Minutes of the Parish Council Annual Meeting of

WOODGREEN PARISH COUNCIL

Held at the Reading Room on Tuesday 2nd May 2017 at 7.30pm

 

Members present: Chairman Stewart Hall (SH), John Sanger (JS), John Clarke (JC), Pete Skinner (PS) (left at 9.14pm) ,Sue Allpress (SA),  Ed Hollinghurst (EH) and Julia Wilkie (JW).

 

Also present: Vicky Eden (Clerk) and County Cllr Edward Heron (leaving after giving his County Councillor report)

 

17.75 Election of Chairman: It was proposed and seconded for ‘Cllr Stewart Hall to be elected for the forthcoming year’. There were no further nominations and SH was elected unopposed. The Chairman’s Declaration of Acceptance of Office was signed accordingly.

 

17.76   Election of Vice Chairman: It was proposed and seconded for ‘Cllr Ed Hollinghurst to be elected for the forthcoming year’. There were no further nominations and EH was elected unopposed. The Vice Chairman’s Declaration of Acceptance of Office was signed accordingly.

 

17.77   Apologies for Absence: No apologies of absence were received.

 

17.78   Declarations of interest: JS for NPA Development Control Planning Committee. Confirmation was received from all other councillors that their Declaration of Interest forms are up to date.

 

17.79   Public Participation Session: No members of the public were present.

 

17.80   Minutes of previous meeting on 04/04/2017: It was then unanimously RESOLVED that the minutes be accepted as an accurate record and were duly signed by the Chairman.

 

17.81   Standing Orders: As no revisions have been made, the Parish Council RESOLVED to continue to adopt the existing Standing Orders.

 

17.82   Financial Regulations:   As no revisions have been made, the Parish Council RESOLVED to continue to adopt the existing Financial Regulations.

 

17.83   Appointment of Internal Auditor: The Parish Council considered whether an internal auditor should be appointed who is proficient in parish council matters given the change in the external audit process as from 2017-2018. After a detailed discussion , the members RESOLVED to appoint Eleanor Greene of Do the Numbers Ltd at a cost of £155 for the financial year 2017-2018 but that this should be reviewed on an annual basis.

 

17.84   Responsibilities of Parish Councillors: The following roles were agreed by the Council:

  1. Planning                                              SH, EH, SA, JW
  2. Tree works                                          EH, JC
  3. Cemetery                                            SH, SA, JW
  4. Transportation                                                EH
  5. Roads and ditches                               JS       
  6. Footpaths and hedges                         EH, SA
  7. Maintenance of council property       PS
  8. Parish Liaison                                     JW
  9. Parish Lengthsman                              JS
  10. Finance                                                SH
  11. North West Quadrant                         PS, SA. EH
  12. Western Escarpment                           EH, JC
  13. Downton Link                                                JW
  14. New Forest Consultative Panel          SH, EH
  15. Dodington Trust                                 SH

 

17.85   Council Asset Register: As no revisions have been made over the past financial year, the Parish Council RESOLVED to continue to adopt the existing Council Asset register.

 

17.86   Council Insurance Policy: The Clerk confirmed that the Parish Council had not purchased any new assets in the financial year 2016-2017 and had received a renewal quotation from Zurich Municipal at a cost of £892.96. The Clerk is to check that the parish council is still within the three year agreement with Zurich prior to forwarding on the renewal cheque.

 

17.87   Approval and Decision on amendments to Council Policies:

  • Complaints - As no revisions have been made, the Parish Council RESOLVED to continue to adopt the existing complaints process
  • Freedom of Information Act Requests - the Parish Council RESOLVED to continue to adopt the existing documentation but were made aware that new general data protection regulations would come into force in 2018 so this documentation would need to be reviewed accordingly.

 

17.88   Matters arising from previous minutes:

  • JS advised that the Western Escarpment Conservation Steering Group are still researching the landscape history of the local area and are awaiting responses to their recent survey. The Clerk will forward the relevant email to all councillors accordingly and this matter is to be raised on the agenda for the meeting dated 6th June 2017.
  • It was confirmed that NFDC has now added the Horse and Groom public house in Woodgreen to the Assets of Community Value as at 4th April 2017.
  • Update on Welcome Packs - No update as at the present time.

 

17.89   Report by County Councillor: County Cllr Heron briefly discussed the issue of fly tipping within the local area and felt that incidents had not increased over the recent months. Small/medium sized commercial businesses can now take waste to recycling centres at a cost and homeowners must take care in ensuring that any waste removed from their property by a third party is disposed of correctly as they will be liable. The County Cllr will forward clear information in relation to this matter to be published in the parish magazine.

Following the recent removal of bottle banks from certain sites within the local area, the members were advised to report any occasions when the remaining recycling centres were overflowing directly to County Cllr Heron as this was being monitored on an ongoing basis.

