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Parish Council Meeting Minutes8 June 2010Minutes of the Parish Council Meeting held on Tuesday June 8th 2010 in the Village Centre at 7:30 p.m. The Chairman, Cllr Bridget Culley, opened the meeting at 7:30 pm. Councillors present were: Colin Henderson, Margaret Corbett, Ray Randall, Sandra Grunsell, Dan Culley (from minute item 4), Katie Dixon, Trevor Cousins and the clerk, Derek Kane. Also in attendance: Sandy Pearcy – Community Development Officer. Members of the Public in attendance: Two. Before the start of the meeting Cllr-elect Corbett signed the Declaration of Acceptance of Office. Time for Public Speaking: No speakers. 1. Apologies for Absence: Cllr Fiona Foote, HCC Cllr Tom Thacker, BDBC Cllrs Horace Mitchell and James Lewin. 2. Declaration of Interests: None. 3.1 The Minutes of the Annual Parish Council Meeting held on Tuesday 1 June 2010. Having been already circulated, Cllr Grunsell proposed that they were a true record and should be signed; the proposal was seconded by Cllr Dixon and unanimously agreed by the council. 3.2 Election of Assistant Responsible Financial Officer – overlooked from the 1 June 2010. Cllr B Culley was proposed by Cllr Corbett and seconded by Cllr Randall and was approved by the council unanimously. 4. The Minutes of the Meeting held on Tuesday 11 May 2010: Having been already circulated, Cllr Randall proposed that they were a true record and should be signed; the proposal was seconded by Cllr Henderson and unanimously agreed by the council. 5. Borough & County Councillor Reports: None. 6. Items for discussion. 6.1 Community Development Officer, BDBC – Sandy Pearcy. Sandy introduced herself to the council. Her area covers South Ham, East Woodhay, Burghclere, Highclere and St Mary Bourne. She asked the parish council and the community to identify needs they have. She is able to assist groups and individuals in forming a new club, new facilities or a project. She can advise on procedure and structure together with pointers to identifying sources of income. A current project she is involved in is ‘Summer Streetz’ with activities out of school from the summer holidays for 11-14s and 15-17s. Cllr B Culley mentioned the difficulty for young people ‘spreading their wings’ when it comes to public transport to meet their educational, social and work needs, especially to Basingstoke, or indeed in after-school activity. Cllr Randall mentioned that ‘Music for Mummies’ maybe the sort of group that may require assistance in identifying funds. Sandy handed out her display card which will be placed on the parish noticeboards and its content on to the parish website. Cllr B Culley thanked Sandy for her presentation. Sandy Pearcy then left the meeting. 6.2 Affordable Housing. – Sub- committee set-up proposal. Agree Terms of Reference. Cllr B Culley had prepared some ideas to prompt discussion: 5 members to include two non-councillors. Remit:- 1. To confirm need. 2. To establish number of dwellings. 3. To establish type of dwellings. 4. To confirm with Kingfisher HA their current position. 5. To co-ordinate and prepare for the open meeting and presentation, co-operating with Cllr Horace Mitchell and John Lancaster (RHE). A discussion then ensued. The council decided that between now and the next full council meeting councillors are to consider the Terms of Reference for the committee and its composition and a decision will be resolved on 13 July. 6.3 Anti-vandal paint – lead Cllr Henderson. On shelters and on pole and well above adult height. Signs-up and a mention has been made in the H&V. Regarding CCTV: Boys whose faces were clearly visible when performing minor jinx (smearing food and drink on the lens) have been made aware that they are known and should desist. Night vision performance and recording to be evaluated and Inview Systems called in, if required to service/adjust. 6.4 Resurfacing of car park. Following quotes a circa £10k+ project. First point of contact with BDBC has produced a “no” as regards funding. A number of other avenues have been pointed-up by BDBC and the clerk will follow these through. HCC and HATs too to be explored. 