Minutes of the Meeting held on Monday, 21st July 2008
at 7.30 pm at Kings Worthy Community Centre, Fraser Road, Kings Worthy
Present:
Councillors: P. Warrener (Chairman),
L. James (Vice-Chairman),
D-M Cox,
J. Marshall,
N. Pidduck,
R. Sign,
D. Smithers,
D. Welstead and S. White
Also present:
HCC Councillor Jackie Porter
WCC Councillor Robert Johnston
Clerk: B. Fairbrother, C. Arnett
Press & Public: 0
PC/08/70 Apologies
Apologies were sent by Councillor I Gordon, City Councillor Stan Howell, and PC Donna Russell
PC/08/71 Minutes of the Annual General Meeting held on 19th May 2008
The minutes were agreed as a true record and signed by the Chairman, Cllr Warrener
PC/08/72 Matters arising from the AGM Minutes
None
PC/08/73 Minutes of the Parish Council Meeting held on 16th June 2008
The minutes were amended at PC/08/63, County Councillor J Porter’s report, Churchill Close-Gambut ‘….the PC believed has they had….’ , the word ‘has’ be changed to ‘as’, and were then agreed as a true record and signed by the Chairman, Cllr Warrener.
PC/08/74 Matters arising from the Parish Council Meeting on 16th June 2008
(PC/08/63) Cllrs D Smithers and S White – Cllr Smithers had made enquiries about the Parish Plan at Community Action for Hampshire, and had obtained information which he circulated to members for them to consider. He requested the Parish Plan be placed on the September 2008 Agenda.
PC/08/75 Reports from Police/County Councillor/City Councillor/School Governor
Police Report – The police sent a brief report, read by Cllr Warrener, in which was stated: “…. There had only been 25 reports from 18/06/08-18/07/08 which is good and this only includes one criminal damage which occurred within the family at their own address.
Last week on 14/07/08 there were about 10 police officers on Ramsay Road after a report of 5 youths with weapons outside a certain address. This was an incident involving the occupants and as a result arrests were made and no one was hurt. ….. The 25 reports include road related incidents, vehicle seizures, road accidents and domestic disputes….”
County Councillor J Porter – Cllr Porter circulated a written report and commented on the items listed.
Re Children’s Centres – the Council agreed it would be a good idea to house this service in Kings Worthy. Cllr Porter suggested a room at the primary school could be made available, and the Council suggested the doctor’s surgery on Pound Road could be a good location. Cllr Porter believed Kings Worthy was a good location for the Centre as it is to serve the northern parishes for children 0-5 years. It will cover several areas including education, welfare, healthcare, learning difficulties and advice.
Chestnut trees – Cllr Porter also commented that several trees in the area have a canker disease and are growing brown. This could mean trees might have to be removed and/or replaced in about 5 years, though it was discussed that the different varieties of the disease are not always the killer varieties.
City Councillor R Johnston – Cllr Johnston has re-joined the Planning Committee and the Licensing Regulatory Committee at WCC. WCC have agreed for Cllr Johnston to attend a summer school at St Andrew’s University.
It was discussed that the Parish Council were not always receiving adequate warning of hearings on planning applications. Cllr Johnston commented they were usually available about 10 days prior to the meeting. The Clerk and Chairman of Planning are to review the procedure for informing the Planning Committee of impending hearings.
Cllr White – School Governor’s Report – Cllr White commented that the school summer calendar was busy with many activities, which included the school fair, which was well attended. The school is now going through the ‘snagging’ list following completion of the new classrooms. The classrooms are to be named after local tress. There is still some groundwork to complete. The school closed on 18th July until 5th September 2008.
Cllr Warrener – BAA Southampton Airport’s Community & Stakeholder Conference. Cllr Warrener commented he had found the conference very interesting and was well attended. The Clerk circulated the letter received from BAA Southampton following the conference.
PC/08/76 Public Question Time
None.
PC/08/77 To receive the Minutes of the Sub-Committees:
The Minutes of the following Committees were received and discussed.
Planning Committee – 25th June 2008
The Minutes from the meeting were presented by Cllr Warrener, Vice-Chairman of the Planning Committee.
(PC/08/51) Planning Applications Received – It was discussed that it is unclear to members when a declaration of a personal and prejudicial interest should be declared, and when a Councillor should leave the room.
Councillors were concerned that meetings adhere strictly to the rules in order to properly observe correct procedures. The Clerk commented that guidance is given in the Code of Conduct booklets, and that the PC had also adopted the clause that allowed Councillors to speak after such a declaration. The Councillors want further clarification as to the circumstances when a declaration should be made.
PC/08/51 08/00904/FUL Woodhams Farm – It was commented that the proposed dwelling should only be used by the equestrian centre.
08/01051/OUT Land to the rear of 155 Springvale Road – It was commented that a substantial objection had been lodged, and concurred with the objection by Headbourne Worthy.
Recreations & Amenities Committee – 9th July 2008
The minutes from the meeting were presented by Cllr Sign, Chairman of the R&A Committee.
(RA/08/76) Church Green – It is expected that the works should be completed by Christmas. There is to be a temporary fence erected when the Thuja hedge has been removed.
Cllr Sign commented that many projects had been completed in the last three years, which included the replacement of playground equipment, signage in the village, the newsletters and leaflets, the Village Design Statement and the Burial Ground refurbishment.
The most recent projects included the new bus shelter in Abbots Worthy, the new Notice Boards around the village, landscaping Fryers Close, and extra play equipment at Fraser Road and Eversley Park.
The R&A walkabout will take place on 13th August 08, starting at 6pm. (This has been moved from 14th.)
Finance Committee – 14th July 2008
The Minutes were presented by Cllr Warrener, Chairman of the Committee.
(F/08/64) Broadview Rent Charge – the Clerk had queried the invoice submitted by Shentons for this work. It was proposed, seconded and agreed to review the Parish Council legal services.
(F/08/64) Final Accounts and Annual Return 2007/08 – The final figures were circulated to members and it was discussed and agreed that the Annual Return be signed by the Chairman and RFO ready for submission to the Audit Commission. The Internal Auditor had also signed the Return, and his report circulated to members and agreed.
The Clerks were thanked for their diligent work on keeping the Accounts.
(F/08/65) It was proposed and agreed that an investment of £140,000 should be invested in the Money Market for one month, subject to review of the accounts by the RFO.
Recommendations contained within all the Minutes were agreed and are subject to follow up checks by Councillors and Clerks
PC/08/78 Land off Hookpit Farm Lane to be gifted by the Milford Group Ltd to the Parish Council
This item was brought forward in the meeting and took place after PC/08/74.
The Clerk circulated a map detailing the proposed pieces of land. [See Appendix 1]
The dark shaded areas are the proposed sites to be gifted to KWPC. The smaller area is to accommodate a children’s playground and the larger shaded area will be maintained as a wildlife area.
The road from A-B is to be a tarmac road allowing access to the houses to be built on the area adjacent to it. From B-C there is to be a vehicle access track, it will be a none metal road about 3 metres wide. There is to be a removable bollard at B. This track is to be retained by the Milford Group. C-D is to be gifted to the Parish Council, and will be a footpath.
The large un-shaded area is owned by Gleeson Homes, who may eventually offer this to the Parish Council.
The Milford Group are not able to commute a sum of money for maintenance of the land but will pay £15,000 towards the playground equipment. The balance for the cost of the equipment, estimated in the region of £50,000, would be met through Open Space Fund money for Headbourne Worthy and Kings Worthy.
The paperwork received in the office was forwarded to Shentons Solicitors for them to comment on the legal aspects. Since receiving them Shentons had also received revised documents which Mr Kerr, the solicitor acting or the Council, will consider after his leave this week.
The solicitor’s fees are to be paid by the Parish Council, but it is expected Open Space Fund money will be available to cover this.
It is expected that the transfer would take place in about 18 months. It was proposed, voted and agreed to go ahead with the transfer. The Clerk is to write and confirm the ratification.
It was proposed that the playground equipment is installed as soon as practicable and that a plan and quotations obtained while the transfer is going through.
PC/08/79 Proposed Waiting Restrictions in Kings Worthy by Winchester City Council
The PC had received notification of double yellow lines to be placed in various areas in Kings Worthy. The details were circulated to members. It was discussed that whilst parking was a problem in these areas that double yellow lines and the policing of them was not necessarily a policing priority.
The Clerk is to write to WCC to ask when it would appropriate for the Parish Council to comment on the proposals as there are a number of issues and areas of concern.
The issues discussed included that the placing of the double yellow lines could serve to move congestion to other areas; the lines on the corner of the junction at Forbes Road does not have the ‘T’ opposite as restricted; how would the restrictions be patrolled and is there adequate resources to enable the patrols.
It was discussed that the Parish Council had not been included in the discussion stage of the proposals, and would like a timetable of the procedure.
PC/08/80 Winchester District Police – Policing Priorities
Cllr James tabled a paper on Policing Priorities in Kings Worthy particularly in relation to parking and traffic issues. It was discussed that this related to the previous item in that the Parish Council had been inadequately consulted on the proposals.
It was commented that although several meetings have been arranged and attended by the police, authorities and the Parish Council little progress has been made, and communication between the Council and the police is not taken as seriously as the Council would like.
The Clerk is to respond to the email from the Winchester District Police asking what the Parish Council would consider are the three priorities for this year. The PC discussed that vandalism at the Eversley Park Recreation Ground, particularly at the weekends and school holidays, as there have been a few reported incidents of arson there.
Also, the parking and traffic problems previously outlined to the police and raised at various meetings, such as the Police Forum.
PC/08/81 Chairman’s announcements
Carols on the Green – Tuesday, 16th December 2008 – the arrangements are to be discussed at the September 08 meeting.
Tenants and Leaseholders Association – It was discussed whether the Parish Council should be represented at the Tenants and Leaseholders Association meetings. It was considered not necessary for a Councillor to join the meeting but could attend to observe only.
The Clerk was asked to ascertain what percentage of dwellings in the village are rented.
PC/08/82 Clerks’ Report & Notice of Correspondence Received
The Clerk commented on the correspondence and event notifications received at the office, and asked that Councillors interested in any of the items contact the office.
Publication Scheme – Under the Freedom of Information Act a new Publication Scheme is to be introduced which all Councils, including Parish Councils, must adopt by 1st January 2009. The Clerk has received some information outlining the scheme, and a model Publication Scheme is expected to be available in the Autumn 2008.
Under the FOI Act the Parish Council had adopted a scheme in February 2003. The Clerk will present the new scheme when available and in time to be adopted by the Council.
PC/08/83 Any other notices
None
PC/08/84 Date of Next Meeting
Date: 15th September 2008
Venue: Kings Worthy Community Centre
Time: 7.30 pm
Meeting closed at 10.20 pm
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