current year, would enable the Parish Council to continue to implement more of the proposals contained within the Parish Plan and also to support the Village Hall development plans. The Accounts and Annual Return for the year ended 31 March 2007 were accepted.

08/06 Reports from County Councillor and Borough Councillor

The Chairman welcomed Cllr Woodhall to the Assembly and invited him to address those present. In his opening comments, Cllr Woodhall complimented and thanked the Chairman and Councillors for the contribution they made to the community and again congratulated them on achieving Quality Parish status. He reminded everyone that King’s Somborne was one of the larger parishes in his area covering some 20 square miles of rural countryside although the urban conurbations were getting closer. He paid tribute to the School in the aftermath of its fire and to the Stockbridge part-time firefighters who responded to this and 78 other incidents last year. He also touched upon the County Council’s plans and investment in improving schools, the new care facility in Andover and waste disposal, commenting that it cost £32 to dispose of each ton of waste. Picking up on the points made about highways, Cllr Woodhall stated the contract had now been awarded to Amey Construction and with the improved liaison at all levels he had high hopes of improvement across the County at large. Taking questions from the floor, Cllr Woodhall accepted there was scepticism in some quarters that recyclable plastic and glass waste was not separated from general household waste and confirmed that it was recycled by selection with a specialist glass separator in use in Southampton which could differentiate between colours. However, the volume and different types of plastic waste generated sometimes made it uneconomic. Despite this, the County Council was currently reviewing a ‘tetrapack’ disposal scheme. Replying to a question on the increasing use made by heavy vehicles of the A3057 and noting the further impact the development of the Tesco warehouse facility would have, Cllr Woodhall accepted that the quality of the road surface and overhanging vegetation left much to be desired but emphasised improved safety measures had recently been implemented but in response to a comment that the road needed re-engineering said that no plans existed for this. Again, on the safety issue, a request was made for a zebra crossing near to the School, to enhance the safety of persons crossing the road but the comment was made that nothing major would be considered until the School Travel Plan had been adopted when safety matters would then be considered in the light of the information provided by the plan which would include travel patterns to/from the School. The point was made strongly that surface noise level would be reduced significantly if resurfacing and/or a change in the materiel used was undertaken rather than top dressing. This point was noted as was an earlier agreement that this would be considered when the road was next resurfaced. The Chairman thanked Cllr Woodhall and invited Cllr Ward to report on the Borough perspective.

Cllr Ward touched on the 100 planning applications which had crossed his desk in his first year in office and the range of other issues covered from lost dogs to waste collection. As a member of the Borough Council’s Overview and Scrutiny Committee, which acted as a watch dog on Council affairs, he was in a good position to become involved in activities and affect outcomes. He was currently leading a panel to determine how this committee could become more effective, in particular, how developers’ contributions could more directly benefit the community where the development had generated them. He informed those present that Test Valley Borough Council had drawn up a 20 year plan for development in Test Valley including the location of 8600 new houses; at the moment, the King’s Somborne area would only be having suitable infill development. With the death of many rural communities, he was particularly pleased to be involved in the Council’s review of conservation boundary areas. Much interest remained in the 2 weekly bin collection scheme and it was encouraging to note that before the scheme was introduced only 20% of waste was recycled but that had now increased to 35% which was above the Government’s target. About one ton of waste was collected from each household each year. Finally, Cllr Ward reminded everyone that he issued a regular e-mail newsletter and welcomed more people getting in touch with him as necessary.

08/07 Parish Matters

The Neighbourhood Policing Team had produced a report which the Clerk paraphrased, highlighting the emphasis now placed on neighbourhood and community policing by named officers in partnership with other groups including neighbourhood watch and schools. The report highlighted the overall reduction in crime in our area and the introduction of a weekly report displayed on the Village notice boards and website. Future plans included the increased involvement of local people in the process of policing the community by means of ‘street meet’ whereby officers would be available in the local area at specified times to talk to and listen to local views. The team could be contacted by e-mailing PC Benton on martin.benton@hampshire.pnn.police.uk

