Category Archives: Parish Council Minutes 2009

December 2009 Council minutes

Parish Council

December 2009 Council minutes

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meeting

held in the Epworth Hall

commencing at 7.00pm on Monday 7 December 2009

Present: Cllr R Dyke (Chairman) Cllr R Bevan (Items 1 to 10 only) Cllr F Fahy Cllr R Harwood Cllr R Lane Cllr R Pidgeon Cllr D Room Cllr J Werrett

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

Public Session King’s Somborne pupils from Test Valley School gave a presentation on the results of their survey of litter in the Parish which they had completed as part of their GCSE Citizenship. They had found the most littered area to be around footpath 503 at the end of Scott Close and the recreation ground. The survey had also established that more litter and dog waste bins were needed and that nowhere existed for the disposal of cigarette ends. They had concluded that more effort should be expended in improving awareness of the need to protect the environment from litter in general. Councillors posed a variety of questions which the team answered and undertook to consider the findings and the associated costs further at their January meeting. Borough Cllr Ward explained the background to the decision to grant planning approval to the construction of a house on the plot adjacent to Riverside Green making particular reference to the downsizing of the development by the applicant in the three applications made to date. He explained that many of the objections raised had been met by conditions placed upon the development. He commented that there were lessons to be learned and that given the planning meetings were open to the public more personal representation could be made at those meetings. He also confirmed the decision had been taken to establish a parish council for Andover. In the absence of the Village Correspondent, the Clerk briefed that 120 hard copy replies had been received on the Parish Plan update with more via the website. There was a uniformity of content which was being collated in more detail in readiness for the January meeting.

The meeting was then closed to the public

1. Apologies for Absence

1.1 Cllrs Bidwell and Pearson and also PC Benton 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 2 November 2009

3.1 Proposed Cllr Bevan, Seconded Cllr Pidgeon, RESOLVED unanimously that the minutes of the meeting held on 2 November 2009 be accepted as a true record.

4. To consider any Matters Arising from those Minutes

4.1 10.2 Cllr Harwood confirmed he was progressing the provision of bird boxes.

5. Declarations of Interest

5.1 Cllr Lane declared an interest in the grass cutting budget costs.

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. No further action was thought necessary.

7. To receive reports on planning applications considered and determined

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

* Woodmans Cottage, Winchester Road – addition of chimney pot and replacement of first floor window – no objection

* Hoplands Estate – agricultural building and retrospective application for upgrading approaches – no objection

* 3 Furzedown Cottages – single storey rear extension and conservatory – no objection

* Village Hall – window and door alterations – no objection

* 4 Marsh Court Farm – certificate of lawful proposed development for new extension – no objection

* 1 Redhill Cottages, Winchester Road – replacement two storey rear extension – no objection

* land adjoining 25 Nutcher’s Drove – renewal of permission for 3 bed dwelling – no objection

* Brook Farm House, Romsey Road – changes to redundant cowsheds – no objection

* Butchers End, Winchester Road – tree works – no objection 7.2 The following decisions had been notified by Test Valley Borough Council:

* The Old Vicarage – tree works – permitted

* 1 Riverside Green – tree works – permitted

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

8.1 The budget monitoring report showing income and expenditure to date had been circulated with the agenda. All noted that 70% of the budget had been spent and that the Council’s bank balances stood at £26,295.28. The Clerk confirmed he had applied for an allocation of S106 monies (developers’ contributions) to part-fund the new toddlers play equipment. No further action was thought necessary.

9. Payment of Accounts

9.1 Proposed Cllr Lane, Seconded Cllr Bevan, RESOLVED unanimously that the following accounts for November be approved for payment:

To For Net VAT Gross Chq

Mr P Storey Salary 577.40 577.40 1565
HMRC Tax/NIC 175.85 175.85 1566
Kestrel Pest Control Rabbits 50.00 7.50 57.50 1567
BPC Shared costs 15.00 15.00 1568
HCC Street lighting 36.70 5.51 42.21 1569
Matthew Rowden Tree work 160.00 160.00 1570
Cllr D Bidwell Hall hire 7.50 7.50 1571
Cheque cancelled 1572
Mr P Storey Expenses 80.72 80.72 1573
Mr M Rebbeck Grounds maint 205.00 205.00 1574
Totals 1308.17 13.01 1321.18
10. To consider and, if appropriate, adopt the Expenditure Budget and Precept proposals for 2010-2011

10.1 Proposals for the 2010/11 Expenditure Budget and Precept had been circulated with the agenda papers, together with comprehensive amplifying notes. In the following discussion, it was agreed to defer budgeting for a replacement traditional street light for the Village Green and to reduce the budget for play equipment, for the time being, to enable a balanced budget to be adopted in these times of financial constraint. Cllr Bidwell had submitted a proposal to include a line entry for Pre-School set up costs and had suggested £2,000 but in discussion it was thought more appropriate to consider this as a grant request when timely since the principle of supporting the establishment of the Pre-School remained extant. The net result of the deliberations was to produce an expenditure budget for 2010/11 of £32,535.

10.2 The impact of the proposed expenditure budget on the Precept and Council’s reserves was then considered. No increase in the Precept would again require a contribution from reserves whereas a 2% increase in Precept to £30,600 would produce an increase in income of £600 which, when added to other anticipated sources of income, would result in a small forecast surplus for the year of £1,565. At the start of the current financial year, the Council’s reserves stood at £24,435, to be enhanced by any underspend from the current or next financial years, leaving a reasonable balance to meet any future capital requirements. The impact of this increase in Precept on a Band D council tax payer would be an additional £0.89p per year.

10.3 Proposed Cllr Harwood, Seconded Cllr Pidgeon, RESOLVED unanimously that an Expenditure Budget of £32,535 and a Precept of £30,600 be adopted for the year 2010-2011.

Cllr Bevan left the meeting at this point

11. To consider and, if appropriate, approve the Recreation Ground hire charges for 2010-2011

11.1 No increase in the current hire charges for the recreation grounds from their present level of £12 plus VAT had been recommended. Similarly, no increase was thought necessary in the Football and Cricket Clubs pitch hire charges of £110 and £63 respectively for the season.

11.2 Proposed Cllr Harwood, Seconded Cllr Lane, RESOLVED unanimously that no increases in recreational charges be made for 2010-2011.

12. To consider and, if appropriate, approve the Burial Board charges for 2010-2011

12.1 Discussion on this item was deferred until the January meeting when more comparative information would be available.

Action: Clerk

13. To determine date for meetings in 2010

13.1 Proposed dates for meetings in 2010 had been circulated with the agenda papers and followed the normal practice of meeting usually on the first Monday in each month, except when this was a Bank Holiday, with the Annual Assembly to be held on Thursday 6 May 2010.

13.2 Proposed Cllr Werrett, Seconded Cllr Lane, RESOLVED unanimously that the proposed dates for meetings in 2011 be adopted.

14. To determine inputs into the County Councillor’s log

14.1 County Cllr Gibson had introduced a log for matters of concern to his parishes which he then progressed with the appropriate staff in Hampshire County Council. Inputs were requested and it was thought appropriate at this time to include the need for a low noise road surface on the A3057 and 30mph restrictions on the approaches to the Up Somborne bus shelter.

Action: Clerk

14.2 Cllr Fahy and the Clerk made the point was made that there existed a good working relationship between them and County Council staff and as a result it was thought more appropriate not to consider on-going other matters for inclusion in this log until routine approaches had failed.

15. To determine the value of retaining membership of the National Association of Local Councils (NALC)

15.1 The Hampshire Association of Local Councils (HALC) was seeking views on the wisdom of retaining membership of the National Association when the support and advice given was questionable. For some time now, HALC had been developing its own ability to satisfy member councils’ needs and it was timely to solicit views on continued membership and the value for money obtained. It seemed that local councils rarely support national events organised by NALC and the delivery of services, such as updates to model standing orders, takes an unduly long time to achieve.

15.2 HALC had set up a new best practice network which included associations from other adjacent counties and Hampshire County Council had confirmed the continued payment of the support grant should HALC leave NALC. HALC intend to circulate a short questionnaire on the matter with a response time before 1 February 2010 and Cllr Bidwell, past Vice-Chairman of HALC, had recommended departure. The Clerk informed Members that he was well satisfied with the support available from HALC and had no qualms about departing from NALC.

15.3 Proposed Cllr Fahy, Seconded Cllr Pidgeon, RESOLVED that King’s Somborne Parish Council supports the disassociation by HALC from the National Association of Local Councils.

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

16.1 Cllr Fahy reported that 17 persons had attended a meeting of allotment holders at which it had been agreed to establish an Allotment Club. He had also attended a meeting of the Village Hall Management Committee at which the start up of IT courses had been discussed.

16.2 Cllr Pearson had attended a CPRE seminar on enhancing the countryside.

17. To receive Councillors’ reports, as appropriate, on actions taken on lead and other matters

17.1 Cllr Fahy reported he was progressing the missing Yield sign at the junction in Little Somborne and taking follow-up action on clearing the blocked drains on the A3057 and Cow Drove Hill.

17.2 Cllr Dyke expressed his dismay at the lack of a non-slip surface on footpath 503 connecting Scott Close with Old Palace Farm and would keep trying to get this situation improved.

Action: Cllr Dyke

18. To receive the Clerk’s monthly report

18.1 The Police were seeking information from the Parishes on where their priorities should lie. It was agreed that juvenile nuisance should top the list, followed by inconsiderate parking especially by large vehicles on the narrow roads, follow up crime visits to reassure and inform residents on action being taken, and irregular visits to public open spaces and the allotments. The Clerk would reply accordingly.

Action: Clerk

18.2 The Village Green telephone kiosk was scheduled for repair in the next financial year.

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

19.1 Cllr Pidgeon reported the damage to a Cemetery gate by persons unknown and the Clerk confirmed he was obtaining a quote for its repair. The Church wall had been repaired and it was hoped that every effort would be made to discourage children from walking along its top and dislodging the stones.

Action: All

19.2 Cllr Fahy was still minded to investigate further the installation and costs of a multi use games area (MUGA) on the King’s Somborne recreation ground. Initial estimates were around £50,000 for a modest facility.

19.3 Cllr Lane would like to see some additional facilities installed at Up Somborne and would liaise with the Clerk over suitable designs and costs in the hope that future developers’ contributions would become available to part finance them.

20. Date, time and place of next meeting

20.1 The next meeting will be on Monday 4 January 2010 at 7.00pm in the Epworth Hall, King’s Somborne.

There being no further business, the Chairman closed the meeting at 10.00pm

November 2009 Council minutes

Parish Council

November 2009 Council minutes

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meeting

held in the Epworth Hall

commencing at 7.00pm on Monday 2 November 2009

Present: Cllr R Dyke (Chairman) Cllr R Bevan Cllr D Bidwell Cllr F Fahy Cllr R Harwood Cllr R Lane Cllr G Pearson Cllr R Pidgeon Cllr D Room

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

Public Session

The Footpath Warden, Tree Warden and PC Benton were present for part of the meeting.

The Footpath Warden reported that the fallen tree across the path near to North Park Farm had been cleared and that he wished to encourage the public to report any fallen trees to enable prompt clearance action to be arranged.

The Tree Warden undertook to monitor the condition of the Sycamore tree on the Village recreation ground which had been dropping branches in the recent strong winds. He also briefed that a couple getting married had been given permission to plant a tree on their wedding day along the Trim Trail and he confirmed that other new trees would be planted during this month. Cllr Harwood asked if fruit trees could be included in the planting programme as part of the biodiversity project and this was agreed. Cllr Pearson suggested that other areas such as Scott Close could also benefit from trees and this was noted. An ‘Adopt a Tree’ programme to encourage more interest in trees and their maintenance would be considered.

PC Benton reported that poaching was an increasing problem with deer, poultry and hares being particularly attractive. He also explained the traffic management plan for the Remembrance Sunday Parade and the Cold Calling concept introduced by Trading Standards. (Clerk’s note: a presentation on this was planned for early in the New Year). The Police were looking for other ways to engage with the public to combat crime at all levels. He had been approached by some teenagers about a youth shelter but Councillors noted that although this had been raised in the Parish Plan there had been virtually no further support. However, the Parish Plan update questionnaire contained a question on this and the results would be awaited before any further thought was given to the suggestion. The loss of the Up Somborne telephone kiosk was discussed but with the very low usage rate, only 13 times in the past 12 months, the Parish Council thought unable to voice strong support for its retention. However, some questions would be compiled for the Up Somborne community to consider as part of the consultation which would end on 23 January 2010.

