Minutes of the meeting of WOODGREEN PARISH COUNCIL

Held at the Reading Room on Tuesday 1st December 2015 at 7.30 pm

Members present: Chairman Stewart Hall (SH), Ed Hollinghurst (EH), Pete Skinner (PS) (left prior to the end of meeting) John Sanger (JS) (left at 9.50pm), John Clarke (JC) and Sue Allpress (SA)

Also present: Vicky Eden (Clerk) and Jenny Hart

1. Apologies for Absence: Apologies were received from Julia Wilkie (JW) and County Councillor Edward Heron

2. Declarations of interest: JS for NPA Development Control Planning Committee and SH for planning application 15/00752 (both agenda item 6)

3. Minutes of previous meetings on 03/11/2015: It was noted that a declaration of interest was not required in relation to JW for Village Hall Management Committee in connection with grant aid request in relation to the Preschool and the Clerk has amended the minutes accordingly. The Chairman amended page 2 of the minutes to reflect that JC (not JS) had commented that the verderers had met with Forestry Commission. With amendments clarified, it was then unanimously RESOLVED that the minutes be accepted as an accurate record and were duly signed by the Chairman.

4. Matters arising from previous minutes:

  • EH advised that he had been unable to contact a contractor in relation to the repairs to the gate in Steeles Drove and this matter will be carried over to the January 2016 meeting.
  • It was confirmed  that anti dog fouling notices had been displayed at both ends of the footpath from the shop to Hill Close Road and the Clerk is attempting to get better signage from the Dog Warden. A notice has been displayed in the December edition of the Hale and Woodgreen Parish Magazine. SH advised that he had noticed further dog fouling in the area and would monitor the situation on an ongoing basis. JS may spray any further instances of dog fouling with suitable paint to highlight the matter to villagers. SH and a volunteer may trim the area in the future to that the pathway is clear for all users.
  • It was noted that Woodgreen appeared to be clear of duplicate electric poles although the situation was still being monitored in the rest of the Western Escarpment area.
  • Clerk is to contact County Cllr Edward Heron for an update in relation to horsetail concerns.

5. Public Participation: Jenny Hart gave a short talk in relation to her planning application 15/00752.  SH left the meeting whilst this matter was discussed (returning when tree works applications were being discussed) and EH took over as acting Chairman during this time.

6.   Planning Applications:

  • 15/00624 Walbrook, Brook Lane, Woodgreen, Fordingbridge, SP6 2AZ

After a short discussion, the following recommendation was RESOLVED:

PAR 1 – To recommend PERMISSION but would accept the decision reached by the National Park Authority’s Officers under their delegated powers, although the Parish Council would like the following condition to be in place:

The hurdle fence is to be a temporary measure (with its duration being at the discretion of the Case Officer) and is not to be replaced. The Clerk is to advise NFNPA accordingly.

  • 15/00752 Woodgreen Methodist Church, High Street, Woodgreen, Fordingbridge, SP6 2AU.

After a considered discussion, the following recommendation was RESOLVED:

PAR 3 – To recommend PERMISSION. The Parish Council is aware that this decision is contrary to DP19 but, in this instance, considers that the application should be supported for the long term maintenance of the building. The Clerk is to advise NFNPA accordingly.

Tree Works Applications:

  • CONS/15/1129 Warren House, Woodgreen Common Road, Woodgreen, SP6 2QX Fell 5 x Cedar trees, Prune 1 x Chestnut tree
  • CONS/15/1161 Hansel, Hale Road, Woodgreen, Fordingbridge, SP6 2AJ Prune 1 x Apple tree

After a short discussion, the Parish Council agreed that no comments were necessary in relation to the two applications.

Other Planning Matters:

  • The Clerk advised that decisions in relation to planning and tree works applications are reflected on Correspondence – Appendix 1

7. Roads, hedges & verges:  

  • In relation to cutting back the hedges bordering the fields along Breamore Lane, JS advised that he had received no further correspondence from the Breamore estate although he would mention the matter at the next Doddington Trust.
  • It was noted that the gate at the cattle grid HCC No. 050 had dropped and the Clerk is to contact Bob Brown at HCC accordingly.
  • JC advised that he was still waiting to hear from the verderers in relation to verge damage and this matter is to be added to the next agenda.