Mr Reynolds queried progress on replacing the Village Green bus shelter and was told that no action was planned for the time being on grounds of cost and location. He also queried the effectiveness of the ’20 is plenty’ signage which he thought undermined the 30mph limit displayed on the same poles. It was agreed generally that these signs gave a mixed message and the meeting noted that the County Council was reviewing the scheme. Mr Matthews commented on the location of the speed indicator device and sought agreement for its installation on Furzedown Road. Cllr Werrett noted this for discussion with Hampshire Highways. The point was made how effective the device was in its current position on the Stockbridge Road entering the Village from Stockbridge. Mrs Younger and Mrs Maybin thanked the Council for their interest to date in their quest to acquire activity play equipment for installation in the King’s Somborne recreation play area; a need identified and petitioned by 63 mothers representing 124 young children. They expressed their hopes that external applications for funding in hand amounting to nearly half the total funding required would be successful. They had now researched the market and identified a piece of equipment, estimated to cost £12,500, which had proven successful and challenging when installed elsewhere and with the increasing emphasis by Government on the need to combat child obesity hoped for further Council support in due course. They also commented on the risks posed to pedestrians walking within the marked area on the Froghole Lane side of Stockbridge Road where the road narrowed and the risks posed by motorists ignoring the ‘No Entry’ signs at the Village Hall end of the access road from Stockbridge Road. These points were noted.

Closure The meeting closed at 9.50pm with the Chairman thanking everyone who had attended.

CHAIRMAN’S ANNUAL REPORT

Presented by Councillor David Bidwellat the Annual Parish Assembly held at the King’s Somborne Village HallThursday 1 May 2008

The Parish Council consists of twelve democratically elected Councillors who are ably assisted by the Parish Clerk; most take part in community activities in addition to their formal council duties. They are Community Leaders in the same way as all the people who run our clubs, societies, sports teams, the school, the shops, the Church, the Community Responders, Neighbourcare and so on. We are extremely fortunate to have these willing leaders running so many things – most doing it voluntarily and unobtrusively. It is my privilege, on your behalf, to thank them all most sincerely on your behalf. My report this year will be shorter than in previous years and will focus on a few highlights. This is because, on the evening of the Parish Assembly, I will ask each Parish Councillor to report, for a maximum of three minutes, upon those matters for which they have the lead responsibility! This has not happened over recent years and will give you the opportunity of getting to know them better. The Parish Plan is the Council’s mandate to do that which is most important to you. It was published in early 2006 and most of its key content has either been completed, or is now embraced within our routine work. It continues to serve as an exemplar to other parish councils and is recognised by Test Valley Borough Council and Hampshire County Council as a key input to their community support and development strategies. We must prepare to update the plan with the aim of publishing its replacement by 2010. The Parish Website, “The Gauntlet” our local magazine and the parish notice boards are all vital sources of current news and information about what is about to happen, including where and when. The Parish Council either provides these, or helps others to produce them. Anyone can put a notice on a notice board provided they do not cover or remove an existing notice that is “in date”. Copies of Parish Council meeting minutes are put on the website and in the shops. Do we provide sufficient ways of publicising activates? We have all recently received our council tax bills. The parish council precept, that is the money the Parish Council gets to pay for the things we do within the parish, is included in these and is a tiny proportion of the total. In my case it is approximately £70 per year, or 3.1% of my total council tax bill. This includes a precept increase of 16p per week compared with last year and reflects the inflation in what we have to pay for the facilities and services we provide, plus the costs of the new things we plan to do. Full details of these are included in the Parish Clerk’s financial report. Examples include grants to the village hall, new play equipment, sports facilities and provision for the purchase of the Upper Field, which we currently lease. Highlights last year included the construction and opening of the Trim Trail; the installation of a “20 is Plenty” speed limit on the A3057 close to the school; the purchase of a speed indicating device (SID) -which flashes when motorists exceed the 30mph limit – be placed randomly within the Parish; and persuading Southern Water to repair leaking sewers thus pre-empting any repeat of proposals to pump sewerage into the stream (the Somborne River)! (Councillors will now give brief reports on their areas of responsibility, outline details will be recorded in the minutes of this Assembly.)

David Bidwell (389699) March 2008

Parish Council minutes March 2008

Parish Council

Parish Council minutes March 2008

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meeting

held in the Epworth Hall, King’s Somborne

commencing at 7.00pm on Monday 3 March 2008

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 (Items 18 onwards)

Cllr D Room

Cllr J Werrett

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

Public Session

The Footpath Warden, Dr Stephen Rake, Village Correspondent, Mrs Jo Finch and the Rev Rob Stapleton were present for part of the meeting.