The meeting was then closed to the public

1. Apologies for Absence

1.1 Cllr Werret, Borough Cllr Ward and the Village Correspondent.

2. Announcements by the Chairman

2.1 Cllr Dyke encouraged all to attend the Service of Remembrance at the War Memorial on Sunday 8 November 2009.

3. To approve the Minutes of the Parish Council meeting held on 5 October 2009

3.1 Proposed Cllr Pearson, Seconded Cllr Lane, RESOLVED unanimously that the minutes of the meeting held on 5 October 2009 be accepted as a true record.

4. To consider any Matters Arising from those Minutes

4.1 There were no matters arising not dealt with elsewhere in the minutes.

5. Declarations of Interest

5.1 None declared.

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. No further action was thought necessary.

7. To receive reports on planning applications considered and determined

7.1 The following responses had been made to recent planning applications received: * Hoplands Estate – modification to S106 agreement – no comment

* 1 Riverside Green – prune one Yew tree – no objection

* Woodmans Cottage, Winchester Road – add chimney pot and replace first floor window – no objection

* 3 Furzedown Cottages – single storey rear extension and conservatory – no objection

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

* Village Green – crown lift Copper Beech – permitted

* Holme Chase, Romsey Road – rear conservatory – permitted

* Park Stream Cottage, Horsebridge Road – conversion and extension of existing stable annex to granny annex – permitted

* Park Farm, Little Somborne – farm buildings conversion – application withdrawn

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

8.1 The budget monitoring report showing income and expenditure to date had been circulated with the agenda. All noted that 68% of the budget had been spent and that the Council’s bank balances stood at £28,771.81. No further action was thought necessary.

9. Payment of Accounts

9.1 Proposed Cllr Lane, Seconded Cllr Bidwell, RESOLVED unanimously that the following accounts for October be approved for payment:

To For Net VAT Gross Chq
Mr P Storey Salary and expenses 782.10 782.10 1557
HMRC Tax/NIC 214.61 214.61 1558
BPC Shared costs 15.00 15.00 1559
KS Village Hall N’hood Watch hire 5.00 5.00 1560
Audit Commission Audit fee 327.75 327.75 1561
Totals 1344.46 1344.46

10. To consider the future use of the 3 Fields site

10.1 Cllr Harwood suggested that as the prospect of a junior football pitch on the Parish Council owned land adjacent to The Gorrings had fallen by the wayside thought should be given to a kick around area nearer to the Village Hall and this would be considered as part of the on-going improvements to play facilities in general.

10.2 Cllr Harwood also thought that certain areas within the 3 Fields lent themselves to biodiversity development, in particular, the triangular wooded area near to the children’s play area. Following a visit by the TVBC Countryside Officer, he would like to organise a walk-a-bout for Councillors to discuss his ideas. He also had found a TVBC source for making bird box kits at £4 each and thought up to 50 could be positioned around the Parish. He would like to see a volunteer run database recording bird usage of these boxes.

Action: Cllr Harwood

10.3 Proposed Cllr Harwood, Seconded Cllr Pidgeon, RESOLVED unanimously that £200 be authorised for the purchase of 50 bird box kits for distribution around the Parish.

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

11.1 Cllr Dyke reported that the debate on the establishment of a pre-school and its location continued and all reconfirmed their support for a pre-school and their hope that an agreement would eventually be reached.

12. To receive Councillors’ reports, as appropriate, on actions taken on lead and other matters

12.1 Cllr Fahy had written in a private capacity to the Romsey Advertiser complaining about the priority given to a road in Belbins which was to have quiet surface laid when the A3057 had been in need of this for years. Cllr Dyke would take this up with the Borough and County Councillors.

Action: Cllr Dyke

12.2 Cllr Fahy also confirmed he was still awaiting a response from the Highways department on the maintenance invoice for the speed indicator device and the installation of yield signs at the Little Somborne junction.

13. To receive the Clerk’s monthly report

13.1 Stream clearance. The Environment Agency had been hastened to undertake their half yearly weed clearance.

13.2 A costed plan for play equipment improvements was now to hand from Lappsett who had supplied the toddlers equipment. This amounted to £13,207 and the Clerk recommended that approaches now be made to TVBC for funding with S106 monies present and future and other external grant providers. Lappsett was the preferred provider because as a result of the discount given to HALC council members their quote was some £6,000 lower than the previous quote received for similar equipment.

13.3 Proposed Cllr Room, Seconded Cllr Bevan, RESOLVED unanimously that the Clerk liaise with TVBC and other grant providers in order to fund the provision of new play equipment by Lappsett Ltd in the King’s Somborne play area in accordance with the plan tabled.

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

14.1 None reported.

15. Date, time and place of next meeting

15.1 The next meeting will be on Monday 7 December 2009 at 7.00pm in the Epworth Hall King’s Somborne when the Budget and Precept for 2010-11 would be determined

There being no further business, the Chairman closed the meeting at 9.20pm

October 2009 Council minutes

Parish Council

October 2009 Council minutes

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meeting

held in the Epworth Hall

commencing at 7.00pm on Monday 5 October 2009

Present: Cllr R Dyke (Chairman)

Cllr R Bevan

Cllr D Bidwell

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 County Councillor Andrew Gibson, Borough Councillor Tony Ward, Steven Rake (Footpath Warden), Dawn Harrison (Village Correspondent) and PC Martin Benton, together with five members of the public, were present for part of the meeting.

Concern was expressed by some members of the public present at the proposed removal of the pay telephone box in Up Somborne by BT and Cllr Gibson undertook to follow this up and report back on the claim that BT had a duty, known as the universal service obligation, to provide a reasonable number of working telephone boxes where they were most needed. Cllr Gibson also informed the meeting that Hampshire County Council was unwilling to support the establishment of a pre-school in King’s Somborne because of falling demographic trends and that he would obtain a copy of the forecasts for information. He was also seeking greater quality control of road repairs around the local area. The Chairman of the Village Hall Management Committee took up the point in the previous minutes regarding the suggestion that undue preference might be given to commercial hirers of the Hall and stated that this was not the case. He sought to reassure Members that decisions on who may hire the Hall were made as much on value to the community as any other basis. That said, the Hall had to be financially viable and he hoped that continued financial support for the Hall would be forthcoming from the Parish Council. Regarding the use of the Hall by the pre-school group, he confirmed that an offer had been made to the pre-school group of three mornings and two afternoons each week but this had not been accepted. A previous minute stating that one of the current users using a slot preferred by the pre-school group would be willing to move was unfounded. The Village Hall Management Committee was on record as supporting the establishment of a pre-school but was not prepared to dislodge any current user from their current time slot.

Borough Councillor Ward commented on the rural communities boundary review, which was a later agenda item, and also drew Members’ attention to the existence of help available from the Borough Council for those who were suffering as a result of the ‘credit crunch’.

PC Benton reported that there were no issues of serious note in the area, apart from some recent thefts of chickens and that the Weekly Crime Bulletin was compiled by a volunteer and did not get completed if that person was on holiday. As a consequence, some crimes might not be reported in the Bulletin.

The meeting was then closed to the public

1. Apologies for Absence

1.1 Tree Warden.

2. Announcements by the Chairman

2.1 None made.

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

3.1 The Footpath Warden reported that the rotted stile at the Horsebridge Road end of footpath 7 had been reported and that remedial works had been completed on the North Park path and footpath 6, the Clarendon Way to Farley Mount. He also drew Members’ attention to the new gates fitted across the BOAT on the Hoplands Estate to deter 4-wheel drive off-road vehicles.

3.2 Mrs Dawn Harrison introduced her draft questionnaire for publishing in The Gauntlet November issue. The questionnaire would also be available on the website. Members were invited to make their comments known to Mrs Harrison directly.

Action: All

4. To approve the Minutes of the Parish Council meeting held on 7 September 2009

4.1 Proposed Cllr Pearson, Seconded Cllr Bidwell, RESOLVED unanimously that the minutes of the meeting held on 7 September 2009 be accepted as a true record.

5. To consider any Matters Arising from those Minutes

5.1 Cllr Bidwell commented on the exchanges minuted and subsequent e-mails between councillors following the public session at the previous meeting. These had been found embarrassing and he had responded accordingly. He also reiterated his view that if the primary school was under threat, the Parish Council had a responsibility to encourage public debate on this and ways of helping, such as establishing a pre-school to feed children into the primary school.

5.2 Cllr Harwood queried the current situation regarding siting a junior football pitch on Parish Council land and it was agreed to place the future use made of Parish Council land on the agenda for the next meeting.

Action: Clerk

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. No further action was thought necessary.

8. To receive reports on planning applications considered and determined

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

* 09/01780/FULLS – Park Stream Cottage, Horsebridge Road – conversion and extension of existing stable annex – no objection

* 09/01873/Trees – Village Green – crown lift and trim one Copper Beech – no objection

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

* Yew Tree House, Romsey Road – single storey timber outbuilding – permitted

* Brookvale, Muss Lane – crown reduce one Willow – permitted

* Crown Inn, Romsey Road – replacement signage – permitted

* land north of 15 Riverside Green – detached dwelling – permitted

* 1 Redhill Cottages, Winchester Road – demolition of rear extensions and replace with two storey rear extension – refused

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. In response to a query from Cllr Werrett, Cllr Harwood confirmed it was the intention to utilise part of the budget for bio-diversity to provide bird boxes. All noted that the Council’s bank balances stood at £33601.30.

10. To consider and, if appropriate, approve a donation to Test Valley School

10.1 The new Head Teacher of Test Valley School had written to invite a representative from the Parish Council to attend the Annual Prize Giving and Cllr Room confirmed his willingness to attend. The value of the prize donated by the Council was debated.

10.2 Proposed Cllr Dyke, Seconded Cllr Pidgeon, RESOLVED unanimously that the donation for a prize at Test Valley School be increased from £50 to £75.

11. Payment of Accounts

11.1 Proposed Cllr Fahy, Seconded Cllr Harwood, RESOLVED unanimously that the following accounts for September be approved for payment:

To For Net VAT Gross Chq
Mr P Storey Salary and expenses 619.48 619.48 1549
HMRC Tax/NIC 169.34 169.34 1550
BPC Shared costs 98.10 98.10 1551
Earth Anchors Seat 406.25 60.94 467.19 1552
Information Commissioner Data control 35.00 35.00 1553
Mr M Rebbeck Grounds maint 833.25 833.25 1554
Queensbury Shelters Bus shelter 5384.00 807.60 6191.60 1555
TV School Prize donation 75.00 75.00 1556
Totals 7620.42 868.54 8488.96 12.

12. To determine a response to the Rural Settlement Boundary Review

12.1 Following a presentation by TVBC officers on the proposed review of rural settlement boundaries, discussion took place on where the limit of development should be in King’s Somborne and an agreed line was drawn on a map around the existing development for submission to TVBC.

Action: Clerk

13. To consider the implications of BT’s withdrawal of the telephone kiosk in Up Somborne

13.1 As recorded in the public session, Cllr Gibson will take this matter up on our behalf.

14. To determine input into the TVBC Access Plan

14.1 TVBC was preparing an access plan which would address a variety of transport issues and identify schemes which, if implemented, would result in easier and safer journeys. The Plan would act as a mechanism for directing funding secured through the Transport Contribution Policy, ie S106 monies paid by developers for highway enhancements. It was agreed that the following schemes should be submitted for inclusion in the Plan –

new footway from Spencers Farm to New Farm on Winchester Road or beyond to improve pedestrian access to the rural environment

new footway from the School to the Village Hall across the John O’Gaunt field

low noise road surface on A3057

new footway from Cross Stores to Martins Shop on Winchester Road

14.2 Suggestions discounted included a new footway from the Cemetery to Carlton Engineering on the A3057, uncontrolled pedestrian crossings outside the School and at the exit from Froghole Lane, and a one way system around the Village centre.