8. Cemetery Report: SH provided an update:

  • Proposed wording for the cemetery noticeboard was read out and agreed by the Parish Council
  • The Parish Council agreed that they were happy to follow the advice forwarded by Rev. Gary Philbrook in relation to future burials
  • It was agreed that the cemetery rules are to be reviewed and reported back at the January meeting.
  • SH confirmed that he had spoken to Phil Stride (Forestry Commission) in relation to the overhanging trees

9. Record keeping and Updates to Website: The Clerk is looking to store electronic files in the Cloud environment and will report back to the Council at the next meeting. The website is gradually being updated in line with the Transparency Code.

10.Correspondence:

The Clerk advised that relevant correspondence had been forwarded to councillors as per the correspondence files (Appendix 1) and the Chairman drew their attention to significant and more recent correspondence received as detailed below:

  • Christmas Tree Festival – Tree to be prepared 06/12/2015 – 11/12/2015. SA to provide tree and Clerk to organise decoration
  • SLCC renewal – The Clerk confirmed that she was already a member and that the cost (£103) would be shared with Sandleheath Parish Council. The Council RESOLVED that this payment was acceptable.
  • Woodgreen Preschool – The Parish Council forwarded their congratulations to the pre-school following the recent inspection by Ofsted in which it has been rated as outstanding.
  • Woodgreen Preschool – Christmas Show 14/12/2015
  • Survey of Village Services – SH advised that he would complete
  • Cherry Tree Cottage, Woodgreen has been awarded the Winner of the Individual Building Category in the Building Design Awards organised by the NFNPA.
  • JS forwarded the Members Briefing – Meeting with Highways England to the Parish Council
  • JS forwarded email correspondence reflecting that Woodgreen Community Shop has decided not to continue with New Forest Marque Membership in 2016.

11. Financial report: Up to date Financial Statement forwarded to the Council (Appendix 2) by Clerk

  • Income: Nil received since previous meeting
  • Expenditure: The following cheques were approved and signed for:

Cutting Edge – Grass cutting and leaf tidying at cemetery - £140 (November 2015)

HALC – Clerk’s Update Training - £21 (£17.50 + VAT) – costs shared with Sandleheath Parish Council

V Eden – Clerk’s 3rd Quarter’s Fees and expenses – £660.78

SSE – Electricity Bill - £28.84 (includes £1.37 VAT)

SLCC – Annual  Renewal - £51.50) – costs shared with Sandleheath Parish Council

  • Budgetary Documentation: SH went through the documentation prepared by the Clerk (Appendix 3) and the Council then had a full discussion in relation to its budgetary requirements for the financial year 2016/2017. In light of future expected spending (together with existing commitments, it was noted that there could IT equipment costs in 2016 and that, following an audit commencing January 2016, the Clerk’s hours may increase to accommodate future workload), it was agreed that the precept request for the financial year commencing April 2016 should be increased.

The following MOTION was then proposed:–

Woodgreen Parish Council should increase its precept request (including the discretionary grant) to £7100 to meet future expected expenditure.

This motion was then put to the vote and RESOLVED unanimously.

It was agreed that Grant Aid requests would be considered by the end of the financial year

2015-2016. Parish Plan funds are also to be absorbed and no longer earmarked. The transfer of funds from the Santander and NS&I accounts are to be considered at the January meeting.

12. Meetings attended:  

JS        17th November 2015 – Planning Development Control Committee

            1st December 2015 – Core Strategy Meeting in relation to Local Plan (2017 onwards)

VE       18th November 2015 – Clerk’s Update

13. Matters to be raised on the next agenda:

  • Further updates on record keeping and updates to website
  • Risk assessment
  • Precept request to be forwarded by 15th January 2016
  • Parish Lengthsman next visit (February 2016)
  • Bus shelter rota
  • Condition of telephone box

 

The meeting ended at 10.05pm.                                                                                                                            

Date of next meeting: Tuesday 5th January 2016 at 7.30pm

Contact details: Clerk: Vicky Eden,

Email: hello@vickyeden.co.uk Tel: 01425 655707 (normal working hours only please)

Minutes can also be found on our website: www.woodgreen-pc.gov.uk

   
   
   

NB:       These are draft minutes until approved at next Woodgreen Parish Council Meeting.

Appendices 1, 2 & 3 to be reflected on the website

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Appendix 1 – Correspondence 04/11/2015 – 01/12/2015

 

Date Received

Delivery Method

Received From

Details

Meeting date / Deadline / Consultation Period

04/11/2015

Email

NFNPA

Decision List for Planning Applications - 15/00691/LDCP - Flight, Brooke Lane, Woodgreen, SP6 2AZ - Raise No Objection

 

04/11/2015

Email

NFNPA

Decision List for Treeworks Applications - CONS/15/1022 - Greenways, Brook Lane, Woodgreen, SP6 2AZ - Raise No Objection: R14/15/0917 - Brook Cottage, Brook Lane, Woodgreen, SP6 2AZ - Exempt works; TPO/15/0987 - Westerly, 7 Lower Densome Wood, Woodgreen, SP6 2BE - Grant; TPO/15/1018 - Hollybush, Upper Densome Wood, Woodgreen, SP6 2QU - Grant

 

05/11/2015

Email

Hampshire Library Service

Have your say on the draft strategy for the future of Hampshire's Library Service

16/01/2015

08/11/2015

Email

Woodgreen Parochial Church Council

Christmas Tree Festival Woodgreen

06/12/15 - 11/12/15

09/11/2015

Email

NFNPA

Planning Development Control Committee

17/11/2015

11/11/2015

Email

County Cllr Edward Heron

Information relating to Library Service and Highways Services Consultations

16/01/15 & 11/12/15

17/11/2015

Email

Community First New Forest

Monthly E-bulletin

 

17/11/2015

Email

HALC

NALC Affiliation Levy 2016-2017

 

18/11/2015

Royal Mail

Local Government Boundary Commission

Electoral Review of Hampshire - Draft Recommendations

11/01/2015

19/11/2015

Royal Mail

NFNPA

Survey of Village Services

21/12/2015

21/11/2015

Royal Mail

SLCC

Renewal of membership - Clerk is already member

 

23/11/2015

Email

NFALC

HCC ETE Parish Event summary and link to slides

11/12/2015

24/11/2015

Email

HIOW Devolution Programme

Newsletter

 

24/11/2015

Email

NFDC

Precept Letter

15/01/2015

25/11/2015

Email

NFNPA

Decision List for Planning Applications - 15/00745/FULL - Lea Cottage, High Street, Woodgreen, SP6 2AY - Withdrawn

 

26/11/2015

Email

HCC

Draft Walking Strategy Consultation

07/12/2015

26/11/2015

Email

HALC

National Highway & Transport Public Satisfaction Survey

18/12/2015

27/11/2015

Email

HALC

Food & Friendship November Newsletter from Age Concern

 

30/11/2015

Email

Woodgreen Preschool

Ofsted Report - Outstanding

 

30/11/2015

Email

HALC

Letter from Steven Lugg

 

01/12/2015

Email

Woodgreen Preschool

Christmas Show

14/12/2015

01/12/2015

Email

NFNPA - Enforcement

QU/15/0146 - Castle Cottage, Castle Hill, Woodgreen, SP6 2AX - No breach

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

                      

Woodgreen Parish Council – Appendix 2

       

Financial Statement Prepared for Meeting dated 1st December 2015                                         

       
 

Total all balances :

£85,309.38

 
 

Balances as at :

   

 

Lloyds Account

Santander (as at 05/04/2015)

 

 

£11,087.21

£51,699.37

 

 

NS&I  (as at 01/01/15)