6.5 Rubbish Plastic Sacks. BDBC, on asking for replenishment (for Street Cleaning and Groundswork [Wolfenden], say they no longer supply them. The clerk to write to BDBC citing a possible double taxation issue. If BDBC still will not supply clerk to ask BDBC for parish to buy from them, as it will probably be cheaper. Clerk will also raise this issue verbally at the BDBC Parish Liaison meeting on 11 June. 6.6 Grass cutting off B3050 near top of Gangbridge Lane. HCC and BDBC both deny responsibility for this. Clerk to enquire of nearby residents their recollection on who was cutting this in recent years. If HCC or BDBC did not (or will not) from now on cut this grass the council will look to asking the grounds contractor to do two cuts a year. 6.7 Reminder (for new council) of 2012 BDBC Five Gold Rings Initiative and HM QEII Diamond Jubilee. The clerk will re-forward the BDBC Five Gold Rings to councillors. The council is looking to groups of residents coming forward to fund-raise in 2011 for both these events, should there be a desire in the community to celebrate the Jubilee and/or the Olympics. 7. Finance. 7.1 Internal Audit of 2009/10 Accounts. 7.1.1 Internal Audit Report. The internal auditor (Auditing Solutions Ltd (Stuart J Pollard)) in his overall conclusion stated: “Overall, we are pleased to conclude that the Council appears to have effective systems in place to ensure that transactions are accurately reflected in the Statement of Accounts and Annual Return. Whilst no significant issues have arisen, we have identified a few relatively minor matters that require attention. Notwithstanding those issues and on the basis of work completed at our single visit to the Council for the year, we have signed off the Internal Audit Certificate in the Annual Return assigning positive assurances in each relevant area, with one or two caveats that require attention.” The recommended action plan items are: R1: The Council should undertake regular, ideally bi-annually, reviews of its Standing Orders and Financial Regulations, update them where appropriate to reflect changes in central government legislation and local working practice. The clerk will draw down the NALC revised set of Standing Orders and will place them up for review and adoption as soon as possible. R2: The correct postings should be made when drawing funds to top-up the petty cash account in order to avoid overstating receipts and payments in the year-end Accounts and Annual Return. The clerk will review this recommendation and will report back accordingly. R3: All VAT on expenditure incurred on behalf of the Council should be identified for recovery with the annual reclaim. The clerk stated that up till now he has not been claiming any vat paid by a third party (councillor or Scrap Book compiler) for goods or services for the council. They are relatively small amounts but as from 1 June 2010 the clerk will claim for all such vat subject to a vat invoice being supplied with any claim. The clerk has claimed for all vat paid directly by the council and continues to tracks this. R4: A more formalised and comprehensive approach towards the assessment of the potential financial risks to which the Council is exposed should be undertaken, detail being formally adopted by the Council and be subjected to annual review and, where appropriate, update and re-adoption. See 7.1.2. R5: The Clerk and Council should ensure that the asset register is expanded to include further basic data, together with reflecting the annual insurance uplift in asset values. R6: The 2009-10 detail should be uplifted to show the increased insurance values: that detail being fed into Section 1 of the Annual Return. See 7.1.2. 7.1.2 Finance Risk Assessment. It was agreed that a Finance Committee Meeting be called as soon as possible to review and resolve on this matter. The clerk proposes to roll in R5 & R6 into the R4 review. 7.2 Annual Return to Audit Commission 7.2.1 Council’s approval for the annual return YE 31 March 2010. The Audit Commission, in addition to the usual return items and statement has requested that the council has checked that payments to the clerk have been declared to HMRC. The clerk then showed evidence of the P35 return and an extract of the Nominal Ledger Report showing PAYE & NI payments to HMRC. This request is as of a result that the previous clerk was employed on a self-employed basis. Approval for the annual return was proposed by Cllr Henderson, seconded by Cllr B Culley and approved by the council unanimously. 7.2.2 Council’s approval of annual governance statement for YE 31 March 2010. All the required ‘Section 2” statements were read out and agreed as ‘Yes’ and approval for the annual governance statement was proposed by Cllr Randall, seconded by Cllr Grunsell and approved by the council unanimously. 7.3 Monthly Finances.