15. To reconsider the siting for the new notice board

15.1 The School Governors had not found it possible to agree to the request to site the new notice board on the roadside School railings although they had offered space on a board inside the School grounds which would be taken up. Members agreed to revert to the alternative location considered previously and site the new board on the Village Green near to the telephone kiosk where a board had existed some years previously.

Action: Clerk

16. To receive Members’ reports, as appropriate, on external meetings at which they have represented the Parish Council or have attended in any other capacity

16.1 Cllr Bidwell reported on a presentation given at a recent meeting of the Test Valley Association of Town and Parish Councils by Cllr Ward on the role of the TVBC Overview and Scrutiny Committee illustrating the wide ranging right of the Committee to scrutinise a variety of matters in the public interest.

16.2 Cllr Pidgeon had been in touch with the School about the dangers of and damage caused by children walking along the top of the Church Wall and the School had agreed to publicise this.

17. To receive Members’ reports, as appropriate, on actions taken on lead and other matters

17.1 Cllr Fahy confirmed that speed camera signs would be installed on the A3057 and that the SLOW markings had now been applied on the approaches to the Strawberry Lane/Winchester Road junction. He would follow up the need for ‘Give Way’ signs at the Little Somborne junction.

Action: Cllr Fahy

18. To receive the Clerk’s monthly report

18.1 Skate ramp rust. The surface of the skate ramp would be treated with a rust preventative at an estimated cost of £200.

18.2 Village Green telephone kiosk. Agreement from BT to repair the kiosk was still awaited.

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

19.1 Cllr Lane reported a plague of rabbits on the Up Somborne recreation ground.

Action: Clerk

20. Date, time and place of next meeting

20.1 The next meeting will be on Monday 2 November 2009 at 7.00pm in the Epworth Hall, King’s Somborne.

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

Council minutes September 2009

Parish Council

Council minutes September 2009

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meeting

held in the Epworth Hall

commencing at 7.00pm on Monday 7 September 2009

Present: Cllr R Dyke (Chairman)

Cllr R Bevan (Items 1 to 14)

Cllr D Bidwell

Cllr F Fahy

Cllr R Harwood

Cllr R Lane

Cllr G Pearson

Cllr R Pidgeon

Cllr D Room (Item 5 onwards)

Cllr J Werrett

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

Public Session

County Councillor Andrew Gibson, Borough Councillor Tony Ward, Colin Matthews (Tree Warden) and PC Martin Benton, together with seven members of the public, were present for part of the meeting.

Cllr Gibson was welcomed to his first meeting with the Council by the Chairman. He then introduced himself and commented that he had already become involved with a flooding issue in Little Somborne and that he keenly supported the concept of introducing lengthsmen into the parishes. He explained his understanding of the scheme as it would be trialled and welcomed the initial interest expressed by the Council. In reply to a query on county councillor grants he explained that he would have a budget against which bids could be made from late October onwards.

PC Benton reported that there were no issues of serious note in the area although it was pointed out that a break in had not been reported in the Crime Summary and he undertook to investigate this omission.

Cllr Ward commented that following the withdrawal of the original Test Valley Borough Core Strategy, changes were in hand and that further consultation would take place in the New Year. He also stressed the importance of councillors attending the workshop on rural boundaries to be held in the Village Hall on Thursday 17 September 2009 at 6.30pm.

The Chairman then invited members of the public to speak. Given that their interest was the establishment of a pre-school in the Village, it was agreed that Item 14 on the agenda should be brought forward and discussion on this item be declared open to the public. The major concern expressed by those present and representing the pre-school was that there had been a failure to agree with the Village Hall management committee which days the pre-school could have. The Chairman reminded all present that although the Parish Council supported the establishment of a pre-school, and had confirmed this to both the primary school and to the Village Hall management committee, both these groups were autonomous and entirely separate from the Parish Council and consequently the Parish Council could neither direct matters nor become involved in any other way.

Cllr Bidwell acknowledged the concerns of those present and said that his aim in speaking was to make sure that community organisations wishing to apply for Parish Council financial grants were fully aware of the criteria applied to assess applications. The Village Hall appeared reliant upon grants from the Parish Council to sustain its capital and revenue financial viability and it would need to increase its hire charges if it wished to be financially independent. As a result, all hirers, both community users and commercial concerns, were being subsidised by local taxpayers. He held the view that Council Tax funded grants should not be used to subsidise outside commercial users and he also felt that outside commercial users were apparently being given hire priority above a key embryo community organisation. He held the view that this was wrong particularly as the local group would bring in significantly greater charge income thus reducing the need for financial help funded from local taxation. Cllr Bidwell believed strongly that community organisations should ensure they were aware of these considerations when applying for Parish Council grants and be aware that their applications may be refused if their operational policies and methods failed to fully to serve the local community. Cllr Harwood confirmed that from his knowledge income generated by a long let to an outside organisation would not equal or exceed the income generated by the pre-school which, if the Parish Council was not to make grants, would leave the Hall in a weaker financial state than previously. Cllr Werrett agreed the matters of principle raised and commented that there were other issues surrounding the establishment of a pre-school, in particular, the viability of the primary school.

Mr Cartwright, Chairman of Governors of the primary school, emphasised that the local community had a primary school to be proud of but with demographic changes the numbers of children attending was falling. It was an established fact that where parents of pre-school age children chose to send their off-spring to a pre-school elsewhere it was likely that those children would then continue to the primary school in that area to the detriment of the King’s Somborne primary school. It was pointed out that parents without cars and not able to convey their children to outlying pre-schools would welcome a pre-school in the Village which, in turn, would help the primary school sustain its numbers. In sum, Mr Cartwright left no doubt that the primary school strongly supported the establishment pf a pre-school in the Village and that the continuing support of the Parish Council was requested.

Mrs Baker gave some background information on progress to date and reinforced the view that the Village Hall was there to support the community and that with the withdrawal of an external hirer, who had indicated a willingness to go elsewhere, the Village Hall and the pre-school group should be able to come to an agreement. However, the dialogue had broken down for the moment. Mr Younger queried the due process of agreeing monies granted to the Village Hall and elsewhere and was reassured by the Clerk’s explanation of the grant making process and the staff work completed to ensure that applicants were bona fide before councillors voted on the application.

In conclusion, the Chairman confirmed that although the Parish Council could not mediate in the matter he would again raise the Council’s support for the pre-school and the Council’s view that the Village Hall management committee should ensure that the needs of local community groups prevail over those of external organisations.

Action: Chairman

The meeting was then closed to the public

1. Apologies for Absence

1.1 Village Correspondent.

2. Announcements by the Chairman

2.1 Cllr Dyke informed the meeting that the request for a junior football pitch on the King’s Somborne recreation ground was in abeyance for the time being at the request of the Football Club.

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

3.1 Mr Colin Matthews, the Tree Warden, commented that four trees planted last year had died and he was arranging for their replacement. He hoped to have ideas on where additional trees could be planted for consideration at the next meeting and would welcome suggestions from councillors and public alike.

3.2 In the absence of Mrs Dawn Harrison, the Clerk reported that progress was being made with the intent of publishing a short questionnaire in The Gauntlet November issue, the format of which would be dependent upon the Webmaster’s ability to produce a user friendly programme on The Sombornes website as an alternative means of obtaining feedback. It was planned to have the draft questionnaire available at the October meeting of the Parish Council for approval with an initial report on thoughts to date for consideration at the January meeting.

4. To approve the Minutes of the Parish Council meeting held on 6 July 2009

4.1 Proposed Cllr Lane, Seconded Cllr Fahy, RESOLVED with minor amendment that the minutes of the meeting held on 6 July 2009 be accepted as a true record.

5. To consider any Matters Arising from those Minutes

5.1 Para 19.1 There had been further camping on the King’s Somborne recreation ground with fires lit in the outfield. The Chairman would submit an article for The Gauntlet and all were encouraged to report any such events to the Police as this activity was to be strongly discouraged.

Action: Chairman and Councillors

6. Declarations of Interest

6.1 Cllr Fahy declared an interest in Item 16 – Allotment management.

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. No further action was thought necessary on the Healthier Hampshire consultation document and Cllr Bidwell undertook to respond on the Council’s behalf to the Test Valley Borough Council’s consultation on hackney cab licensing.

Action: Cllr Bidwell

8. To receive reports on planning applications considered and determined

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

* 1 Redhill Cottages, Winchester Road – demolition of rear extensions and replaced with two storey rear extension – no objection

* Yew Tree House, Romsey Road – erect single storey timber outbuilding – no objection

* Park Stream Cottage, Horsebridge Road – conversion and extension of existing stable annex into granny annex – no objection

* land to north of 15 Riverside Green – erection of detached dwelling and garage – objection as previously on the grounds of limited access and construction traffic

* Holme Chase, Romsey Road – rear conservatory – no objection

* 4 King’s Acre – prune three Fir trees – no objection

* Roydon, Old Palace Farm – fell one Juniper, crown raise one Beech and one Silver Birch – no objection

* Brookvale, Muss Lane – crown reduce one Willow – no objection

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

* Rookley Farmhouse, Winchester Road – relocation of oil tank, repairs and alterations – permitted

* 4 King’s Acre – fell one Cherry and two Maples – permitted

* 1 and 2 Marsh Court Farm, Romsey Road – replace windows – permitted

* Park Farm, Little Somborne – change of use to residential units – refused

* Park Stream Cottage, Horsebridge Road – conversion of stable annex into granny annex – refused

* Roydon, Old Palace Farm – fell one Juniper, raise one Beech and one Silver birch – 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. All noted that 44% of the budget had been spent and that the Council’s bank balances stood at £39,116.12, £12,000 of which was ringfenced for purchase of the toddlers’ play equipment for King’s Somborne recreation ground. Cllr Harwood queried the overspend on the play equipment budget by £1802 and the Chairman confirmed he had approved this in the absence of a meeting in August to enable the toddlers’ play equipment project and uncosted necessary groundworks to be completed. It was anticipated that this overspend would be made good by S106 monies from TVBC in due course. He also queried the fact that no known bid was being made by the Village Hall against the budget of £4000 provided. In reply, the Clerk advised that the Village Hall Development Committee anticipated making a further bid for funds, although probably now not before the next financial year, under the Capital Grant scheme to enable the upgrade of the pavilion area, and he reminded Councillors that the application process to both TVBC and Hampshire County Council required a Parish Council contribution.

10. Payment of Accounts

10.1 Proposed Cllr Room, Seconded Cllr Pidgeon, RESOLVED unanimously that the following accounts for July and August be approved for payment:

To For Net VAT Gross Chq

Mr P Storey Salary and expenses 639.87 639.87 1533
HMRC Tax/NIC 69.34 169.34 1534
BPC Shared costs 15.00 15.00 1535
TVBC Grounds maint 703.88 105.58 809.46 1536
TVBC Grazing rights 1.00 1.00 1537
J Perry Soil and turf 541.00 81.15 622.15 1538
J Perry Equipment removal 500.00 75.00 575.00 1538
Totals 2570.09 261.73 2831.82

To For Net VAT Gross Chq

Mr M Rebbeck Grounds maint 912.50 912.50 1539
Playground Projects KS rec plans 150.00 150.00 1540
Mr P Storey Salary and expenses 604.97 604.97 1541
HMRC Tax/NIC 169.34 169.34 1542
BPC Shared costs 35.41 35.41 1543
Cheque Cancelled 1544
CPRE Annual sub 29.00 29.00 1545
Lappset Playground equip 14911.50 2236.73 17148.23 1546
Mr P Storey Tax refund 1043.50 1043.50 1547
Mr M Rebbeck Grounds maint 848.25 848.25 1548
Totals 18704.47 2236.73 20941.20

11. To approve the purchase of a new seat for the King’s Somborne recreation ground

11.1 Proposed Cllr Harwood, Seconded Cllr Pearson RESOLVED unanimously that a new seat be purchased in the same style as the recently purchased seat on the trim trail for installation in the King’s Somborne recreation ground to replace the old bench seat which had been repositioned at the top of Strawberry Lane, Up Somborne.

12. To report on the proposed boundary review

12.1 Cllr Room encouraged councillors to attend the forthcoming presentation workshop on rural boundaries and expressed the view that to have had a village design statement to hand would have been helpful when discussing where the boundaries should be. He intended to retain the draft produced by the Clerk until after the update of the Parish Plan when he would seek a review of the need for a design statement.

