Minutes of the Parish Council Annual Meeting of

WOODGREEN PARISH COUNCIL

Held at the Reading Room on Tuesday 1st May 2018 at 7.30pm

 

Members present: Chairman Stewart Hall (SH), John Sanger (JS) (left at 9.30pm (101)), John Clarke (JC), Pete Skinner (PS) (left at 9.30pm (18.101)) ,Sue Allpress (SA) (arrived at 7.35pm (18.88)),  Ed Hollinghurst (EH) and Lance Benest (LB).

 

Also present: Vicky Eden (Clerk)

 

18.82 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.

 

18.83    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.

 

18.84    Apologies for Absence: Following completion of the Attendance book, no apologies of absence were received, although it was noted that SA had previously advised that she would be late.

 

18.85    Declarations of interest: JS for NPA Planning Committee and CONS/18/0326. Confirmation was received from all other councillors that their Declaration of Interest forms are up to date.

 

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

 

18.87    Minutes of previous meeting on 03/04/2018: Following a review of the minutes, the Clerk confirmed that typos had been amended on the Financial Statement. It was then unanimously RESOLVED that the minutes be accepted as an accurate record and were duly signed by the Chairman.

 

18.88    Matters arising from previous minutes not appearing as agenda items:

  1. Update on Spring Litter Pick 28th - 29th April 2018. The Chairman advised that this had been a successful event and expressed thanks to all the village volunteers. 30 bags of rubbish were collected, with two other piles of rubbish being collected near the Castle Hill viewpoints - this is significantly more than was collected during last year’s event. Thanks were also expressed to New Forest Direct Council (NFDC) for collecting the rubbish promptly.

  2. Update on Telephone Box progress. No further update at the present time although project is progressing. External repainting to be done shortly.

  3. Update on IT arrangements:

    1. SH and LB will assist those members who have not yet updated their contact email address to the new parish council email address prior to 25th May 2018.

    2. LB advised that he had been in contact with the website provider, who advised that the website currently has storage of 300 megabytes. This could be increased to 500 megabytes at a cost of £3 per month (exclusive of VAT). The Parish Council will monitor the situation and increase storage if required. Google Analytics is also now in place and LB will report on website activity at next meeting

  4. Update following on from Parish Assembly - Thanks were given to Jack McNulty and PCSO Stephen May for their interesting and informative talks.

  5. Community Bus Service - Following on from the announcement at the parish assembly, it appear that the service had not operated in the village on 1st May 2018 and SA is to follow up accordingly.

 

18.89    Standing Orders: Following revised model standing orders being issued by NALC, the Clerk is to continue to review Woodgreen Parish Council’s standing orders to ensure that they will meet the new GDPR requirements in force from 25th May 2018 and will liaise with internal auditor accordingly. This matter is to be added to the next agenda.

 

18.90    Financial Regulations:  The Clerk is reviewing Woodgreen Parish Council’s financial regulations so that electronic banking can be introduced and will liaise with internal auditor accordingly. This matter is to be added to the next agenda.

 

18.91    Appointment of Internal Auditor: The members RESOLVED to appoint Eleanor Greene of Do the Numbers Ltd for the financial year 2018-2019 but agreed that this should continue to be reviewed on an annual basis.

 

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

 

POSITION

NAME

RESPONSIBILITIES

Chairman

Cllr Stewart Hall

Planning, Finance, Cemetery, New Forest Consultative Panel & Dodington Trust

Vice Chairman

Cllr Ed Hollinghurst

Planning, Tree Applications and Hedges, Western Escarpment, Footpaths & Transportation

Councillor

Cllr Sue Allpress

Planning, Cemetery, Footpaths, Downton Link & NW Quadrant Meetings

Councillor

Cllr Lance Benest

Planning, Roads & IT

Councillor

Cllr John Clarke

Cemetery, Tree Applications and Hedges & Western Escarpment

Councillor

Cllr John Sanger

Police Liaison, Ditches, Lengthsman, Western Escarpment & NW Quadrant Meetngs

Councillor

Cllr Pete Skinner

Northwest Quadrant Meetings & Maintenance of Council Property

 

18.93    Council Asset Register: Further to the inclusion of IT equipment and the BT telephone box purchased in 2017-2018 and changes to the format to ensure clarity,  the Parish Council RESOLVED to adopt the amended Council Asset register. Repairs to villages benches to be undertaken shortly.

