Minutes of the Parish Council Meeting of WOODGREEN PARISH COUNCIL Held in the Reading Room on Tuesday 7th January 2020 starting at the slightly later time of 7.35pm

Members present: Chairman John Clarke (JC), Lance Benest (LB), Stewart Hall (SH) and Ed Hollinghurst (EH).

Also present: Vicky Eden (Clerk) 

 

19/20.153 Attendance Book and Apologies for absence: Apologies were received and accepted from Cllrs Sue Allpress, John Sanger and Pete Skinner. The Attendance book was completed accordingly.

19/20.154 Declarations of interest: None declared

19/20.155 Minutes of previous meeting on 03/12/2019: Following a discussion and review of the minutes, it was unanimously RESOLVED that the minutes be accepted as an accurate record and were duly signed by the Chairman.

19/20.156 Matters arising from previous minutes not appearing as agenda items: 

  1. 19/00868 - Conservation Officer’s report was noted

  2. Matter in relation to overgrown vegetation obstructing the lane to Lower Densome: Chairman has now spoken to the property owner and the matter will be attended to.

  3. There is no longer excess standing water near the Reading Room but it is unknown what work was undertaken.

  4. As barriers are still in place following roadworks undertaken on 9th -11th December 2019 in Lower Common Road, LB and Clerk are chasing to establish what work is still outstanding. Concerns were raised that feedback from Hampshire Highways is poor.

  5. Clerk’s revised appraisal date agreed

  6. Due to a change in family circumstances, the Clerk advised that she would be resigning from the council later in 2020.

19/20.157 Public Participation Session: No members of the public present

19/20.158 District and County Councillor: Not present

19/20.159 Planning

a)    Planning Applications: None received

b)    Tree Works Applications: 

Case Ref:

CONS/19/0822 (Deadline for comments 20th January 2020)

Proposed Works:

Fell 2 x Oak trees; Fell 5 x Birch trees; Fell 1 x Scots Pine tree; Fell 3 x Sweet Chestnut trees

Site Address:

The Long House, Warren Copse, Woodgreen, SP6 2QY

Members are to return to the tree officer with any concerns.

c)    Other Planning Matters: 

Decisions or no comments required - Planning: None received 

Decisions or no comments required - Treeworks: 

Case Ref:

TPO/19/0675

Proposed Works:

Prune 1 x Silver Maple tree, Prune 1 x Groups of Oak trees, Prune 1 x Eucalyptus tree (no TPO but within conservation area), Prune 2 x Oak trees

Site Address:

Crossway, Woodgreen, SP6 2BB

Decision        Grant

 

Case Ref:

TPO/19/0715 

Proposed Works:

Prune 1 x group of Beech, Sweet Chestnut, Hazel & Pedunculate Oak

Site Address:

Decision    

Byeley-In-Densome, Densome Wood, Woodgreen, SP6 2QU

Grant

 

Case Ref:

CONS/19/0742

Proposed Works:

Fell 1 x Lawson Cypress tree; Fell 1 x Scots Pine Tree

Site Address:

Swallowdale, Woodgreen Common Road, Woodgreen, SP6 2QX

Decision        Raise no objections

Parishioners are reminded to report any concerns in relation to breaches of planning online via the NFNPA website at http://www.newforestnpa.gov.uk/info/20041/enforcement/109/enforcement/4 or contact Clerk.

 

19/20.160 Roads, Ditches, Hedges and Footpaths

a)    Post knocked over near Breamore Mill Bridge with brickwork damaged now reported.

The 40mph sign on Moot Lane pointing in the wrong direction now reported

LB advised of a possible road closure on 20th-22nd January 2020 opposite Castle Rise, SP6 2AZ to replace part of broken pipe

LB advised that two potholes have been reported (one near village hall and one in Upper Densome)

Gate at cattle grid on road to Breamore requires repair. Clerk to report accordingly.

Members to investigate reports of joy riders at Godshill carpark.

b)    The cutting list was discussed for 2020. It was agreed for footpaths 4, 3, 2, 6 and 7 to be cut. Clerk to advise Countryside Service accordingly. 

Parishioners are reminded to report any Highways concerns online via the Hampshire County Council (HCC) website at http://www3.hants.gov.uk/roadproblems or contact Clerk.

Parishioners are reminded to report any concerns in relation to Rights of Way online via the HCC website at https://www.hants.gov.uk/landplanningandenvironment/rightsofway/reportaproblem  or contact Clerk.

Parishioners are also reminded to report any concerns in relation to fly tipping on Forestry Commission land either by telephone 0300 0674601 or contact clerk.

19/20.161 Parish Lengthsman: LB provided update following visit on 20th December 2019 advising that more dragons teeth have been installed near Wild Close. It was noted that the Forestry Commission had cut brambles on Lower Common following a request by the parish council in 2018 as concerns about an increase in rats had been reported. Members expressed their thanks to the Forestry Commission. Members were reminded to forward tasks to LB for next visit on 21st February 2020. Suggestions for future tasks include replacing a dragons tooth on Grace Lane; replacing dragons tooth near Castle Hill junction and deepening ditches in Trims Drove.

19/20.162 Cemetery Report: 

a)    No new enquiries but meeting of working group scheduled for 29th January 2020.

b)    The members RESOLVED for Woodgreen Parish Council to join the Institute of Cemetery and Crematorium Management at a cost of £95 with a start date of 1st April 2020.

19/20.163 Reading Room: 

a)    EH provided an update. Architect hopes to carry out an inspection of the work undertaken at the Reading Room on 13th January 2020 prior to certifying amount to be paid to the contractor. Full costs are to be forwarded to the solicitor acting on behalf of the parish council when known.

b    It was agreed for the formal opening date to be on Saturday 4th April 2020. Members to further consider event to be held and report back at next meeting. Purchase of a screen to be installed in Reading Room also to be considered.

19/20.164 Correspondence: The Clerk presented an overview of correspondence to councillors. 

  1. 05/12/2019 - NFDC - Forward Plan

  2. 08/12/2019 - Ringwood and Fordingbridge Footpath Society - Waymark

  3. 12/12/2019 - Downton Link - Christmas Letter: Date of next meeting 06/02/20

  4. 13/12/2019 - NFDC - Consultation on the Proposed Main Modifications to the New Forest District (Outside the National Park) Local Plan 2016-2036 Part 1 Planning Strategy (Deadline for comments 31/01/2020)

  5. 17-18/12/2019 - NFDC/The Local Government Boundary Commission for England - Electoral Review of New Forest District - Warding Patterns Consultation (Deadline for comments 02/03/2020)

  6. 18/12/2019 - NFDC - Forward Plan

  7. 18/12/2019 - HALC - SCP Salary Scales 2020/21 Update 

  8. 19/12/2019 - NFDC - Information Bulletin December 2019

  9. 22/12/2019 - Friends of the New Forest - Meeting 4th February 2020- Lyndhurst Community Centre

  10. 24/12/2019 - NFNPA - Next WECA Steering Group meeting - 16/01/2020

  11. 27/12/2019 - HALC - Vendy Treagust 

  12. 27/12/2019 - NFNPA - NFNPA Volunteer Fair - Sunday 26th January 2020 - Lyndhurst Community Centre

  13. 02/01/2020 - NFALC -  Advance notification of cycle event - New Forest Spring Sportive - 18/04/20 & 19/04/20

  14. 02/01/2020 - Citizens Advice New Forest - Free Energy Advice

  15. 02/01/2020 - New Forest National Park - Enforcement Update

  16. 02/01/2020 - AVC - Christmas Tree Festival thanks

  17. 05/01/2020 - Resident - Links on website (it was agreed to remove one link)

  18. 07/01/2010 - NFALC - Agenda 16th January 2020

  19. A resident had enquired about ownership of the noticeboard by the Horse and Groom. It was confirmed that the parish council does not own this board

19/20.165 Finance:

  1. Review of Balances and financial position: 

    1. Santander £70,026.85 (interest added as at 01.11.2018)    

    2. NSI £5154.77 as at 01.01.2019

    3. Lloyds - as below -it was noted that an interim VAT amount of £8397.75 had been received on 27/11/2019:

Date

Item Description

Payment

VAT

Cheque no. / Credit Slip

Receipt

Lloyds Account Balance

20/12/2019

Victoria Eden

£307.41

 

1067

 

£14,001.44

03/12/2019

Michael Easterbrook - Cutting Edge

£160.00

 

1068

 

£13,841.44

03/12/2019

SLCC - Membership renewal - Although approved at last meeting, amount is £92 not £89

   

1069

 

£13,841.44

03/12/2019

Fordingbridge Town Council Parish Lengthsman Materials

£55.36

£9.23

1070

 

£13,786.08

03/12/2019

NFDC - Election Expenses

£75.00

 

1071

 

£13,711.08

03/12/2019

Versatiles - Reading Room Carpet Tiles

£498.00

£83.00

1072

 

£13,213.08

03/12/2019

Cllr Sue Allpress - Website hosting and Christmas tree

£77.50

£10.00

1073

 

£13,135.58

03/12/2019

SSE - Electricity for the Reading Room

£42.88

£2.04

1074

 

£13,092.70

03/12/2019

Cllr John Clarke - Cleaning Materials

£14.20

£2.36

1075

 

£13,078.50

 

  1. Expenditure: The following cheques were approved and signed for:

 

Cheque No

Payee

Details

TOTAL COST

1077

Victoria Eden

Clerk’s Fees and Expenses - January 2020

£308.02

1078

Michael Easterbrook - Cutting Edge

Cemetery Maintenance

£160.00

1079

TP Jones

Pay roll costs

£54.00

1080

SLCC 

Membership Renewal

£92.00

1083

Cllr John Clarke

Purchase of goodwill gifts 

£60.00

 

  1. Reinvestment of 1 |year Investment Bond - Awaiting confirmation of change of mandate

  2. Budget 2020-21 including approval of precept request - Following on from the previous meeting when the budget had been presented, members had considered the documentation further. Following discussion in which the increasing costs of running a parish council were raised, the members RESOLVED to adopt the budget.

