Minutes of the Parish Council Annual Meeting of WOODGREEN PARISH COUNCIL Held Online on Tuesday 5th May 2020 at 7.30pm

 

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

Also present: Vicky Eden (Clerk) and Cty Cllr Edward Heron (leaving at 8.55pm after 20/21.13 b)

 

20/21.1 Election of Chairman: It was proposed and seconded for ‘Cllr John Clarke to be elected for the forthcoming year’. There were no further nominations and JC was elected unopposed. The Chairman’s Declaration of Acceptance of Office will be completed accordingly. 

20/21.2 Election of Vice Chairman: It was proposed and seconded for ‘Cllr Lance Benest to be elected for the forthcoming year’. There were no further nominations and LB was elected unopposed.

20/21.3 Apologies for Absence: Following Clerk’s completion of the Attendance book, apologies were received and accepted from Cllr John Sanger (JS) and Sue Allpress (SA) 

20/21.4 Declarations of interest: Members confirmed Register of Interest forms are up to date. Although having not received formal notification from the planning authority, LB declared an interest in 20/00172, abstaining from discussion and vote.

20/21.5 Public Participation Session: No members of the public were present. 

20/21.6 Minutes of previous meeting on 07/04/2020: Following a review of the minutes, it was then unanimously RESOLVED that the minutes be accepted as an accurate record and were duly signed by the Chairman.

20/21.7 Matters arising from previous minutes not appearing as agenda items: 

  1. COVID 19 Update - JC advised that regular online meetings were being held by the Hale and Woodgreen Support Group (HWSG). To date, there has been little call for its services although it is noted that several villagers are currently self isolating. HWSG are also organising a village competition, ‘ Beyond The Hedge’, which will be judged on 25th May 2020. Further details can be found here: 

  2. Recruitment of Clerk Update - Due to the current ongoing situation in relation to COVID 19 (and the subsequent change of circumstances for the Clerk), it was agreed by all parties for the current Clerk to remain in her role for the foreseeable future. Applicants are to be contacted for confirmation that their details can be held on file for the when post is next advertised.

  3. Annual Parish Meeting 2020 - Following the postponement of the Woodgreen Annual Parish Meeting on 28th April 2020, the Clerk advised that she has sought guidance from the SLCC - it is not a duty of the parish council to convene this meeting and there is no effective sanction should the parish council not set a date and time for this to occur or if the Chairman does not convene the meeting. It was agreed that the Annual Parish Meeting may be held later in the year when it is deemed safe to do so.

20/21.8 Regulatory Documentation: Clerk advised that amendments to regulatory documentation agreed at previous meeting are now reflected on parish council website. Documentation to be reviewed as and when necessary throughout the municipal year. An updated list of key dates forwarded to all members for their reference.

20/21.9 Appointment of Internal Auditor: The members RESOLVED to appoint Eleanor Greene of Do the Numbers Ltd for the financial year 2020-2021 but agreed that this should continue to be reviewed on an annual basis.

20/21.10 Responsibilities of Parish Councillors: It was agreed to defer any changes to parish councillor responsibilities to a future meeting, with existing individual parish councillor responsibilities remaining in place at the present time. 

20/21.11 Training: Details of  training located at https://www.hampshirealc.org.uk/events and councillors are to contact Clerk with any training requirements.

20/21.12 Council Insurance Policy: A renewal quotation has been received from Zurich Municipal at a cost of £1247.89 and the Parish Council RESOLVED to renew the insurance accordingly. In line with 19/20.219 in the previous minutes, a surveyor has now provided up to date valuations of the Reading Room, Bus Shelter and Cemetery at a cost of £240 (including VAT). Payment was authorised via Financial Regulation 4.4, following Chairman’s approval. The members RESOLVED that they were happy that this payment was made. Following discussion, it was agreed that the following amendments are required to the policy and Clerk is to advise insurer accordingly:

Bus Shelter - £20,000

Reading Room Contents -£1,200

IT - £500

Cemetery - Clerk to contact insurer for quote. Self insurance may be considered

20/21.13 Planning

a)    Planning Applications: Planning Applications Received: 

Application No:

20/00172 - Comments Deadline: 21st April 2020 but extension granted 

Proposed Works:

Single storey extensions; new porch; 2 new rooflights; replacement of car port; demolition of existing single storey extension; porch and garage; replacement roof; new doors and windows and cladding to existing outbuilding to facilitate additional incidental accommodation

Site Address:

Densome Cottage, Upper Densome Wood, Woodgreen, SP6 2QU

After discussion, the following recommendation was RESOLVED:

4.    We recommend REFUSAL for the reasons listed below:

There are no material changes to the plan from the previous submission - the playroom is renamed a gym/office, the shower room is replaced with utility room and the wood burning stove is removed from the plans. However the overall footprint and elevations of the development remain unchanged.