Payments made since the last full council meeting: 12 May 2010
17 May 2010
21 May 2010
Receipts since last meeting (into Business Investment Account)
Payments Due at Meeting:
The clerk has continued to query the no show of Parish Funding for 2010/11 from BDBC. BDBC advised on 7 June that payment will be made at the end of June and that levels will be similar to last year’s payment. Invoices have been raised for Q2 Litter Grant (£239.85), Q2 Lake Tenancy (£622.00) and the annual village shop rent (£1.00). An invoice will also be shortly raised for the Bowling Club tenancy (£1.00) plus their share of the Dec 09 to May 10 Southern Water bill, for which the latter has been paid today. As well as the usual circa £500 buffer for unforeseen payments due before the 13 July Full Council meeting, the clerk has reflected the HM Customs and Excise Q1 payment (PAYE Tax & NI), for which a cheque will be made for £569.52 on 22 June in the proposed transfer from the Business Investment Account to the Treasurers Account. It was agreed to transfer £3,600 from the Business Investment Account to the Treasurers Account. The acceptance of the reconciled accounts was proposed by Cllr D Culley and seconded by Cllr Corbett and unanimously agreed by the council. 8. Planning. 8.1 .1 Report from Planning Committee Meeting held on Tuesday 25 May 2010 (previously circulated). 8.1.2 Matters arising from the Report: None 8.2 Planning Matters for discussion at meeting: 8.2.1 BDB/72493 – Prosen House, High Street, SMB, SP11 6AY – Erection of a single storey front extension. Decision: Object – No measurements on plans, skylight not suitable for frontage. Overdevelopment of site. 8.2.2 BDB/72552 — Lowick, Stoke Lane, SMB, SP11 6AR – Erection of single storey rear extension and rear porch. Decision: No Objection. 8.2.3 BDB/72585 — Stoke House, Windmill Lane, Stoke, SP11 0NP — Erection of a single storey side extension and replacement boundary wall and gates. Construction of new vehicular access. Application to be resolved-on by Planning Committee on 22 June 2010. BDBC deadline 24 June 2010. 8.2.4 BDB/72586 — Stoke House, Windmill Lane, Stoke, SP11 0NP — Erection of single storey side extension and replacement boundary wall and new gates, internal alterations and demolition of rear building (Listed Building Consent). Application to be resolved-on by Planning Committee on 22 June 2010. BDBC deadline 24 June 2010. 8.2.5 BDB/72331 — Bourne Court, Upper Link, SMB, SP11 6BY — Erection of a timber shed following demolition of existing (retrospective). Decision: No Objection. 8.3 Trees – Notices of Intent: None. 8.4 Other tree notices – Tree Preservation Order BDB/518 – Land at Doiley Bottom Farm. Noted. 8.5 Advice of Planning matters considered by BDBC. BDB/72445 – Jamaica Farm, Egbury Road, SMB – Demolition of agricultural building. Decision: Raise no objection. 8.6 Planning applications withdrawn to be noted. None. 8.7 Planning applications gone to appeal with the SoS for Communities and Local Government 8.7.1 BDB/71458 – Inspectorate Ref APP/H1705/E/10/2128191 — Stoke House, Windmill Lane, Stoke, SP11 0NP — Erection of a two storey outbuilding to replace redundant stable building and refurbishment of existing curtilage listed outbuilding to provide ancillary living accommodation for Stoke House. Deferred until Planning Meeting on 22 June 2010. Review of parish council’s decision to be reviewed then and if a change is resolved on responses to the Inspector are due by 28 June. 8.7.2 BDB/71459 – Inspectorate Ref APP/H1705/E/10/2128192 — Stoke House, Windmill Lane, Stoke, SP11 0NP — Erection of a two storey outbuilding to replace redundant stable building and refurbishment of existing curtilage listed outbuilding to provide ancillary living accommodation for Stoke House. Deferred until Planning Meeting on 22 June 2010. Review of parish council’s decision to be reviewed then and if a change is resolved on responses to the Inspector are due by 28 June. 8.8 Compliance – Updates 8.8.1 Access to agricultural land. Verbal response (telephone) from BDBC Compliance on 4 June. Not a planning matter. They will chase ‘Landscaping’ for whom an o/s query is still with them. 8.8.2 Field Shelter not removed. E-mail response from BDBC Compliance on 27 May. A letter dated 9 October 2009 had been sent to the parish council indicating that the matter is not a breach of planning control, although the clerk cannot trace receiving this letter. A copy was requested and received 1 June 2010. “The structure does not have any degree of permanence and there is clear evidence on the land that the structure has been moved periodically. The structure is not affixed to the land and as such it can readily be moved because it is built on metal skids that allow for easy movement of it without the need for specialist tools or dismantling.” Closed. 