Minutes of the Meeting of Beech Parish Council

held in the Village Hall on Monday 18 APRIL 2011

 

 

        PRESENT: 

                                                 

                   Councillor Anne Burridge

                   Councillor Ian Gibson                                         

       Councillor Edward Neish (Chairman)                                    

       Councillor David Woodroofe                                        District Councillor Patrick Burridge

       Councillor Gill Young                                                   Mr David Fazakerley

       Mrs Sheron Gillard – Clerk to the Council                             

 

 

 

10.114        APOLOGIES FOR ABSENCE

                   Apologies were received and accepted from Cllr Bryan Harrison (holiday).

 

10.115        CONFIRMATION OF MINUTES

          The Minutes of the Parish Council Meeting held on 21 March 2011, copies of which had previously been

          circulated, were confirmed.  Chairman Edward Neish signed them as a true record.

 

10.116        DECLARATIONS OF INTEREST

                   Councillors Anne Burridge, Ian Gibson and Edward Neish declared a Personal Interest in planning application

                   26991/008, the nature of their interest being that they know the applicants socially.  Since there were no

                   prejudicial interests, all took part in the discussion and decision on this item.

 

10.117        REPORTS FROM ADVISORY PANELS AND ITEMS FOR REFERRAL

                    I)       Finance and General Purposes Advisory Panel:

                             Cllrs Anne Burridge and David Woodroofe and Clerk had met on Monday, 11 April 2011.  They reported that

                             the new Standing Orders and Financial Regulations adopted last June were considered relevant and up-to-

                             date and their recommendation to Council that a further review be carried out during 2011-12 was approved.

                             They also considered the Annual Accounts for 2010-11 - please see under Finance for their report.

           

                    II)     Development & Planning Advisory Panel

                             a)         The Council considered eight applications.  Proposed, Seconded and RESOLVED that the comments of                                             

                                         the Council be forwarded to EHDC as follows:

                                         i)     26991/008   Southbank, 95 Medstead Road   Replacement dwelling following demolition of dwelling                                                         

                                                                   (double garage/studio to be retained).                  NO OBJECTION  with              

                                                          following comment: Parish Council welcome consideration given to the disposal

                                                         of surface water on site but would stress that this must be      demonstrated to function

                                                         adequately without overflow offsite onto adjoining properties and, most

                                                         importantly, the public highway.

                 b)  Previous applications – EHDC Decision NOTED:

                      i)          28390/011  116 Medstead Road   Fell one acer                                             REFUSED

                      ii)    36189/005   The Limes, 2 Cramptons        Fell one field maple                          REFUSED  

                      iii)   28460/004   27 & 29 Snode Hill   Detached double garage/store to front of dwelling                                                                                                                                  WITHDRAWN

                      iv)   28460/005   Certificate of lawful development.  Single storey extension to rear and amended fenestration/doorway.PERMITTED

                 c)  Following receipt of electors’ correspondence regarding the loss of vegetation and reinstatement of verges

                      at Beechwood Heights (formerly 36 Wellhouse Road), Clerk had raised matter with EHDC Compliance

                      Officer and written to developer’s but to date no reply had been received from either.  It was agreed that

                      the Council would continue to campaign for the retention of the sylvan characteristics of the village.

           III) Highways and Footpaths Advisory Panel:

                 a)  SLRs – Update

                      Chairman Ed Neish and Clerk had met with two representatives from Medstead and four representatives

                      from Bentworth Parish Councils on 31 March to discuss the SLR sharing agreement.  Both Medstead and Beech

                      indicated their willingness to move forward with this arrangement without Bentworth (if necessary) and were

                      prepared to take a proportional increase in costs.   It was therefore agreed that

                      the Agreement being drafted (and subsequently approved by Hedley’s Solicitors) should allow for