13. To report on the trial Parish Lengthsman scheme and determine any necessary action

13.1 Cllr Fahy, as lead councillor, had circulated papers on the proposed trial of the parish lengthsman scheme and explained the situation to date. HCC had identified both Swanmore and King’s Somborne Councils to trial an arrangement whereby a local person in King’s Somborne and a contractor in Swanmore were employed to work under the co-ordination of the lead parish council in performing those tasks within his/its competence designed to improve the general amenity of the host council and up to nine adjacent councils and for which a budget of £10,000 would be made available. Exploratory meetings had been held with interested parties and it was now timely to consider the matter more formally.

13.2 It was generally realised that £1000 per year per parish would not enable significant amounts of work to be undertaken once travelling time and administrative expenses had been met and various questions regarding the legal implications and working relationships between clerks of the ten parishes were raised. The need for training, risk assessments and absence cover were also queried. In general, it was thought there were more questions than answers and that obtaining value for money was questionable.

13.3 Proposed Cllr Werrett, Seconded Cllr Bidwell, RESOLVED with eight votes for and two against that no further involvement be undertaken with the trial lengthsman scheme.

13.4 Cllr Fahy would co-ordinate the reasons for the scheme’s rejection and notify all interested parties accordingly.

Action: Cllr Fahy

14. To receive a report on progress made to establish a pre-school in King’s Somborne

14.1 This matter was dealt with during the public session.

Cllr Bevan left the meeting at this point

15. To consider the need for additional street lights within the Parish

15.1 Copies of various e-mails had been circulated for information by the Clerk before the meeting on the subject of street lighting.

15.2 A request had been made to realign the light at the Scott Close end of Footpath 503 to illuminate the path rather than the road but this had been refused on the grounds that the greater priority was to illuminate the roadway.

15.3 The Parish Plan reflected a desire for more lights along the A3057 but a request for this to be considered had been refused on the grounds that there was no perceived need. If the personal security of pedestrians would be improved then a case might be considered but it would be necessary to show the volume of pedestrians using the road during lighting up time, the proportion that fell within categories considered as vulnerable such as women, children the elderly, the crime risk and risk and incidence of anti-social behaviour. As a result, it was not thought appropriate to pursue this matter.

15.4 The Clerk briefed on proposals to replace those lamp standards pre-1991 over the next five years. This included two on Riverside Green, one in Old Vicarage Lane, five in Muss Lane, the light outside the Village Hall and some in Eldon Close. It was thought likely there would be a public consultation on this at sometime in the near future.

15.5 A request had been made to replace the standard light on the Village Green with a more traditional design. Again, there were no HCC funds available to do this but it was thought appropriate to budget £2500 in next year’s budget to give effect to this.

Action: Clerk

15.6 HCC had invited the Parish Council to sign up to the Private Finance Initiative whereby responsibility for the maintenance of certain street lights would be vested in a private contractor. The only light affected at this time was the one outside the Village Hall for which the annual cost was estimated to be in the region of £35 pa.

15.7 Proposed Cllr Bidwell, Seconded Cllr Werrett RESOLVED that the Clerk be authorised to sign the PFI agreement for the Village Hall street light on behalf of the Parish Council

Action: Clerk

16. To consider a proposal to assume responsibility for allotment management

16.1 Cllr Fahy reported some disquiet among the allotment holders over the management of the allotments and tabled a suggested timetable for the Parish Council to assume responsibility if it so wished. The Clerk pointed out that for many years the allotments had been managed by an outside agency on behalf of the Church who owned the land with a local resident acting as the point of contact and although an offer had been made recently by the agency to lease the allotments to the Parish Council for a fee with the Council retaining any surplus or bearing any loss; this offer had been rejected.

16.2 Cllr Werrett suggested and it was agreed that the allotment holders themselves should try to remedy the situation over the next few months after which the Council might see fit to instruct the Clerk to open negotiations regarding transfer.

17. To adopt the proposed improvements to the King’s Somborne recreation ground

17.1 The Clerk reported how well the toddlers’ play equipment had been received by the young families in the Parish and tabled plans and costs for completing the upgrade. The proposals included the installation a trampoline and this piece of equipment was rejected by Councillors and another piece of equipment would now be substituted. Without the trampoline, the current estimate of cost was £17,939 plus VAT and included a climber cone, relocation of the springers, flat seat and cradle seat swings, a combination goal and the associated groundworks. There would also be a cost for removing the existing equipment as yet not quantified.

17.2 Proposed Cllr Pearson, Seconded Cllr Harwood RESOLVED unanimously that the Clerk should use the costed plan amended with a substitute for the trampoline to seek external funding to cover the installation costs.

18. To confirm the re-appointment for a further three years of Mr Frank Cleverley as the Parish Council representative to the Catherine Edwards Trust

18.1 Mr Cleverley had sought re-appointment as the Parish Council’s representative to the Catherine Edwards Trust which was a local charity making grants to young people for the purchase of books and other items not supplied by their college to assist them in furthering their education.

18.2 Proposed Cllr Lane, Seconded Cllr Pidgeon, RESOLVED unanimously that Mr Cleverley be re-appointed for a further three year period as the Parish Council’s representative to the Catherine Edwards Trust.

19. To determine any action appropriate to support NALC in its efforts to have the Sustainable Communities Act amended to give new powers to parish councils

19.1 The National Association of Local Councils (NALC) had requested support for their efforts to have the Sustainable Communities Act amended to grant more powers to parish councils as part of improving the ‘bottom up’ process whereby citizens and their councils could drive Government action to promote or protect thriving communities. The action required individuals and councils to write to their MPs encouraging them to support the Early Day motion 1545 to give effect to this.

19.2 Proposed Cllr Fahy, Seconded Cllr Bidwell, RESOLVED with five votes for and four abstentions that the Clerk write on behalf of the Parish Council supporting the NALC bid.

Action: Clerk

20. To receive Members’ reports, as appropriate, on external meetings at which they have represented the Parish Council or have attended in any other capacity

20.1 None reported.

21. To receive Members’ reports, as appropriate, on actions taken on lead and other matters

21.1 Cllr Pidgeon reported damage to the Churchyard wall as a result of youngsters walking on it. The Clerk would arrange for its repair.

Action: Clerk

21.2 Cllr Fahy reported that the missing 30mph signs on Horsebridge Road had been restored and a redundant slippery road sign removed. There had been another incident of a foreign heavy goods vehicle attempting to use Old Vicarage Lane, presumably following the satnav directions. Photos had been taken and submitted to Hampshire Highways in support of a request for more and different signs beside the A3057 some distance north of the slip road prohibiting drivers from taking that turn off the A3057. A request had also been submitted for the installation of camera warning signs on the A3057 in an attempt to reduce speeding.

22. To receive the Clerk’s monthly report

22.1 Village Green notice board. A decision from the school governing body was still awaited on the installation of a new notice board on the school fence by the green waste bin.

22.2 Electricity supply cable. The Electricity Board were investigating the feasibility of burying the overhead supply cable which crossed the recreation ground and adjacent fields in King’s Somborne to avoid future break downs in supply in inclement weather.

22.3 Footpath 503. Work had started on replacing the steps in Footpath 503 from Scott Close to Old Palace Farm with a slope and handrail.

22.4. Telephone kiosk. A request had been submitted to BT to repair and redecorate the telephone kiosk on the Village Green.

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

23.1 Cllr Fahy recommended that the ‘No golf’ sign be resupplied to the King’s Somborne recreation ground as a safety measure to protect those using the open space.

Action: Clerk

24. Date, time and place of next meeting

24.1 The next meeting will be on Monday 5 October 2009 at 7.00pm in the Epworth Hall, King’s Somborne.

There being no further business, the Chairman closed the meeting at 10.35pm

Council minutes July 2009

Parish Council

Council minutes July 2009

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meeting

held in the Epworth Hall

commencing at 7.00pm on Monday 6 July 2009

Present: Cllr R Dyke (Chairman) Cllr R Bevan Cllr D Bidwell Cllr F Fahy 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 Three members of the public were present for part of the meeting and expressed their concern at rumour they had heard about the development of a junior football pitch on land owned by the Parish Council adjacent to the John O’Gaunt palace site. Alternative locations were discussed and concern also expressed at the lack of communication with residents whose gardens bordered the site in question. The Chairman apologised for the apparent lack of communication but emphasised that no firm decisions had been made although the site in question appeared suitable for play, although this had to be approved by the Football League, and he would be considering this and the alternatives suggested with the club officials and making a firm recommendation to the Parish Council in due course. Any future proposals would be debated by Members at an earlier stage to enable full discussion by interested parties to take place.

Action: Chairman

1. Apologies for Absence

1.1 Apologies were received from Cllr Room.

2. Announcements by the Chairman

2.1 None made.

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

3.1 Mr Colin Matthews, the Tree Warden, confirmed he would be identifying areas for new tree planting in the Autumn.

3.2 Mrs Dawn Harrison reported that she was continuing to meet with various groups in the Villages to talk to them about the Plan and to stimulate responses. It was agreed that a short questionnaire should go in the October issue of The Gauntlet to further stimulate thoughts with a draft tabled for consideration at the September meeting. It was then planned to have an initial report on thoughts to date for consideration at the December or January meeting.

4. To approve the Minutes of the Parish Council meeting held on 1 June 2009

4.1 Proposed Cllr Pidgeon, Seconded Cllr Bevan, RESOLVED with Cllrs Harwood and Bidwell abstaining (absent) that the minutes of the meeting held on 1 June 2009 be accepted as a true record.

5. To consider any Matters Arising from those Minutes

5.1 There were no matters requiring further consideration.

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. No further action was thought necessary.

8. To receive reports on planning applications considered and determined

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

* Rookley Farm House – relocate oil tank and undertake repairs – no objection

* 4 Kings Acre –fell one Thorn, one Cherry and two field Maples – no objection

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

* Yew Tree House, Romsey Road – fell one Conifer – permitted

* Furzedown Farm – refurbish agricultural building – permitted

* Old Palace Lodge, Old Palace Farm – demolish existing garage and link and replace with detached garage and shed, glazed link and widow alterations – permitted

* Jessamine, Romsey Road – two storey rear extension and front porch – permitted

* APM Agriplant, Winchester Road – rear extension to warehouse – 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. All noted that 18% of the budget had been spent and the Council’s bank balances stood at £40,945.85, £12,000 of which was ringfenced for purchase of the toddlers’ play equipment for King’s Somborne recreation ground.

10. Payment of Accounts

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

To For Net VAT Gross Chq
Mr P Storey Salary and expenses 634.98 634.98 1527
HMRC Tax/NIC 143.34 143.34 1528
BPC Shared costs 15.00 15.00 1529
Playsafety Ltd Safety inspections 232.00 34.80 266.80 1530
KS Village Hall Neighbourhood Watch 4.50 4.50 1531
Mr M Rebbeck Grounds maint 884.00 884.00 1532
Totals 1913.82 34.80 1948.62

11. To review supported local bus services

11.1 The Council’s views had been sought as part of the County Council’s review of the supported bus services serving the King’s Somborne area. It was noted that most journeys made by service 68/78 Winchester – Stockbridge- Salisbury were supported and service 99/X99 Andover-Stockbridge-Winchester had certain journeys supported. Councillors agreed that as a rural community retention of these services was essential for example for those without cars, children travelling to school, shopping and hospital visits and the response should make the case for retention in the strongest possible terms.
Action: Clerk

12. To consider a response to TVBC’s rural settlements boundary review and the value of a village design statement

12.1 King’s Somborne had been selected as the first of the rural villages in Test Valley to have its settlement boundaries reviewed as part of the Borough Council’s area action plan which would contain detailed rural policies and the definitive boundaries within which development may be acceptable.

12.2 Concern was expressed at the prospect of this review when the local wish might be for no further outward development which could clash with the views or policies of higher authorities. There were also differing views on the benefits of having a village design statement, the contents of which could work for or against the local community. Although the Clerk had produced some ideas for a village design statement, it was thought appropriate to defer consideration of the need for such a document until after the review of the Parish Plan. As a result, Cllr Werrett, proposed and Cllr Lane seconded that a deferment by one month of the 28 August deadline should be sought and that TVBC be invited to attend the September meeting to elaborate on the review and its methodology. This resolution was carried unanimously.