8.8.3 Foundations dug – no apparent related consent. A retrospective planning application, BDB/72331 (see minute item 8.2.5) has been received by BDBC and was resolved-on by the parish council at this meeting. Closed. 8.8.4 Binley Bottom. Verbal response (telephone) from BDBC Compliance on 4 June. They will write to the parish council in the “next few days”. From the verbal comments by the borough council officer it would appear that the above matter may not be a breach of planning but comes under permitted agricultural development. The clerk recommends that we await the considered, written response from BDBC before challenging this opinion. 8.8.5 Swimming pool A pool alone is permitted development. Above the pool structures (Pool Houses, Pump Houses, Walls, etc) may need planning permission. From www.planningofficers.org.uk: Outbuildings, Enclosures, Swimming Pools and Oil and Gas Containers are covered by Class E: Such development is “permitted development” (i.e. no planning application is required) subject to the following limits and conditions: No building, enclosure, pool or container forward of the principal elevation fronting a highway. Buildings to be single storey with maximum eaves height of 2.5 metres and maximum overall height of four metres with a dual pitched roof or three metres for any other roof. Maximum height 2.5 metres within two metres of a boundary. No verandas, balconies or raised platforms. Maximum 50% coverage of land (i.e. garden) around the "original house" can be covered by additions or other buildings. In National Parks, the Broads, Areas of Outstanding Natural Beauty and World Heritage Sites the maximum area to be covered by buildings, enclosures, containers or pools more than 20 metres from house to be limited to 10 sq. metres. On designated land, buildings, enclosures, containers or pools at the side of properties will require planning permission. Within the curtilage of listed buildings any outbuilding will require planning permission. To be sure that the proposed pool/enclosure/outbuilding is permitted development contact with the local planning authority is recommended prior to the commencement of works. Whether or not the works need planning permission they will almost certainly require Building Regulations Approval – this is separate to the planning process. Consultation with the local Building Control body will be required. Closed. 8.9 Advice on planning matters with other councils: 8.10 Other Planning matters: 8.10.1 Advice on Land at Batsford (School Garden): Kingfisher have submitted a planning application but have now been asked for a flood risk assessment to be carried out. Kingfisher still remain hopeful that BDBC pass the application so that the work can go ahead within a reasonable time frame. 8.10.2 BDB/76204 (HBP PC) – Chapmansford Farm House, Harroway, HBP, RG28 7RR – Change of use of agricultural land to residential use. Noted Details of all Planning Application for the Parish can be accessed on – www.basingstoke.gov.uk/planning 9. Recreation Ground and Lake. 9.1 Play Areas: Report following site visit on 24 May 2010. Following an inspection by BDBC’s Engineer’s Safety Inspection Report in March 2010, an inspection was undertaken by the Recreation Ground/Lake Committee. The engineer applied a scoring risk where under 8 is LOW, 8 to under 13 is MEDIUM, 13 to under 21 is HIGH and 21+ is UNACCEPTABLE RISK. There were no scores higher than MEDIUM. The parish council inspection reviewed those items that scored MEDIUM and have noted those that scored LOW. SMB Play Area: Replace 3 of 4 cradle straps. One was recently replaced. Replace wooden struts for netting fixings Stoke Play Area: Replace all cradle straps. Caps missing in 2 of 8 eyebolts (cradle seats) Swing (older equipment - frame) – strong recommendation to have internal examination of top bar fixings and those that are under the rubber matting where it enters the ground. Potential corrosion concerns. Action will be taken to repair/replace items noted at both play areas and the swing will continue to be monitored at Stoke The broken ‘No Dogs’ sign at Stoke will also be replaced. 