 

18.94    Council Insurance Policy: A renewal quotation had been received from Zurich Municipal at a cost of £1001.25 and the Parish Council RESOLVED to renew the insurance accordingly

The Clerk advised that the Parish Council had purchased new IT equipment in the financial year 2017-2018 at a cost of £580 and she would advise the insurer, ensuring that this equipment would be covered away from the Clerk’s house. An increase to the contents of the Reading Room (£1000 to be covered) was agreed. Confirmation will also be sought to clarify whether any accidents that may occur in the cemetery are covered The Clerk is to contact the insurer and advise members of revised premium in due course. The Parish Council insurance will be reviewed following completion of repairs to the Reading Room.

 

18.95    Approval and Decision on amendments to Council Policies:

  • Complaints - Further to amending the policy to reflect new contact email addresses, the Parish Council RESOLVED to continue to adopt the existing complaints process

  • Freedom of Information Act Requests - Following an amendment to include cemetery documentation and removal of costs, the Parish Council RESOLVED to continue to adopt the existing documentation but agreed that this may be reviewed following the implementation of the changes to GDPR requirements from 25th May 2018.

  • Data Protection - The Parish Council RESOLVED to adopt the draft Data Protection Policy, with the proviso that consent is requested and documented following completion of a personal information audit, with privacy notices and data protection logs in place as from 25th May 2018.

 

18.96 Planning

a)    Planning Applications: Planning Applications Received: None received

b)    Tree Works Applications: The following applications were discussed and concerns noted:

  1. CONS/18/0316 - Hill Top, Warren Copse, Woodgreen, SP6 2QY - Fell 1 x Oak tree; Fell 8 x Scots Pine trees; Fell 2 x Silver Birch tree; Pollard 2 x Oak trees; Fell 1 x Beech tree; Prune 1 x Beech tree - Deadline for comments - 4th May 2018

    1. JC is to investigate and report any concerns to the tree officer

  2. CONS/18/0326 - Red Cottage, Woodgreen Common Road, Woodgreen, SP6 2BQ - Fell 1 x Yew tree; Prune 1 x Yew tree - Deadline for comments - 4th May 2018

    1. The Parish Council would like tree officer to ascertain from the applicant how much crown lifting and reducing is to be done on the larger yew tree. Clerk to advise tree officer accordingly.

  3. CONS/18/0331 - Weyland, Brook Lane, Woodgreen, SP6 2AZ - Prune 1 x Swamp Cypress tree - Deadline for comments - 7th May 2018

    1. It was agreed that no comments were required

  4. CONS/18/0353 - Meadow Cottage, High Street, Woodgreen, SP6 2AR - Prune 1 x Cedar tree; Prune/Pollard 1 x group of Willow trees   - Deadline for comments - 14th May 2018

    1. It was agreed that no comments were required

  5. TPO/18/0356 - Oldings Cottage, Woodgreen Common Road, Woodgreen, SP6 2BD - Prune 1 x Oak tree; Prune 1 x Yew tree  - Deadline for comments - 15th May 2018

    1. The Parish Council accepts that should pruning should be done for the reasons put forward by the applicant but notes that there are two important trees that enhance the street scene and that these should be pruned to a minimum to deal with safety issues.

  6. CONS/18/0374 - Merrytree Cottage, Brook Lane, Woodgreen, SP6 2AZ - Prune 1 x Alder tree; Prune 1 x Willow tree - 21st May 2018

    1. It was agreed that no comments were required

 

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

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.

 

18.97    Roads & Ditches: The Clerk is to chase the progress of the replacement cattlegrid on Hale Road with County Cllr Heron. as this was expected to be done April/May 2018. Clerk will also contact Hampshire Highways for an expected date for the road closure of Lower Common Road. There were no further reports in relation to joy riding incidents along Godshill inclosures although this will continue to be monitored.

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.

 

18.98 Hedges and Footpaths: EH to liaise with residents in relation to overgrown vegetation in Grace Lane. The overgrown vegetation on the Halls Field footpath was raised as a concern and the Lengthsman had had difficulties in making the path clearer. Clerk is to contact HCC

Parishioners are reminded to report any concerns in relation to Rights of Way online via the HCC Countryside Access Team for advice.

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 online via the NFNPA website at http://www.newforestnpa.gov.uk/info/20096/unspoilt_landscape/44/litter/2 or contact Clerk.

 

18.99     Parish Lengthsman: The Clerk confirmed that the Parish Lengthsman’s next visit to the village is on 2nd July 2018 and members were asked to forward on any new tasks to JS. It was noted that the fingerposts near St Georges cottages and St Boniface church needed attention.

 

18.100 Cemetery Report: Nil to report at present time, although it was noted that privacy notices will be issued when new enquiries received. LB and VE currently exploring robust record keeping methods and will report back at next meeting.