Action: Clerk

12.3 At the same time, concern was expressed at the absence of Borough Cllr Ward from the meeting as he would have been in a strong position to respond to some of the questions raised. Cllr Bidwell proposed and Cllr Werrett seconded that regular attendance by the Borough Councillor be requested and that where absence was unavoidable a written report on those items from the Borough of interest to the Parish should be provided. This resolution was carried unanimously.

Action: Clerk

13. To consider progress made on establishing a pre-school

13.1 Councillors were pleased to note that a compromise had been reached between the Pre-School and Village Hall and it was now anticipated the Pre-School would be able to use the Village Hall on three mornings and two afternoons each week from January 2010.

14. To consider the need for tree guards and planting locations

14.1 As previously minuted, a review of possible tree planting locations was in hand and the surplus tree guard would be stored until required in the future.

15. To consider the implications of applying for the Power of Wellbeing

15.1 A note had been circulated with the agenda papers outlining the introduction of the Power of Wellbeing to local councils which would enable them to do anything considered likely to achieve or improve the economic, social or environmental wellbeing of the community. This ability to spend money would extend beyond parish boundaries if it could be shown that the benefit obtained was directed at the community. Thus it released councils from the constraints of the Local Government Act 1972 Section 137. To be eligible, a council had to demonstrate competence by qualification and training of both councillors and the clerk, eligibility had to be renewed annually and clear examples of involvement by the community had to be demonstrated.

15.2 After discussion, and bearing in mind the additional work generated by the Parish Plan review, the boundaries review and the need to become re-accredited under the Quality Parish Scheme in September next year, it was thought sensible to defer further consideration of this subject until later next year.

16. To receive Members’ reports, as appropriate, on external meetings at which they have represented the Parish Council or have attended in any other capacity

16.1 None tabled.

17. To receive Members’ reports, as appropriate, on actions taken on lead and other matters

17.1 Cllr Bevan confirmed he was in touch with those involved with plans for more affordable housing in King’s Somborne and that a presentation would be held in the Village Hall on Friday 17 July between 5.30 and 7.00pm with officers available to answer questions from the public on the proposals. Members expressed concern at the lack of publicity for this event and Cllr Bevan would contact the organisers for posters for the boards and to be cascaded down Members’ address lists to ‘spread the word’.

Action: All and Clerk

17.2 Cllr Fahy opined that greater use could and should be made of The Sombornes website for this and other matters of community interest and that he was meeting with officers from HCC and TVBC to discuss road safety matters and highways strategic planning.

18. To receive the Clerk’s monthly report

18.1 Rural Green Spaces Strategy. TVBC was seeking information on open green spaces as part of an on-going need to justify seeking developer’s contributions when new developments were in planning, the aim being to ensure that such payments recognised the need to compensate the community for the impact the development had or facilitate the provision of additional facilities. Members discussed possible amenity improvements which could benefit from developers’ contributions including more play equipment in King’s Somborne, Muss Lane and Up Somborne, the provision of a junior football pitch, improvements to the Village Hall, more community seating, a multi-sport hard surface play area, street lights in keeping with a conservation area and other road improvements, and the provision of a path connecting the school with the Village Hall to avoid the need for children to walk along side the busy A3057. The Clerk would complete the returns accordingly.

Action: Clerk

18.2 Play safety report. The annual play safety inspection report had been received and action where necessary to minimise risk was in hand.

Action: Clerk

18.3 Rural Sports Outreach Officer. TVBC had sought support for the establishment of a RuralSports Outreach Officer to work with communities to develop sports facilities, offer training and involve young people in sport and exercise. Members gave their full support to the bid and the Clerk would reply accordingly.

Action: Clerk

18.4 COMMA Aggregates Fund. A bid for £7434 had been submitted to the COMMA aggregates fund to help finance the purchase of new equipment for the King’s Somborne play area as part of the on-going upgrading.

18.5 Up Somborne bus shelter. A quotation had been received which was within budget and upon receipt of the landowner’s consent the order would be confirmed.

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

19.1 Cllr Bidwell reported that campers had been seen on the King’s Somborne recreation ground and although they had since moved on, it was noted that no formal powers existed to deal with this situation although all agreed it should be discouraged in view of the mess and minor damage caused.

20. Date, time and place of next meeting

20.1 The next meeting will be on Monday 7 September 2009 at 7.00pm in the Epworth Hall, King’s Somborne. (Note: no meeting in August)

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

Council minutes June 2009

Parish Council

Council minutes June 2009

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meetingheld in the Epworth Hall

commencing at 7.00pm on Monday 1 June 2009

Present: Cllr R Dyke (Chairman)

Cllr R Bevan

Cllr F Fahy

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 Two members of the public were present for part of the meeting and expressed their concern at the lack of lighting along the busy A3057. Councillors took note of this concern, which was shared by many others, and would again take up the matter of lighting with Hampshire Highways at a suitable time in the future. Concern was also expressed at the narrow entrance into the Village Hall and recreation ground car park coming from the Village centre. Cllr Fahy commented that the camera warning signs in the Timsbury and Braishfield areas had been very effective in slowing down traffic and he would be following this up.

1. Apologies for Absence

1.1 Apologies were received from Cllrs Bidwell and Harwood and Borough Cllr Ward.

2. Announcements by the Chairman

2.1 None made.

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

3.1 Mr Colin Matthews, the Tree Warden, commented that the Birch tree in Hayes Cottage was virtually dead and becoming a danger and this should be followed up with the current owner.

Action: Clerk

3.2 Dr Steven Rake, the Footpath Warden, commented that the footpath walks were still well supported.

3.3 Mrs Dawn Harrison reported that she had received some interesting comments on the update to the Parish Plan with particular mention of the lack of street lighting and the volume of traffic on the A3057. She was arranging to visit various groups in the Villages to talk to them about the Plan and to stimulate responses. A short questionnaire might then go in The Gauntlet to further stimulate thoughts.

4. To approve the Minutes of the Parish Council meeting held on 11 May 2009

4.1 Proposed Cllr Lane, Seconded Cllr Bevan, RESOLVED unanimously with minor amendment that the minutes of the meeting held on 11 May 2009 be accepted as a true record.

5. To consider any Matters Arising from those Minutes

5.1 Para 9.1 Cllr Dyke reported that the proposed site for the junior football pitch was being cut regularly and that spraying contractors were being approached to treat the surface growth.

5.2 Para 18.1 Cllr Fahy would follow up the irregular relocating of the speed indicator device.

Action: Cllr Fahy

6. Declarations of Interest

6.1 Cllr Lane declared an interest in Item 11.

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. No further action was thought necessary.

8. To receive reports on planning applications considered and determined

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

* 1 Marsh Court Farm – replacement timber casement windows and repairs to mullions – no objection

* Yew Tree House – fell one Conifer – no objection

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

* Willow Cottage, Romsey Road – rear porch – permitted

* Meadow Book, Romsey Road – replacement of garage and store – permitted

* North Park Farmhouse, Somborne Park Road – satellite dish – 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. All noted that 12% of the budget had been spent and the Council’s bank balances stood at £43,194.63, £12,000 of which was ringfenced for purchase of the toddlers’ play equipment for King’s Somborne recreation ground.

10. Payment of Accounts

10.1 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 and expenses 854.12 854.12 1521
HMRC Tax/NIC 169.34 169.34 1522
BPC Shared costs 15.00 15.00 1523
Hants Playing Fields Assn Subscription 20.00 20.00 1524
Mr M Rebbeck Grounds maint 760.75 760.75 1525
Cheque cancelled 1526
Totals 1819.21 1819.21 11.

To determine grass cutting requirements for Parish Council owned land for 2010 – 2012 inclusive

11.1 The Clerk briefed on the frequency of grass cuts and contracts which were due to expire at the end of the current season. He expressed satisfaction with the current arrangements but in accordance with best practice indicated his wish to go out to tender for the next three years to obtain best value for money. Councillors saw no reason to amend the current frequency of cuts which, in any case, could be changed during the contract period as necessary, and authorised to Clerk to approach contractors to seek bids. Some discussion ensued on the frequency of cut of the John O’Gaunt field in view of previous comments made about leaving it to grow long to encourage insect life but it was noted that the field belonged to English Heritage who contributed towards the costs of keeping the grass mown and no changes in plans were thought appropriate. As in previous years, it was agreed that the cheapest bid would not automatically be accepted.
Action: Clerk

11.2 The opportunity was taken to criticize the standard of verge cutting around the Parish and the Clerk was instructed to take this up with Hampshire Highways.
Action: Clerk

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

12.1 Cllr Lane reported on the update to the Street Lighting Private Finance Initiative contract which would see the replacement of County Council owned lamp columns installed before 1990 and the replacement of all yellow light lanterns with new white lights designed to reduce energy consumption by at least 12%.

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

13.1 Cllr Fahy would follow up the dissatisfaction expressed with the infrequency with which the speed indicator device was relocated, the poor standard of surfacing on the newly marked pedestrian way along part of Winchester Road, the defunct slippery road sign at the Romsey end of the A3057 in the Village and missing 30mph signs.

Action: Cllr Fahy

14. To receive the Clerk’s monthly report

14.1 Yew Tree House tree pruning. It had been confirmed that the planning application granted for pruning the Yew tree in the grounds of Yew Tree House remained extant for five years.

14.2 Bottle Bank. TVBC staff had tidied up the area around the Bottle Bank in the King’s Somborne recreation ground and had not seen any evidence of rats. They would monitor the site and confirmed no plans existed for its relocation as it was ideally suited for access.

14.3 River weed. The Environment Agency planned to clear the weed from the river along side Winchester Road later this month.

14.4 Green Spaces Strategy for Rural Areas. TVBC wished to ensure that residential development did not cause or exacerbate deficiencies in the provision or quality of recreational green space and was encouraging local councils to identify their green spaces, together with plans for their improvement, and notify TVBC accordingly. The Clerk would assemble suitable information.

Action: Clerk

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

15.1 Cllr Pidgeon reported that the Scouts continued with their fundraising efforts and that electrical work had now been completed in the Scout Hut.

15.2 At Cllr Pearson’s suggestion, it was agreed to infill the gap in the hedge by the skate ramp.

Action: Clerk

15.3 Following Cllr Bevan’s report on recreational facilities, the Clerk would seek advice on treating the rust appearing on the skate ramp.

Action: Clerk

16. Date, time and place of next meeting

16.1 The next meeting will be on Monday 6 July 2009 at 7.00pm in the Epworth Hall, King’s Somborne.

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

Annual Assembly 2009 Minutes

Parish Council

Annual Assembly 2009 Minutes

MINUTES OF THE ANNUAL PARISH ASSEMBLY

HELD ON 7 May 2009 IN THE VILLAGE HALL COMMENCING AT 7.30pm

Cllr R Dyke – Chairman of the Parish Council

Cllrs D Bidwell, F Fahy, R Harwood, R Lane, G Pearson, R Pidgeon and D Room

Cllr M Woodhall (County Councillor) and Cllr A Ward (Borough Councillor)

Mrs D Harrison (Village Correspondent) and PC M Benton

12 Parishioners

Mr P J Storey – Clerk to the Parish Council

The evening opened with a short presentation by Mr Jason Avery of the Hampshire Fire and Rescue Service. Mr Avery outlined the three aims of the Service – protect, prevent and respond. He then went on to illustrate how the Service reacted to meet each of these aims, making reference to the 52 fire stations in Hampshire, the 783 wholetime firefighters, the 713 retained firefighters and 310 support staff, together with the 77 frontline fire engines and a fleet of specialist support vehicles. He highlighted the specialist roles of the Hampshire Fire and Rescue Service. These included animal and water rescue, high volume water pumping, chainsaw, trench, maritime and rope rescue, each of which often resulted in requests for help from outside the Hampshire area. Mr Avery made specific mention of thatch roof fires given that one third of the 800 thatched roof properties in Hampshire were within the Test Valley area and attributed the majority of thatch roof fires to heat from the flue. In answer to questions from the floor, Mr Avery mentioned that no free house inspections were carried out, that response times were 8 minutes from a manned station and 12 from a part-time station and that the Fire Service was a primary consultee in road safety matters as its members had the practical experience. The Chairman thanked Mr Avery for a fascinating insight into the Hampshire Fire and Rescue Service.