Clerk to forward comments, including an overview of original concerns, to NFNPA accordingly.

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

Case Ref:        TPO/20/0178- Comments Deadline: 10th May 2020

Proposed Works:    Fell 1 x Beech tree; Fell 2 x Cypress trees

Site Address:        Byeley-In-Densome, Densome Wood, Woodgreen, SP6 2QU

The members agreed that they would be happy to leave decision to tree officer.

 

Case Ref:

CONS/20/0179 - Comments Deadline: 11th May 2020

Proposed Works:

Pollard 1 x Goat Willow tree

Site Address:

3 Nursery Cottages, Hale Road, Woodgreen, SP6 2AL

The members agreed that they would be happy to leave decision to tree officer.

 

Case Ref:

TPO/20/0181- Comments Deadline: 14th May 2020

Proposed Works:

Fell and Prune various tree species as per tree report provided

Site Address:

Langat House, Densome Wood, Woodgreen, SP6 2QU

The members agreed that they were happy with the tree officer’s report but wondered whether the Douglas Fir (T21) could be replanted. Clerk to contact NFNPA accordingly.

 

Other Planning Matters and Decisions: 

  1. Planning: None

  2. Treeworks

Application No:

CONS/20/0121

Address:

Greenways, Brook Lane, Woodgreen, SP6 2AZ

Decision        Raise no objections

 

Other Planning Matters: None

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

20/21.14 Roads, Ditches, Hedges and Footpaths: Clerk confirmed that Forestry Commission contacted in relation to overgrown vegetation on road from Breamore into Fordingbridge and resident’s enquiry about No Parking signage near Common. LB reported that a new village sign is in place on the road into Woodgreen from Breamore. Concerns were raised about the build up of gravel on Grace Lane, which has left the road heavily scoured adjacent to properties. Clerk to report to HCC 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 Countryside Access Team 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

20/21.15 Parish Lengthsman: 

  1. LB provided an update following visit on 20th April 2020. Tasks undertaken at cemetery although the Parish Lengthsman has advised that repairs (or possible replacement) of wooden surround around bins required. The cemetery working group is to consider this matter further and LB is to ascertain if the Lengthsman can undertake this task.

The Lengthsman also advised that several posts require repair on the fencing leading up from the garden maintained by the Hale and Woodgreen Horticultural Society to the top of Halls Field but that he would be unable to undertake this task. Quotes to be obtained accordingly.

  1. The Clerk confirmed that the Parish Lengthsman’s next visit to the village is on 29th May 2020 (with a future visit on 26th June 2020) & members were asked to forward on any new tasks to LB. 

20/21.16 Cemetery Report: A request for an interment of ashes has been approved (W1-W2). The recent flytipping has been reported and the Forestry Commission has confirmed that it will be removed asap. Chairman confirmed that he has drafted letter to the member of public who raised the concerns in relation to decoration at graves.  Overgrown vegetation on Crown Land, repair of wooden surround around bins and future maintenance of railings to be considered by Cemetery Working Group.

20/21.17 Reading Room: Clerk has contacted the solicitor acting for both the insurer and parish council but there is no further update at the present time. The defects liability period ends on 

20th May 2020 and EH is to contact architect as it is hoped that this inspection can go ahead as soon as is practicable.

20/21.18 IT:  LB gave an update. Further research is ongoing as to the most efficient and cost effective way for the parish council to meet the new Accessibility Regulations by 23rd September 2020. The Clerk advised that future payments in relation to domain name and hosting renewal can now be made via internet banking.

20/21.19 Correspondence: Details of correspondence previously forwarded to councillors.  Updates from organisation in relation to COVID 19 are reflected under News on www.woodgreen-pc.gov.uk The following items were highlighted:

  1. 08/04/2020 - HALC - LCPD Spring 2020 Newsletter

  1. 09/04/2020 - NFDC - Designation of a Neighbourhood Area - Fordingbridge

  2. 09/04/2020 - Fordingbridge Greener Living - Fordingbridge Tree Project

  3. 17/04/2020 - HALC - Important update regarding statutory audit deadlines

  4. 17/04/2020 - Fordingbridge Town Council - Lengthsman contract for the agreement between the Lead and Associate Parishes

  5. 21/04/2020 - NFDC - Business Support Grants still unclaimed as Council pays nearly £32million to businesses

  6. 21/04/2020 - NFDC - Garden Waste collections to restart in New Forest from 27 April

  7. 21/04/2020 - Butterflies in the Community - Bereavement Care

  8. 22/04/2020 - PKF Littlejohn - HA0286 Woodgreen Parish Council – 2019/20 AGAR instructions re external audit

  9. 23/04/2020 - myneighbourhoodplan.co.uk - Planning Application Presentation

  10. 23/04/2020 - HCC - Looking out for each other: updates on our response to coronavirus

  11. 23/04/2020 - HALC - Helping vulnerable communities: paying volunteers for shopping

  12. 24/04/2020 - NFNPA - Designation of a Neighbourhood Area - Fordingbridge

  13. 24/04/2020 - NFDC - Forward Plan

  14. 24/04/2020 - Downton Link - Covid 19 - Downton Link - bulletin Number 4

  15. 29/04/2020 - HALC - Community Hubbs New Forest

  16. 29/04/2020 - LGBCE - Important Update on New Forest Electoral Review

  17. 30/04/2020 - Hampshire Police - New Online Advice & Support For Victims of Crime 

  18. 30/04/2020 - Hampshire Police - Covid19 Scam Awareness 

  19. 01/05/2020 - New Forest District Council: New grant fund announced for New Forest business in response to Covid-19

  20. 03/05/2020 - Overseas resident - Woodgreen family history enquiry

20/21.20 Finance:

  1. Review of Balances: Clerk advised that the Draft End of Year Accounts 2019-2020 had now been reconciled and no changes required following presentation at last meeting

    1. Santander £70,000    

    2. NSI £5196.01 as at 01.01.2020

    3. Lloyds - as below :

Lloyds balance brought forward

£8677.18

Date

Item Description

Payment

VAT

Cheque no. / Credit Slip

Receipt

Lloyds Account Balance

20/04/2020

Vicky Eden, Clerk -  April salary and expenses

£334.39

£2.12

1101

 

8,342.79

7/4/2020

T P Jones - Payroll costs

£54.00

£9.00

1103

 

8,288.79

7/4/2020

Cutting Edge - Cemetery maintenance

£80.00

 

1104

 

8,208.79

7/4/2020

Woodgreen Village Hall - Donation via rental of Halls Field

£160.00

 

1106

 

8,048.79

20/04/2020

I N Newman - Amendment to memorial P17

     

£50.00

8,098.79

17/04/2020

A Jestyn Coke - Insurance Valuation - Reading Room, Bus Shelter and Cemetery

£240.00

£40.00

1107

 

7,858.79

30/04/2020

NFDC - 1st Half of Precept 2020-21

     

£4,290.00

12,148.79

01/05/2020

Woodgreen Village Shop Association - Ground Rental Fees 2020-21

     

£10.00

12,158.79

01/05/2020

I N Newman - Interment of Ashes W1-W2

     

£450.00

12,608.79

2019/20 AGAR instructions in relation to external audit - Internal audit still going ahead on 19th May 2020 and Clerk hopes to forward all required documentation to external auditor following approval at June meeting.  

VAT reclaim amount 2019-2020 - As reflected on Draft End of Year accounts - £9,022.61 (£8,397.75 received on on 27th November 2019, £624.86 still to claim)

Banking arrangements - Internet banking now in place and processes to be followed in line with the updated Financial Regulations. Clerk/Responsible Financial Officer to have full access with member(s) to set up View Access.

Expenditure - The following payments were RESOLVED and Clerk is to forward payment accordingly:


 

Payee

Details

TOTAL COST

Victoria Eden

Clerk’s salary and expenses for May 2020 

£314.59

Cutting Edge

Maintenance of Cemetery

£160.00

HALC

Affiliation Fees 2020-2021 and NALC Levy

£255.95

Zurich Municipal

Insurance 2020-2021

£1,247.89

20/21.21 Meetings attended: JC - HWSG meetings

20/21.22 Matters to be raised on next agenda: Approval of Accounts, parish councillor responsibilities, 

20/21.23 Date of Next Meeting: To fall after the internal audit, it was agreed for the next parish council meeting to be held online on Tuesday 2nd June 2020 at 7.30pm.

 

JC closed the meeting at 9.32pm. 

 

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

 

This are draft minutes until approved at the next meeting