DOGMERSFIELD PARISH COUNCIL
Minutes of the AGM of
Dogmersfield Parish Council
Held at
Monday 18th May
2009
Present: Mrs
C Lowe (Chairman) (CL)
Mr A J Clark
(Vice-Chairman) (AJC)
Mr David
Everett (DE)
Mr
P Curnow-Ford (PCF)
Mr
S Bramwell (SB)
Mrs
C Toms (Clerk) (CT)
Cllr Jonathan Glen (JG)
Mrs Mary Morrison (MM)
Mrs Fiona Everett (FE)
Mrs Felix Lister (FL)
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58/09 |
Welcome Christine Lowe opened
the meeting and warmly welcomed everyone and in particular our |
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59/09 |
Apologies For Absence Cllr Ken Crookes, Roddy Lister, Chris and Elizabeth Waller |
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60/09 |
Declaration of Interests DE declared a
personal interest in Agenda item 13 (b)
- neighbouring land mentioned in the Strategic Land Housing
Availability Assessment (SLHAA) |
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61/09 |
Election of Chairman and signing of acceptance of
office AJC nominated
Christine Lowe for Chairman for the coming year and DE seconded. All agreed unanimously that Christine be
Chairman. Christine Lowe signed the
Declaration of Acceptance of Office and CT countersigned. |
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62/09 62/09 Cont. |
Public Participation Felix Lister
had yet to receive a reply to her letter to the Police reporting dangerous driving
through the village. A follow up email
was suggested. Fiona Everett
reported that the new car company in the vacated showroom were parking cars
for sale on the gravel and on the road without tax discs. CL agreed to raise the matter with the
garage. Cllr Glen stated
that it was a pleasure to address the Parish Council and apologised for being
unable to participate in the APA to report on the County’s activities over
the past year. He circulated a leaflet
summarising Hampshire County Council’s main achievements. In particular he mentioned that the
increase in Council Tax was only 1.8% and this was fixed for the next two
years. DE asked about the review of
Children’s Services and CL asked if reviews were about cost cutting. JG explained that all departments were
undergoing reviews and that currently the largest numbers of staff
appointments were in Childrens’ and Social Services. He also highlighted the following.
The devolved
budget for councillors was raised. JG
explained that it was for community projects and encouraged DPC to submit an
application via his office. PCF asked
about the M3/A34 Transport study. The
main concern was freight traffic in relation to the proposed Pyestock depot
and junction 4a of the M3. JG
considered that the study was still in progress but provided a background to
the issues of increased house building and business promotion in the South of
Hampshire versus traffic requirements.
MM asked about the introduction of a 20 mph speed limit around
schools. CL thanked JG for his address. JG asked for the report to be delivered at
the APA. JG left the meeting. |
CL CT |
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63/09 |
Election of Officers The following
officers were then nominated for re-election by PCF, seconded by CL. All were in Favour. Vice Chairman
– Alastair Clark Responsible
Financial Officer – David Everett. Planning Officer
– Peter Curnow Ford. Community
Liaison Officer – Christine Lowe. Traffic
Management and Road Safety Officer – Alastair Clark. Environment – Steve
Bramwell Hart District Association
representatives – PCF nominated AJC and CL.
DE seconded. All were in
favour. Information
Technology – CL proposed SB and PCF share the position. DE seconded. All were in favour. |
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64/09 |
Minutes of the Meeting of 6th April 2009 CL asked if the
minutes were a true record of the meeting. AJC proposed accepting the minutes
and DE seconded accepting the minutes.
All were in favour. CL signed
the minutes as correct. |
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65/09 65/09 Cont. |
Matters arising from the minutes of the Meeting of 6th
April 45/09 (e) – The
figures were checked by AJC 46/09 (e) – This
would be discussed later under planning. 46/09 (f) –
This was the start of the Enforcement review and AJC attended and reported on
an excellent meeting. 51/09 – A
private viewing of this web site has still to be arranged. 52/09 – This
would be dealt with later under Parish Plan. 57/09 (3) –
Basingstoke Canal Conservation is an agenda item. 57/09 (4) – The
Barracks is the Polling Station for the County/Euro elections. |
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66/09 |
Finance Officer’s Report CL praised the
RFO for a magnificent job in managing the accounts. DE suggested
that item (b) be taken first. b) DE referred to the Statement of Account.
The opening balance for 18th May was £4,527.93. Closing
balance £10,457.13. Two items of
income totalling 6,882.62 were in respect of the precept and VAT refund for
2008/9. 2 payments already
authorised were confirmed. 6 payments
were confirmed. CL proposed confirmation of all payments. PCF seconded. All in favour. c) DE stated
that there was nothing special to note on the Expenditure analysis nor any
known variances. DE requested
authorisation of the Internal Auditor’s fee of £170. AJC stated that the quotation had already
been agreed in principle and proposed confirmation. PCF seconded. All in Favour. d) Insurance
renewal – this was due on 1st June. DE tabled a revised Asset Register. Items 6 & 7 were included at purchase
cost. The two columns now reflected purchase cost and insured value. Written down values were not appropriate
for Parish Councils. DE asked for
approval of the updated Asset Register.
CL proposed approval, SB seconded.
All in Favour. DE proposed the
following values for the renewal of the Insurance. Office Property
- £7,000 Street
Furniture - £3,000 Fidelity Cover
- £11,000 (Maximum amount in Bank) AJC proposed
accepting the figures presented. CL
seconded. All in Favour. CT was asked to clarify with the Insurers
the difference between Fidelity Cover and Fidelity Guarantee and progress the
renewal. a) Internal
Audit – DE reviewed the report. There
were some queries. Recommendations in
relation to Fraud contained in the Memorandum to Report no 6 have not yet
been implemented. DPC are required to
pass a resolution. Eric Shimmin is
sending a recommendation and DE suggested we await his proposal. Expenditure
showed the appropriate audit trail and a Section 137 resolution was required
for the expenditure of £134 (SPLAT donation and Christmas tree costs) e) The Annual
return for the year ended 31st March 2009 was completed with the
appropriate signatures and detail. AJC
proposed that the Internal Auditor’s Report be accepted and the accounts
approved. CL seconded the
proposal. All in Favour. DE reviewed the accompanying letter. He pointed out that the return could be
submitted earlier than the due date.
It was agreed however to abide by the recommended dates. All documents would therefore be made
available for Public Inspection according to the dates indicated |
CT ES DPC CT |
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67/09 |
Adoption of Financial Regulations, Standing Orders
and Risk Assessment 2009/10 The Standing
Orders for 2008/9 were previously circulated.
The proposed amendments highlighted in red were reviewed and
discussed. AJC proposed their
re-adoption for 2009/10 with amendments.
CL seconded. All were in
favour. AJC proposed
the re-adoption of the Financial Regulations for 2009/10 as amended. SB seconded. All were in favour. The Risk
Assessment 2009/10 was updated to reflect a number of changes highlighted in
red on the document. PCF proposed
accepting the updated Risk Assessment.
AJC seconded. All in Favour File notes
detailing the adoption of all the above documents will be appended to each
copy. |
CT |
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68/09 |
APA update CT updated the meeting
on the attendee list. CL proposed
reminding the community about the meeting by email. AJC to provide email contact list to
CL. CL to organise refreshments and
wine. CL asked for individual reports
to be sent to her for inclusion in the Annual Report. |
AJC CL ALL |
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69/09 |
This document
was sent out to councillors electronically and also in hard copy in the
circulation file. The sections for
analysis by DPC were Broad Oak to the Barley Mow and the Barley Mow to |
CT |
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70/09 70/09 Cont. |
Planning Co-ordinator’s Working Report (PCF) a) A list of
the status of planning applications was circulated. The contents were noted. PCF reviewed the status of the planning
applications. PCF noted that the
following three applications were still outstanding. 08/2391/FUL – 08/03663/LDCEX
– Fermoy Update of List 1)
08/03134/FUL
– 2)
09/00598/FUL
– 3)
09/00522–
Red Cottages – Demolition of existing stables - Granted 4)
09/00329
– Red Cottages – Erection of a detached dwelling - Withdrawn 5)
09/00714/FUL
& 09/00715/LBC – Red Cottages – amended plans submitted. 6)
09/00649/FUL
& 09/00654/CONAC - Kersfield – this application was discussed at
length. The consensus was that it was
too large for the plot and should be set further back. PCF to amend comments and send to CT for
submission to HDC. PCF to ensure
application goes to committee. 7)
09/00581/FUL
– Land adjacent to Black Barn House – this application was discussed in some