 

18.101    Reading Room: EH gave update following contact from DAC Beachcroft solicitors, who will represent both the insurance company and parish council in claiming against third party. Legal documentation is now to be signed, following thorough consideration. A further quote in relation to repair work is to be obtained to meet insurance company’s request and EH will research accordingly, together with obtaining further advice in relation to a suitable, replacement roof material.

 

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

  • 4. United Hosting account - SA to update website hosting company in relation to GDPR updates

  • 7. New NPA website - This is now in place

  • 24. Speed Detection Leaflet - LB to research whether SID deployments would be beneficial in Woodgreen village

  • 27. Important message from HALC re CEO

  • 30. Cricket Covers - Clerk to write to cricket club to advise that covers must be removed when ground is open to forest animals and also to ask when rubbish behind pavillion will be collected.

  • 35. Flytipping response - Recent prosecution noted by members

  •  

Reminders issued in relation to closure of Woodgreen Road, Breamore on 16th May 2018 and HCC Town and Parish Council’s Event on 16th May 2018

 

18.103 Training: Up to date training calendar advised to councillors. LB to consider training with either Hampshire Association of Local Councils (HALC) or NFNPA (JS to enquire on LB’s behalf). Importance of succession planning was also raised.

 

18.104 Financial report:

  • Up to date Financial Statement forwarded to the Council (Appendix 2) by the Clerk following receipt of first half of precept. Clerk also advised that the parish council had paid the last water bill on an annual basis.

Invoices would be forwarded to Jack McNulty and the WCSA shortly, with privacy notices attached.

  • Draft Annual Accounts 2017-2018 - These have been reviewed following issue of P60 to clerk and presented to the Council prior to forwarding to the internal auditor.  The accounts are to be approved at the next meeting

  • VAT reclaim amount 2017-2018 - The clerk advised that this was reflected on the draft annual accounts and a claim for both 2016-2017 and 2017-2018 would be forwarded following the internal audit, reflecting the new HMRC reference number.

  • Expenditure: The following cheques were approved and signed for (as per Appendix 2)

 

Cheque No

Payee

Details

TOTAL COST

964

Victoria Eden

Clerk’s salary and expenses for May 2018 (includes new pay scale as of 1st April 2018 and back pay for April salary)

£309.98

965

Cutting Edge

Maintenance of Cemetery

£160.00

966

NALC

LCR Subscription

£17.00

967

Zurich Municipal

Insurance 2018-2019

£1,001.25

 

18.105 Meetings attended:

  • Hale Parish Meeting 17th April 2018 - EH/SH

  • NFNPA Planning Meeting 17th April 2018 - JS

  • Fordingbridge Town Meeting on 18th April 2018 - VE

  • NFALC Meeting 19th April 2018 - VE - Update given in relation to service offered by Hampshire Legal Services

  • WECASG Meeting 23th April 2018 - EH/JC

  • NF Marque Meeting 23th April 2018 - JS

  • New Forest Higher Stewardship AGM 25th April 2018 - EH

 

Date of Next Meeting: Due to availability of clerk, it was agreed for the next parish council meeting to be held on Tuesday 12th June 2018 at 7.30pm.

 

SH closed the meeting at 10.10pm.

 

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 03.04.2018 - 01.05.2018

Ref.

Date Received

Delivery Method

Received From

Details

Meeting date / Deadline / Consultation Period

1

05.04.2018

Email

HALC

Message from Steven Lugg to all HALC members regarding "Membership Document"

 

2

05.04.2018

Email

Downton Link

Downton Link Committee Meeting - 10 April

 

3

05.04.2018

Email

NFNPA - Planning

PLANNING COMMITTEE MEETING OF THE NFNPA 17 APRIL 2018

 

4

05.04.2018

Email

United Hosting

Important: Your United Hosting Account

04.05.2018

5

09.04.2018

Email

HALC

HALC April E-update

 

6

09.04.2018

Email

NFDC

Planned maintenance - GIS Maps - Wednesday 11th April - 4.45pm to 6.30pm

 

7

09.04.2018

Email

NFNPA

New NPA website this Wednesday (11 Apr)

 

8

10.04.2018

Email

NFNPA - Planning

PLANNING COMMITTEE MEETING OF THE NFNPA 17 APRIL 2018

 

9

10.04.2018

Email

Hale Parish Council

National Grid - the pylons across Hale Purlieu - an update

 

10

11.04.2018

Email

NFNPA - Treeworks

Decisions - CONS/18/0241 - VILLHERMOSA, BROOK LANE, WOODGREEN, SP6 2AZ - Raise No Objections: CONS/18/0246 - FINCHES, BROOK LANE, WOODGREEN, SP6 2AZ - Raise No Objections

 

11

12.04.2018

Email

NFDC

Forward Plan - May 2018

 