                      Bentworth to join the scheme after the May elections and within a period of 6 months.  Subsequent to this

                      meeting, it was established that the sockets have now been installed in Beech and Clerk had requested that

                      the order to purchase the SLR equipment be placed as soon as possible.  A decision regarding the method of

                      deployment of the equipment (use of HCC approved contractor or own arrangements) would be

                      postponed until delivery of the unit had taken place.

                 b)  East Hants Highways HAT meeting

                      In his absence, a report by Cllr Bryan Harrison who had attended this meeting on 29 March was         

                      postponed until a future meeting.

                 c)  A meeting with Highways Officers had been arranged for Wednesday, 27 April at 8.30 am.  Cllr Ian Gibson and Clerk to attend.

            IV) Community and Environment Advisory Panel:

                 a)  Parish Plan – Update

                      Cllr Anne Burridge reported that following recent meetings, it was planned that a Questionnaire would be issued to all

                      homes with the next issue of the Newsletter.  It was hoped that there would be sufficient returns to satisfy EHDC’s criteria

                      for community involvement/consultation and that a draft Plan would be produced by late November/early December. 

 

10.118 ANNUAL PARISH MEETING held on 21 March 2011

            The Council had been pleased to welcome District Councillor Burridge, County Councillor Mark Kemp-Gee and four members of the

            public to the meeting.  Following reports and questions, local refreshments had been by all present.  The only item of referral was the

            continuing problem of flooding/poor drainage in the village at times of high rain fall.  The matter would again be raised with Hampshire

            Highways at liaison meeting on 27 April.

 

10.119 PARISH ELECTIONS AND ANNUAL COUNCIL MEETING     

            With only 3 Councillor nominations (Ian Gibson, Bryan Harrison and David Woodroofe) the Parish Council will

            need to move to co-opt new Councillors at the May meeting or as soon as possible after the election.  Clerk would advise EHDC,

            post necessary notices and had advised vacancies to the Newsletter.  Following Parish Council elections on 5 May, all elected

            members and retiring Chairman will be required to attend the Annual Council Meeting scheduled for Monday, 16 May 2011at 7.30 pm

            (but may be subject to change to ensure meeting has a quorum).   Clerk to seek advice from EHDC regarding possible difficulties in holding

            this meeting within the required time period.  Elected councillors will be required to sign the Declaration of Acceptance of Office before

            electing a new Chairman.

 

10.120 REPORT FROM DISTRICT COUNCILLOR

           District Councillor Patrick Burridge began by paying tribute to Chairman Ed Neish, expressing gratitude on behalf of the village,

           for the work he has undertaken as Chairman over the past 4 years.  He reported that of 38 parishes, 22 have contested elections this term,

           twice the usual number which is an encouraging sign for local democracy.  He confirmed that EHDC had entered into a partnership with

           Winchester City Council for the tendering of refuse/waste collections and had awarded contract to Biffa.  Savings are expected to be in the

           region of £2million per year.  Chairman Ed Neish thanked him for his attendance.

          

10.121 HAMPSHIRE COUNTY COUNCIL ANNUAL CIVIC SERVICE

           To be held on Sunday, 19 June 2011 at Winchester Cathedral at 9.45 am.  There being no other Councillors

            available to attend, Cllr Bryan Harrison (upon his return from holiday) to be asked if he wishes to attend.

 

10.122 Report from HAMPSHIRE ALC and REPRESENTATIVES

           Clerk reported that the Annual Sector Conference held in Winchester on 23 March 2011 had been well attended           

           and that she and Cllr Peter May had found the sessions and speakers relevant, informative and interesting.

 

10.123 CONFIDENTIAL BUSINESS

           Proposed Ian Gibson, Seconded Gill Young and RESOLVED: That members of the public and press be excluded from the meeting for

           Part II so that matters of a confidential nature could be discussed. (Mr Fazakerley left).