09/01 Apologies

Apologies had been received from Cllrs Bevan and Werrett and from Mr D Bevan in his capacity as Secretary to the Parochial Church Council.

09/02 Minutes

The Minutes of the Annual Parish Assembly held on 1 May 2008 had been circulated via the Village shops and website and copies were available for perusal at the meeting. Proposed Mr D Pepperell, Seconded Mr J Vandepump, RESOLVED unanimously that these Minutes be accepted as a true record.

09/03 Matters Arising

Cllr Fahy raised a number of matters on which he sought an update; in particular, the progress on establishing Quiet Lanes (no further action as an Act of Parliament was required); the Tetra pack disposal scheme (not scientifically successful and no processing plant existed in UK although an alternative pilot scheme was being looked at by the Borough Council); the poor standard of local road surfaces especially the A3057 and the problems of overhanging vegetation (resurfacing the A3057 was not as priority and the vegetation was dealt with when necessary); the frequency of rotation of the speed indicator device and the need to include a site on the Furzedown Road approach to the Village and on horsebridge Road (location and rotation to be taken up with the Borough Council; the Parish Council would note the suggestion of a second device).

09/04 Chairman’s Report

The Chairman presented his Report for the year 2008/9, 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. It was suggested that publication of the Chairman’s Report in The Gauntlet magazine should be as near to the meeting date as possible and the text be included on the website.

09/05 Reports from Parish Councillors

The Chairman introduced Parish Councillors present and invited each to say a few words.

Cllr Pearson highlighted some changes in the procedure for actioning planning applications in that they no longer needed to be advertised in local papers

Cllr Harwood updated those present on the plans to develop a biodiversity project on part of the John O’Gaunt field stating they were in the early stages and it could take up to four years to come to fruition.

Cllr Bidwell discussed the on-going need to raise the profile of parish councils and increase their quality via membership of external bodies and Quality Parish accreditation scheme.

Cllr Lane acknowledged the work undertaken by volunteers in the Parish. He also expressed the view that the local community knew best about the need for more housing in the local area and such decisions should not be forced on local communities by Government.

Cllr Dyke picked up this point and stated that plans were well advanced for an additional 18 affordable houses in King’s Somborne and that the Parish Council was one of the leading councils in identifying such housing needs and taking action to fulfil them. There was a clear need to retain young people in our local Villages and more housing was key to this. On this point, Borough Councillor Ward commented that central government dictated where such housing should go and had over ruled the Borough Council’s plans which had illustrated where additional housing should go based, in part, upon areas where the infrastructure was already there to support it. Cllr Dyke also took the opportunity to comment on increasing the facilities for youth sport and the Council’s intention to improve the play area on the King’s Somborne recreation ground.

Cllr Fahy reported his disappointment that the tennis project had failed to materialise but reminded those present that facilities for hire existed.

Cllr Room commented on the emotive aspects of chairing the Planning Committee and confirmed the Committee’s policy of recommending approval where possible. He had noted an increase in the number of applications for orangeries rather than conservatories.

09/06 Financial Report

Mr Storey, the Responsible Finance Officer, presented the audited accounts for the Parish Council for the year ended 31 March 2008 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 out-turn for the financial year 2008/9 which showed the Parish finances to be in a healthy state although he warned that reliance upon reserves to finance future capital projects could not continue indefinitely and further improvements in Village facilities would need to be precepted. The Accounts and Annual Return for the year ended 31 March 2008 were accepted.

09/07 Reports from County Councillor and Borough Councillor

The Chairman welcomed Cllr Woodhall to the Assembly and invited him to address those present. Cllr Woodhall gave an overview of the County Council’s responsibilities highlighting that the county’s population had increased from 1.1 million to 1.7 million and traffic volume had doubled over the past twenty five years with the attendant challenges such growth placed on the supporting infrastructure and associate costs. He went on to explain his role as chairman which ranged from chairing meetings to meeting Royalty. He was particularly pleased at the minimal amount of waste that ended in landfill, the construction of new schools and improvements in standards. He held the view that sport was valuable to developing young minds and bodies and was very pleased to note the success of the new running track in Winchester. In conclusion, Cllr Woodhall emphasised the importance of bringing culture to the county and its population to help sustain standards. The Chairman thanked Cllr Woodhall and invited Cllr Ward to report on the Borough perspective. Cllr Ward touched on the impact of the recession on local business and the advice available from the Borough Council. Unfortunately, the Council’s revenue was down as a result of the economic decline which had resulted in staff cuts in order to achieve a balanced budget. Of interest, rural areas represented 40% of Test Valley but did not receive the same proportion of resources. On waste disposal, Cllr Ward welcomed the improvements to the Bunny Lane recycling site and said that plans were afoot to establish a foil bank. A review of conservation areas was under way and also of settlement boundaries and King’s Somborne had been selected for the pilot study. He urged everyone to become involved in these reviews. In conclusion and on behalf of the Village Hall Development Committee, Cllr Ward thanked the Parish Council for supporting the Capital Grants application for funds which had helped meet the renovation costs of the kitchen and committee room in the Hall.

09/08 Parish Matters

The Chairman thanked Dr Rake, the Footpath Warden, and Mr Matthews, the Tree Warden for their continuing work on behalf of the Parish and drew attention to Mrs Harrison’s willingness to update the Parish Plan. In this matter, Mrs Harrsison was eager to seek the views of as many people as possible and the Chairman encouraged this. The Chairman also updated those present on plans to develop a junior league football pitch on land owned by the Parish Council adjacent to the John O’Gaunt Field.

Mr Orange gave his thanks to Cllr Woodhall for his work on behalf of the Parish, highlighted the lack of work for young people in the Village, thought the polling cards for the forthcoming elections had been issued too early, that attention needed to be given to the potholes around the War Memorial Triangle and along Old Vicarage Lane and that a notice should be placed on the footbridge advising walkers to come off the Winchester Road and walk along Old Vicarage Lane to reduce the risk of accident. These points were noted and would be actioned accordingly.

Closure The meeting closed at 9.55pm with the Chairman thanking everyone who had attended.

KING’S SOMBORNE PARISH COUNCIL

CHAIRMAN’S ANNUAL REPORT2008-2009

Following the precedent set by my predecessor, this Report is being published in the Gauntlet prior to the May Parish Assembly meeting. It must be remembered that all parish councillors are voluntary and unpaid for their services to this community. At the beginning of the meeting I will introduce visiting guests and each council member and give a resume of their specific responsibilities before we deal with the formal business and take any matters arising from the public present. As mentioned in last year’s Report, the Parish Plan is the Council’s mandate to do that which is most important to you. We have sought volunteers to update this document and so far we have received only one person wishing to take on the work. This may prove a rather daunting task for a single person and it may therefore be more prudent for two or three people to share the responsibility. As this would be an update of the original document, the original could act as an ‘aide-memoire’; we hope that this work can be finalised this year remembering the aim is to be published by 2010. You may have read that for the coming year we have frozen the Parish Council’s Precept (tax). This decision was taken after much debate, and I think we had hoped that it might have set a precedent for the Borough and County Councils. Alas, this was not to be so, but at least we have done our small bit to relieve the tax burden on our local community. Whilst this action may be welcome, it does have ramifications on the money available to carry out this Council’s ambitions regarding various purchases and repairs around the Parish. To this end we will have to draw on our reserves. Any clarification you may have on our finances can be sought from our Clerk after he addresses the meeting. During the last year we have awarded grants to various village organisations such as the Cricket Club, the Village Hall development scheme and the Scouts. Details of these grants have been published in our monthly minutes. As regards the coming year, we see the need to focus on the children’s play area in King’s Somborne, this will entail the replacement of, and purchasing of, new equipment. The total cost could run into tens of thousands of pounds, hopefully grants can be obtained. Another scheme which I am very keen to see is the removal of the steps in the passage/footpath between the Scott Close area and Palace Farm and replacing them with an easy going ramp with a non-slip surface. This I hope will enable pushchairs and wheelchair owners to use the access more easily giving them a choice between this passage and Eldon Road. It is hoped this scheme can be financed to a great extent by Hampshire County Council, as the area is under their jurisdiction, and I am hoping we can request their full involvement not least using their health and safety rules as a prime reason for the change. Another scheme which we hope to implement this year is the development of an area of biodiversity. This will probably be in the ‘square area’ of the John O’ Gaunt field. We have already had discussions with English Heritage (the owners) who have indicated, quite strongly, their support for the scheme. The Council is also in discussion with developers and Test Valley Borough Council on plans to build 18 affordable properties at the end of the existing properties along Eldon Road. The proposals include 2, 3 and 4 bedroom terrace and semi-detached houses. The developers, who are Hyde Martlet Housing, have confirmed they will be rented properties with allocation priority being given to Parish and Borough families in that order. From a recent discussion with Hyde Martlet, it would seem that these properties should be ready by 2010 and plans for public viewing should be available in the Parish by mid-late summer. Finally, on behalf of the whole Parish, I would like to thank my predecessor David Bidwell for the work he has done on behalf of the Borough and the Parish, he was a Borough Councillor for 4 years, and Chairman of our Parish Council for 11. Fortunately, he remains on the Parish Council. As I am sure you will realise, I am new to the post of Chairman, and to that end, I thank Peter Storey our Clerk, who on a number of occasions has guided me along the appropriate path – although sometimes he has needed to give me the occasional nudge to prevent me straying from the track – thank you Peter. I would also like to thank on your behalf Steven Rake, our footpath warden, Colin Matthews, our tree warden, and Mike Rebbeck who undertakes grounds maintenance on our behalf. Without these and other volunteers we would not have the thriving community that we all enjoy.

Richard (Dick) Dyke 01794 388525 (March 2009

Minutes AGM May 2009

Parish Council

Minutes AGM May 2009

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 11 May 2009

Present:

Cllr D Dyke (Chairman)

Cllr R Bevan

Cllr D Bidwell

Cllr F Fahy

Cllr R Harwood

Cllr R Lane

Cllr G Pearson

Cllr R Pidgeon

Cllr D Room

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

Public Session

Mrs Dawn Harrison, the Village Correspondent, Mr Colin Matthews, the Tree Warden and PC M Benton were present for the meeting. PC Benton reported that recorded incidents had decreased by 25% year on year with poaching being the largest current problem. He urged everyone to report any suspicious or other incidents and confirmed that there were now 6 police officers, two PCSOs plus a third arriving soon to deal with matters in our area. Cllr Harwood commented on the confusion generated by the varying speed limits on the A3057 and the number of road signs bent or missing and PC Benton explained the Chief Constable’s policy of not deliberately going out to trap motorists but if excessive speed was reported in an area the monitoring team would concentrate on that area. Mrs Harrison expressed the concern of the residents of Horsebridge Road at speeding drivers travelling along this narrow road and the dangers posed to cyclist, walkers and residents emerging from their front drives. The Clerk would report formally this concern and PC Benton took note. Mrs Harrison also reported the concern felt by users of the footpaths from the Romsey Road to the Horsebridge Road houses when approached by the landowners. It was confirmed that the two paths in question were recognised rights of way generating an absolute right to walk albeit along the designated route which in one case was not the most direct route. The poor condition of the kissing gate at the field entrance was highlighted.

Action: Clerk

1. Apologies for Absence

1.1 Apologies had been received from Cllr Werrett and Borough Cllr Ward.

2. Election of Chairman

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

Cllr Lane assumed the Chair for this item.

3. Election of Vice-Chairman

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

5. Allocation of Responsibilities

5.1 Proposed Cllr Bevan, Seconded Cllr Bidwell, RESOLVED unanimously that the following allocation of responsibilities be confirmed –

a. Footpath Warden Dr 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. Flood Watch/Southern Water Cllr John Werrett

g. Cubs/Scouts liaison Cllr Roy Pidgeon

h. Test Valley Planning Users Group Cllrs David Room and Roy Pidgeon

i. Horsebridge liaison Mrs Dawn Harrison

j. Cemetery records Cllr David Bidwell

k. Schools liaison Cllr Roy Pidgeon

l. Biodiversity Cllrs Fahy, Hawood and Werrett

m. Farming community liaison Cllr Richard Harwood

n. Three Fields site liaison Cllr Ron Bevan

o. Highways/Road Safety Cllr Frank Fahy

p. Sport Cllrs Richard Harwood and Frank Fahy

q. Young people Cllr Ron Bevan and Cllr Roy Pidgeon

r Transport Cllr David Bidwell

s. Up Somborne liaison Cllr Robbie Lane

t. TVBC Environment Action Group Cllr Richard Harwood

u. Health & Safety – Muss Lane Cllr David Bidwell King’s Somborne Cllr Ron Bevan

Up Somborne Cllr Robbie Lane

Graveyard and Cemetery Cllr Roy Pidgeon

v. Affordable Housing Cllrs Ron Bevan and Dick Dyke

6. Announcements by the Chairman

6.1 Cllr Dyke thanked all present for his re-election.

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

7.1 The Tree Warden reported the damaged tree in the Muss Lane recreation ground now had new growth and he would monitor this for the time being. He suggested that boundary hedgerows be planted in lieu of fences to improve the visual amenity and encourage wildlife and more trees could be planted along the Romsey Road near to the postbox layby. Members would discuss these suggestions at a later date.

Action: Clerk

8. To approve the Minutes of the Parish Council Meeting held on 6 April 2009

8.1 Proposed Cllr Bidwell, Seconded Cllr Lane, RESOLVED unanimously that the minutes of the meeting held on 6 April 2009 be accepted as a true record.

9. To consider any Matters Arising from those minutes

9.1 Para 11.1 Cllr Dyke reported that the preferred option for siting the junior league football pitch was on land owned by the Parish Council adjacent to The Gorrings. The Football Club was seeking funds to level and spray the land and Cllr Dyke would continue liaising with the Club over progress.

Action: Cllr Dyke

9.2 Para 15.1 The Pre-School group were currently progressing thier plans with the village School and would be submitting a planning application to erect classroom accommodation onthe field to the rear of the School but if this was unsuccessful would look to the Village hall as their second option.

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. Miss Morrish, Headteacher at the Test Valley School, had written to advise her departure and to thank the Parish Council for its support of the School during her tenure of office. It was agreed that a suitable reply should be sent.

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:

* 09/00459/FULLS – Furzedown Farm, Furzedown Road – retrospective application for refurbishment of agricultural building to incorporate cladding, doors, internal wall and mezzanine floor to create a farm office, storage and workshop – no objection

* 09/00575/FULLS and 579/LBWS – Old Palace Lodge, Old Palace Farm – demolition of existing garage and link and erection of single storey extension with glazed link to house – no objection

* 09/00680/FULLS – Jessamine, Romsey Road – two storey rear extension and front porch – no objection

* 08/00926/FULLS – 1 Kings Down Cottages – rear conservatory – no objection 12.2

The following determinations were reported

* Yew Tree House, Romsey Road – prune one Yew Tree – approved

* St Peter’s and St Paul’s Church – erect notice board – approved

* Somborne Garage site, Romsey Road – demolish existing buildings and erect 4 dwellings with associate parking, turning and amenity areas and ecospace studio – approved

13. RFO’s Report and Budget Monitoring

13.1 An analysis of expenditure against budget had been circulated with the agenda papers. No further action was thought necessary at this time.

14. To adopt the Financial Accounts and approve the Statement of Assurance for the year ended 31 March 2009

14.1 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 2009 and the completed Annual Return; a copy of the financial accounts is attached to the minutes.

14.2 Proposed Cllr Pidgeon, Seconded Cllr Lane, RESOLVED unanimously that the audited financial accounts for the year ended 31 March 2009 be adopted.

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

15. To reappoint the Internal Auditor

15.1 The Clerk confirmed that the internal auditor, Mr Paul Reynolds, was willing to continue examining the Council’s financial affairs.

15.2 Proposed Cllr Bidwell, Seconded Cllr Bevan, RESOLVED unanimously that Mr Paul Reynolds be re-appointed as the Council’s internal auditor.

16. To approve Payment of Accounts

16.1 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 and expenses 619.32 619.32 1514 HMRC Tax/NIC 195.34 195.34 1515

BPC Shared costs 15.00 15.00 1516

Ark Glass Notice board 60.00 9.00 69.00 1517

Fair Account Audit 125.00 125.00 1517

Came & Co Insurance 1356.57 1356.57 1518

Mr M Rebbeck Grounds maint 840.00 840.00 1519 Totals 3211.23 9.00 3211.23 17

To receive an update on planning for the new junior football pitch

17.1 See para 9.1 above.

18. To consider any matters raised at the Annual Assembly 2009

18.1 Included in the points raised at the Annual Assembly were the fact that the A3057 through the Village centre had not been surfaced dressed when the route either side had been; replacing the bright orange streetlights in the Village centre, road potholes; placing a notice on the bridge advising walkers to cross into Old Vicarage Lane from Winchester Road to reduce the risk of accidents; additional sites for the speed indicator device on Furzedown Road and Horsebridge Road and the possible purchase of a second device. Appropriate action or further discussion would be taken on these items in the near future.

Action: Clerk

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

19.1 Cllrs Bidwell and Pidgeon had attended a meeting with the primary school governors to discuss the establishment of the pre-school facility on the grassed area behind the school. A planning application would soon be submitted to erect appropriate classroom accommodation.

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

20.1 At the Chairman’s invitation, Mrs Harrison briefed Members on progress to date on updating the Parish Plan confirming she had identified those actions completed and those outstanding. She had asked for volunteers to assist but to no avail and she would be talking to Members and others seeking views and would be approaching Village organisations to enlist their specific thoughts. Further articles in The Gauntlet would be published and she planned to have a comprehensive report for Members by the end of June.

20.2 Cllr Lane had met with Hampshire Highways staff to discuss, pothole repairs and the reinstatement of road markings and SLOW signs at the Strawberry Lane junction.

20.3 As part of the on-going campaign to tidy up the Village, Cllr Pearson commented on the variety of commercial advertising displayed on the notice boards and reminded Members that there was a policy of discouraging this type of notice. It was agreed that the policy should be enforced on an opportunity basis.

Action: All

21. To receive the Clerk’s monthly report

21.1 The Clerk reported that, with the agreement of the webmaster and editor, he had entered the Sombornes website and The Gauntlet magazine into the annual competition run by the Hampshire Association of Local Councils to find the best example in each category.

21.2 Although Test Valley Borough Council had approved the application to site the new notice board within the grounds of the Graveyard, the Diocese of Winchester had not seen fit to provide the Parish with a ‘recommended certificate’ to apply for faculty permission. The application could, however, still go forward to the Chancellor but with a ‘not recommended’ certificate. Before this step was taken, Members thought it preferable to approach the School with a view to having the board affixed to the School fence.

Action: Clerk

21.3 A successful bid to the Star Energy Fund had produced £7,000 towards the costs of installing suitable toddlers’ play equipment in the King’s Somborne recreation ground. With other monies received, it was agreed that the net shortfall of £3,410 should be met from within this year’s budget for play equipment; the Clerk would now progress installation.

Action: Clerk

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

22.1 Cllr Pearson reported that the stile from the John O’Gaunt Field into the Churchyard was broken and it was agreed to remove it altogether since there was no longer a need to fence in livestock.

Action: Clerk

22.2 Cllr Lane reported problems with rabbits on the Up Somborne recreation ground.

Action: Clerk

22.3 Cllr Fahy reported disquiet among the allotment holders at the overall management of the allotments and it was agreed this matter would be reviewed at the September meeting.

Action: Clerk.

22.4 Cllr Pidgeon reported that the Scouts were actively involved in fundraising with some success.

23. Date, time and place of next meeting

23.1 The next meeting will be held on Monday 1 June 2009 at 7.00pm in the Epworth Hall, King’s Somborne.

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

Parish Council Minutes April 2009

Parish Council

Parish Council Minutes April 2009

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meeting

held in the Epworth Hall

commencing at 7.00pm on Monday 6 April 2009

Present: Cllr R Dyke (Chairman) Cllr R Bevan Cllr D Bidwell 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 County Councillor Woodhall was present for part of the meeting but no members of the public were present. In the absence of any parish councillor being able to attend the forthcoming Hampshire Action Team meeting, Cllr Woodhall agreed to represent the Parish Council’s concern at the worsening state of many of the roads in our area and the apparent lack of action in addressing the lengthy list of other outstanding highways matters. The Chairman thanked Cllr Woodhall for this and for the support given and interest sustained in our Parish during his many years as our county councillor.

Action: Cllr Woodhall

1. Apologies for Absence

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

2. Announcements by the Chairman

2.1 The Chairman drew Members’ attention to a letter received from Borough Cllr Ward in his capacity as Chairman of the Village Hall Development Committee thanking the Parish Council for their generous contribution towards the purchase costs of tables and chairs for the renovated Committee Room in the Hall. The Chairman reiterated the need for the Parish Council to be seen to be helping other organisations and groups within the Parish which, in turn, would act as a trigger for further support from other interested parties. Cllr Bidwell expressed his concern at the loss of space in the Committee Room, which he thought was more than that indicated by Cllr Ward when bidding for the financial support given, and questioned whether the room was now large enough for the equipment being purchased. Cllr Bidwell urged the Chairman to bring this concern to the attention of the Village Hall Management Committee at their next meeting.

Action: Chairman

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

3.1 In the absence of the Tree Warden, the Clerk confirmed that no replacement action on the damaged tree in the Muss Lane recreation ground would be taken for the moment as the tree was now showing signs of regeneration.

3.2 Dr Steven Rake, the Footpath Warden, reported on work undertaken to the footpaths and bridleways by those on Community Payback. The completed work had been undertaken in agreement with the local landowners and/or the Rights of Way Officer at Hampshire County Council (HCC) and had much improved access. HCC has resurfaced some of the paths and was investigating the installation of kissing gates on Footpath 14 (Muss Lane to New Lane) and further resurfacing of Footpath 506 (Eldon Road to Furzedown Road) and Footpath 27/10 (Luke Copse through Parnholt Wood).

3.3 In the absence of the Village Correspondent, the Clerk updated Members on action in hand to update the Parish Plan which now involved a small group of volunteers co-ordinated by Mrs Harrison collating information and initial views with the aim of presenting in three months time some outline ideas for further consultation.

4. To approve the Minutes of the Parish Council meeting held on 2 March 2009

4.1 Proposed Cllr Dyke, Seconded Cllr Bevan, RESOLVED unanimously that the minutes of the meeting held on 2 March 2009 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 within these minutes.

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. No further action was thought necessary.

8. To receive reports on planning applications considered and determined

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

* 09/00441/LBWS – North Park Farm House, Somborne Park Road – satellite dish on chimney – no objection

* 09/00591/LBWS – 1 and 2 Marsh Court Farm – replacement of timber windowsand restoration of some brick mullions – no objection

* 09/00509/LBWS – Willow Cottage, Romsey Road – oak framed porch to rear – no objection

* 09/00174 and 175/FULLS – The Old Exchange, Romsey Road – removal of rear extension and erection of a single storey extension to form an orangery

* 09/00523/FULLS – Meadow Brook, Romsey Road – replacement garage and store – no objection

* 09/00409/TPOS – Yew Tree House, Romsey Road – prune one Yew tree – no objection

* 09/00339/TREES – Woodlings, Winchester Road – fell one Silver Birch and crown lift three others – no objection

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

* Upper House, Up Somborne Lane – two storey front extension – permitted

* The Crown Inn, Romsey Road – remedial works to external wall – permitted

* Forge Cottage, 1 Forge Close – fell Leyland type Fir tree – permitted * Yew Tree Cottage, Romsey Road – install satellite dish – permitted

* War Memorial, Romsey Road – add name – permitted

* Woodlings, Winchester Road – fell one Silver Birch and crown lift three others – permitted

* Shappon, Romsey Road – rear porch – permitted

8.3 Application 09/00167/FULLS to construct three office buildings with associated works at Sunnyside View, Stockbridge Road had been withdrawn.

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, subject to yearend adjustments, 84% of the budget had been spent, the underspend being attributed to those budget headings for provisions not called upon during the year and a surplus of income over expenditure for the year of £1800 had been achieved. The Council’s bank balances stood at £24251.74.

10. Payment of Accounts

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

To For Net VAT Gross Chq
Mr P Storey Salary and expenses 721.44 721.44 1506
HMRC Tax/NIC 219.58 219.58 1507
BPC Shared costs 15.00 15.00 1508
HALC LCR subscription 13.50 13.50 1509
TVBC Cemetery rates 388.00 388.00 1510
Mr M Rebbeck Grounds maint 100.00 100.00 1511
Smiths of Derby Clock service 171.00 25.65 196.65 1512
KS Village Hill Hire charge 33.00 33.00 1513 Totals 1661.52 25.65 1687.17

11. To consider and, if appropriate, agree the proposal to establish a regulatory size junior football pitch on King’s Somborne recreation ground

11.1 A request had been received to agree the installation of a junior size football pitch to enable junior league matches to be played. This request generated much discussion on the safety of children in the adjacent play area when a match was in progress due to the close proximity of one of the goals. The other goal would be very close to the border hedge which would need severe cutting back to provide the regulatory run off area. The possibility of installing high fencing/netting was discussed but was thought too unsightly and costly.

11.2 Proposed Cllr Room, Seconded Cllr Bidwell, RESOLVED unanimously that further discussion with the Football Club be undertaken with a view to identifying an alternative location for the pitch.

Action: Chairman

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

12.1 No reports were tabled.

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

13.1 Cllr Harwood updated Members on the establishment of a biodiversity area between the mounds on the John O’Gaunt Palace field which would entail killing off the current grass topping before sowing wild flowers. Suitable publicity would be generated and liaison with English Heritage, who owned the field, would be undertaken as plans developed further.

Action: Cllr Harwood

14. To receive the Clerk’s monthly report

14.1 Hampshire Fire and Rescue Service had now confirmed they would give a presentation at the Annual Assembly.

14.2 Suitable step designs for the School path over the mounds on the John O’Gaunt field were still awaited from English Heritage and the Clerk would follow up on some contacts whom English Heritage might find acceptable to undertake a survey of the mounds to establish if they could be dug through without disturbing any artefacts.

Action: Clerk

14.3 Hampshire Highways staff were redesigning Footpath 503 from Scott Close to Old Palace Farm to replace the existing steps with a ramp to ease access.

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

15.1 Cllr Pidgeon reported that he and the Chairman would be attending a meeting at the School to discuss the development of the pre-school and that repairs to the Scout Hut were progressing. Cllr Bidwell expressed the view that the Parish Council should know the reason why the Village Hall Management Committee had refused to allow the pre-school to hire the Village Hall and if the pre-school sponsors wished to resubmit their bid to use the Hall the Parish Council should lend its support. Cllr Dyke would make this known at the meeting.

Action: Cllr Dyke

16. Date, time and place of next meeting

16.1 The next meeting will be the Annual General Meeting to be held on Monday 11 May 2009 at 7.00pm in the Epworth Hall, King’s Somborne.

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

Parish Council Minutes March 2009

Parish Council

Parish Council Minutes March 2009

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meetingheld in the Epworth Hall

commencing at 7.00pm on Monday 2 March 2009

Present: Cllr R Dyke (Chairman) Cllr D Bidwell 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 Cllr Ward and seven members of the public were present for part of the meeting to discuss a grant towards the Village Hall development fund and to hear the presentation on affordable housing. The phasing plan for the Village Hall refurbishment and the cost savings that would accrue if the kitchen and the committee room were modernised at the same time was explained. Approval of the tabled grant application would enable the refurnishing of the committee room to be completed at the same time as the structural changes and it was confirmed that VAT was payable as the Hall was unregistered. In response to a question from Cllr Werrett, it was also confirmed that, although the Hall had funds in its bank account, these were necessary to illustrate to an external grant making organisation that the Hall could meet a proportion of future grant bids itself. It was emphasised that with all this work completed and paid for, the refurbishment programme could progress to the third phase which was to modernise the pavilion area later in the year and that no further calls would be made for help on the kitchen and committee room phase. Some general discussion then ensued on means of fundraising and the prospect of a Fun Day being organised. It was explained that four or five events were in planning and that the annual Horticultural Show now included fun events aimed at raising money. Mr C Buchan-Hepburn from Hyde Martlet Housing and Mr J Lancaster, the rural housing enabler, gave an update on progress made with developing the site behind Hunter Close with 18 properties offering 4 one bed, 6 two bed, 4 three bed and 4 four bed houses with vehicle access from Hunter Close. The plans had been developed following the local housing needs survey and both the Borough planning department and Hampshire Highways had been supportive to date. The houses would be of mixed design to carry forward the existing styles from elsewhere in the Parish and it was thought that a mix was more attractive than terracing. Increased car parking would be made available as a result of earlier comments received and more thought would be given to minimising the known flood risk in this area. The developers and the Borough were keen to retain the mature hedgerow and to install low level bollard lighting rather than lamp posts. Although chimneys would be built, it was likely that the main energy source would be solar panels and electricity. Some discussion took place on the inward facing design of the development as opposed to outward facing onto the road but it was noted the present layout met with Borough requirements. Members of the public living nearby expressed their concern at the increase in vehicle traffic and the lack of any road markings in the area and it was agreed to ask Highways review this. In answer to points raised by Cllr Bidwell, it was confirmed that there would be access from front to rear of the properties and that the road would be built to an adoptable standard although it would not be adopted. Finally, it was noted that all the properties would be for rent and not purchase and that Hyde Martlet would manage on completion. More detailed consultation would take place later in the year with a planning application being submitted before the yearend. Cllr Werrett raised the matter of the poor management by TVBC of the speed indicator device despite a contract being in existence which stipulated the frequency with which the device should be rotated around the four available positions. Borough Cllr Ward took note and also commented that the Borough would be approaching those parish councils with a management contract inviting them to agree to a rotation period of three weeks instead of the present two as this would enable better management by the staff available. A show of hands with five for, one against and two abstentions indicated agreement to this amendment when it came about.

Action: Clerk

Cllr Werrett also commented on the poor reaction by Highways staff to the list of outstanding actions on the roads around the Parish and argued that a better process would bring benefits all round. Borough Cllr Ward explained that as other parishes also submitted lists of work required, and there was only a finite amount of funds available, these lists needed to be prioritised. It was agreed that the Chairman would review the current list with a view to prioritising it and resubmitting to TVBC and Cllr Ward.

Action: Chairman

1. Apologies for Absence

1.1 Apologies were received from Cllrs Bevan and Fahy and the Footpath Warden.

2. Announcements by the Chairman

2.1 The Chairman indicated that Cllr Bevan’s wife was in hospital and that a letter wishing her a speedy recovery might be appropriate; this was agreed.

Action: Clerk

10. To consider and, if appropriate, approve a grant to the King’s Somborne Village Hall

10.1 Proposed Cllr Werrett, Seconded Cllr Lane, RESOLVED unanimously that Item 10 be brought forward on the agenda.

10.2 An application for Grant Aid had been made by the Village Hall Management Committee to enable refurbishment of the Committee Room at the same time as the structural alterations were being made to achieve completion of this phase of the plan. The application was for £1932 including VAT for the purchase of 8 tables, a table trolley and 11 of the 16 chairs required. It was noted this amount was within budget for the year.

10.3 Proposed Cllr Werrett, Seconded Cllr Lane, RESOLVED unanimously that £1932 be granted to the Village Hall for the purchase of committee room furniture.

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

3.1 None tabled.

4. To approve the Minutes of the Parish Council meeting held on 5 February 2009

4.1 Proposed Cllr Bidwell, Seconded Cllr Pidgeon, RESOLVED unanimously that the minutes of the meeting held on 5 February 2009 be accepted as a true record.

5. To consider any Matters Arising from those Minutes

5.1 Para 12.2 The Clerk had hastened a meeting with Tarmac and was awaiting a response.

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. A letter had been received from the Football Club questioning the rise in pitch hire charges for next season without consultation. However, Members confirmed the charges and the Clerk would respond accordingly. No other action was thought necessary.

Action: Clerk

8. To receive reports on planning applications considered and determined

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

* 09/00132/ADVS – erection of freestanding notice board at St Peter’s and St Paul’s Church – this was a Parish Council sponsored application and one objection had been received and noted

* 09/00167/FULLS – Sunnyside View, Stockbridge Road – construction of 3 office buildings and associated works – no objection

* 09/00238/FULLS – Somborne Garage, Romsey Road – demolition of existing buildings and erection of 4 dwellings with associated parking, turning and amenity space and ecospace studio – no objection but concern expressed at the choice of roof slate, insufficient height of rear barrier, appearance of garage and the colour white for the end house. An objection had been received from a neighbour which was noted and the Chairman would acknowledge.

Action: Chairman

* 09/00263/Trees – 1 The Old Iron Foundry – fell one Ash to rear – no objection

* 09/00223/Trees – Forge Cottage, 1 Forge Close – fell one Fir and replace with deciduous flowering tree – no objection

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

* 5 King’s Acre – erection of two storey extension to north east elevation – permitted

* Vine Cottage, Muss Lane – prune 4 Yews and one Ash – 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. All noted that the Council’s bank balances stood at £29,464.22.

11. Payment of Accounts

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

To For Net VAT Gross Chq
Mr P Storey Salary and expenses 615.43 615.43 1496
HMRC Tax/NIC 171.62 171.62 1497
KS Cricket Club Grant 497.00 497.00 1498
TVBC Grounds maint 1453.87 218.08 1671.95 1499
HALC 2009/10 fees 317.00 317.00 1500
TVBC Dog bins 725.40 108.81 834.21 1501
KS Village Hall Grants 064.00 6064.00 1502
BPC Shared costs 15.00 15.00 1503
Mr M Rebbeck Grounds maint 396.20 396.20 1504
Queensbury Ltd Bus shelters 12696.76 1904.51 14601.27 1505
Totals 22952.28 2231.40 25183.68

12. To consider and, if appropriate, adopt amendments to Standing Orders for the Planning Committee

12.1 Following receipt from TVBC of the policy for making developers’ contributions available to parishes, it was opportune to review the Standing Orders for the Planning Committee to include the need to bid for these contributions to be included in those development proposals which impacted in some way upon the community.

12.2 Proposed Cllr Bidwell, Seconded Cllr Lane, RESOLVED unanimously that the amendments as discussed be adopted.
Action: Clerk

13. To consider and, if appropriate, determine any action necessary in support of CPRE’s ‘Stop the Drop’ anti-litter campaign

13.1 In the absence of Cllr Fahy who was to lead on this item, the Clerk explained that CPRE had initiated an anti-litter campaign and distributed information and action packs to a variety of groups and organizations, including parish councils. Tips and advice on methods for combating litter and posters were included in the packs. The posters had already been displayed around the Parish and it was also thought appropriate to seek support from the shops and pub together with other local groups. The WI contribution towards keeping the Parish clean and the ad hoc help given by individuals was acknowledged and everyone was encouraged to ‘do their bit’ to keep the Parish clean and tidy.
Action: All

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

14.1 The Chairman and the Clerk had met with the English Heritage Inspector to discuss the route for the path from the School to the Village Hall and had also discussed converting part of the John O’Gaunt Field into a wild flower meadow. The Inspector had no objection in principle but would need to see detailed proposals before granting approval. However, he would not allow tree planting. Cllr Harwood and Cllr Fahy were obtaining specialist advice and would report back in due course.

Action: Cllrs Harwood and Fahy

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

15.1 No reports tabled.

16. To receive the Clerk’s monthly report

16.1 The School Governors had indicated they would be willing to have a councillor representative attend their meetings when there was a matter of interest or concern to the Parish Council; the Clerk would acknowledge accordingly.

Action: Clerk

16.2 HALC had advised they were becoming a company limited by guarantee instead of remaining an unincorporated body. The effect of this on the Parish Council was to limit the Council’s liability for HALC indebtedness to £1 instead of unlimited liability as previously.

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

17.1 Cllr Pidgeon reported that the Bier Hut in the Cemetery now had new doors and that the Scouts were actively fundraising having made £1200 so far this year.

17.2 Cllr Harwood drew Members’ attention to the unusually high water levels and urged awareness of the attendant risks.

18. Date, time and place of next meeting

18.1 The next meeting will be held on Monday 6 April 2009 at 7.00pm in the Epworth Hall, King’s Somborne.

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