DOGMERSFIELD PARISH COUNCIL

 Minutes of the AGM of Dogmersfield Parish Council

Held at Dogmersfield Primary School on

Monday 24th May 2010

 

 

Present:                                    Mrs C Lowe (Retiring Chairman) (CL)

                                                Mr A J Clark (Chairman) (AJC)

                                                Mr David Everett (Vice-Chairman) (DE)

                                                Mr P Curnow-Ford (PCF)

                                                Mr S Bramwell (SB)

                                                                                               

                                                Mrs C Toms (Clerk) (CT)

 

            PC Victoria Bolan (VB) 

            Mrs Carole Barrow (CB)

            Mrs Felix Lister (FL)

            Mr Roddy Lister (RL)

            Mrs Denise Whitehead (DW)

            Mr Philip Whitehead (PW)

            Mr Chris Waller (CW)     

 

 

 

67/10

 

 

 

Welcome

 

Christine Lowe opened the meeting and welcomed everyone.  She announced her retirement as Chairman and as a councillor and thanked AJC and the clerk for their support during her term of office as Chair.

 

 

68/10

 

Election of Chairman and signing of acceptance of office

 

DE nominated Alastair Clark for Chairman for the coming year and PCF seconded.  All agreed unanimously that Alastair be Chairman.  Alastair Clark read out the Declaration of office before adding his signature; the clerk countersigned.  AJC thanked Christine Lowe for her six years of service as a councillor.  CL left the council table and joined the public.

 

 

 

69/10

 

Apologies For Absence

 

Cllr Ken Crookes, Cllr Jonathan Glen and PC Victoria Bolan who is hoping to attend but may arrive late.

 

 

 

 

 

70/10

 

 

Declaration of Interests

None.

 

 

71/09

 

Election of Officers

 

AJC nominated David Everett for Vice-Chairman.  SB seconded.

PCF proposed DE for Responsible Financial Officer. SB seconded. 

All were in Favour. 

 

AJC proposed that the remaining posts be left for consideration once the new councillor is either elected or co-opted.  He suggested that the existing post holders continue until then.  PCF seconded the proposal.  All in Favour.

 

 

 

72/10

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Public Participation

 

Carole Barrow gave an update of ticket sales by the school for the Barn dance. (24 with just one unsold).  CL confirmed that there were a few tickets left and that there would be a vegetarian option and loads of salads.  Roddy Lister raised the matter of the footway down Pilcot Hill and across the bridge.  AJC said it would be raised under agenda item 14 later in the meeting.  CW asked about the Queen’s Head and how the meeting felt about its performance under the new tenants.  Consensus was that both the renovation and standard of food and service is good.  There had been nothing but positive reports.  It was suggested that an email should be sent to the tenants reporting on the good feedback to provide encouragement for the future.  CL announced that she was very happy to continue as an unofficial liaison for the community in matters like the newsletter etc.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

73/10

 

Minutes of the Meeting of 22nd March 2010

 

AJC asked if the minutes were a true record of the meeting. DE proposed accepting the minutes and PCF seconded accepting the minutes.  All were in favour.  AJC signed the minutes as correct.

 

 

 

74/10

 

Matters arising from the minutes of the Meeting of 22nd March

 

49/10 – the bollards and reflectors at the bottom of Chalky Lane have been tidied up.

 

 

 

75/10

 

 

 

 

 

 

Minutes of the APA held on 12th April 2010

 

AJC asked if the minutes were a true record of the meeting. DE proposed accepting the minutes and PCF seconded accepting the minutes.  All were in favour.  AJC signed the minutes as correct.

 

 

 

 

76/10

 

Matters arising from the minutes of the APA held on 12th April

 

There were no matters arising.

 

 

77/10

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

77/10

Cont.