12

12.04.2018

Email

ICO

Latest news from the ICO

 

13

13.04.2018

Email

HALC

Consultation: unauthorised developments and encampments

25.05.2018

14

13.04.2018

Email

Fordingbridge Town Council

Fordingbridge Town Meeting

18.04.2018

15

13.04.2018

Email

NFALC

NFALC Agenda - 19.04.2018

 

16

15.04.2018

Email

Alderholt resident

Cemetery Enquiry

 

17

16.04.2018

Email

Chairman

Support for Hale car park

 

18

16.04.2018

Email

Cllr Ed Hollinghurst

Chaser re joint legal representation to loss adjustor

 

19

16.04.2018

Email

Downton Link

Minutes of Committee Meeting 10.4.18

 

20

16.04.2018

Email

NFNPA

WECA agenda - Monday 23 April 2018

 

21

17.04.2018

Email

HALC

New Model Standing Orders

 

22

18.04.2018

Email

NFNPA - Treeworks

R14/15/18/0337 - NEW FOREST CLOSE, WOODGREEN COMMON ROAD, WOODGREEN, SP6 2QU - Fell 1 x Ash tree - No Comments Required - SCDL - Safety concerns due to defect and location - Exempt works

 

23

19.04.2018

Email

HALC

Important - Neighbourhood Planning - Your Plan-Evolving Together Seminar - 24th May 2018

 

24

20.04.2018

Email

NFDC

Speed Detection Leaflet

 

25

23.04.2018

Email

LCR

LCR Subscription 2018/19

 

26

23.04.2018

Email

NFDC

Waste and Recycling booklet for new residents

 

27

24.04.2018

Email

HALC

Important Message from Hampshire ALC

 

28

24.04.2018

Email

NFDC

NFDC BACS Remittance Advice

 

29

24.04.2018

Email

NFNPA - Treeworks

Decisions - TPO/18/0261 - WHITE BARN, DENSOME WOOD, WOODGREEN, SP6 2QU - Prune 1 x Sweet Chestnut, Fell 1 x Sweet Chestnut - Grant

 

30

24.04.2018

Email

Woodgreen Cricket Club

Enquiry re cricket covers

 

31

24.04.2018

Email

Internal Auditor

VAT enquiry re Reading Room claim

 

32

25.04.2018

Email

Friends of the New Forest

Commoners Farm Visit

 

33

26.04.2018

Email

Tower Mint

Royal Wedding Commemorative Medal for Schools and Councils

 

34

26.04.2018

Email

Forestry Commission

New Forest Inclosures Forest Design Plan - Environmental Impact Assessment

 

35

27.04.2018

Email

Hampshire Police

Fly tipping response

 

36

27.04.2018

Email

Countryside Access Team - HCC

South Access Team e-newsletter

 

37

27.04.2018

Email

Calor Rural Community Fund

Calor Rural Community Fund - What's your project?

21st May 2018

38

27.04.2018

Email

NFALC

NFALC Minutes - 19.04.18

 

39

28.04.2018

Email

OXFAM

Oxjam Salisbury - Charity Music Festival

 





 

Woodgreen Parish Council - Appendix 2

       

Financial Statement Prepared for Meeting dated 1st May 2018

       
 

Total all balances :

£89,184.01

 
 

Balances as at :

   
 

Lloyds Account

Santander (as at 01/09/17)

 
 

£13,634.95

£70,431.40

 
 

NS&I (as at 01/01/18)

   
 

£5,117.66

   
       
 

Payments since last meeting date

3rd April 2018

 

Cheque No

Payee

 

TOTAL COST

957

Victoria Eden

Clerk’s salary and expenses for April 2018 (including toner and anti virus protection)

£379.26

959*

HALC

Affiliation fees 2018-2019

£228.00

960

T P Jones & LLP

Payroll costs

£54.00

961

SSE

Electricity costs for Reading Room

£25.17

962

Bournemouth Water Business

Water at cemetery

£43.14

963

Cutting Edge

Maintenance of Cemetery

£160.00

 

Items for payment

   

Cheque No

Payee

Details

TOTAL COST

964

Victoria Eden

Clerk’s salary and expenses for May 2018 (includes new pay scale as of 1st April 2018 and back pay for April salary)

£309.98

965

Cutting Edge

Maintenance of Cemetery

£160.00

966

NALC

LCR Subscription

£17.00

967

Zurich Municipal

Insurance 2018-2019

£1,001.25

968

TBC

Local History Information kiosk

TBC

 

Receipts since last meeting date :

3rd April 2018

 

Date

Received From

Details

 

30/04/2018

NFDC

1st Half of Precept

£3,803.00

       

* 958 cancelled due to admin error