 

10.124 CLERK’S ANNUAL REVIEW

           Following a report by Chairman Ed Neish, it was Proposed, Seconded and RESOLVED: That with effect from 1

           April 2011:

           a)   Clerk’s salary to remain at 10/11 rates in line with other Local Government sector workers.

           b)  Clerk’s normal working hours to remain unchanged but with the provision that Clerk could claim any

                 additional hours worked during times of increased workloads.

           c)   Room Allowance to rise to £15 per month.

           d)  All other terms and conditions remain unchanged.

 

10.125 FINANCE

            I)     Accounts for year-ending 31 March 2011

                   a)      Summary Receipts & Payments for 4th quarter to 31 March 2011presented to Council showing bank reconciliation NOTED as follows:

                            Current Account                               £1,413.15

                            Less Cheques drawn but not

                            Debited at 31.03.11                          (£260.51)

                            Money Manager Account                 £4,389.18

                            High Interest Bonds                          £40,828.56

                            Balance carried forward to 1.4.11    £45,934.46                    

                   b)      Clerk reported that Cllr Peter May had carried out a further Internal Controls check on 11 April 2011.

                   c)      Cllrs Anne Burridge and David Woodroofe and Clerk had reviewed the Annual Accounts for year ending 31 March 2011

                             which were presented to Council for approval.  Proposed Gill Young, Seconded Ian Gibson and RESOLVED:

                             That the Statement of Accounts for the year ending 31 March 2011 be approved.

                   d)      Council completed the Annual Governance Statement which was then signed by Chairman Edward

                             Neish and Responsible Finance Officer, Sheron Gillard, on behalf of the Council.

                   e)      At the request of Council, Clerk to arrange Frank Silcock to undertake final Internal Audit as soon as possible.

            II)    Payments authorised:    

                    Proposed David Woodroofe and Seconded by Gill Young

                    RESOLVED: a)    Clerk’s Net Salary, Allowance & Administration Expenditure (Apr 11) £466.81

                                         b)    Hampshire Pension Fund – Pension Contributions (Apr 2011)          £113.28

                                         c)    Beech Village Hall – donation for Royal Wedding Celebrations        £250.00

                                         d)    Beech Village Hall – hall hire (April-June 2011)                                  £42.72

                                         e)    Hampshire ALC – Annual Conference 23 March (+VAT unpaid on

                                                                                                                                   previous)           £89.00

                                         f)     Mr E Neish (Chairman’s Allowance re: Annual Parish meeting)          £45.80

                                         g)    Beech Village Hall (hall hire for Parish Plan Group – from grant)        £36.00

                                         NB. Item previously approved for payment after 1 April 2011for Hampshire ALC Annual                                                

                                                Affiliation Fees 2011-12 – cheque raised for £193.00, £3 less than anticipated.        

            III)  Car Allowances

                   Proposed Anne Burridge, Seconded Gill Young and RESOLVED: That Council to adopt HMRC tax exempt rates for

                   travel rather than continue with NJC rates which would be subject to tax with effect from 1 April 2011.

                  

10.126 CORRESPONDENCE – The following were formally received and NOTED:

                   NHS/Hampshire Partnership - Developing Adult Mental Health services in Hampshire

                   Alton Town Council – details of Tourist Literature available

                   Hampshire ALC – Local Council Journal (Spring 2011)        

                   Journal of Local Planning – Budget 2011 changes

                   Crimestoppers Update

                                      

10.127 NEXT MEETING

            Confirmed that the next scheduled meeting, the Annual Council Meeting, would be held in the Meeting Room of

            the Village Hall on Monday, 16 May 2011 at 7.30 pm preceded by Public Question Time at 7.15 pm unless advised differently.

 

CLOSURE OF MEETING      

Councillor Ian Gibson proposed a vote of thanks to all resigning Councillors and wished them well for the future.  The Chairman

then thanked all present for their attendance and closed the meeting at 8.55 pm.

 

                                                                  

 

 

 

signed: ...........................................................

                                                                                                         Chairman Beech Parish Council

date: