Category Archives: Parish Council Minutes 2011

Parish Council minutes Dec 2011

Parish Council

Parish Council minutes Dec 2011

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meeting

held in the Epworth Hallcommencing at 7.00pm on Monday 5 December 2011

Present: Cllr J Werrett (Chairman) Cllr D Bidwell Cllr A Brock Cllr F Fahy Cllr P Goddard Cllr G Herbert Cllr G Pearson

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

Public Session Mr R Dyke (Open Spaces Warden) updated the meeting on open spaces and associated maintenance work and also emphasised the view that allocation of the new housing should give preference to people with a King’s Somborne connection. Concern was expressed that due process should be followed and the Clerk was tasked to follow this up. (Clerk’s note: TVBC confirm the allocation process was confidential but did consider each applicant’s local connections)

Dr Mackintosh (Chairman Village Hall Committee) presented an update on the renovation projects in the Village Hall emphasising how valuable this year’s grant from the Parish Council had been in attracting funds from both the Borough and County Councils and how he hoped the Parish Council would see its way clear to assist in financing the remaining major renovation phase next year.

County Cllr Gibson highlighted the number of complaints he was receiving about the withdrawal of certain uneconomic bus services but made the point that if the services were not used they would be withdrawn. He also commented upon how some of the recommended boundary changes were being revised as a result of on-going consultation; that should permission not be granted to Somborne Chalk Quarry to extend their excavations then more lorry loads of clay would be using the roads to supply raw materials; and he noted the need for a proper safety risk assessment of the lamppost adjacent to the stream near Martin’s Shop which had been hit recently by the drain clearing contractor’s vehicle. Cllr Bidwell requested a grit bin be supplied to Palace Close and Cllr Gibson undertook to follow this up.

176. Apologies for Absence

176.1 Borough Cllr Ward and Cllrs Curtis, Harrison and Harwood.

177. Involvement in the Lengthsman scheme

177.1 It was agreed to bring forward discussion on involvement in the Lengthsman Scheme to enable Cllr Gibson to take note of the decision. Cllrs noted the scheme would be continued into the next financial year with Stockbridge Council co-ordinating it and should King’s Somborne wish to become a member some £850 of labour would be available to fund routine clearance and general maintenance tasks around the Parish.

177.2 Proposed Cllr Brock, Seconded Cllr Bidwell, RESOLVED unanimously that King’s Somborne join the Lengthsman Scheme and that the Clerk co-ordinates the work routine with the Stockbridge administrator.

178. Chairman’s announcements and Councillors’ questions

178.1 The Chairman reminded all present that the Test Valley Borough Council draft Local Plan would be on display in the Romsey Town Hall on 25, 26 and 27 January 2012 and he urged all to attend.

Action: All

178.2 Cllr Bidwell expressed the view that the recommendations contained in the Parish Plan Update should not be overlooked and it was agreed to consider these further at the January meeting.

Action: Clerk

179. To approve the Minutes of the Parish Council meeting held on 7 November 2011

179.1 Proposed Cllr Fahy, Seconded Cllr Brock RESOLVED unanimously that the minutes of the meeting held on 7 November 2011 be accepted as a true record.

180. To consider any Matters Arising from those Minutes

180.1 Para 161.1 Cllr Fahy reported that no funding existed to offset the estimated £3,000 to acquire the necessary equipment to take part in the Speedwatch initiative and to train the volunteers. However, the Police now had as new hand held laser camera which would enable more checks to be made and he would ascertain more details on the likelihood of this equipment being used in the King’s Somborne area and report back to the January meeting. Meanwhile, it was decided not to progress the Speedwatch initiative further.

Action: Cllr Fahy

180.2 Para 171.1 HALC had confirmed that the HCC webmail account could be made available to all Councillors and to the Clerk and given this would provide a more professional appearance and also an increased degree of protection it was decided to apply for the facility. However, Cllr Bidwell wished to be excluded and also proposed the matter be referred to the Communication Working Group but this proposal failed for lack of a seconder.

Action: Clerk

181. Declarations of Interest

181.1 Cllrs Brock and Werrett declared personal interests (neighbours) in the planning application for solar panels at 9 Winchester Road. Cllrs Bidwell and Fahy declared interests in the Expenditure Budget proposals as Trustees of the Village Hall.

182. Borough News

182.1 Nothing reported.

183. To receive Councillors’ reports

183.1 Cllr Brock commented on the difficulty being experienced by the Neighbourhood Watch in communicating with the local Police and the on-going traffic problem in Up Somborne with deliveries to and from Forrest Extra which was under consideration by the TVBC enforcement staff. Another invitation would be made to the Police to attend a Parish Council meeting.

Action: Clerk

183.2 Cllr Fahy informed Councillors that the new notice board for outside Cross Stores was being modified and would be in situ soon.

183.3 Cllr Fahy also updated Councillors on progress so far by his Working Group looking into teenage play facilities. Local young people would be canvassed for their views by mobile phone and the Webmaster was looking at ways of using the community website to gather views. Note was taken not to raise expectations too high and the need to manage these soundings carefully to avoid giving false hope.

184. Jubilee Strategy

184.1 The Chairman outlined his thoughts on progress necessary to capitalise upon the successful Community Workshop, identifying those areas of further work for which volunteer co-ordinators had come forward or were required. In essence, a steering group comprising Cllr Harwood and Borough Cllr Ward would oversee the progress made in the five identified workstreams, which were the Localism Act, led by the Clerk, quick wins, Core Strategy response, Village Design Statement and the planning process. Some sub groups would be developed to look at specific areas within these main workstreams and approaches would be made to those who had attended the Workshop and had expressed an interest in helping develop the thought and action processes.

Action: Cllr Werrett 184.2 Cllr Bidwell introduced a comprehensive review of the draft TVBC Core Strategy highlighting some of the concerns which might be made to TVBC. It was agreed that an extraordinary meeting of the Parish Council would be held on Monday 13 February 2012 to take these views forward, paying particular attention to the rationale for deciding the number of houses to be built in rural areas, the degree of local consultation on SHLAAs and traffic control on the A3057.

Action: All Councillors

184.3 The Communications Group would draft a newsletter based on the Core Strategy in concert with the extraordinary Council meeting to be held next year with an earlier newsletter covering events to date for publication before Christmas.

Action: Comms group

185. To note Planning Committee minutes

185.1 Minutes of the Planning Committee meetings held on 21 November 2011 had been circulated with the agenda and were noted.

185.2 The Planning Committee meeting scheduled for 5 December 2011 was not quorate so with agreement the applications due for consideration were tabled at this point. Decisions taken were as follows:

* 11/02072/FULLS – 4 Kings Acre – single storey rear extension – no comment

* 11/02606/LBWS – 9 Winchester Road – installation of 12 solar panels – no comment on the 9 panels already in place but object to the 3 panels on the roof facing Camp Field

* 11/02630/Trees – Samphia, Muss Lane – fell one Ash – object on the grounds that some pruning would alleviate the problems

186. To consider Correspondence Received and determine any action required 186.1 The Clerk drew Councillors’ attention to recent correspondence received but no further action was thought necessary.

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

187.1 A budget monitoring report showing income and expenditure to date had been circulated with the agenda and was noted. The current bank balance stood at £32,625.11.

188. Payment of Accounts

188.1 Proposed Cllr Werrett, Seconded Cllr Pearson, RESOLVED unanimously that the following accounts for November be approved for payment:

To For Net VAT Gross Chq
Mr P Storey Salary/expenses 731.97 731.97 1747
HMRC Tax/NIC 206.38 206.38 1748
BPC Shared costs 92.50 92.50 1749
HCC Street lighting 30.00 6.00 36.00 1750
Totals 1060.85 6.00 1066.85
189. To adopt the Expenditure Budget and Precept for 2012-13

189.1 A draft Expenditure Budget and Precept had been circulated with the agenda papers. There was some discussion on the single Grant Aid budget but in the end it was thought preferable to have a single heading against which any organisation could bid under the Council’s grant aid rules. It was also agreed that the Precept would remain at its 2011-12 level, which was also the 2010-11 level, and any additional funds needed would be found from the Council’s reserves. A copy of the approved Expenditure Budget and Precept is attached to these minutes.

189.2 Proposed Cllr Herbert, Seconded Cllr Brock, RESOLVED unanimously that an Expenditure Budget of £32,375 and a Precept of £31,210 be approved for 2012-13.

190. To determine the hire charges for the recreation grounds for 2012-13

190.1 Given the state of national and personal finances, it was not thought appropriate to increase the hire charges for the recreational grounds at this time.

190.2 Proposed Cllr Herbert, Seconded Cllr Brock, RESOLVED unanimously that the recreation grounds hire charges remain at their present level ie Football Club £110, Cricket Club £95, dog training £75, Pre-School £50 and the King’s Somborne Primary School £178 per annum, with casual hirers paying £12 plus VAT.

191. To determine the fees and charges for the Burial Board for 2012-13

191.1 Councillors accepted the on-going need for the Burial Board to be self-financing and saw no need to increase the fees and charges for 2012-13.

191.2 Proposed Cllr Herbert, Seconded Cllr Brock, RESOLVED unanimously that the current levels of fees and charges, as follows, be adopted for 2012-13.

Interments

Child under 12 years of age No charge

Body of person 12 years or over £185

Cremated remains £130

Exclusive Right of Burial

Grave/plot £200

Transfer rights charge £25

Headstones, tablets and memorial inscriptions

Headstone or flat stone inset in the ground £125

Vase/Flat cremation tablet £75

Inscription after the first £60

All fees are doubled for non-Parish residents

192. To note proposed tree maintenance work in St Peter and St Paul Churchyard

192.1 The Clerk explained that one of the old Yew trees in the Churchyard was slowly dying and the Parochial Church Council (PCC) supported a plan to remove this and a smaller Yew near the main door. The PCC was obtaining the necessary Faculty and a planning application would be submitted. A suitable replacement Yew would be planted all at an estimated total cost of £500.

192.2 Proposed Cllr Werrett, Seconded Cllr Pearson, RESOLVED with two against that application be made to fell two Yews in the Churchyard and that a replacement Yew be planted.

193. To receive the Clerk’s monthly report

193.1 The Clerk drew Councillors’ attention to the National Lottery funding available to help finance play and recreational facilities improvements as well as other external sources. He also highlighted the undue delay in Scottish and Southern Energy’s (SSE) plan to bury the overhead supply cables which currently cross the 3 Fields site, despite frequent hastening action. This had again come to a head with a visit by another department of SSE to plan the removal of those tree limbs en route which touched the cables to eliminate the dangers of shorting out the supply.

194. Date, time and place of next meeting

194.1 The next meeting will be on Monday 9 January 2012 at 7.00pm in the Epworth Hall, King’s Somborne.

Action: All

There being no further business, the Chairman closed the meeting at 10.20pm
KING’S SOMBORNE PARISH COUNCIL BUDGET AND PRECEPT 2012/13 Forecast Out-turn Budget Budget 2011/12 2011/12 2012/13eneral AdminSalary/NIC 9350 9350 9575 Office expenses 1360 1100 1200Insurance 1288 1500 1500Audit fees 1000 1000 1000Subscriptions 550 550 550Courses 100 50 100Facility hire 200 200 250Cllr expenses 100 50 100 Sub total 13948 13700 14275 Community Servicesand ProjectsCommunications 0 0 1000Village Hall 4000 4000 0Section 137 650 650 1000Parish clock 400 400 400Miscellaneous repairs 755 500 500 Grant Aid 2570 2495 5000Maintenance inc dog bins 831 750 750Biodiversity 500 500 250Sub total 9706 9295 8900 Burial BoardCemetery grounds maint 1200 1200 1200Rates 148 200 200Other works/maintenance 200 200 200Church Yard 1000 1000 1000Sub total 2548 2600 2600 Open SpacesVillage Green 750 750 750Muss Lane 300 300 300Up Somborne rec 500 500 500King’s Somborne rec 1750 1750 1750Three Fields 2000 2000 2000Sub total 5300 5300 5300 AmenitiesPlay equipment 268 200 250 Community safety/SIDs 1000 1000 1000Street light maint 50 50 50Sub total 1250 1250 1300TOTAL 32752 32145 32375

Funded by: Precept 31210 Interest receivable 10 Burial Board: Interments 1500 Memorials 750 Purchased graves 2000 Sports Field hire 200
Miscellaneous grants/income 500
Total Income 36170 Reserves +3795
Expenditure 32375

Parish Council minutes November 2011

Parish Council

Parish Council minutes November 2011

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meetingheld in the Epworth Hall

commencing at 7.00pm on Monday 7 November 2011

Present: Cllr J Werrett (Chairman) Cllr D Bidwell Cllr A Brock Cllr R Curtis Cllr F Fahy Cllr P Goddard Cllr R Harwood Cllr G Herbert

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

Public Session Mr R Dyke (Open Space Warden) updated the meeting on open spaces and associated maintenance work.

158. Apologies for Absence

158.1 Borough Cllr Ward and Cllrs Harrison and Pearson.

159. Chairman’s announcements and Councillors’ questions

159.1 The Chairman reminded all present that the route for the Olympic torch had been published; that Fields in Trust had agreed to the relocation of the bottle banks; and that Saturday 12 November was designated a Parish clean-up day when it was hoped volunteers would take a little time to pick up litter and generally tidy up the community.

160. To approve the Minutes of the Parish Council meeting held on 3 October 2011

160.1 Proposed Cllr Harwood, Seconded Cllr Goddard RESOLVED unanimously that the minutes of the meeting held on 3 October 2011 be accepted as a true record.

161. To consider any Matters Arising from those Minutes

161.1 Para 146.4 Cllr Fahy reported that it would cost an estimated £3,000 to acquire the necessary equipment to take part in the Speedwatch initiative and that a minimum of six volunteers would be required. However, there were grants available and he would follow this up and also enquire about the necessary training.

Action: Cllr Fahy

161.2 Para 156.1 The Clerk briefed on estimates of cost received to attend to the Churchyard trees but Councillors thought more estimates should be obtained to achieve best value for money.

Action: Cllrs/Clerk

162. Declarations of Interest

162.1 None declared.

163. Borough News

163.1 Borough Cllr Ward had submitted written confirmation that Test Valley Borough Council was actioning plans to relocate the bottle banks.

164. To receive Councillors’ reports

164.1 Cllr Brock confirmed that Neighbourhood Watch had now linked into Countrywatch and was seeking more members to become more effective in deterring theft.

164.2 Cllr Fahy informed Councillors that the Village Hall Management Committee was supportive of establishing table tennis in the Hall; that he was in touch with a company who would assist in fundraising for the MUGA; and that the new Village Hall notice board would be installed on 19 November.

164.3 Cllr Harwood reported on his attendance at the recent Test Valley Association of Parish Councils meeting at which communications, the wish of the Fire Service to be more active in community magazines, and the forthcoming Localism Bill, had each been discussed. There had also been concern expressed at the costs involved in moving on travellers, the attendant cleaning up costs after they had left and that the Police appeared reluctant to use their full powers to move the travellers on.

165. To note Planning Committee minutes

165.1 Minutes of the Planning Committee meetings held on 3 and 17 October 2011 had been circulated with the agenda and were noted.

166. To consider Correspondence Received and determine any action required

166.1 The Clerk drew Councillors’ attention to recent correspondence received but no further action was thought necessary.

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

167.1 A budget monitoring report showing income and expenditure to date had been circulated with the agenda and was noted. The current bank balance stood at £34,108.

168. Payment of Accounts

168.1 Proposed Cllr Bidwell, Seconded Cllr Curtis, RESOLVED with Cllr Werrett abstaining (cheque recipient) that the following accounts for October be approved for payment:

To For Net VAT Gross Chq
Mr P Storey Salary/expenses 731.36 731.36 1736
HMRC Tax/NIC 206.38 206.38 1737
Hants Playing Fields Sub 40.00 40.00 1738
BPC Shared costs 22.50 22.50 1739
TVBC Grounds maint 775.00 155.00 930.00 1740
HALC Cllr training 100.00 20.00 120.00 1741
Royal British Legion Wreath 50.00 50.00 1742
Cllr J Werrett Expenses 117.02 23.41 140.43 1743
Mr M Rebbeck Grounds maint 483.00 483.00 1744
KS Village Hall Room hire 65.00 65.00 1745
Cllr D Harrison Expenses 8.80 1.75 10.55 1746
Totals 2599.06 200.16 2799.22

169. To determine a grant application from The Farming and Wildlife Advisory Group

169.1 An application had been made by The Farming and Wildlife Advisory Group for a contribution towards the costs of their providing advice to farmers on environmental matters. Concern was expressed that this organisation had yet to sign off last year’s accounts and that it appeared in profit.

169.2 Proposed Cllr Brock, Seconded Cllr Bidwell RESOLVED unanimously that no grant be made to the Farming and Wildlife Advisory Group.

170. To determine meeting dates for 2012

170.1 Dates for meetings in 2012 had been circulated with the agenda papers and were noted. Meetings would continue to be held on the first and third Mondays in each month except where this day was a public holiday, with the agenda published three days beforehand.

171. To consider the implications of the Data Protection Act on councillors using personal computers

171.1 Some concern had been expressed regarding the responsibility of individual councillors to comply with the Data Protection Act and instructions from the Information Commissioner’s Office. Conflicting advice was available in the public domain on this matter and Councillors debated how best to comply in these circumstances. The Clerk confirmed that should a case be bought against an individual Councillor, provided that Councillor had acted in good faith, our insurers would cover accordingly. All noted that good practice would include the physical destruction of hard copy records after their use. Thought would also be given to establishing a domain name for use by all and further advice on this would be obtained after receipt of which the matter would be discussed further.

Action: Cllr Werrett and Clerk

172. To reconsider access rights on to the King’s Somborne recreation ground

172.1 Despite the 6 month rule precluding further discussion on a matter already determined, following the further submission made by Mr Knight regarding access through his rear garden gate onto the recreation ground, Councillors considered whether or not to set aside this rule to allow further debate on their previous decision not to issue the necessary licence. Note was taken that other properties had access gates although not all opened to allow access onto an area of moving traffic. Given some Councillors again expressed concern at the risk posed by moving traffic on the recreation ground car park and that the previous decision had been based upon solely this safety issue and the potential legal liability befalling the Council, the majority thought that no reconsideration was necessary and the matter of setting aside Standing Orders was then put to the vote.

172.2 Proposed Cllr Bidwell, Seconded Cllr Fahy, RESOLVED with Cllrs Werrett and Brock abstaining that Standing Orders not be set aside to allow further consideration to be given to the issue of access licences to property owners having a rear gate allowing access onto the recreation ground.

173. To establish a Working Group to review play facilities in the Parish

173.1 Following representations made to Councillors and at the recent Community Workshop, it was thought timely to establish a Working Group to review the existing play facilities in the Parish and make recommendations to replace where appropriate with more modern and challenging equipment as funds permitted.

173.2 Proposed Cllr Curtis, Seconded Cllr Harwood, RESOLVED unanimously that the draft terms of reference for the Working Group, as amended, be adopted and that Cllr Fahy be appointed chairman with Cllrs Curtis and Harwood appointed as members, together with others as may be necessary.

173.3 A copy of the Working Group’s Terms of Reference is attached to these minutes.

174. To receive the Clerk’s monthly report

174.1 The Clerk briefed on the HALC legal seminar he had attended which had concentrated on employment law, diversity and equality issues and the changes to the pensions regime. In particular, he drew Councillors’ attention to the requirement for parish councils to contribute to a recognised employees pension fund by 2015 and, given his contract allowed for a terminal gratuity only, changes in procedures would have to be implemented before the deadline for change.

175. Date, time and place of next meeting

175.1 The next meeting will be on Monday 5 December 2011 at 7.00pm in the Epworth Hall, King’s Somborne.

Action: All

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

Terms of Reference for the Play Facilities Working Group

1. A Working Group comprising three Councillors, or more as may be necessary, shall be established to review the play facilities in the Parish and make recommendations for improvement.

2. The Group shall take measures to gather the wishes and assess the preferences of young parishioners in terms of appropriate and positive play activities which will provide diversionary and challenging activity including electronic games available for external installation.

3. In order not to raise unreasonable expectations and subsequent disappointment, the Group shall arrange a series of open meetings with young parishioners, initially to gather their views, and subsequently to explain the practical and financial procedures necessary to implement specific proposals.

4. Given that the King’s Somborne toddlers’ play area was recently updated, emphasis shall be placed on teen years in three areas – King’s Somborne, Up Somborne and Muss Lane and shall also take into account any facilities thought appropriate for the new social housing development.

5. The Group may visit other play facilities elsewhere and talk to young people as it considers necessary.

6. Costed recommendation should be completed for tabling for discussion at the March 2012 Parish Council meeting.

7. The Clerk shall provide assistance including advice on available external grant funding.

Parish Council minutes October 2011

Parish Council

Parish Council minutes October 2011

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meeting

held in the Epworth Hall

commencing at 7.00pm on Monday 3 October 2011

Present: Cllr R Harwood (Acting Chairman) Cllr D Bidwell Cllr A Brock Cllr R Curtis Cllr F Fahy Cllr P Goddard Cllr D Harrison Cllr G Pearson

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

Public Session Borough Cllr Ward, Mr R Dyke and Mr R Pidgeon (Open Space Wardens), PC Williams and 16 members of the public were present for part of the meeting. Mr G Towerton from Test Valley Borough Council explained the various options under consideration by the Council for relocating the bottle banks to the site of the cricket score hut, this being the only option now considered feasible in the community. Mr R Gold expressed concern that the proposed relocation would add to the noise suffered by residents of Hayes Close. The options would be discussed in detail with the Cricket Club and all associated costs would be met by the Borough Council. A final agreed layout would then be the subject of a planning application raised by the Borough Council. The Parish Council would determine what should happen to the clothing, foil and paper banks, in due course.

Action: Clerk Mr A Knight addressed the Council on their letter requiring him to remove the rear access gate from his property on to the recreation ground and gave his reasons why this should not happen. The Clerk would seek professional guidance on the reasons given.

Action: Clerk Mrs L Chadwick and Mrs S Boot from The Sombornes Pre-School were present in support of their application for a grant to assist in meeting the start-up costs of the Pre-School. Master Toby Bates made a plea on behalf of other skate boarders for more challenging equipment on which they could hone their skills rather than the half pipe which had been in situ for some years. Mrs S Byron received confirmation that the impact of the Strategic Housing Land Availability Assessment (SHLAA) and need for a Village Design Statement (VDS) would be considered carefully and a suitable response made by the Parish Council in due course. Cllr Ward reminded all present that these would be matters under consideration at the forthcoming Community Workshop on Saturday 5 November in the Village Hall and that all Test Valley consultation initiatives were accessible on the Borough website. PC Williams reported on the continuing low crime rate in the area although there had been four thefts of fuel, plants and a Wendy House. He emphasised the need not to leave valuable items in cars. As this was his last attendance before retirement, all present thanked him for his contribution to community safety and wished him well in the future.

140. Apologies for Absence

140.1 Cllrs Herbert and Werrett

141. Chairman’s announcements and Councillors’ questions

141.1 None made.

142. To approve the Minutes of the Parish Council meeting held on 5 September 2011

142.1 Proposed Cllr Harwood, Seconded Cllr Brock RESOLVED that the minutes of the meeting held on 5 September 2011 be accepted as a true record.

143. To consider any Matters Arising from those Minutes

143.1 Public session. The Clerk was unaware of anyone else having volunteered to help Sue Jackson as Village Agent despite notices on the boards.

Para 118.3 Broadband. HCC had funds available to improve Broadband reception across the County but no firm plan to hand as yet.

Para 120.6 Horsebridge residents. Cllr Werrett had liaised on planning application procedures with the Horsebridge residents who were now content.

Para 127.8 Repairs were at last in hand on the telephone kiosk on the Village Green.

144. Declarations of Interest

144.1 None declared.

145. Borough News

145.1 Borough Cllr Ward mentioned the boundary review which would result in Test Valley having four MPS and King’s Somborne transferring from Romsey to North West Hampshire. He also drew attention to the National Development Framework, details of which were on his website and to which the Government was seeking responses. Cllr Bidwell emphasised the importance of the local community to determining the wish/need for more houses in the Parish, a topic which would be discussed at the forthcoming Community Workshop.

145.2 A planning workshop had been organised for councillors from King’s Somborne and Timsbury on Saturday 26 November and Cllr Ward asked that any specific questions be passed to him before then so reasoned replies could be given by the planning officers attending.

Action: All

145.3 Cllr Bidwell asked if the new approach to defining conservation areas was being implemented but was told this was on hold for the time being.

146. To receive Councillors’ reports

146.1 Cllr Bidwell had attended the transport forum at which the reductions in rural bus services had been discussed and concerns noted.

146.2 Cllr Harrison reported on the HALC councillor training course she and the other new members had attended. All agreed the evening had been very instructive. She also confirmed that work continued on improving communications and the Village website via the webmaster, Tim Long. The Gauntlet was now on the web and other areas were being updated or improved.

146.3 Cllr Fahy commented on the proposed relocation of the bottle banks and asked that detailed plans be made available to the Cricket Club at their forthcoming meeting. B/Cllr Ward confirmed his attendance at their meeting to explain the options.

146.4 Cllr Fahy undertook to co-ordinate any interest in the Community Speedwatch initiative and reminded everyone, as the CPRE representative, that CPRE was encouraging comment on the Government’s planning proposals to be made directly to the local MP.

Action: All

146.5 Cllr Brock confirmed that Neighbourhood Watch was working closely with the Police to improve the liaison between Watch members and the Andover Police station now the Stockbridge station was being closed and that we currently enjoyed the lowest crime rate in Test Valley.

146.6 Cllr Harrison referred to the ‘Love Your Village’ campaign and reported that the Communications Working Party had taken on the task of publicising this campaign but had rejected organising an orchestrated effort and instead would be encouraging parishioners to tidy up the communal areas around their properties while asking the groups and societies within the parish to organise their own efforts.