 

17.90 Planning Applications: Planning Applications Received:

17/00311 - THE COTTAGE, HIGH STREET, SP6 2AR - Installation of an air source heat pump

17/00253 - THE COTTAGE, HIGH STREET, SP6 2AR - Installation of an Air Source Heat

Pump; Internal alterations (Application for Listed Building Consent)

 

After a short discussion, the parish council RESOLVED the following in relation to the above planning application:

PAR 1: We recommend PERMISSION, but would accept the decision reached by the District Council's Officers under their delegated powers.

 

17/00275 - LONG ORCHARD, WOODGREEN COMMON ROAD, SP6 2BQ - 2 No. replacement outbuildings

After a short discussion, the parish council RESOLVED the following in relation to the above planning application:

PAR 1: We recommend PERMISSION, but would accept the decision reached by the District Council's Officers under their delegated powers, providing that the Conservation Officer is happy with the height of the roof of the garage that is adjacent to the Common.

 

Tree Works Applications:

TPO/17/0303 - Prune 1 x group of Beech trees, Fell 3 x Beech tree, Fell 2 x Oak tree, Prune 2 x Beech tree, Fell 1 x Sweet Chestnut tree - Langat House, Densome Wood, SP6 2QU

There was some concern that this application reflects much felling. JC is to contact the tree officer to see if he has simlar concerns.

 

CONS/17/0312 - Fell 3 x Conifer trees, Fell 1 x Spruce tree - Craig-Y-Don Paddocks, High Street, SP6 2AU

After a short discussion, the Parish Council agreed that no comments were required in relation to this application.

 

Other Planning Matters: The Clerk advised that other decisions in relation to planning and tree works applications were reflected on Correspondence – Appendix 1. S

 

17.91 Roads & Ditches: JS provided a report. The jetting on Lower Common Road requires a road closure and will be done in due course. Hale Road cattle grid has now been repaired and the pavement on one side has been cleared on the white bridges leading into Woodgreen from Breamore. It was still unclear as to why the sandbox had been moved from the top to the bottom of Woodgreen Common Road and the Clerk will liaise with Hampshire Highways accordingly.

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

 

17.92 Hedges and Footpaths: The overgrown vegetation in Brook Lane is still a concern and the Chairman will liaise with homeowners accordingly. The seat at the top of Love Lane has been cleared of vegetation.

The members reiterated that the Parish Council would be pleased if householders would trim hedges back on all highways and rights of way so that there is clear passage for both vehicles and pedestrians outside the bird nesting season.

 

17.93 Parish Lengthsman: The Clerk confirmed that the Parish Lengthsman’s next visit to the village is on 10th July 2017 and members were asked to forward on any new tasks to JS.

 

17.94 Cemetery Report:

  • Record keeping project is ongoing and the Chairman is progressing well with an updated plan of the cemetery, addressing queries as and when they arise. A further meeting of the cemetery committee will be held once the plan is complete.
  • The Clerk advised that a service would be held on 5th May 2017 at 2pm and SA will attend to collect the relevant paperwork. A previous service had been held on 18th April 2017.

 

17.95 Correspondence: The Clerk presented an overview of correspondence (Appendix 1) to councillors. Consultation periods were highlighted and attention was drawn to the following:

  • EH confirmed that he still wished to received emails in relation to the Passenger Transport Forum Mailing List
  • The increased activity of low flying helicopters was noted. As the resident had asked for this to be raised at the New Forest Consultative Panel, EH and JC are to confirm whether they can attend the next meeting on 1st June 2017 in SH’s absence.
  • A further concern in relation to verge damage was noted. The Parish Council would also write to the Cricket Club asking if temporary signs could be displayed on match and training days reminding drivers to drive slowly.
  • The future cycle event on 1st July 2017 was highlighted as cyclists will be travelling through Woodgreen village. Website and noticeboard to be updated nearer the time.

 

17.96 Training: Up to date training calendar forwarded to councillors but no training requested at the present time.

 

17.97 Financial report:

  • Up to date Financial Statement forwarded to the Council (Appendix 2) by the Clerk.

Investigations relating to the work undertaken by CHUBB are ongoing.  The Clerk advised that invoices would be forwarded to Jack McNulty and the WCSA shortly.