depth. Whilst there was general
approval in support of encouraging an active farming community, grave
concerns were expressed with regards to access, size of buildings and
effluent waste. It was suggested that
the The matter of
adjacent Parishes applications close to Dogmersfield was raised. Specifically Brook Farm in b) CL raised
the question of HDC’s Strategic Housing land Availability Assessment which
has been drafted and put out for consultation. Input is required by 22nd
June. Research is required on how to
respond, the legal implications and any other matters of significance. CL proposed asking CT to carry out this
work on an overtime basis. DE seconded
the proposal. All in Favour. PCF raised the
matter of the untidy site – bungalow just before the lay-by on the A287. Gates and a fence have now been
erected. PCF to report to HDC |
PCF CT PCF PCF CT PCF |
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71/09 |
Traffic Management and Road Safety Officer’s Report
(AJC) A report was
circulated prior to the meeting. The
contents of the report were noted. a)
AJC
further reported that Surveyors have been marking out the positions for new
road signs related to the approved and soon to be installed 30 mph speed
limit through Winchfield. b)
CL
had spoken to Elizabeth Waller regarding parking on the blind bend close to
her property. CL has asked to address
the School Governors on the matter in September and suggested drafting a
leaflet to put on the cars parking there. c)
A
pool of water in the road opposite Jed’s was reported. AJC to action. d)
The
flood outside Cherry Tree Lodge in e)
PCF
mentioned the broken down verge opposite the lay-by on the A287. f)
PCF
reported that the SID results for westbound traffic on the A287 were now
published. PCF to obtain from John
Foggo and circulate. |
CL AJC PCF |
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72/09 |
Environment Officer’s Report (CL) A report was
circulated prior to the meeting. The
contents of the report were noted. SB
said there was nothing much else to report this time. CT had forwarded the report on the site
meeting held in Dogmersfield on the issues of the ditches and common land
adjacent to Chatter Alley with HCC Highways and HDC, AJC, CL and Ken
Crookes. All parties were asked to
note the actions. No replies had been
received. |
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73/09 |
Community Liaison Officer’s Report (CL) A report was circulated
prior to the meeting. The contents
were noted. CL reviewed her report. a)
PCF
reported that horses were being ridden down from b)
The
issue of dog mess was discussed. It
was agreed that bins were not appropriate.
A piece will be written for the Summer Newsletter and a round robin sent
to HALC asking for other Parish experiences. c)
As
a follow up on the BT Kiosk in d)
CL
will check on the new company selling cars on the road and cars on the
pavement. e)
CT
will send the letter to HCC on community transport. This was delayed over doubts about the
tendering and withdrawal of Hart Voluntary Action from the process. |
CL CL CT CT CL CT |
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74/09 |
Approval to print Final Version of the Parish Plan The matter was
discussed. CL was in the process of obtaining
a second quote within the budgeted amount.
CL proposed that 100 copies of the plan be printed and asked for
approval to spend the money which is already allocated. PCF seconded the motion. AJC asked for a recorded vote. CL, PCF and DE were in favour of the
motion. AJC voted against. SB
abstained. The motion was carried. |
CL |
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75/09 |
Website This is an
ongoing action. PCF mentioned a
potential presentation at the APA. |
PCF |
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76/09 |
Newsletter CL reported
that the next Newsletter would be produced in July. |
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77/09 |
Training The HALC
website section on training for potential courses will be reviewed. |
CL/ CT |
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78/09 |
Crime And Disorder Act, Section 17 Matters
relating to anti-social behaviour, dog fouling and additional Community
Support Officers were discussed at this meeting. |
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79/09 |
Future Parish Council Meetings 8th
June 2009 APA, 20th July 2009, 7th September 2009, 5th
October. 16th November 2009 and 11th January 2010 were
agreed. Dates to be confirmed with |
CT |
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80/09 |
Information Sharing
The meeting
closed at 10.25 pm |
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