Staff from Test Valley Borough Council’s Housing Development department, Pat Brooks and Donna Wagers, gave a presentation on affordable housing following the Parish Council having identified some areas it thought suitable for such housing and an indication of need. There were 52 registered applicants for affordable housing in the area and because of this and the work already undertaken there would be no need for the usual initial housing needs survey. Discussions could progress directly to a more detailed assessment of suitable sites with the Parish Council’s representatives, Cllrs Dyke and Bevan, and the other interested parties. The Borough Council staff would initiate this. Cllr Bevan drew attention to the fact that although the requirement might appear to be for one or two bed dwellings, thought should be given to providing 3 and 4 bed properties as well into which eligible families could move when their family size justified it. The matter of rental costs was raised and the Borough Council hoped to run a pilot scheme whereby the property value and therefore rents were based upon the actual land cost rather than its worth to a developer and build costs. Members noted these proposals and looked forward to their development in the not too distant future.

1. Announcements by the Chairman

1.1. The Chairman stated his intention to produce his Annual Report in time for the April issue of The Gauntlet given the proximity of the Annual Assembly date of 1 May.

2. To receive reports from Tree Warden, Footpath Warden and other Volunteers

2.1 The Footpath Warden reported a successful February walk with 15 people attending. He noted that the Romsey Advertiser had carried an article on footpath closures for up to six months as the gas pipeline was being installed and was reassured that such closures would be kept to a minimum length of time. Cllr Pearson mentioned that possible locations for the surplus kissing gate could also be at the junction of Riverside footpath and New Road or within Froghole Lane; this was noted but a site had already been agreed following Members’s earlier decision.

3. To consider Test Valley Borough Council matters of interest to the Parish

3.1 In his absence, Borough Councillor Ward had submitted comments to the Clerk on a complaint he had received about the increased traffic to/from the Hoplands Equestrian Centre. He also mentioned that the pumping station had reached its pumping capacity. Both items were discussed later on the agenda.

4. Apologies for Absence

4.1 Apologies had been received from Borough Councillor Ward and PC Benson.

5. To approve the Minutes of the Parish Council Meeting held on 4 February 2008

5.1 Proposed Cllr Bidwell, Seconded Cllr Pearson, RESOLVED unanimously after deleting the word ‘tenancy’ and substituting ‘management’ in para 12.2 that the minutes of the meeting held on 4 February 2008 be accepted as a true record.

6. To consider any Matters Arising from those minutes

6.1 re para 12.2 The Clerk had been in further contact with Dreweatt Neate, the managing agents for the Village allotments, with a view to assuming responsibility for the management of the allotment site. Dreweatt Neate were prepared to lease the allotment site to the Parish Council for £150pa. However, in view of the small returns and the risk of income not exceeding this cost, it was agreed that no further action should be taken. Members noted it was possible that some of the allotment holders might approach Dreweatt Neate directly expressing their concern at the poor state of the allotments and their management.

Action: Clerk

6.2 re para 13.1 A survey of possible users of a minibus was being co-ordinated by Ms Lancaster.

7. Declarations of Interest

7.1 None declared.

8. To consider Correspondence Received and determine any action required

8.1 Details of correspondence received since the last meeting had been circulated with the agenda papers. No specific follow up action was thought necessary.

9. To receive reports on Planning Applications received and determined

9.1 The following responses had been made to recent planning applications received:

* 08/00031 and 08/00035/FULLS – erection of extension and alterations and repairs to farmhouse, construction of new carport and oil store at North Park Farm House, Somborne Park Road, Little Somborne – no objection

* 08/00352/LBWS – internal changes to The Crown Inn – no objection

* 08/00335/Trees – fell one Ash at Hayes, Romsey Road – no objection

* 08/00404/TPOS – prune Yews at Yew Trees, Up Somborne Lane – no objection

9.2 The following applications had been determined:

* 07/03504/FULLS – replace dwelling and garage at Pine Meade, Stockbridge Road – permitted

* 07/03529 – new dwelling adjacent to Marfield, Muss Lane – permitted

* 07/03494/FULLS – erection of garden shed at Oakdene, 5 Horsebridge Road – permitted

10. To receive RFO’s Report and Budget Monitoring

10.1 An analysis of expenditure against budget had been circulated with the agenda papers and the RFO confirmed that the Council’s bank balances stood at £39404.61. The Clerk drew attention to the fact that no contribution had been made to the Methodist Church for use of their facilities during the current financial year.

10.2 Proposed Cllr Harwood, Seconded Cllr Bevan, RESOLVED unanimously that £120 be contributed to the Methodist Church for use of their facilities for Council meetings.

11. To approve Payment of Accounts

11.1 Proposed Cllr Dyke, Seconded Cllr Lane, RESOLVED unanimously that the following accounts be approved for payment:

To

For

Net

VAT

Gross

Chq

Mr P Storey Salary/expenses 450.92 450.92 1400

HMRC Tax/ Employer’s NIC 297.71 297.71 1401

Bishopstoke PC Shared costs 15.00 15.00 1402

Test Valley BC Dog bin maint 697.32 122.03 819.35 1403

Hants CC Street light maint 32.61 5.71 38.32 1404

Southern Water Water supply 14.13 14.13 1405

Mr M Rebbeck Grounds maint 606.00 606.00 1406

Methodist Church Hall hire 120.00 120.00 1407

Totals 2233.69 127.74 2361.43

12. To consider replacement fencing bordering the recreation ground

12.1 The Clerk introduced three competitive quotes for replacing the Okanagan fencing along the two sides which were Council responsibility and for the third side adjacent to the Village Hall. Cllr Dyke informed Members that at the recent meeting of the Village Hall Management Committee, at which he had represented the Parish Council, inconclusive discussion had taken place on ownership of the fence adjacent to the Village Hall and, given this and the current state of the Hall’s finances, the Management Committee was seeking help from the Parish Council. Cllr Bidwell remarked that the Council had allowed its two fences to fall into disrepair and that meeting the cost of the third fence could in some part mitigate this although the point should be made that this was not to be taken as a precedent in the future.

12.2 The cheapest quote for the two Council fences was £2552 plus VAT from Barker and Geary and £1230 plus VAT for the fence adjacent to the Village Hall. However, the latter contractor could not undertake the work for at least six weeks and Members thought there to be merit in getting the work completed as soon as possible now we were in to the growing season. Accordingly, it was suggested that the work be given to Barker and Geary as one job lot and an explanatory note be sent to both the Village Hall and the Okanagan owners explaining this one-off decision that the Parish Council would fund the replacement fencing.

12.3 Proposed Cllr Bevan, Seconded Cllr Dyke, RESOLVED with Cllr Werrett voting against and Cllr Pearson abstaining that Barker and Geary’s quote of £4032 to replace the fencing around the Okanagan plot be accepted.

Action: Clerk

13. To consider the creation of a bio-diversity conservation area

13.1 Cllr Harwood had a contact for advice and possible help with the work in establishing a bio-diversity area in the Spinney along the East side of the Muss Lane play area and undertook to follow this up in due course.

Action: Cllr Harwood

14. To consider and, if appropriate, comment on the Local Development Plan document

14.1 Test Valley Borough Council had produced a Local Development Plan consultation document which set out broad locations for development over the next twenty years. Cllr Room commented that, although the document was comprehensive and informative, he did not think it related directly to rural areas such as Kings Somborne. However, in looking at the increased traffic flow along the A3057 likely to be generated by the increased number of dwellings in Romsey, it was thought appropriate for our concerns again to be made known to the Borough Council.

Action: Cllr Room

15. To consider the need for a Village Design Statement

15.1 This matter had previously been considered some six or more years ago but not adopted. After discussion on the perceived advantages and disadvantages of a Village Design Statement, given that we had a Parish Plan which itself would be reviewed in the not too distant future, it was agreed that developments should each be considered on their individual merits rather than be tied to a laid down formula and therefore no further action should be taken at this time.

16. To consider the need for amending the wording on the John O’Gaunt palace direction signs

16.1 The wording on the signs was deemed misleading and gave rise to queries from the public as to where that ‘Palace’ might be. Given there was only the site and no building remnants above ground, it was thought appropriate to have the signs removed.

16.2 Proposed Cllr Werrett, Seconded Cllr Bevan, RESOLVED unanimously that the John O’Gaunt Palace Site signs be removed.

Action: Clerk

17. To consider the impact of increased site activity and traffic flow to/from the Hoplands Equestrian Centre

17.1 It appeared that the number of events staged at the Hoplands Equestrian Centre had been increased by the new owners resulting in a higher volume of cars, trucks and horse trailers to the concern of those living near or using the approach roads. Members shared the alleged concerns expressed and agreed that when making their visit in connection with the planning application to redevelop the site, enquiries would be made of the owners.