147. To receive reports on planning applications considered and determined
147.1 The following responses had been made to recent planning applications received:
* 11/02074/LBWS – 1 Marsh Court Farm, Romsey Road – conversion of outbuilding to utility room – support
* 11/02095/TREES – Winton House, Romsey Road – reduce Willow crown by 30% and Horse Chestnut stems by pollarding 5m – no comment

147.2 The following decisions had been notified by Test Valley Borough Council: * 11/01700/FULLS – Ferndale, Winchester Road – new detached garage, convert existing garage to habitable accommodation with new pitched roof, new porch, new brick wall to northeast and west boundaries – no comment and TVBC permitted
* 11/00878/FULLS – Brook Barn , Romsey Road – addition of 3 dormer windows to south east elevation, alterations to others and to doors and conversion of attached garage and covered link to living accommodation and replacing asbestos roof sheets with clay pantiles – supported and TVBC permitted
* 11/014594/TREES – The Waggon House, 4 Parsonage Barns – tree work – no objection and TVBC permitted

147.3 The Clerk reminded members that in future minutes of previous planning committee meetings since the last full Council meeting would be tabled for noting. All applications could be accessed on the TVBC website and committee agenda and approved minutes were now on The Sombornes website. The facility existed for individuals to subscribe to the website to be updated on agenda and minutes, if interested, and this was to be encouraged.
Action: All

148. To consider Correspondence Received and determine any action required
148.1 The Clerk drew councillors’ attention to recent correspondence received, in particular, the TVBC letter on the local Development Framework which was a portfolio of documents relating to planning and the impact on the Borough Council’s planning strategy that the proposed changes to the planning system contained in the Localism Bill would have which, when finalised, would be the subject of a public consultation; the e-mail circulated by Cllr Curtis on the wording of the human excrement article in The Gauntlet and the letter from Mr and Mrs A Knight on the Council’s refusal to allow them rear gate access to the recreation ground. The Clerk would action, as determined.
Action: Clerk
149. To receive the RFO’s Report and Budget Monitoring
149.1 A budget monitoring report showing income and expenditure to date had been circulated with the agenda. This was noted. The current bank balance stood at £38,165. Cllr Bidwell requested that future reports showed the state of the general fund to enable members to assess future funding potential more easily.
Action: Clerk
150. Payment of Accounts
150.1 Proposed Cllr Harrison, Seconded Cllr Bidwell, RESOLVED unanimously that the following accounts for September be approved for payment:

To For Net VAT Gross Chq
Outlook Windows VH grant 4000.00 800.00 4800.00 1727
BPC Shared costs 147.90 147.90 1728
Mr P Storey Salary/expenses 790.59 790.59 1729
HMRC Tax/NIC 229.76 229.76 1730
Smiths of Derby Church clock svc 176.00 35.20 211.20 1731
Lee Young Pipe repairs 680.00 680.00 1732
Mr M Rebbeck Grounds maint 735.50 735.50 1733
Pre-School Grant 1995.00 1995.00 1734
Test Valley School Grant 75.00 75.00 1735
Totals 8829.75 835.20 9664.95

151. To determine a grant application from The Sombornes Pre-School

151.1 An application had been made by The Sombornes Pre-School for £1995 to assist them in meeting their start-up costs. A business plan had also been made available to illustrate how they intended to cover their total costs whilst their numbers were building up.

151.2 Proposed Cllr Bidwell, Seconded Cllr Curtis RESOLVED with six votes for, one against and one abstention, that £1995 be vired from reserves to enable a grant of £1995 to be made to The Sombornes Pre-School to assist them in meeting their start-up costs.

Action: Clerk

152. To determine the hire charge for use of the recreation ground by The Sombornes Pre-School

152.1 The policy of levying a hire charge on regular users of the recreation ground necessitated a charge being determined for The Sombornes Pre-School.

152.2 Proposed Cllr Bidwell, Seconded Cllr Fahy, RESOLVED with five votes for and three against that £50 per annum be charged to The Sombornes Pre-School for use of the recreation ground on a regular basis.

Action: Clerk

153. To determine a grant for prizes at the Test Valley School

153.1 Test Valley School was seeking sponsorship of prizes and £75 had been granted last year. 153.2 Proposed Cllr Harwood, Seconded Cllr Brock, RESOLVED unanimously that £75 be granted to Test Valley School to sponsor prizes.

154. To adopt the policy for removal of unauthorised persons from Council owned land

154.1 A draft policy for the removal of unauthorised persons from Council owned land had been tabled previously but supplementary information on likely costs had now been obtained and tabled. All agreed that a plan was necessary and that actual costs could not be determined before the event.

154.2 Proposed Cllr Pearson, Seconded Cllr Harrison, RESOLVED unanimously that the draft policy for the removal of unauthorised persons from Council owned land be adopted.

155. To note plans for Jubilee event in the Parish

155.1 No further notifications of Jubilee events had been received.

156. To receive the Clerk’s monthly report

156.1 The Clerk reported he was in consultation with the Parochial Church Council regarding remedial work on some of the trees in the Churchyard together with associated costs and that he would table a costed plan for adoption in due course.

Action: Clerk

156.2 Nominations were being sought for attendance at the HALC AGM on Saturday 29 October 2011 but none was forthcoming at this time.

156.3 The Clerk would e-mail the HALC password enabling access to their website thus allowing members direct access to information on courses and other matters relevant to being a councillor. Action: Clerk

157. Date, time and place of next meeting

157.1 The next meeting will be on Monday 7 November 2011 at 7.00pm in the Epworth Hall, King’s Somborne.

Action: All

There being no further business, the Chairman closed the meeting at 9.25pm

Parish Council minutes September 2011

Parish Council

Parish Council minutes September 2011

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meeting

held in the Epworth Hall

commencing at 7.00pm on Monday 5 September 2011

Present: Cllr J Werrett (Chairman) Cllr D Bidwell Cllr A Brock Cllr R Curtis Cllr F Fahy Cllr P Goddard (Items 1 -14) Cllr G Herbert Cllr D Harrison Cllr R Harwood Cllr G Pearson

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

Public Session Mrs S Jackson (Village Agent), Mr R Dyke (Open Spaces), P/Sgt Phillips, Borough Cllr Ward and five members of the public were present for part of the meeting. Mrs Jackson explained the newly formed initiative of Village Agent whereby she had been trained to provide a link between those in need of help in obtaining, for example, home safety advice, income support and benefits etc and the agency which could provide that help, the aim being to support independent living in the home. The scheme was being trialled at selected locations throughout Hampshire and she encouraged all present to spread the word. She could be contacted on 01794 388884. She was also looking for an assistant and would welcome names of any volunteers.

Action: All

Mr Dyke reported on the state of the play areas and open spaces and confirmed he would continue to bring to the attention of the Clerk matters requiring further action. Mrs Hartley stressed the need to retain the bottle bank within the community and Mrs S Boot commented on the formation of the pre-school, its intention to mark its opening with an open event on Saturday 17 September at 10.00am to which all were welcome and also its plans to mark The Queen’s Jubilee next year. P/Sgt Phillips commented on the restructuring of neighbourhood policing which would include the closure of the Stockbridge police station and the retirement of P/Sgt Williams next month without replacement. A new initiative of issuing police officers with hand held computers enabling them to access their paperwork and e-mails whilst out in the community was working well and should result in more time out and about instead of completing paperwork in the office. He also reported the incidence of egg throwing in the community by persons from Southampton who had since had bail conditions imposed on them banning their presence in King’s Somborne. Following a complaint by a resident at the recent Councillors’ Surgery, he took note of the information passed by the Clerk on the person who was depositing human excrement on the 3 Fields site and would welcome further information on this person’s identity.

Action: All

On behalf of the Tree Warden, Cllr Fahy reported damage to the base bark of some trees probably caused by strimmers; the Clerk would follow up.

Action: Clerk

117. Apologies for Absence

117.1 PC Williams.

118. Chairman’s announcements and Councillors’ questions

118.1 The Chairman reported on his attendance at the Reception hosted by the Army Air Corps at Middle Wallop at which he had received the thanks of the Corps for refraining from making too many complaints about low flying and night flying both of which were an essential part of the training routine.

118.2 Cllr Bidwell’s request to produce a work plan in an effort to reduce the length of meetings was noted.

118.3 Cllr Goddard queried the development of broadband in the area. The Chairman was able to confirm that a petition had been submitted pressing for an increased speed and that HCC had a county-wide initiative to improve reception. Our area was recognised as being exceptionally poor. The Clerk would seek an update on progress for C/Cllr Gibson.

Action: Clerk

119. To approve the Minutes of the Parish Council meeting held on 4 July 2011

119.1 Proposed Cllr Brock, Seconded Cllr Fahy RESOLVED that the minutes of the meeting held on 4 July 2011 be accepted as a true record.

120. To consider any Matters Arising from those Minutes

120.1 Public session and para 105.5. TVBC and HCC would include the provision of a path from the School to the Village Hall as part of the community access scheme which already included a path from the new housing development adjacent to Hunter Close to the Village centre thus no need existed for further presentations at this time.

120.2 Para 98.1 The Pre-School, Church and the Somborne Society had confirmed they were considering holding events to mark HM The Queen’s Jubilee in 2012.

120.3 Para 99.3 The Clerk was obtaining repair quotes for the skate ramp.

120.4 Cllr Harwood confirmed that wild flower seeds had been sown on the biodiversity site.

120.5 Para 110.1 Proposed Cllr Fahy, Seconded Cllr Werrett, RESOLVED that up to £250 be spent on the provision of a notice board for erection outside Cross Stores.

Action: Cllr Fahy

120.6 Para 113.1 Liaison with Horsebridge residents over consultation procedures relating to planning applications had yet to take place.

Action: Cllr Werrett

120.7 Para 115.2 Cllrs Bidwell and Harrison would host the next Councillor Surgery at 6.15pm on Monday 17 October 2011.

Action: Cllrs Bidwell and Harrison

121. Declarations of Interest

121.1 None declared.

122. Borough News

122.1 Borough Cllr Ward updated councillors on the on-going problems of finding a suitable alternative site for the bottle banks now that the layby on the A3057, using Scout Hut land and the site in New Lane had been discounted. He cited the Law of Nuisance and the need for the Borough Council to react to noise complaints and explained he was in consultation with the Cricket Club over siting a single glass collection bank on the site of or near the cricket hut. If approved, every effort would be made to reduce noise and enhance the attractiveness of the facility but one way or another a decision would be implemented by 31 October.

122.2 Proposed Cllr Curtis, Seconded Cllr Harwood, RESOLVED that support be given to Cllr Ward to produce an acceptable plan for relocation.

122.3 Borough Cllr Ward then emphasised the need to use the mobile library now that the timings had been extended in King’s Somborne and also confirmed that the travellers had moved on from Hunt’s Farm in Timsbury.

122.4 He introduced the Strategic Housing Land Availability Assessment (SHLAA) which was designed to produce a rolling five year assessment of housing needs within the Borough and identification of land available now and in the future for development. Already identified as possible areas for development were land behind Byron House in New Lane, land behind the former vicarage and land above the allotment site on Furzedown Road. He also stated planning was in hand to hold a Parish workshop one Saturday morning at which the community could discuss potential development and other matters of interest or concern.

Action: Borough Cllr Ward

123. To determine meeting times for the Council, its Planning Committee and Councillors’ Surgeries

123.1 With the forthcoming establishment of a Planning Committee, it was necessary to review the times of meetings and surgeries to make best use of councillors’ time and that of the Clerk.

123.2 Proposed Cllr Werrett, Seconded Cllr Harrison, RESOLVED that full Parish Council meetings continue to be held at 7.00pm on the first Monday of each month, that the Planning Committee should meet at 6.30pm on the first Monday of each month immediately before the full Council meeting and at 7.00pm on the third Monday of each month, provided there were applications to be considered, and that Councillors’ Surgeries should be held at 6.15pm on the third Monday of each month immediately before the second monthly Planning Committee meeting.

Action: All 124. To approve terms of reference for the Planning Committee

124.1 Draft terms of reference for the Planning Committee had been tabled. Cllr Bidwell raised comment on the need for public participation and was assured these meetings would be open to the public and notice of them given on the Parish notice boards and on the website.

124.2 Proposed Cllr Bidwell, Seconded Cllr Harwood, RESOLVED that the draft terms of reference for the Planning Committee be provisionally approved subject to conclusion with the Horsebridge residents on the consultation process. A copy of the terms is attached to these minutes.

125. To approve terms of reference for the Communications Working Party

125.1 Draft terms of reference for the Communications Working Party had been tabled.

125.2 Proposed Cllr Harrison, Seconded Cllr Brock, RESOLVED that the draft terms of reference for the Communications Working Party be approved. A copy of the terms is attached to these minutes.

126. To appoint a Chairman and Vice-Chairman of the Communications Working Party

126.1 Proposed Cllr Werrett, Seconded Cllr Curtis, RESOLVED that Cllr Harrison be appointed Chairman of the Communications Working Party and Cllr Brock the Vice-Chairman.

127. To receive Councillors’ reports

127.1 Cllr Harrison reported on work undertaken to date by the Communications Working Party, identifying the introduction of the Parish Council Chairman’s newsletter which had been very well received and would be continued, changes to the website to improve community engagement and make more information readily available and the enthusiastic manner in which some local residents had come forward with ideas.

127.2 Cllr Brock confirmed that signs had been erected at strategic points around the Parish warning undesirable persons that they were being watched by the community at large. More volunteers were required for Neighbourhood Watch and regular dialogue had been introduced with the local estates to increase awareness and pool information. Neighbourhood Watch articles were provided regularly for community safety and awareness on The Sombornes website in addition to a monthly summary in The Gauntlet.

127.3 Cllr Harwood reported he had attended a Community Development Action Group meeting at which internet speeds, parish plans and ideas for developing good practice in parishes, had been discussed.

127.4 Cllr Fahy reported that the potholes on the road to Braishfield had been repaired but white lining of sections of the Winchester Road was still awaited.

127.5 Cllr Pearson asked about repainting the telephone kiosk on the Village Green and was informed by the Clerk that he had been battling with BT to get it repainted for over two years. Photos had been sent and BT paint department had confirmed it was on their list. Cllr Pearson also thought the entrance to the Muss Lane recreation ground should be cut back.

Action: Clerk

127.6 Cllr Bidwell commented on the relative shortage of the available tarmac car parking on the recreation ground and queried if anything could be done to enlargen it; this was noted.