9.2 Cricket Club – Recreation Ground and Pavilion. Various councillors raised their view that the Cricket Club is not taking their responsibilities towards the grounds and the pavilion seriously enough. The clerk had written to the club earlier this season reminding them about the concession on parking granted to them, but club members have still been observed driving up to the pavilion when this is strictly prohibited. Other concerns voiced were the state of the kitchens after use, the showers and toilets after use, stakes left in the ground (which has caused damage to the council’s contractors cutting equipment) and the pavilion entrance doors not being secured properly after use. The clerk was instructed to write a stiff letter to St Mary Bourne Cricket Club advising them of their responsibilities towards the grounds and pavilion, as listed above and to re-acknowledge in writing back to the parish council these responsibilities. Failure to do so may result in withdrawing the parking concession and should poor housekeeping of the pavilion be repeated, withdrawing the use of that facility (the pavilion) from the cricket club. 10. Items of Correspondence to be circulated 10.1 Hampshire Fire and Rescue Service — Plan for 2010 to 2013. Noted. 10.2 Draft Strategic Housing Land Availability Assessment (SHLAA) — Public consultation, including advice on exhibition dates + addendum – deadline for comments: 21 June 2010. Noted. 10.3 BDBC: Raising of Armed Forces Day Flag – 21 June 2010 — Deadline to book: 14 June 2010. Noted. Clerk to ask Bill Coventry if he would like to attend on behalf of the chairman of the parish council. 10.4 BDBC: Civic Sunday — 27 June 2010 — Deadline to book: 20 June 2010. Noted. 10.5 HCC: Good Neighbour Award Scheme – Deadline to nominate: 25 June 2010. Noted. 10.6 Copy of letter of thanks to SMB UCT from Dave & Janice Burlison. Noted with pleasure. 10.7 HCC: Hampshire Action Teams (HATs). Noted. The clerk to explore HATs as a means towards some funding to car park resurfacing. 10.8 HCC Medieval Banquet 25 June – Fundraiser for Hampshire & IOW Air Ambulance – Deadline 14 June. Noted. 11. HALC/BDAPTC/SLCC/Training & Conferences Reports. 11.1 Greenspace S.E. Forum — Pilot membership offer. Noted but declined. 11.2 The clerk will be attending the next BDBC Parish Liaison Meeting on 11 June at 10am. 11.3 NALC AGM 13 October. Any motions for HALC to pass on to be sent to HALC by 21 June. None. 11.4 The clerk will be attending a SLCC Hampshire Branch Meeting on 30 June at 10am. 12. Footpaths Report. 12.1 Matthew Beal – Countryside Access Manager – North – HCC has requested that we indicate on our web site how to contact them and to remove names of individuals (Contact Centre 0845 603 5636 or e-mail countryside@hants.gov.uk. Also online mapping can be accessed on www3.hants.gov.uk/row/locating-row/row-online-maps.htm. 12.2 Cllr Henderson indicated that public paths close to the BVI need cutting back. Grounds contractor to be contacted by the clerk. 13. Highways/Transport/Services Report. 13.1 Pipe and ditch on Harroway, close to Chapmansford Farm entrance. For information only (outside of parish): Former Cllr Michael Widén responded to the resident of the above property regarding concerns he had about a flooded or blocked pipe close to his property under the Harroway. Mr Widén forwarded his reply to the Environment Agency as well as Hampshire Highways, Cllrs Dixon and Henderson and the clerk. 13.2 Harroway Temporary Road Closure. Apsley Lane to Chapmansford crossroads. 20 June 2010 for a period of 3 months. The actual closure is expected to last only one week during the three months commencing 20 June 2010. Notices placed on parish noticeboards and BDBC have placed advertisements in the local press. 13.3 Village 30 – Update. Signs are due to go up / be repositioned on 9 & 10 June 2010. There will be a slight delay on the raising of new horse warning signs. Cllr B Culley advised councillors present as well as parishioners to be aware that the police will be enforcing the new limits shortly, as was recently witnessed on the Village 30 programme for Picket Piece. 13.4 Pot Holes and ditches Bourne Hill The clerk was asked to inform Hampshire Highways of two serious potholes on the LHS uphill near the top of the Hill, by the woods. Also ditches to the side need clearing as debris is being pushed down to the bottom of the hill and junction during heavy rain. There being no further business the meeting closed at 9.30pm. These Minutes are subject to approval at the Parish Council Meeting on 13 July 2010. This page was last edited on 10 Jun 2010 |
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Parish Council Meeting Minutes