  • Draft Annual Accounts 2016-2017 - These were presented to the Council prior to forwarding to the internal auditor and an overview was given by SH. The accounts are to be approved at the next meeting
  • VAT reclaim amount 2016-2017 - The clerk advised that this was reflected on the draft annual accounts and would be forwarded following the internal audit.
  •  Expenditure: The following cheques were approved and signed for (as per Appendix 2)

Cheque No

Payee

Details

TOTAL

 COST

910

Victoria Eden

Clerk's May's fees and expenses

£281.07

911

Cutting Edge

Cemetery cuts

£160.00

912

Zurich Municipal

Insurance Renewal (to be forwarded following

further investigation by the Clerk)

£892.96

 

17.98 Meetings attended:

  • JW - 28/04/2016 - Hale Neighbourhood Watch Meeting; an update was also given following the recent Downton Link meeting - the committee has now been restructured and JW is now an ex-officio member
  • VE - 19/04/2017 - Fordingbridge Town Assembly; 20/04/2017 - NFALC
  • JS - 10/04/2017 - NW Quadrant meeting (this raised the issue of whether parish councils would be prepared to pay for more rangers); Review of Recreation Management Strategy meeting (Clerk is to scan documentation and email to all members prior to deadline of 19/06/2017); 24/04/2017 - Review of Core Strategy meeting; 25/04/2017 - Website meeting
  • SH - 25/04/2017 - Hale Parish Assembly (it was noted that a volunteer for the role of First Responder was required in Woodgreen village)

 

Date of Next Meeting: Tuesday 6th June 2017 at 7.30pm. SA apologies have been noted. The members were reminded about the Annual Parish Assembly at 7pm on 9th May 2017 in Woodgreen Village Hall

 

SH closed the meeting at 9.38pm.

 

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

 

Appendix 1 - Correspondence 04.04.2017 - 02.05.2017

 
 

Ref.

Date

Received

Delivery

Method

Received

From

Details

Meeting date /

Deadline /

Consultation

Period

 

1

5/4/2017

Email

NFNPA

NW Quadrant Meeting 10 April 2017

Agenda

 

 

2

5/4/2017

Email

Friends of the

New Forest

Friends of the New Forest - Date

Change

 

 

3

6/4/2017

Email

ICO

Latest news from the ICO

 

 

4

7/4/2017

Email

NFNPA

PLANNING DEVELOPMENT

CONTROL COMMITTEE

MEETING OF THE NFNPA

18 APRIL 2017

 

 

5

7/4/2017

Email

HALC

HALC E-update April 2017

 

 

6

12/4/2017

Email

NFNPA -

Treeworks

Application - R14/15/17/0308 -

FOREST GLEN, LOWER

DENSOME WOOD, SP6 2BE - Fell 1 x

Birch tree that is decayed and presents

an immediate risk of serious harm Fell

1 x dead Cherry Plum tree - No

Comments required

 

 

7

12/4/2017

Email

HCC

Passenger Transport Forum Mailing List

 

 

8

12/4/2017

Email

HALC

Village of the Year 2017 Launch

14 April 2017

 

 

9

12/4/2017

Email

 

News roundup from Cranborne

Chase AONB (April 2017)

 

 

10

13/4/2017

Email

Fordingbridge

Town Council

Annual Town Assembly 19/04/17

 

 

11

18/4/2017

Email

NFNPA

New GNB signs

 

 

12

19/4/2017

Email

Cranborne

Chase AONB

VILLAGE OF THE YEAR 2017

 

 

13

19/4/2017

Email

Hale Resident

Low Flying Helicopter manoeuvres

 

 

14

19/4/2017

Email

Resident

Verge Damage

 

 

15

21/04/2017

Email

Student

Student Production

 

 

16

26/04/2017

Email

NFALC

Advance notification of cycle event

01/07/2017

 

17

27/04/2017

Email

HALC

Code of Conduct Conference

14/06/2017

 

 

Woodgreen Parish Council - Appendix 2

 

 

 

 

Financial Statement Prepared for Meeting dated 2nd May 2017

 

 

 

 

 

Total all balances :

£88,219.50

 

 

Balances as at :

 

 

 

Lloyds Account

Santander (as at 07/09/16)

 

 

£13,107.43

£70,018.41

 

 

NS&I (as at 01/01/17)

 

 

 

£5,093.66

 

 

 

 

 

 

 

 

 

 

 

Payments since last meeting date :

4-Apr

 

Cheque

No

Payee

 

TOTAL

COST

906

Victoria Eden

Clerk's April's fees and

expenses

£282.72

907

Bournemouth Water

Water at Cemetery

£14.03

908

Cutting Edge

Cemetery cuts

£140.00

909

HALC

Affiliation fees and NALC

Levy

£219.00

 

 

 

 

 

Items for payment

 

 

Cheque

 No

Payee

Details

TOTAL

COST

910

Victoria Eden

Clerk's May's fees and

expenses

£281.07

911

Cutting Edge

Cemetery cuts

£160.00

912

Zurich Municipal

Insurance Renewal

£892.96

 

 

 

 

 

 

 

 

 

Receipts since last meeting date :

4-Apr

 

Date

Received From

Details

 

21/04/2017

Chris White Funeral Directors

2 x interment costs

£400

27/04/2017

NFDC

First half of precept

£3,756.50

 

New Forest National Park


Hampshire County Council


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