128. To receive reports on planning applications considered and determined

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

* 11/01700/Fulls – Ferndale, Winchester Road- new detached garage, convert existing garage to habitable accommodation with new pitched roof, new porch, new brick wall to northeast and north west boundaries – no comment

* 11/00878/FULLS – Brook Barn, Romsey Road – addition of 3 dormer windows and alterations to other windows and doors. Conversion of attached garage and covered link to living accommodation with replacement of asbestos roof sheeting with clay pantiles – support

* 11/01494/TREES – The Waggon House, 4 Parsonage Barns – crown reduce one Sycamore, a Prunus and a Maple to achieve clearance from property – no objection

* 11/01899/LBWS – Marsh Court – repair of garden structures and reintroduction of lost decorative elements and rainwater improvements – support

* 11/01775/FULLS – 1 Church Road Cottages – single storey extension into front porch with additional side window – no objection

* 11/01711/FULLS – 4 New Cottages – retrospective application for erection of wooden shed- no objection

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

* 11/00368/EXTS – Commercial Marine & Piling, Furzedown Road – office building and car parking – permitted

* 11/00782/EXTS – Smiths Place, Stockbridge Road – demolish conservatory, erect two storey rear and single storey side extensions – permitted

* 11/01193/LBWS – Horsebridge House, Horsebridge Road – replace kitchen, new floors and other internal alterations – permitted

* 11/01145/FULLS – Forge Cottage, 1 Forge Close – single storey rear extension – permitted

* 11/01317/CLPS – 9 Nutchers Drove – certificate of lawful proposed development for solar panels – permitted

* 11/01109/LBWS – The Old Exchange, Romsey Road – playroom extension – permitted

* 11/01195/FULLS – Village Hall – two external extensions for storage and new windows and doors – permitted

* 10/00981/CLES – Forest Extra – certificate of lawful existing use for workshop – permitted

* 11/01494/TREES – The Waggon House, 4 Parsonage Barns – tree work – permitted

* 11/01333/LBWS – Park Farm – conversion of redundant buildings to residential properties – permitted

128.3 The Clerk confirmed that the application submitted on behalf of the Cricket Club for protective netting had been withdrawn on the advice of the planning officer. The Clerk would establish the reasons for this advice.

Action: Clerk

Cllr Goddard left the meeting at this point

129. To consider Correspondence Received and determine any action required

129.1 The Clerk drew councillors’ attention to recent correspondence received, in particular, an e-mail from CPRE encouraging councillors to support their campaign for amendment to the Government’s planning framework. He had circulated the e-mail and it was agreed that any reaction by councillors should be on an individual basis and not on behalf of the Parish Council.

129.2 Test Valley School had submitted its annual bid for sponsorship of a prize and attendance by a Council representative at its prize giving evening on 24 November 2011. Cllr Curtis volunteered to attend. Sponsorship would be determined at the October meeting.

129.3 A prospective purchaser of one of the new properties on the old garage site had confirmed his wish that the Village did not lose the bottle bank facility but that it be resited further away from his back garden and another had written at length on the strong feeling in the community about the risk of losing the facility entirely; these were noted and the Clerk had acknowledged.

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

130.1 A budget monitoring report showing income and expenditure to date had been circulated with the agenda. This was noted. The current bank balance stood at £45,923 which included the second tranche of the Precept and receipt of developer’s contributions of £5,943 towards the costs of installing the toddler’s play equipment on the recreation ground.

130.2 The Clerk also confirmed that the Annual Return for 2010-11 had been signed off by the Audit Commission without comment and that when work approved by the Parish Council was undertaken around the Parish by councillors, the Clerk, or others on a volunteer basis, provided all reasonable precautions had been taken, in the event of an accident or third party claim the Council’s insurance would cover the individual concerned.

130.3 The Clerk had previously pointed out that Section 33 of the VAT Act 1994 permitted a local authority to purchase goods which it then gifted to another organisation and reclaim the VAT. Confirmation from HM Customs and Excise had been received verbally that this scheme remained extant and reference was made to Public Notice 749 which covered this action in section7.4. Accordingly, it was agreed that the budgeted £4,000 for the Village Hall should be spent on the purchase of uPVC windows and doors which would be gifted to the Village Hall.

131. Payment of Accounts

131.1 Proposed Cllr Werrett, Seconded Cllr Harwood, RESOLVED unanimously that the following accounts for July and August be approved for payment:

To For Net VAT Gross Chq
BPC Shared costs 22.50 22.50 1713
Mr P Storey Salary/expenses 791.82 791.82 1714
HMRC Tax/NIC 229.76 229.76 1715
Mr M Rebbeck Grounds maint 710.50 710.50 1716
Audit Commission Fee 285.00 57.00 342.00 1717
TVBC Grazing rights 1.00 1.00 1718
Sarsen Press Newsletter printing 140.00 140.00 1719
Totals 2180.58 57.00 57.

To For Net VAT Gross Chq
BPC Shared costs 22.50 22.50 1720
Mr P Storey Salary/expenses 776.65 776.65 1721
HMRC Tax/NIC 229.76 229.76 1722
Playsafety Ltd Safety inspection 268.00 53.60 321.60 1723
TVBC SLR management 750.00 750.00 1724
Mr M Rebbeck Grounds maint 776.01 776.01 1725
Cllr R Harwood Wild flower seed 259.20 259.20 1726
Totals 3082.12 53.60 3135.
132. To adopt a policy for the removal of unauthorised occupation from Parish Council owned land

132.1 An increasing risk of unauthorised occupation of land owned by the Council had necessitated a review of procedures for dealing with this event. A draft policy had been tabled but before formal adoption, the Clerk was to obtain templates from bailiffs of their terms of reference and payment.

Action: Clerk

133. To determine action required regarding right of access from private dwellings onto the King’s Somborne recreation ground

133.1 Most of the King’s Somborne recreation ground was owned by Fields in Trust (FiT) and managed on their behalf by the Parish Council. Although the planning approval for the four new houses on the old garage site permitted rear gates in the fenceline, FiT required the Parish Council to determine on its behalf whether or not a licence should be granted allowing access onto FiT land and, if so, with what conditions. Charity Commission advice was not to issue such a licence on the grounds that to allow access could impinge upon the rights of the public to enjoy the open space and also increase the value of the private property enjoying that right. Councillors expressed their concern at the dangers of moving vehicles, the likelihood of parked cars blocking the gate access and their not wanting to further restrict the limited parking available on-site and their legal liability should an accident occur.

133.2 Proposed Cllr Harwood, Seconded Cllr Bidwell, RESOLVED that no licence be issued to the owners of the properties adjoining the recreation ground and that the gates presently installed be removed.

Action: Clerk

134. To consider support for the ‘Love Your Village’ campaign

134.1 TVBC wished to encourage more people to become involved in their local communities as part of the wider Government initiative to give more responsibility to local people. King’s Somborne was already fortunate in the willingness of its residents to join in litter sweeps, undertake voluntary maintenance of grassed areas, complete minor repairs and generally ‘do their bit’ and the Parish Council gave its full support to this continuing. The Communications Working Party would co-ordinate a litter sweep on Saturday 12 November 2011.

Action: Comms working Party

135. To consider the rural green space strategy and possible areas for further development

135.1 Another initiative by TVBC was to identify areas suitable for development within the Parish boundary and, in part, had been covered by the Borough Councillor under the SHLAA discussion in para 122.4. Councillors had previously determined where infill development might take place and no further deliberation was thought necessary at this time.

136. To consider the TVBC access plan

136.1 TVBC and Hampshire Highways were reviewing potential ways of improving access to and around the community and had identified areas such as a new footway to Tanner’s Pond and on to New Farm, a footway part way to the Cemetery, another from the School to the Eldon Road estate and the feasibility of a pedestrian crossing outside the school. Councillors believed the footpath along part of the A3057 towards Horsebridge should be extended at least to the junction. This, with any further ideas sent to the Clerk before 30 September, would formally be submitted for inclusion in the review.

Action: All and Clerk

137. To consider the TVBC open space audit review and identify other areas of benefit to the Parish

137.1 TVBC was reviewing its records on public open spaces to enable it to justify obtaining contributions from developers towards the costs of improving quantity and quality. The current areas identified included the King’s Somborne, Muss Lane and Up Somborne recreation grounds and the play area in Hunter Close. The Clerk would notify the new area within the affordable housing development.

Action: Clerk

138. To receive the Clerk’s monthly report

138.1 The Clerk confirmed he had bid for space in the new storage areas to be built onto the Village Hall for the permanent storage of Parish records.

138.2 The annual safety inspection of the play equipment had been completed by RoSPA and the Clerk was working his way through the recommendations. Nothing of an unsafe nature had been identified.

138.3 Fields in Trust had asked that the Parish Council nominate the King’s Somborne recreation ground as being suitable for recognition as a Queen Elizabeth 11 Field as part of the Jubilee celebrations and this recognition had been granted.

139. Date, time and place of next meeting

139.1 The next meeting will be on Monday 3 October 2011 at 7.00pm in the Epworth Hall, King’s Somborne.

Action: All

There being no further business, the Chairman closed the meeting at 10.50pm

Parish Council minutes 4 July 2011

Parish Council

Parish Council minutes 4 July 2011

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meeting

held in the Epworth Hallcommencing at 7.00pm on Monday 4 July 2011

Present: Cllr J Werrett (Chairman) Cllr A Brock Cllr R Curtis Cllr F Fahy Cllr P Goddard (Items 10 to 20) Cllr G Herbert (Items 10 to 20) Cllr D Harrison (Items 10 to 20) Cllr R Harwood Cllr G Pearson

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

Public Session Mrs D Harrison (Village Correspondent), Mr R Dyke (Open Spaces), Mr C Matthews (Tree Warden), Mr D Hayden and Mrs A Seymour (Footpath Wardens), Dr T Macintosh (Chairman of the Village Hall Management Committee), County Cllr Gibson, Borough Cllr Ward and four members of the public were present for part of the meeting. Dr Macintosh confirmed that the renovated pavilion in the Village Hall would be formally opened on Saturday 16 July at 3.00pm and that all councillors were invited to attend. He and Cllr Ward would review the case for a new path from the School to the Village Hall and Cllr Fahy who serves on the Village Hall Management Committee and Cllr Curtis, as the schools liaison councillor, would propose the case at the September Parish Council meeting.Action: Cllrs Curtis and Fahy

Two of the new owners of the houses built on the site of the old Somborne garage made their views known on the proposal to erect a cricket net along the outside of their boundaries. They confirmed their awareness of the possible risks but offset that against the potential unsightliness of a permanently erected net and the impact the net might have on bird and other wildlife. They also did not wish to see the demise of cricket on the recreation ground after 120 years of play and thought there were alternatives to a permanent net along their perimeter including a collapsible structure and/or notification by the Cricket Club of dates and times of fixtures so precautionary measures could be taken. The concept of signing an indemnity was mentioned. Councillors noted these comments and undertook to take them into account when discussing the formal application later in the meeting.

97. Apologies for Absence

97.1 Cllr Bidwell and PC Williams.

98. Chairman’s announcements and Councillors’ questions

98.1 The Chairman expressed the view that it might be a good idea to co-ordinate those activities which organisations and groups might be planning to mark the Queen’s Jubilee over the period 2 – 5 June 2012 to avoid conflicting dates and times and it was agreed to encourage organisers to complete the details of their event in the Village Diary, on the website and to be invited to attend the September Parish Council meeting to discuss their plans. It was also noted the Olympic torch might pass nearby which could impact on some events. The Clerk would publicise the invitation to attend.

Action: Clerk

99. To receive reports from the Tree, Footpath and Open Spaces Wardens and other volunteers

99.1 Mr Matthews reported that several of the recently planted trees were showing signs of stress as a result of the long dry weather spell. He and Cllr Fahy had done their best to keep them watered. The tree which he thought was dead was now showing signs of life and he opined that unless there were any other ideas of where trees might be planted he thought there were no obvious places left requiring trees at this time.

99.2 Mr Hayden confirmed that the footpath walks were still on-going and attracting 8 or more people on a regular basis. There had been a problem with the Horsebridge Road kissing gate, now resolved, and walkers were not following the correct route along the Old Roman Road to the annoyance of Compton Estate . Path 704, running from Stockbridge to Romsey, was in a hazardous state and this had been reported and he had attended a Hampshire Countryside Access Forum at which usage made of footpaths and access thereto had been discussed.

99.3 Mr Dyke commented that the skate ramp would benefit from repainting as it was showing severe signs of rust. The Clerk would investigate costs.

Action: Clerk

99.4 County Cllr Gibson briefed that the emphasis at the County Council at the moment was on cost cutting. However, he took note of the outstanding request to replace the missing sign at the Furzedown Road entrance to the Village and of the on-going concern at the size of trucks servicing the Forest Extra site at the top of Strawberry Lane. An application for a certificate of lawful use was being considered and legal opinion on the size of trucks permitted to use these and other roads in the UK, as a result of the EU’s decision to increase the size, was anticipated. Cllr Gibson also reported that a resident had raised the matter of speed restrictions at the junction of Strawberry Lane and Winchester Road whilst attending a surgery held by Caroline Nokes MP. However, the Police did not support any changes and consequently no further action would be taken.

99.5 The Chairman thanked all those volunteers who undertook tasks on behalf of the community for their time and enthusiasm.

100. To approve the Minutes of the Parish Council meeting held on 9 June 2011

100.1 Proposed Cllr Brock, Seconded Cllr Fahy RESOLVED that the minutes of the meeting held on 9 June 2011 be accepted as a true record.

101. To consider any Matters Arising from those Minutes

101.1 Para 85.3 Cllr Harwood reported that at the Councillors’ Surgery earlier that evening, a resident had commented on the unsightly nature of the stream and its banks and Cllr Harwood had had to explain that it was Environment Agency policy to leave the vegetation to enhance wildlife except for a controlled cut twice yearly.