Playfield

 
 

£22,522.80

 

 
 

Hall

Capital projects

 
 

 

 

 
       
 

Payments since last meetings date :

3rd November 2015

 

Cheque No

Payee

Details

TOTAL COST

839

Cutting Edge

2 cemetery cuts (October 2015)

£140.00

840

HALC Pensions Workshop

Pensions Workshop - 21st October 2015

£30.00

 

 

 

 

 

 

 

 

       
 

Items for payment

   

Cheque No

Payee

Details

TOTAL COST

841

Cutting Edge

Two leaf tidies and one cut          (November 2015)

£140.00

842

HALC

Clerk's Update - 18th November 2015

£21.00

843

Victoria Eden

3rd Quarter's Fees and expenses

£660.78

844

SSE

Elecricity bill

£28.82

845

Society of Local Council Clerks

Annual renewal

£51.50

       
       
 

Receipts since last meetings date :

3rd November 2015

 

Date

Received From

Details

TOTAL AMOUNT

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Woodgreen Parish Council – Appendix 3

 

Budget 2016-2017 - For discussion 01/12/2015

 

Item

Expenditure 2012-2013

Expenditure 2013-2014

Expenditure 2014-2015

Expenditure 2015-2016

Anticipated Expenditure 2016-2017

 

Expenditure to date

Expected expenditure to end of year (approx)

Total  (approx)

 

Salaries (including home working allowance)

£2,758.64

£3,148.18

£2,930.59

£1,267.00

£1,314.00

£2,581.00

£3,000.00

 

Admin

£103.10

£100.00

£203.10

 

Cemetery Expenses

£1,312.88

£1,481.06

£3,060.50

£1,186.71

£560.00

£1,746.71

£1,800.00

 

Section 137 Monies

£0.00

£400.00

£70.00

£0.00

£150.00

£150.00

£150.00

 

Halls Field

£126.19

£0.00

£250.00

£0.00

£0.00

£0.00

£0.00

 

Reading Room

£125.58

£99.95

£144.12

£72.98

£56.00

£128.98

£200.00

 

Insurance

£1,403.09

£1,357.55

£1,337.57

£826.64

£0.00

£826.64

£850.00

 

Repairs and Maintenance

£19.00

£360.00

£110.00

£0.00

£300.00

£300.00

£600.00

 

Subscriptions

£194.00

£204.00

£212.00

£209.00

£57.50

£266.00

£300.00

 

VAT Paid

£2,685.11

£82.84

£306.10

£170.07

£7.50

£175.07

   

Website

£0.00

£210.00

£60.00

£800.00

£0.00

£800.00

£260.00

 

Training

£0.00

£84.99

£335.00

£25.00

£17.50

£42.50

£400.00

 

Other

£14,285.05

£115.98

£152.57

£32.00

£0.00

£0.00

£250.00

 

TOTALS

£22,909.54

£7,544.55

£8,968.45

£4,692.50

£2,562.50

£7,220.00

£7,810.00

 

Item

Income 2012-2013

Income 2013-2014

Income 2014-2015

Income 2015-2016

Anticipated Income 2016-2017

 
 

Sale of Assets

£0.00

£0.00

£0.00

£0.00

£0.00

 

Precept & Discretionary Grant

£6,350.00

£6,661.00

£6,660.00

£6,800.00

£6,800.00

 

Interest (Held in Santander & NS&I accounts)

£1,693.07

£1,151.23

£167.66

£825.00

£700.00

 

Cemetery Fees

£1,269.37

£820.00

£800.00

£150.00

£300.00

 

Halls Field

£481.19

£500.00

£0.00

£0.00

£0.00

 

VAT reclaim

£0.00

£2,737.91

£70.84

£318.10

   

Grants

£3,300.00

£400.00

£0.00

£0.00

£0.00

 

Other

£745.00

£240.41

£226.54

£10.00

£10.00

 

TOTALS

£13,838.63

£12,510.55

£7,925.04

£8,103.10

£7,810.00

 

 

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