Action: Planning Committee members

18. To receive reports from Members on external meetings they have attended or have attended in any other capacity

18.1 Cllr Harwood reported that he had attended a Rural Development Programme workshop but had found it to be more of use for large agricultural projects than our plans in the Parish.

18.2 Cllr Dyke had represented the Parish Council at the recent meeting of the Village Hall Management Committee and invited Members to note that there would be a working day on 6 April for volunteers and that the AGM would be held on 5 June. Cllr Harwood queried whether the Hall’s accounts were now up to date and the Clerk commented that he thought good progress had been made.

Cllr Pidgeon arrived at this point

18.3 Cllr Pearson confirmed he would be attending the Campaign for Rural England (Hampshire branch) AGM.

19. To receive Councillors’ reports, as appropriate, on actions taken including the Parish Plan

19.1 Cllr Werrett briefed that Southern Water continued to monitor the pumping station which was currently working at full capacity, a situation aggravated by alleged groundwater leaks into household ‘laterals’ ie those pipes from the main sewer to the property border and those pipes from the border into the dwelling. Current advice was to do nothing until DEFRA passed responsibility for laterals from the main sewers to property borders to Southern Water. TVBC would eventually approach householders with a view to them having leaks in their laterals repaired.

19.2 Cllr Werrett took note of the broken drain in Nutcher’s Drove and the white line painting required on the bend outside The Old Vicarage and undertook to take these points up at his next meeting with the Highways Authority. He also encouraged everyone to report problems directly to Hampshire Highways or to him via the Village website or by personal contact.

Action: All

19.3 Cllr Pearson asked that the overgrowth on Tanner’s Bridge be cut back.

Action: Clerk

20. To receive the Clerk’s monthly report

20.1 English Heritage site management agreement. Following the Clerk’s discussions with English Heritage an offer of £400 pa had been made to help maintain the John O’Gaunt Palace site. The Clerk recommended acceptance of the management agreement which did not require any more action from the Council than that it was already doing.

20.2 Proposed Cllr Bevan, Seconded Cllr Pearson, RESOLVED unanimously that the management agreement between the Parish Council and English Heritage be signed by the Clerk on the Council’s behalf.

Action: Clerk

20.3 Tug of War competition. Members noted that a Tug of War fund raising event for the Village Hall was being planned and agreed with the suggestion that the best location was on the flat piece of land adjacent to the School field.

20.4 Notice board in Graveyard. A previous request by the PCC to have a dedicated Parish Council notice board in lieu of sharing the Church notice board had been put in abeyance pending as decision on replacing the bus shelter. A further request had now been received from the PCC.

20.5 Proposed Cllr Harwood, Seconded Cllr Bevan, RESOLVED unanimously that the provision of a Parish Council notice board for the Graveyard at an estimated cost of £600 plus VAT be investigated.

Action: Clerk

20.6 Emergency Plan. The Clerk reported he was well on the way to completing the Village Emergency Plan and it was agreed that the points of contact for implementing the Plan should be (1) Chairman of the Parish Council, (2) Vice-Chairman of the Parish Council, (3) Clerk or (4) in their absences any Councillor.

21. To consider Environmental matters of interest to the Parish

21.1 Adverse comment had been made on the surplus cardboard around the recycling centre and the Clerk undertook to raise this matter again with TVBC.

Action: Clerk

22. To consider Highway matters of interest to the Parish

22.1 Cllr Werrett confirmed that the agreed locations for the Vehicle Activated Device (VAD) were by the entrance to Froghole Lane, by the bend outside the former vicarage on Winchester Road, by Smith’s Place and outside The Crown Inn. He also stated that it was hoped to have the white rails and posts on Winchester Road repainted by HCC during the next financial year and noted the suggestion by Cllr Pearson that the rails be extended along the Winchester Road to provide a safety feature.

23. To receive reports on the Parish recreational facilities and Cemetery

23.1 No formal reports were tabled.

24. Date, time and place of next meeting

24.1 The next meeting would be held on Monday 7 April 2008 at 7.00pm in the Epworth Hall, King’s Somborne

There being no further business, the Chairman closed the Meeting at 9.45pm

Clerk to the Council