101.2 Para 88.1 The Clerk confirmed that more information on the Communities Right to Build initiative was available on http://tinyurl.com/6xejo78. He reminded councillors that the concept was for local communities to determine which new developments would get approval without having to go through the normal planning application process and as long as the proposals meet certain criteria and there was community backing for them, usually determined by more than 50% votes in favour in a referendum, the project would go ahead.

102. Declarations of Interest

102.1 Cllrs Fahy and Harwood declared an interest in the application to erect a protective net on the boundary of the cricket outfield.

103. Co-option

103.1 Notices had been on display inviting members of the public to stand for co-option to the three vacancies on the Parish Council following the last elections. This had resulted in four expressions of interest from individuals who were present at the meeting. The Chairman invited each applicant to give a short presentation, which they did, and then invited them to leave the room whilst their interests were debated. There were no other members of the public present at this time.

103.2 Proposed Cllr Curtis, Seconded Cllr Fahy, RESOLVED that Mr Paul Goddard be invited to become a co-opted member of the Parish Council.

103.3 Proposed Cllr Pearson, Seconded Cllr Fahy, RESOLVED that Mrs Dawn Harrison be invited to become a co-opted member of the Parish Council.

103.4 Proposed Cllr Werrett, Seconded Cllr Pearson RESOLVED that Mr Geoff Herbert be invited to become a co-opted member of the Parish Council.

103.5 The Chairman then invited all four candidates to rejoin the meeting having explained the results of the voting and thanked them for their interest.

Each newly co-opted member then signed their declaration of acceptance and joined the meeting

104. Borough News

104.1 Cllr Ward updated councillors on the alternative sites for the bottle banks saying that the proposal to relocate the banks to New Lane was unlikely to find favour with local residents in that area and the ownership of the verge in question was unclear. He was now looking at the feasibility of relocating the banks to the layby on the hill top out of the Village towards Romsey on the A3057. The idea of smaller bins being located in the community was not acceptable because of the type of vehicles used by the contractors but he would welcome any further suggestions from the public.

104.2 He introduced ‘Insulate Hampshire’ which was a County-wide scheme to offer cavity wall and loft insulation to thousands of Hampshire homes occupied by older people over the age of 70 and which were not insulated at no charge and to others of any age at £99 for each of cavity wall and loft insulation. The scheme costs would be met primarily by the Government’s carbon emissions reduction targets and County and Borough budgets.

104.3 Regarding the reduction in the county library service, the need to save £500k had resulted in a severe reduction in the service and unfortunately a recent survey had illustrated that only 16 people per month used the King’s Somborne stops hence the reduction. Alternatives means of getting books to readers such as the Good Neighbour scheme and the voluntary library service were to be encouraged if any changes were to be introduced after the next planned review in a year’s time.

105. To receive Councillors’ reports

105.1 Cllr Fahy briefed that the pedestrian walkway adjacent to Magdalen Cottage on Winchester Road had been repaired and that he had confirmation that the white lines on the Winchester Road towards Ashley would be relined. He was still seeking agreement to have the white lines extended around the bends on this road and to improve the poor standards of verge trimming.

105.2 Cllr Harwood confirmed that the weed growth in the biodiversity plot on the 3 Fields was deliberate to allow for respraying.

105.3 Cllr Brock informed the meeting that he was now Chairman of the Neighbourhood Watch and that he had plans to increase committee numbers.

105.4 Cllr Brock reported that a successful first meeting to identify ways of improving communications within the Parish had been held and various initiatives would now be followed through by selected councillors and others.

105.5 Cllr Curtis would seek the School’s support to an all-weather path across the English Heritage and Parish Council owned land and noted that an astroturf surface might be preferable to heavy duty rubber matting. Cllr Fahy, with Cllr Bidwell, would follow up with the Village Hall Management Committee.

Action: Cllrs Bidwell, Curtis and Fahy

106. To receive reports on planning applications considered and determined

106.1 The following responses had been made to recent planning applications received: * John O’Gaunt Inn – additional comment on change of use to residential – no comment * King’s Somborne recreation ground – erection of a cricket net to protect neighbouring properties – no objection but support given to the strong representations made earlier by two new owners present that the Club should give 48 hours notice of all games and that the Club should be asked to consider the erection of the net on a match by match basis. In response to a question from Cllr Harwood, the Clerk confirmed he had received support in principle from TVBC that S106 monies could be made available to fund the net purchase and erection costs.

Cllrs Fahy and Harwood left the room whilst his application was debated having declare an interest

* King’s Somborne Village Hall – various internal changes and erection of two extensions to provide sports and general storage – supported

* The Old Exchange, Romsey Road – playroom extension – no comment

* Forge Cottage, 1 Forge Close – single storey rear extension – no comment

* Certificate of lawful proposed development – 9 Nutcher’s Drove – installation of roof solar panels – no comment

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

* 3 Furzedown Cottages erection of two storey rear extension and conservatory – permitted

* Yew Tree Cottage, Up Somborne – replace existing glazed conservatory roof with slate and other works – permitted

107. To consider Correspondence Received and determine any action required

107.1 The Clerk drew councillors’ attention to recent correspondence received which included formal notification from the Village Hall Management Committee of their intention to erect two new storage sheds and change some existing widows and doors to uPVC; an information pack and DVD explaining the digital switchover scheme; that he had replied supporting the proposal by Leiston Town Council under the Sustainable Communities Act that applicants with plans for major developments attend a meeting of the parish council to answer questions on the development ; and that the comments on the house names on the new development at the old garage site had been forwarded by TVBC to the developer for comment. No further action on any item was thought necessary.

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

108.1 A budget monitoring report showing income and expenditure to date had been circulated with the agenda. This was noted. The Clerk confirmed he had revised upwards the forecast income from the sale of exclusive rights in the Cemetery as a result of an increased number of interments.

109. To determine an application for Grant Aid from the Working Men’s Club

109.1 An application for £500 had been received from the Working Men’s Club to assist them in purchasing a new cash register. The Clerk reminded councillors that the annual budget for Grant Aid was £500 but, if necessary, additional funds could be vired from reserves.

109.2 Proposed Cllr Pearson, Seconded Cllr Goddard, RESOLVED with three abstentions that £500 be granted to the Working Men’s Club to assist in purchasing a new cash register.

110. To approve the purchase of a notice board for outside Cross Stores

110.1 This item was deferred until the September meeting for want of more information.

Action: Cllr Fahy

111. Payment of Accounts

111.1 Proposed Cllr Werrett, Seconded Cllr Harwood, RESOLVED unanimously that the following accounts for June be approved for payment:

To For Net VAT Gross Chq
BPC Shared costs 90.49 90.49 1706
HPFA Subscription 40.00 40.00 1707
Landforce Contracts 3 Fields spraying 286.00 57.20 343.20 1708
Mr P Storey Salary/expenses 797.66 797.66 1709
HMRC Tax/NIC 207.46 207.46 1710
Mr M Rebbeck Grounds maint 692.00 692.00 1711
Totals 2113.61 57.20 2170.81

112. To note the risk assessment of the financial systems and controls

112.1 The Clerk tabled the annual risk assessment of financial systems and controls together with comments on action taken, where appropriate.

112.2 Proposed Cllr Brock, Seconded Cllr Harwood, RESOLVED with four abstentions that the assessment as tabled be noted.

113. To adopt amended Standing Orders

113.1 A revised set of Standing Orders had been circulated with the agenda papers. Following discussion, it was thought appropriate for more thought to be given to how information on planning applications should be disseminated and public involvement encouraged. Cllr Pearson would seek comments from the deputy chairman of the Planning Committee, Cllr Bidwell who was absent from this meeting, and produce a draft revision and also discuss with those Horsebridge residents to whom an undertaken had been given that this would be actioned following the comments received relating to the John O’Gaunt pub application.

Action: Cllr Pearson 113.2 Proposed Cllr Werrett, Seconded Cllr Curtis, RESOLVED that the revised Standing Orders as tabled, but subject to further amendment to the Orders for the Planning Committee, be adopted.

114. To adopt the policy for Health and Safety inspections of play areas and open spaces

114.1 Following attendance at a seminar on risk assessment and inspections of play areas and open spaces, the Clerk had tabled a policy for adoption which laid down the procedures to be followed in this respect.

114.2 Proposed Cllr Brock, Seconded Cllr Harwood, RESOLVED with three abstentions that the policy for Health and Safety inspections for open spaces and play areas be adopted, as tabled.

115. To receive the Clerk’s monthly report

115.1 The Clerk reported success on behalf of the Village Hall Development Committee in obtaining a capital grant from TVBC; the results of the bid to HCC were still awaited. He reminded councillors that a condition of the Village Hall benefiting from the £4000 budgeted this year was that this amount should be used as a multiplier in getting more capital grant money from the Borough and the County. Councillors thought it appropriate that representatives from the Village Hall should make a presentation to the Council on their plans for spending these capital grants and the associated time frame.

Action: Clerk

115.2 Volunteers were required for the next Councillors’ Surgery and Cllrs Fahy and Harrison put forward their names. It was agreed that future surgeries should last for 30 minutes starting at 6.15pm immediately before the scheduled Parish Council meeting.

Action: Cllr Fahy and Harrison

115.3 TVBC had advised that the Village Agent scheme had started well with our volunteer, Sue Jackson, being trained. It was likely that a second volunteer would be sought so the estimated 4 – 6 hours per week could be shared.

115.4 The Clerk advised that a bill for around £800 would be presented for payment resulting from a repair to a leak in the main water feed from Romsey Road to the recreation ground. The repair had been undertaken by the Village Hall builder who was on-site at the time and followed an estimate from Southern Water of £6000.

115.5 Some formalising of the right of access through the rear gates of the new houses on the old garage site was necessary. The Clerk confirmed that as they had been approved as part of the planning application they could not now be removed. However, on behalf of Fields in Trust, the Parish Council had to determine its view on access rights bearing in mind that any decision could also impact on the Scout Hut and the other resident who also had a rear garden gate. The matter would be placed on the September agenda for decision but in the meantime, the Clerk would write to the new house owners outlining the situation and the dangers of using gates which opened onto a car park with the attendant dangers of moving traffic.

Action: Clerk

115.6 Finally, the Clerk produced a four inch bolt which was one of two holding a grab rail in place on the toddlers climbing equipment on the King’s Somborne rec which had been deliberately pulled from its position by vandals thereby endangering any toddler whom might be using the frame.

116. Date, time and place of next meeting

116.1 The next meeting will be on Monday 5 September 2011 at 7.00pm in the Epworth Hall, King’s Somborne to be preceded by a Councillors’ Surgery at 6.15pm.

Action: All

There being no further business, the Chairman closed the meeting at 10.50pm

Parish Council minutes June 2011

Parish Council

Parish Council minutes June 2011

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meeting

held in the Epworth Hall

commencing at 7.00pm on Thursday 9 June 2011

Present: Cllr J Werrett (Chairman) Cllr D Bidwell Cllr A Brock Cllr R Curtis Cllr F Fahy Cllr R Harwood

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

Public Session Mrs D Harrison (Village Correspondent), Mr R Dyke (Open Spaces), PC Williams and two members of the public were present for part of the meeting. Mrs Harrison advised she would be interviewing on behalf of The Gauntlet those past councillors who were no longer serving. PC Williams gave a brief overview of crime in the area stating that the incidence was low with only one recent burglary and a few thefts of items from vehicles and of diesel having taken place. He also stated that the local police now had the ability to undertake vehicle speed checks and would be targeting hot spots and that there had only been one traffic incident in our area which had resulted in damage but no injury. Mr and Mrs Gillard expressed their concerns at the proposed redevelopment of the John O’Gaunt pub site emphasising that Horsebridge had a strong community spirit which was against the loss of the pub. They also sought to understand the planning procedure and were reassured by the Chairman who explained that as a result of this application our local systems and practices would be reviewed. Mrs Harrison confirmed the need to talk to people as part of the planning process and commented that the TVBC planning portal did not allow for expressions and comments on applications to be amended once the wording had been inserted and thought this should be reviewed. Representatives from the Horsebridge community would attend the forthcoming Southern Area Planning Committee meeting at which the pub application would be considered.

81. Apologies for Absence

81.1 Cllr Pearson and Borough Cllr Ward.

82. Chairman’s announcements and Councillors’ questions

82.1 The Chairman expressed the view that our procedures would benefit from having a councillor sponsor all new items tabled for discussion supported by a discussion paper to reduce the time spent on the item.

Action: All

82.2 He also confirmed the review of Standing Orders would commence at the July meeting and reminded all present that their e-mails and rough notes taken on matters relating to Parish Council business were in the public domain and should therefore be carefully worded and deleted if no longer required.

Action: All

83. To receive reports from the Tree, Footpath and Open Spaces Wardens and other volunteers

83.1 The only report received was from Mr Dyke on behalf of the Open Spaces Wardens containing a number of observations which would be addressed by the Clerk. Cllr Fahy confirmed that he and the Tree Warden had watered the new trees during the recent dry weather, one of which had died. Cllr Fahy confirmed the Footpath Wardens had been organising monthly walks and agreed to speak to them about providing a report or presence at future meetings.

Action: Cllr Fahy 84. To approve the Minutes of the Parish Council meeting held on 16 May 2011

84.1 Proposed Cllr Bidwell, Seconded Cllr Harwood RESOLVED that with minor amendment the minutes of the meeting held on 16 May 2011 be accepted as a true record.

85. To consider any Matters Arising from those Minutes

85.1 Para 65.2 The Clerk confirmed notices had been posted advertising the vacancies for co-option onto the Council but no expressions of interest had been received as yet.

85.2 Para 76.1 Cllr Curtis reported he had been in contact with the School who had not received any approaches from Disability Awareness UK. As a result, Cllr Harwood proposed and Cllr Brock seconded RESOLVED that the request for grant aid from that organisation be rejected.