As the budget prepared for the year estimates an increase in overall expenditure of £659, it was RESOLVED at the precept request should be increased by that amount. 

The following MOTION was then proposed:– 

Woodgreen Parish Council should increase its precept request by £659 to £8580 to meet future expected expenditure.

 

5. Financial regulations (and banking arrangements) - To be reviewed prior to end of financial year..

19/20.166 Meetings attended

LB - 04/12/2019 - New Forest Consultative Panel and 09/12/2019 - NW Quadrant Meeting

19/20.167 Matters to be raised on next agenda: Formal opening of Reading Room; Date and speaker for Annual Parish Meeting 2020.

19/20.168 Date of Next Meeting: It was agreed for the next parish council meeting to be held on Tuesday 4th February 2020 at 7.30pm in the Reading Room.

 

JC closed the meeting at 9.37pm. 

 

Contact details: Clerk: Vicky Eden, 24 Lyster Road, Fordingbridge, SP6 1QY

Email: parish.clerk@woodgreen-pc.gov.uk Tel: 01425 655707 (normal working hours only please)

 

Minutes, including appendices and other documentation, can also be found on our website: www.woodgreen-pc.gov.uk


 

These are draft minutes until approved at the next meeting

 

 

Woodgreen Parish Council
Budget 2020-2021

Item

Expenditure 2018-2019

Expenditure 2019-2020

Anticipated Expenditure 2020-21

Comments

Expenditure to date Expected expenditure to end of year (approx) Total (approx) Budget set Dec 2018 Difference
Salaries (including home working allowance) £3,600.35 £2,449.52 £1,550.48 £4,000.00 £4,000.00 £0.00 £4,000.00  
Cemetery Expenses £1,643.14 £1,265.03 £655.00 £1,920.03 £2,000.00 £79.97 £1,900.00  
Section 137 Monies £150.00 £0.00 £150.00 £150.00 £150.00 £0.00 £180.00  
Halls Field £0.00 £249.00 £0.00 £249.00 £150.00 -£99.00 £160.00 3rd year of 8
Reading Room - Utilities £157.01 £80.17 £39.83 £120.00 £120.00 £0.00 £180.00  
Reading Room - Repairs £0.00 £41,692.82 £2,303.45 £43,996.27 £500.00 -£43,496.27 £0.00  
Insurance £1,001.25 £1,219.81 £0.00 £1,219.81 £1,050.00 -£169.81 £1,400.00  
Repairs and Maintenance £1,449.95 £0.00 £600.00 £600.00 £600.00 £0.00 £600.00  
Subscriptions £330.33 £286.00 £106.00 £392.00 £340.00 -£52.00 £500.00  
VAT Paid £227.14 £8,397.75 £560.69 £8,958.44 £240.00 -£8,718.44 £240.00  
Website / IT £327.31 £91.99 £95.00 £186.99 £180.00 -£6.99 £200.00  
Training £198.00 £383.00 £0.00 £383.00 £360.00 -£23.00 £360.00  
Other (incl admin) £670.78 £528.31 £870.00 £1,398.31 £550.00 -£848.31 £700.00  
TOTALS £9,755.26 £56,643.40 £6,930.45 £63,573.85 £10,240.00 -£53,333.85 £10,420.00  
Item Earmarked Funds 2018-2019 Earmarked Funds 2019-2020 Earmarked Funds 2020-21 Comments
Cemetery £75,000.00 £75,000.00 £75,000.00  
Election Costs £2,000.00 £2,000.00 £2,000.00  
IT  £200.00 £400.00 £600.00  
Property emergency repair fund £0.00 £0.00    
TOTALS £77,200.00 £77,400.00 £77,600.00  

Item

Income 2018-19

Income 2019-20

Anticipated Income 2020-2021

Comments

Income to date Expected income to end of year (approx) Total (approx) Estimated income set Dec 2018 Difference
Sale of Assets £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00  
Precept  £7,606.00 £7,921.00 £0.00 £7,921.00 £7,921.00 £0.00 £8,580.00  
Interest (Held in Santander & NS&I accounts) £366.86 £0.00 £367.25 £367.25 £350.00 -£17.25 £280.00  
Cemetery Fees £940.00 £1,640.00 £0.00 £1,640.00 £1,000.00 -£640.00 £1,200.00  
Halls Field £260.00 £260.00 £0.00 £260.00 £260.00 £0.00 £260.00  
VAT reclaim £711.19 £220.13 £8,258.44 £8,478.57 £209.00 -£8,269.57 £100.00  
Grants £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00  
Insurance Payments Received £0.00 £41,147.83 £0.00 £41,147.83 £0.00 -£41,147.83 £0.00  
Other £42.00 £850.00 £2,848.44 £3,698.44 £500.00 -£3,198.44 £0.00  
TOTALS £9,926.05 £52,038.96 £11,474.13 £63,513.09 £10,240.00 -£53,273.09 £10,420.00  
Balance at Start of Year 2018-19 2019-20 2020-21 Comments
Lloyds £10,721.52 £11,455.54    
Santander £70,460.34 £70,000.00    
NSI £5,117.66 £5,154.77    
TOTALS £86,299.52 £86,610.31