 

 

 

 

 

 

 

Finance Officer’s Report

 

a) & e) Internal Audit – This had been completed.  DE circulated the Internal Audit report.   Apart from the changed arrangements for the presentation of VAT there were no recommendations for action.  DE proposed acceptance of the internal audit and completion of the Annual Return.  PCF seconded.  All in Favour.  AJC completed and signed the return.  The Clerk countersigned. Approval was subject to the minute reference being inserted by the clerk.  All documents would be made available for Public Inspection according to the dates indicated on the Audit Commission notice to be displayed on 28th May 2010. The draft letter explaining the variances and bank reconciliation and answered questions from previous years was previously circulated.  The objective is to get a clean submission.  DE asked the meeting to note explicitly that balances carried forward on the budget statement previously circulated related to the Parish Plan and Training. 

 

d) Insurance Renewal – this was relatively straightforward.  The paperwork was received electronically.  The renewal premium is the same as last year at £262.50.  There has been no change in the asset register.  CL pointed out that the post rail and chain fencing round the Queen’s Head, and on both sides of Pilcot Bridge is owned by the Parish Council.  DE to look up purchase cost and propose an

Insured value.  This would be included in the Asset Register under street furniture for which there is already an adequate sum insured on the insurance schedule.  The amended Asset Register will be circulated and approved at the June meeting.

 

b) DE referred to the Statement of Account. The opening balance for 24th May was £4,904.61.   Closing balance £10,414.24.  Two items of income totalling £7,196.47 were in respect of the precept and VAT refund.  One payment already authorised was confirmed.  12 payments were confirmed. SB proposed confirmation of all payments.  PCF seconded.  All in favour.  There were no variances at present.

 

PC Victoria Bolan arrived at this point. (8.10 pm)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

DE

 

 

 

 

 

 

 

 

 

72/10

Cont.

 

Public Participation

 

AJC welcomed PC Bolan.  The agenda was suspended to allow further public participation and any community matters to be raised. PC Bolan said it was not so easy to walk about Dogmersfield and consult with local people as it is in Odiham centre.  She was keen to hear about any issues and was aware of the parking issues and the school run which could be quite chaotic.  Carole Barrow updated the meeting on contact with the owners of the field about its reopening for school parking.  This was not feasible in the winter weather.  Roddy Lister asked about weight limits in Church Lane.  AJC reported that there is a 7.5 ton limit on all roads between the Barley Mow, Chalky Lane and Church Crookham.  This does not restrict access for deliveries and collections PC Bolan handed out cards with contact details. 

 

 

78/10

 

Local Government Act – the making of legal decisions

 

AJC referred to a paper previously circulated.   There were no questions on the content.

 

 

79/10

 

Adoption of Financial Regulations, Standing Orders and Risk Assessment 2010/11

 

The New Standing Orders for 2010/11 are completely changed and require personalisation.  AJC to circulate in advance of the next meeting and bring to the meeting for approval.

 

AJC proposed the re-adoption of the Financial Regulations for 2010/11 as amended and the Risk Assessment 2010/11 with the typographical amendments.  PCF seconded.  All were in favour.

 

File notes detailing the adoption of all the above documents will be appended to each copy.

 

 

 

 

 

AJC

 

 

 

 

 

 

CT

 

80/10

 

 

 

 

 

 

 

 

 

 

 

80/10

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 the status of the 4 items in red since the last meeting

 

Update of List in reverse order

1)     10/00345/HOU – The Dower House – Granted

2)     10/00525/FUL – Double Bridge Farm – Granted

3)     10/00538/AMCON – Church Lodge – Refused.  Bat Survey to be undertaken. DE had personally objected to this application.

4)     10/00573/FUL – Red Cottages – Granted.  DE expressed an objection to the way applicants can buy their way in with Section 106 contributions.  There is a flood plain condition to satisfy the Environment Agency.  DPC agreed to object but did not send comments and DE felt it was a bad result and he accepts some responsibility.  It was unclear if comments from previous applications were considered.  The applicant has one year to commence the work.

 

New Applications

 

·         10/00704/HOU – White House - the deadline for comments is now passed and was extended twice.  No objection but conditions on parking, loading and unloading and responsibility for any damage should be included.