85.3 Para 79.2 Cllr Werrett reported that two persons had attended the councillor surgery held earlier in the evening. He thought these should continue but on a monthly basis in future and be for the hour preceding the Parish Council meeting. This was agreed and the next surgery would therefore be on Monday 4 July 2011 with Cllrs Fahy and Harwood in attendance.

Action: Cllrs Fahy and Harwood

85.4 Para 79.7 The Clerk had provided additional information on the Village Agent initiative and Mrs Sue Jackson had volunteered to undergo the necessary training. Cllr Bidwell expressed his reservations about the scheme as it could give rise to high expectations by those seeking help; he also queried the use of the term ‘Village’ and where the boundaries might lie. Cllr Harwood queried whether the Parish Council had any direct responsibilities under the scheme, which it did not, and the Clerk confirmed the wish by TVBC that the Council gave the initiative its support.

85.5 Proposed Cllr Curtis, Seconded Cllr Brock, RESOLVED with Cllr Harwood against that the Council gave its support to the Village Agent initiative.

86. Declarations of Interest

86.1 None declared.

87. Borough News

87.1 In his absence, the Clerk tabled a report submitted by Borough Cllr Ward which highlighted the proposal to re-site the bottle bank to New Lane and the drop-in surgeries by Caroline Nokes MP.

87.2 The report also highlighted the reduced mobile library service resulting from the need to reduce the overall number of stops from 1200 to 365. The planned stops in our area were now Church Road in King’s Somborne and Lovell’s Farm in Up Somborne. Councillors thought these insufficient given that Stockbridge with its fewer residents enjoyed more stops and drew attention to the hilly nature of our area which made it difficult for many to travel from their homes to the stop. Councillors wished the decision to be challenged.

Action: Clerk

88. To consider Correspondence Received and determine any action required

88.1 The Clerk drew Members’ attention to recent correspondence received which included a letter from Caroline Nokes MP drawing attention to her planned surgeries and a copy of Two Saints magazine with an invitation to support them financially; it was agreed not to take any further action on this. An e-mail message circulated on Communities Right to Build was noted but more information on the proposals was required before any meaningful comment could be made.Action: Clerk 88.2 It was agreed that publications received of general interest should be circulated with a request that they be passed quickly to the next on the list.

Action: All

89. To receive reports on planning applications considered and determined

89.1 The following responses had been made to recent planning applications received: * Horsebridge House, Horsebridge Road – various internal renovations – no objection

* 1 Redhill Cottages- removal of time restriction relating to demolition and new build – objection as no substantial reason given by applicant

* John O’Gaunt pub – change of use – no objection but a recommendation that the application went before the Southern Area Planning Committee (Cllrs noted that local representatives from Horsebridge would attend and speak at that committee meeting but after further debate it was agreed that no formal representation would be provided by the Parish Council)

* Yew Tree Cottager, Up Somborne Lane – replace glazed conservatory roof with slate – no objection

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

* Goosehill, Stockbridge – fell one Conifer – permitted

* Hoplands estate office – single storey extension – permitted

* Lovells Farm House, Up Somborne – alterations and extensions – permitted

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

90.1 The Clerk briefed on the monthly direct debit reduction from £15 to £5 to Southern Electric for power consumed by the Church clock.

90.2 A budget monitoring report showing income and expenditure to date had been circulated with the agenda. This was noted.

91. Payment of Accounts

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

To For Net VAT Gross Chq
Mr P Storey Salary/expenses 783.59 783.59 1699
BPC Shared costs 22.50 22.50 1700
HMRC Tax/NIC 240.91 240.91 1701
NALC Subscription 15.50 15.50 1702
Kings Somborne VH N’Watch hire charge 7.50 7.50 1703
Mrs J Weeks Assembly teas 40.00 40.00 1704
Mr M Rebbeck Grounds maint 619.25 619.25 1705
Totals 1729.25 1729.25

92. To receive Councillors’ reports

92.1 Cllr Brock reported that the Neighbourhood Watch committee would be electing its new chairman at its next meeting.

92.2 Cllr Curtis commented that the School was developing an eco-garden in its grounds and Cllr Harwood expressed an interest in its development and commented that there might be grant funds available to help off-set the costs.

92.3 Cllr Bidwell reminded councillors that the original plan for the renovation of the Village Hall included a new path from the School to the Hall across the John O’Gaunt field and that owned by the Parish Council. No further action had been taken, other than an exploratory dig on behalf of English Heritage who owned part of the route to establish if any remains of interest were buried there, pending sight of the School Travel Plan in which support for the path had been anticipated. No such support clearly existed in the Plan and Cllr Curtis undertook to follow this up.

Action: Cllr Curtis

93. To consider the installation of a community notice board outside Cross Stores

93.1 Cllr Fahy tabled a paper recommending the installation of a new community notice board outside Cross Stores which he would maintain. The proprietor had no objection and an estimated cost of £600 was noted.

93.2 Proposed Cllr Fahy, Seconded Cllr Curtis RESOLVED to support in principle the erection of a new community notice board outside Cross Stores subject to further information on costs and design being provided by Cllr Fahy.

Action: Cllr Fahy

94. To review future meeting dates and locations

94.1 With the reduced number of councillors and increased difficulty in getting a quorum, it was thought timely to review the meeting days, times and location. However, discussion eventually resulted in maintaining the status quo subject to any co-opted councillors making it easier to become quorate on another weekday. Councillors also saw no need to change the meeting venue for the time being.

95. To receive the Clerk’s monthly report

95.1 The Clerk confirmed that there would be a formal opening ceremony for the new pavilion in the Village Hall on Saturday 16 July and that the recreation ground was booked for the Horticultural Show on Saturday 23 July 2011. 95.2 Only one response had been received to the suggested names for the new houses on the site of the old Somborne garage and it was agreed that the comments submitted should be forwarded for consideration.

Action: Clerk

95.3 Weed spraying of the 3 Fields had been delayed firstly by the difficulty in finding a contractor willing to undertake the task and then by the adverse weather.

95.4 The TVBC Housing Development Officer had given notice of her intention to hold an event in October to engage and inform people how to register their interest in affordable housing schemes. This was thought particularly relevant to King’s Somborne with the completion of the Eldon Road development scheduled for February 2012.

96. Date, time and place of next meeting

96.1 The next meeting will be on Monday 4 July 2011 at 7.00pm in the Epworth Hall, King’s Somborne to be preceded by a Councillors’ Surgery at 6.00pm.

Action: All

There being no further business, the Chairman closed the meeting at 9.25pm

Parish Council minutes May 2011

Parish Council

Parish Council minutes May 2011

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Annual General Parish Council Meeting

held in the Epworth Hall

commencing at 7.00pm on Monday 16 May 2011

Present: Cllr R Dyke (Chairman for Item 60 only) Cllr D Bidwell Cllr A Brock Cllr R Curtis Cllr F Fahy Cllr R Harwood Cllr G Pearson Cllr J Werrett

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

Public Session

Two members of the public and Mrs D Harrison, the Village Correspondent, were present for part of the meeting. Mrs Harrison advised the meeting that local concern was growing over the proposed plans to convert the John O’Gaunt pub into living accommodation. This was noted for when the formal application came before the Council.

59. Apologies for Absence

59.1 Borough Cllr Ward.

60. Election of Chairman

60.1 Proposed Cllr Bidwell, Seconded Cllr Pearson, RESOLVED unanimously that Cllr Werrett be elected Chairman of the Parish Council for the year 2011-12.

Cllr Dyke then vacated the chair and Cllr Werrett assumed the chairmanship of the meeting

61. Election of Vice-Chairman

61.1 Proposed Cllr Pearson, Seconded Cllr Fahy, RESOLVED unanimously that Cllr Harwood be elected Vice-Chairman of the Parish Council for the year 2011-12.

62. Election of Chairman of the Planning Committee

62.1 Proposed Cllr Harwood, Seconded Cllr Brock, RESOLVED unanimously that Cllr Pearson be elected Chairman of the Planning Committee for 2011-12.

62.2 Proposed Cllr Harwood, Seconded Cllr Curtis, RESOLVED unanimously that Cllr Bidwell be elected Vice-Chairman of the Planning Committee for 2011-12.

63. Appointments

63.1 The following appointments were agreed:

Lead Councillor

a. Village Hall Management Committee Cllr Bidwell

b. Council for the Protection of Rural England Cllr Fahy

c. Neighbourhood Watch Cllr Brock

d. Flood Watch Cllr Werrett

e. Schools liaison Cllr Curtis

f. Test Valley Assn of Local Councils Cllr Werrett

g. Farming community liaison Cllr Brock

h. Sports facilities Cllrs Harwood and Fahy

i. Young people Cllr Curtis

j. Transport matters Cllr Bidwell

k. Up Somborne liaison Cllr Brock

l. Biodiversity Cllr Harwood

m. Highways matters Cllr Fahy

n. Communications strategy/website Cllrs Brock, Fahy and Werrett Volunteers

o. Footpath Wardens Mrs Alison Seymour and Mr David Hayden

p. Tree Warden Mr Colin Matthews

q. Horsebridge liaison Mrs Dawn Harrison

r. Open Space Wardens Mr Richard Dyke, Mr Ron Bevan and Mr Roy Pidgeon

64. Chairman’s announcements and Councillors’ questions

64.1 The Chairman thanked everyone for their vote of confidence, Dick Dyke for his past chairmanship and encouraged all present to work together for the benefit of the community at large.

65. To consider the need for and methodology of co-option

65.1 Proposed Cllr Harwood, Seconded Cllr Bidwell, RESOLVED unanimously that the three vacancies following the election be filled by co-option.

65.2 It was agreed that notices be displayed inviting those interested in becoming co-opted members of the Council and who had something to bring to the Council and the community should forward their details to the Clerk following which they would be invited to address a future Council meeting at which time selections would be made.

Action: Clerk

66. To receive reports from the Tree Warden, Footpath Wardens and other volunteers

66.1 None received. However, if the Wardens were unable to attend meetings, it was agreed they should be asked for a written report at least quarterly.

67. To approve the Minutes of the Parish Council meeting held on 4 April 2011

67.1 Proposed Cllr Werrett, Seconded Cllr Bidwell RESOLVED with Cllrs Brock and Curtis abstaining (not present) that the minutes of the meeting held on 4 April 2011 be accepted as a true record.

68. To consider any Matters Arising from those Minutes

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

69. Declarations of Interest 69.1 None declared.

70. Borough News

70.1 In his absence, the Clerk read a brief submitted by Borough Cllr Ward which highlighted the election results, contained an offer by him to introduce new members to the role and organisation of the Borough Council, confirmed the relocation of the bottle bank to a site on New Lane was being considered and offered to take the John O’Gaunt development plans to the Southern Area Planning Committee, if appropriate.

71. To consider Correspondence Received and determine any action required

71.1 The Clerk drew Members’ attention to recent correspondence received which included an acknowledgement letter from one of the prize winners from Test Valley School sponsored by Members and notification of the Hampshire Fire and Rescue Service Plan for 2011-14 which could be found at http://www.hantsfire.gov.uk/theservice/plan

72. To receive reports on planning applications considered and determined

72.1 The following responses had been made to recent planning applications received: * Goosehill, Stockbridge Road – fell one Conifer and remove four limbs from Norway Spruce – no objection

* Lovells Farm House, Up Somborne – alterations and extensions to house, erection of detached outbuilding, swimming pool, terrace, vehicle access and landscaping – no objection

* The Estate Office, Hoplands – single storey extension – no objection

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

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

* Chalkstrean and Hollybrook, Winchester Road – lean-to extension – permitted

* 2 Redhill Cottages, Winchester Road – tree works – permitted

* Dove Cottage, Muss Lane – fell Purple leaf Plum and reduce three conifers – permitted

* Goosehill, Stockbridge – fell two Conifers and reduce one Birch – permitted

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

73.1 A budget monitoring report showing income and expenditure to date had been circulated with the agenda. This was noted.

74. To adopt the Financial Accounts and approve the Statement of Assurance for the year ended 31 March 2011

74.1 The Clerk confirmed the internal audit of the year’s accounts had been concluded successfully and presented the audited financial accounts for the year ended 31 March 2011 and the completed Annual Return; a copy of the financial accounts is attached to these minutes.

74.2 Proposed Cllr Harwood, Seconded Cllr Bidwell, RESOLVED unanimously that the financial accounts for the year ended 31 March 2011 be adopted.

74.3 The Clerk led Members through the Annual Return drawing particular attention to the requirements of the Statement of Assurance.

74.5 Proposed Cllr Bidwell, Seconded Cllr Fahy, RESOLVED unanimously that the Chairman and Clerk be authorised to sign the Annual Return.

75. To re-appoint the Internal Auditor

75.1 The Clerk confirmed that the internal auditor, Mr Paul Reynolds, was willing to continue.

75.2 Proposed Cllr Pearson, Seconded Cllr Curtis, RESOLVED unanimously that Mr Paul Reynolds be re-appointed the internal auditor for 2011-12.

76. To determine the Grant Aid application from Disability Awareness UK

76.1 An application for Grant Aid had been received from Disability Awareness UK seeking financial support in meeting speakers’ training costs and expenses when they visited organisation such as schools to spread awareness of disability. Members thought more information was required, in particular, the impact of any planned visit to the local school. Cllr Curtis would follow this up before any decision was made.