·         10/00906/HOU – The Dower House – No objection – CT to submit comment.

b)

1.    Section 106 money was discussed and it was agreed to identify a wish list.  New rules for submission of Planning Applications came into force on 6th April.  CT to ask HDC for details and circulate.

 

2.    PCF reported that HCC has received an application to divert part of Footpath 1.  He explained the background.  Dogmersfield Park has secured planning permission to construct a viewing platform at the highest point of the proposed route; they are now applying for a diversion to bring the route up to this new facility.  The net benefit is a clear view.  AJC felt that the new route should be totally complete before closure of the old one and the footpath should be accessible and traversable in all seasons.  PCF to put words together for submission.

 

3.   AJC reported that the cutting back of a tree on Pilcot Green north has been referred to HDC.PCF noted that enforcement action was being taken against the Potato Store.

 

4.   The process by which Planning decisions are made by DPC was raised.  PCF mentioned other parish processes where fewer meetings are held.  It was agreed to carry out a review.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

CT

 

 

 

CT

 

 

 

 

 

 

 

 

PCF

CT

 

 

 

 

 

 

 

 

ALL

 

81/10

 

Traffic Management and Road Safety Officer’s Report (AJC)

 

A report was circulated prior to the meeting.  The contents of the report were noted.   AJC raised the matter of the Pilcot Hill Footway and stated that he will continue to press for a 30mph speed limit on this road.  The removal of the centre line down Pilcot Hill and insertion of a white carriageway edge line is an interim measure designed to encourage motorists away from the grass verge.  CB reported that the school is now officially in contact with HCC on the matter.  CL referred to the official approach from Cllr Jenny Radley some months ago and unfortunately the piece on this subject was accidentally left out of the newsletter.  The school has now sent out a questionnaire to parents.  AJC referred to the Foster & Heanes garages and the signing of a lease for 10 years by a new operator.  He has contacted the new lessee who is aware of concerns and plans to be a good neighbour.

 

 

 

 

 

 

 

 

 

 

 

82/10

 

 

 

Environment Officer’s Report (SB)

 

A report was circulated prior to the meeting.  The contents of the report were noted.  SB referred to the complaint about the state of footpath1 but noted in general its condition was good although weather dependent.  Footpath 6 is obstructed by an electric fence.  It was agreed to talk to Richard Revell before contacting the Rights of Way Officer.

 

 

 

 

 

 

 

 

SB

 

83/10

 

 

 

 

 

 

Community Liaison Officer’s Report (CL)

 

A report was circulated prior to the meeting.  The contents were noted.   

 

 

 

 

 

84/10

 

 

Website

 

This will be updated

 

 

 

AJC

 

 

85/10

 

 

Newsletter

 

 August was suggested for the next newsletter. 

 

 

 

 

ALL

 

86/10

 

Training

 

The HALC website section on training for potential courses will be reviewed with the new councillor in mind.  Further planning training will be requested with HDC.

 

 

 

CT

 

 

87/10

 

 

 

 

Crime And Disorder Act, Section 17

 

The attendance of PC Victoria Bolan at the meeting was noted. The 7.5 ton weight limit on DPC’s roads was discussed. Suspicious circumstances surrounding the burnt out building at the garages was mentioned along with the metal bridge stolen from Church Lane.

 

 

 

 

 

 

88/10

 

 

 

Future Parish Council Meetings

 

The following dates are agreed.   21st June, 26th July, 6th September, 18th October and 6th December 2010.  AJC raised the matter of advertising for a new councillor.  He explained the process which meant that the July meeting would be the new councillor’s first attendance unless an interim meeting was arranged.  AJC to use the alert to the villagers to notify the vacancy. A formal notice regarding the casual vacancy was also prepared for signature by the Clerk and is to be placed on the Notice Boards.

 

 

 

 

 

 

 

AJC

CT

 

89/10

 

 

 

 

Information Sharing

 

There was nothing to report.  The Meeting closed at 9.24 pm