Action: Cllr Curtis

77. Payment of Accounts

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

To For Net VAT Gross Chq

Mr P Storey Salary/expenses 792.90 792.90 1690 BPC Shared costs 22.50 22.50 1691 HMRC Tax/NIC 240.91 ` 240.91 1692 TVBC PPU printing 210.75 210.75 1693 Cheque Cancelled 1694

Mr M Rebbeck Grounds maint 799.00 799.00 1695

Came & Co Insurance 1287.49 1287.49 1696

Fair Account Internal audit 135.00 135.00 1697

M J Ellis Ltd Inspection cover 75.00 15.00 90.00 1698

Totals 3563.55 15.00 3578.95

78. To receive Councillors’ reports

78.1 Cllr Bidwell reported that the Village Hall Management Committee was discussing with the Pre- School a start date of September 2011 and that the Pavilion renovation should be finished within the next two weeks. Thought would then be given to the next phase which was the establishment of a larger meeting/function room and external storage in place of the present internal storage room. A capital grant application had been submitted to both TVBC and HCC.

78.2 Cllr Pearson had attended the Hampshire Rural Policing Review which had been interesting and at which confirmation had been given that no telephone call would go unanswered despite the cutbacks.

78.3 Cllr Fahy confirmed he had hastened TVBC and Highways on various outstanding signage and white lining matters.

78.4 Cllr Harwood updated Members on progress with the biodiversity area on the 3 Fields site and the Clerk confirmed he was arranging for the grassed areas to be sprayed to kill off weed growth. Cllr Harwood stated how impressed he had been at the Quality Parish re-accreditation presentation with the way our Parish Council compared with those others present in terms of achievement with limited resources.

79. To receive the Clerk’s monthly report

79.1 The Clerk reported that the School had booked the recreation ground for its annual sports days on Thursday 16 and Wednesday 22 June and that the Beer Fest would be held on Saturday 18 June. He also briefed that the Village Hall Management Committee might be asking for marked car parking bays on the open car park and, in particular, for a disabled parking bay near to the Hall. He had advised that a disabled bay could be marked on land owned by the Village Hall and immediately adjacent to the Hall front door.

79.2 The Clerk raised the need to have Member representation at the next Councillor Surgery to be held on Thursday 9 June between 6.00pm and 8.pm. Cllrs Werrett and Brock would be present.

Action: Cllrs Werrett and Brock

79.3 NALC was calling for motions for debate at the forthcoming AGM but none was thought appropriate by Members.

79.4 The Clerk suggested that the future distribution of meeting papers be by e-mail and this was agreed.

79.5 Information of new councillor training courses was distributed to new Members.

79.6 A suggestion that a seat be installed at the top of Cow Drove Hill was not supported.

79.7 TVBC had identified King’s Somborne as suitable to pilot the county wide Village Agent initiative which would involve a selected volunteer receiving training and then becoming the advisory link between those elderly or in need of support and the agencies which could provide that support. Councillors thought more information on the scheme was required before they could pass opinion.

Action: Clerk

80. Date, time and place of next meeting

80.1 The next meeting will be on Thursday 9 June 2011 at 7.00pm in the Epworth Hall, King’s Somborne. (Please note day change)

Action: All

There being no further business, the Chairman closed the meeting at 9.55pm

Parish Council minutes April 2011

Parish Council

Parish Council minutes April 2011

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meeting

held in the Epworth Hall

commencing at 7.00pm on Monday 4 April 2011

Present: Cllr R Dyke (Chairman) Cllr R Bevan Items 39 to 49) Cllr D Bidwell Cllr F Fahy Cllr R Harwood Cllr G Pearson Cllr R Pidgeon Cllr D Room Cllr J Werrett

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

Public Session Borough Councillor Ward, Mrs Dawn Harrison (Village Correspondent) and one member of the public were present for the public session. Mr P Wykes and Mr G Townsend from Test Valley Borough Council Environmental Services outlined the potential noise and smell problems generated by the bottle banks on the King’s Somborne recreation ground adjacent to the new houses and, as a result of a formal enquiry by the developer, the need to consider alternative locations to pre-empt formal complaints being made by the new property owners. The Borough Council proposal to relocate the banks to the rear of the BT hut was not acceptable, given the proximity to other existing house owners. Following earlier on-site meetings held by councillors to consider other locations within the recreation ground, it had been agreed that their preferred relocation would be behind the garages to be built to the rear of one of the new houses. However, this was not acceptable to the Borough Council and, as a result of the discussion, it was decided that the Parish Council with the Borough Council would review locations outside of the recreation ground and that, in any case, the banks would be removed from their present location by 31 July 2011. Both the Parish Council and the Borough Council confirmed their support for the need to encourage increased recycling and it was hoped that suitable alternative locations could be found. The clothing, foil and cardboard banks would remain in situ. The Chairman congratulated Mrs Harrison on the Parish Plan Update and thanked her for the hard work expended in producing the document which would now be tabled at the forthcoming Parish Annual Assembly for adoption by the community.

39. Apologies for Absence

39.1 PC Williams.

40. Chairman’s announcements and Councillors’ questions

40.1 The Chairman announced, with regret, the resignation of Cllr Lane for personal reasons and it was agreed that a letter of thanks for his eight years service to the community should be sent.

Action: Clerk

41. To approve the Minutes of the Parish Council meeting held on 7 March 2011

41.1 Proposed Cllr Pearson, Seconded Cllr Bidwell RESOLVED unanimously that the minutes of the meeting held on 7 March 2011 be accepted as a true record.

42. To consider any Matters Arising from those Minutes

42.1 Para 28.5 The erection of the Ashley roadside stones was accepted as a matter for local residents in the hamlet. There were no other matters arising not dealt with elsewhere in these minutes.

43. Declarations of Interest

43.1 None declared.

44. To consider Correspondence Received and determine any action required

44.1 The Clerk drew Members’ attention to recent correspondence received which included a letter from TVBC outlining the proposed route of the national cycle network through the Parish and another introducing the campaign to encourage residents to ‘Love Where You Live’ by becoming involved in community clean up events. It was decided to include the subject of litter sweeps on the September agenda. Mrs Edmonds had written expressing her wish that the title ‘Parish Council’ be retained. (See para 50.1)

Action: Clerk

45. To receive reports on planning applications considered and determined

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

* 1 Redhill Cottages – removal of existing sheds – no objection

* Goosehill, Stockbridge Road – fell two Conifers and reduce one Birch by 25% – no objection

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

* Horsebridge Farm, Horsebridge Road – change of use to farm buildings – permitted

* Park Farm House, Somborne Park Road – rear lobby and internal alterations – application withdrawn

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

46.1 A budget monitoring report showing income and expenditure to date had been circulated with the agenda. All noted that 99% of the budget had been spent to date. Cllr Harwood requested that a review of the financial controls be included on the June agenda.

Action: Clerk

47. Payment of Accounts

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

To For Net VAT Gross Chq
Mr P Storey Salary/expenses 795.47 795.47 1679
BPC Shared costs 22.50 22.50 1680
HMRC Tax/NIC 240.91 240.91 1681
M J Ellis Church gate repair 105.00 21.00 126.00 1682
Landford Trees 3 Fields 67.69 13.54 81.23 1683
HCC Street lighting 29.17 5.83 35.00 1684
TVBC Misc 1326.11 255.03 1581.14 1685
Mr P Storey Expenses 55.42 55.42 1686
TVBC Cemetery rates 112.10 112.10 1687
HALC Subscription 342.00 342.00 1688
Totals 3096.37 295.40 3391.77

48. To determine the need to charge for Right of Way access to the King’s Somborne recreation ground

48.1 Discussion on this item was deferred pending confirmation that rear gates to the new development were to be built.

49. To receive a progress report on the cricket net plan

49.1 Cllr Fahy updated councillors on the increase in costs of installing a safety net to the rear of the new houses to protect occupants from cricket balls. The increase was due to the difficulties in erecting the net and associated posts close to the rear wall. Thought had been given to repositioning the net along the edge of the grassed area but this could attract abuse and damage. Agreement to the pre-application for planning had been received from TVBC but the full application would require a fee of £352 which the Cricket Club could not readily afford. Councillors thought it reasonable for the Parish Council to submit the application on behalf of Cricket Club at the Council’s reduced fee and Cllr Fahy would let the Clerk have the necessary paperwork.

49.2 Proposed Cllr Bevan, Seconded Cllr Room, RESOLVED with six votes in favour and three abstentions, Cllrs Fahy, Harwood and Werrett, that the Parish Council submits a formal planning application for the erection of a safety net adjacent to the rear wall of the new houses on behalf of the Cricket Club.

Cllr Bevan left the meeting at this point. As he was not standing for re-election, all present offered him their sincere thanks for more than three decades of service to the community

50. To consider changing the Council’s name

50.1 Cllr Bidwell introduced some reasons for changing the Council’s name to avoid on-going confusion with the PCC (Parochial Church Council) and to reflect more accurately the movement towards communities and grass root local government. Although there was no pressure to change, it was thought appropriate to take a show of hands on the subject at the forthcoming Annual Assembly. (See also para 44.1)
Action: Clerk

51. To consider the need to review Standing Orders in the light of new technology

51.1 Cllr Werrett introduced his view that Standing Orders should better reflect the standards expected of councillors when exchanging information by any means offered by modern technology. The Clerk was obtaining professional; advice on a suitable form of words and he and Cllr Werrett would table an amendment at the June meeting.
Action: Cllr Werrett and Clerk

52. To consider a response to Hampshire County Council’s consultation on subsidised bus services

52.1 The Clerk had previously circulated the consultation document which had been designed more for individual responses than a parish council. However, it was agreed that the consultation was important and to this end every effort should be made by individuals to respond by the 31 May deadline. The Clerk would place an article in The Gauntlet and all noted that access to the document was available on http://www3.hants.gov.uk/passengertransport/busreview.htmAction: All and Clerk

53. To determine improved means of preventing damage by vehicles to the Village Green

53.1 A local resident had offered an additional large stone to help prevent damage to the Village Green.

53.2 Proposed Cllr Bidwell, Seconded Cllr Fahy, RESOLVED with Cllr Pidgeon abstaining that an additional stone be installed on the Village Green.

54. To consider appropriate signage at the entrance to the King’s Somborne recreation ground

54.1 Following the permission given to the Village Hall Management Committee to erect a new sign at the slip road entrance to the recreation ground, it was decided to take no further action on a second sign at the main entrance at this time. Introducing a one-way system was also discussed but not widely supported.

55. To receive a recommendation to add names to the War Memorial

55.1 Cllr Pearson’s research had identified three names of War Dead omitted from the War Memorial. However, as the omission might have been deliberate and the dates of death were decades ago, it was thought unlikely that next of kin could be contacted to give their permission and thus no further action would be taken at this time. The names in question were – Samuel Chilvers, Frederick William Sheppard and William Claud Frederick Barker-Mill.

56. To receive Councillors’ reports

56.1 Cllr Pearson had attended the CPRE AGM at which concern had been expressed at the delegation of planning decision to parish councils although a wider role was cautiously welcomed as was the removal of housing targets. He undertook to inform CPRE of major planning applications within our area to enable them to become aware of significant changes in the countryside.

Action: Cllr Pearson

56.2 Cllr Fahy confirmed he had taken reporting action on the uneven pavement along the Winchester Road, the need to replace the missing village entry sign at the top of Furzedown Road and his opinion that the hedge on the corner of Winchester Road with the junction to Ashley needed trimming back to enhance safety on the corner.

56.3 Cllr Harwood reported that the biodiversity area had now been sprayed and that he would publish plans for the area in The Gauntlet soon.

Action: Cllr Harwood

57. To receive the Clerk’s monthly report

57.1 The Clerk reported on the Village Conversation organised by TVBC, the aim of which had been to identify those areas of concern to the elderly where service providers were not meeting aspirations. 31 residents had attended together with representatives from the Department of Health, TVBC Customer Relations, HCC Customer Relations, Testway Housing, the Fire Service, Community Action and Age Concern. Eventually, a report would be published with the findings of all the conversations held in Test Valley and a plan for the way ahead.

57.2 Hampshire Highways had agreed to mark off a restricted parking area outside the entrance to the Church to allow the hearse to park unimpeded.

58. Date, time and place of next meeting

58.1 The next meeting will be on Monday 16 May 2011 at 7.00pm in the Epworth Hall, King’s Somborne.

Action: All

There being no further business, the Chairman closed the meeting at 9.55pm by thanking all councillors for their support during his term of office and in particular during his absence on health grounds.

Parish Council minutes March 2011

Parish Council

Parish Council minutes March 2011

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meeting

held in the Epworth Hall

commencing at 7.00pm on Monday 7 March 2011

Present: Cllr R Lane (Acting Chairman) Cllr R Bevan Cllr D Bidwell Cllr F Fahy Cllr R Harwood Cllr G Pearson Cllr R Pidgeon Cllr J Werrett

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

Public Session One member of the public was present.

27. Apologies for Absence

27.1 Cllrs Dyke and Room. Apologies were also received from the Village Correspondent, Tree Warden, Footpath Wardens, PC Williams and Borough Cllr Ward.

28. Chairman’s announcements and Councillors’ questions

28.1 Cllr Bidwell questioned the latest developments regarding the siting of the bottle bank on the King’s Somborne recreation ground following the informal on-site meeting called by the Chairman to consider the options. The Clerk briefed that as a result of that meeting he had informed TVBC that further consideration was being given by the Parish Council to the developer’s request to have the banks moved and that no action should be taken until further notice. TVBC had subsequently suggested the bottle banks be moved to the other side of the clothing banks where they would back on to the new double garage/workshop to be built there which in turn should deaden some of the noise. Cllr Fahy opined that little deadening effect was likely and consideration should be given to those existing residents who would now be nearer than at present to the banks. More alternative locations were then discussed including the junction of Furzedown Road and Eldon Road and on land at the Cemetery entrance but for various reasons these were thought inappropriate.

28.2 Cllr Werrett asked if the content and reaction by TVBC was known to the letter written to them by the developer’s solicitors and the Clerk undertook to follow this up. The Clerk also confirmed that Fields in Trust, as owners of the land, were in discussion with the developer about the rear gate access on to the recreation ground for which there was no right of way. Councillors confirmed their wish to retain the bottle and clothing banks and their view that the recreation ground was the most convenient and suitable location for users.

Action: Clerk

28.3 Proposed Cllr Harwood, Seconded Cllr Bevan, RESOLVED by six votes for and 2 against that TVBC be informed that the Parish Council supported a relocation of the bottle banks to the other side of the clothing banks adjacent to the double garage/workshop to be built.

28.4 Following this resolution, it was agreed that Cllrs Lane and Fahy would visit the residents of the existing houses to explain the rationale behind this resolution.

Action: Cllrs Lane and Fahy

28.5 Cllr Pearson queried the erection of large stone blocks alongside the road through Ashley which although outside the Parish boundary had caused some concern and were deemed unsightly by some. The Clerk was instructed to follow up this matter with the Borough Councillor.

Action: Clerk

28.6 Cllr Bidwell reported that unfortunately no-one had attended the last Councillor’s Surgery.

29. To approve the Minutes of the Parish Council meeting held on 7 February 2011

29.1 Proposed Cllr Pearson, Seconded Cllr Pidgeon RESOLVED unanimously that the minutes of the meeting held on 7 February 2011 be accepted as a true record.

30. To consider any Matters Arising from those Minutes

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

31. Declarations of Interest

31.1 None declared.

32. To consider Correspondence Received and determine any action required

32.1 The Clerk drew Members’ attention to recent correspondence received but no specific further action was thought necessary. However, one letter introduced the concept of a Village Conversation where TVBC would facilitate a meeting in the Village Hall on Thursday 31 March at 2.00pm designed to encourage local people to tell local service providers what life was like in King’s Somborne and the surrounding area and to discuss the simple things which could be done to improve the enjoyment of living here even more. Notice of the meeting would be spread by word of mouth and posting notices. In discussing this, Cllr Werrett considered that a communications strategy should be developed to ensure information was spread widely and quickly to those who needed to know. He acknowledged that the internet was readily used in this manner and that The Gauntlet was designed to achieve this but not everyone had access or used these mediums to best advantage. It was agreed to seek opinion from the community at the forthcoming Annual Assembly.

Action: Clerk

33. To receive reports on planning applications considered and determined

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

* Chalk Stream and Hollybrook, Winchester Road – construction of a lean-to extension – no objection

* Horsebridge House, Horsebridge Road – interior remodelling – no objection

* Bourne Farm, Furzedown Road – renewal of application to erect an office building with car arking and associated works – no comment

* 2 Redhill Cottages, Winchester Road – various tree works – no objection

* Dove Cottage, Muss Lane – fell one Plum and reduce three conifers – no objection

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

* 1 Forge Close – prune Beech – permitted

* 7 Muss Lane – first floor extension and new porch – permitted

* Gardeners Cottage, Somborne Park Road – Certificate of Lawful Proposed Development – certificate issued

* St Swithun , Romsey Road – fell two conifers – permitted

* The Crown Inn – crown lift one Yew – permitted

33.3 The appeal against the decision not to allow seasonal use of land at Horsebridge Station for the erection of a marquee and use for receptions and other events had been allowed.

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

34.1 A budget monitoring report showing income and expenditure to date had been circulated with the agenda. All noted that 94% of the budget had been spent to date and that the current bank balance stood at £21,462.20.

35. Payment of Accounts

35.1 Proposed Cllr Pearson, Seconded Cllr Pidgeon, RESOLVED unanimously that the following accounts for February be approved for payment:

To For Net VAT Gross Chq
Mr P Storey Salary/expenses 789.31 789.31 1676
BPC Shared costs 29.99 29.99 1677
HMRC Tax/NIC 240.91 240.91 1678
Totals 1060.21 1060.21

36. To receive Councillors’ reports

36.1 Cllr Pearson would be attending the CPRE AGM. 36.2 Cllr Fahy reported on the almost doubling in cost of the cricket safety net which was beyond the financial means of the Cricket Club. He said that the Club had followed this idea through in the interests of safety but no legal requirement existed to install the net and the developer had not responded to their initial approach. There had also been some concern expressed by existing neighbours at the height of the proposed net. The Clerk confirmed he had received TVBC’s onfirmation that an application for using S106 developer’s contributions to help meet the costs could be submitted. In the meantime, the Cricket Club was negotiating with the supplier over these costs. It was agreed the need and funding should be considered further at the next meeting.Action: Clerk

36.3 Cllr Harwood reported that preparation of the biodiversity site on the 3 Fields would start soon and that he was planning to plant plugs in the first instance to achieve some growth quickly.

36.4 Cllr Bidwell reported from the Village Hall Management Committee that there was concern at the amount of dog excrement on the recreation ground; it had been suggested that the current white direction sign be relocated to the other entrance to the recreation ground when the new wooden information board was available; and that a BBQ area was being considered adjacent to the Hall building. It was agreed that the problems of dog excrement should be discussed at the Annual Assembly.

Action: Clerk

36.5 Cllr Pidgeon reported a hinge on the entrance gate to the Churchyard from Church Road had rusted through and the Clerk was authorised to effect repairs.

Action: Clerk

37. To receive the Clerk’s monthly report

37.1 The Clerk reported he was still trying to get BT to repair and repaint the telephone kiosk on the Village Green and that the railings outside Martin’s Shop were in the process of being repaired.

37.2 In the Tree Warden’s absence, it was noted that the new trees had now been planted at the bottom of Top Field.

38. Date, time and place of next meeting

38.1 The next meeting will be on Monday 4 April 2011 at 7.00pm in the Epworth Hall, King’s Somborne.

Action: All

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

Parish Council minutes Feb 2011

Parish Council

Parish Council minutes Feb 2011

KING’S SOMBORNE PARISH COUNCIL

Minutes of the Parish Council Meeting

held in the Epworth Hall

commencing at 7.00pm on Monday 7 February 2011

Present: Cllr R Dyke (Chairman) Cllr D Bidwell Cllr F Fahy Cllr R Harwood Cllr R Lane (Items 1 – 9) Cllr G Pearson Cllr R Pidgeon Cllr D Room

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

Public Session

Representatives from HydeMartlet and Drew Smith Ltd gave a presentation on the affordable housing project to be built adjacent to Hunter Close starting next month. Work was expected to be completed by March 2012 and at the 12 to 8 weeks point before completion a consultation would be held for those interested in applying for one of the homes; full details to be announced nearer the time. Designs and layouts had all been approved and included the need for a biodiversity project because evidence of slow worms had been found on-site. Examples of roof tiles and brickwork were displayed and it was agreed that a mix of ribbon surface slate and Breckland tile by Redland with a multi-finish brick would be in keeping with the area. There would be white Upvc windows and soffits. Concerns were raised at the possible dangers to children walking to and from the School and playing in the area, in particular, with the increased number of large vehicles and it was agreed to review the need to fence off the grassed area used by youngsters for play and to engage with the School. The need for adequate site security was noted and deliveries would try to avoid peak traffic times. Cllr Dyke would be the Parish Council point of contact with the Clerk as necessary.

Borough Cllr Ward informed the meeting that the Bunny Lane waste disposal site would be closed for eight weeks from 13 March; that information on all aspects of licensing was now available on the Borough Council website; as was all expenditure in excess of £500.

PC Williams commented on the increase in non-dwelling burglaries and vehicle thefts which had resulted in increased patrols in the area and that a cascade system for notifying lost children and other potential incidents was being introduced whereby ‘phone owners could sign up for notifications, as appropriate.

Mr Matthews, the tree warden, confirmed the order had been placed with Landford Trees for the new trees to be planted on the 3 Fields site but the adverse weather meant the company had a backlog of orders to complete.

13. Apologies for Absence

13.1 Cllrs Bevan and Werrett.

14. Chairman’s announcements and Councillors’ questions

14.1 The Chairman expressed concern at the damage done to the Village Green by large vehicles using the slip road; it transpired the most recent wheel marks were made by a Stagecoach bus. The situation was aggravated by cars parked long-term outside the Church. These matters and remedial options would be discussed at the next meeting.

14.2 Cllr Bidwell introduced the possible benefits of changing the name of the Parish Council to avoid confusion with the Parochial Church Council and it was agreed this should be discussed later in the year.

14.3 Cllr Pearson clarified a somewhat misleading notification of the no-parking zone outside the School in that there was not likely to be any change in the designated area. He also expressed concern at the amount and unsightly nature of the graffiti on the skate ramp and it was agreed to place this on the agenda for the next meeting.

15. To approve the Minutes of the Parish Council meeting held on 10 January 2011

15.1 Proposed Cllr Bidwell, Seconded Cllr Pearson RESOLVED that the minutes of the meeting held on 10 January 2011 be accepted as a true record.

16. To consider any Matters Arising from those Minutes

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

17. Declarations of Interest

17.1 None declared.

18. To consider Correspondence Received and determine any action required

18.1 The Clerk drew Members’ attention to recent correspondence received but no further action was thought necessary.

19. To receive reports on planning applications considered and determined

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

* 7 Muss Lane – first floor extension and replacement porch – no objection as long as the proposed extension did not interfere with the neighbour’s privacy or enjoyment of natural light

* Ashley Farm, Ashley – erection of a steel portal building for use as a grain/general store – TVBC had sought any additional comments on the siting and appearance before final deliberation; none were thought appropriate

* Rose Cottage, Up Somborne – lean-to style extension – Cllr Lane to review and contact Cllr Room before the latter replied

* 1 Forge Close – prune one Beech – no objection

* The Crown Inn, Romsey Road – crown raise one Yew – no objection

* St Swithun, Romsey Road – fell two Conifers – no objection

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

* The Old Exchange, Romsey Road – single storey rear extension – refused as being detrimental to the historic interest and setting of the Grade 2 listed building

* 3 The Old Foundry – fell one Yew stem – no objection

* 4 and 5 Forge Close – various tree works – no objection

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

20.1 The Clerk reported that good practice and transparency now required the publication of all local government expenditure in excess of £500 and that the Parish Council achieved this by including a list of all payments within the minutes.

20.2 Proposed Cllr Harwood, Seconded Cllr Bidwell, RESOLVED unanimously that the publication of expenditure in excess of £500 be continued as evidence of the Council’s transparency.

20.3 A budget monitoring report showing income and expenditure to date had been circulated with the agenda. All noted that 90% of the budget had been spent to date and that the current bank balance stood at £22,559.34.

21. To review the rules for charging for occasional hire of the recreation grounds

21.1 The Clerk outlined the current policy for raising hire exchanges for the recreation grounds. Regular hirers, namely the football and cricket clubs, the School and Keep Fit club paid a fixed amount for the year and occasional users such as the Horticultural Society and private hirers paid £12 plus VAT. A check was undertaken to avoid a booking conflict and that the hirer had public liability insurance. A recent hiring request to the Village Hall included the erection of a bouncy castle on the adjacent recreation ground and begged the question of checking that adequate insurance existed and whether a charge should be raised. This had not always previously been the case given the declared support for the Village Hall by the Parish Council, for example, when pre-function drinks were provided by the Village Hall in a marquee. The Council had a duty of care to ensure that all reasonable checks were in place before an activity took place on land for which it was responsible, hence the need to revisit the charging rules.

21.2 Following discussion and an estimated loss of income of £50pa, it was thought appropriate to waive casual hire charges for recreation grounds but introduce a charge for all regular users in future.

21.3 Proposed Cllr Harwood, Seconded Cllr Bidwell, RESOLVED unanimously that future casual hire charges be waived for occasional users of the recreation grounds; that the Clerk become the point of contact for all enquiries and check that adequate public liability insurance existed; and that regular users paid an annual fee which for the dog training group be £75 with effect from 1 April 2011.
Cllr Lane left at this point

22 Payment of Accounts

22.1 Proposed Cllr Pearson, Seconded Cllr Pidgeon, RESOLVED unanimously that the following accounts for January be approved for payment:

To For Net VAT Gross Chq
Mr P Storey Salary/expenses 798.90 798.90 1672
BPC Shared costs 22.50 22.50 1673
HMRC Tax/NIC 240.91 240.91 1674
KS Village Hall Hire charge 36.25 36.25 1675
Totals 1098.56 1098.56

23. To consider the Village Hall’s request for a notice board at the Romsey Road entrance

23.1 Cllr Fahy introduced the Village Hall Management Committee’s request for a new information board to be installed at the entrance to the slip road off the Romsey Road. The idea was to have the new board set into the hedge adjacent to the existing white sign with the Village Hall meeting all costs. There was some discussion on the need to retain the existing board when the new one would indicate the entrance from Romsey Road leading to the Hall and recreation ground.

23.2 Proposed Cllr Room, Seconded Cllr Harwood, RESOLVED unanimously that permission be g iven for a new board to be installed provided the existing white board be removed

24. To receive Councillors’ reports

24.1 Cllr Pearson highlighted the need for more volunteers to serve on Neighbourhood Watch as falling numbers placed the organisation’s future in jeopardy.

25. To receive the Clerk’s monthly report

25.1 The Clerk had attended an exhibition on Exercise Waterrmark which would take place between 4 – 11 March to test flood prevention measures and their effectiveness across the South. He would monitor with a view to updating the emergency plan, as necessary.

25.2 All noted the change in date of the June meeting from 6 June to 13 June

26. Date, time and place of next meeting

26.1 The next meeting will be on Monday 7 March 2011 at 7.00pm in the Epworth Hall, King’s Somborne.

Action: All

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