Minutes of the Annual General Meeting of Bursledon
Parish Council held on Wednesday 26 May 2010
at the Village Hall, Long Lane, Bursledon at 7.30 p.m
Present :
Cllr Millar (standing down - to Chair the election of a new
Chairman)
Cllr Misselbrook (voted in as the new Chairman)
Cllr Clarke (voted in as Vice Chair)
Cllr Allen (up to and including item 26.4)
Cllr Craig
Cllr Holes
Cllr Moneypenny
Cllr O’Sullivan
Cllr Woodhouse
In attendance: Clerk – Mrs Jennifer Whittle (Minute taking)
Assistant Clerk – Ms Angela Lush (procedural training)
5 members of the public.
1 To elect a Chairman
Cllr Misselbrook proposed by Cllr Millar, seconded by Cllr Moneypenny.
All members voted unanimously in favour
2 To elect a Vice-chairman
Cllr Clarke proposed by Cllr Holes, seconded by Cllr Craig. All
members voted unanimously in favour.
3 Apologies for absence
Apologies had been received from Cllrs House, Lippold and Milne.
4 To agree a schedule of meetings for 2010-2011
Cllr Millar proposed to maintain the current schedule of meetings
(Planning Meetings on the second Wednesday and Full Council Meetings on
the fourth Wednesday each month. Seconded by Cllr Moneypenny, all
members voted in favour.
5 To appoint representatives to parish offices
The following representatives were appointed
5.1 Tree Wardens –Mrs Margaret Lord and Mr Nick Bernier
5.2 Rights of Way Officer – BROWAPG
5.3 Honorary Archivist – Mr. Jeff Martin
5.4 Finance Working Party – Cllr Clarke, Cllr Holes, Cllr House,
Cllr Milne and Cllr Misselbrook.
5.5 HCC Public Transport – Cllr Woodhouse.
6 To appoint representatives to other bodies
6.1 BHH Community Safety Action Group (also known as BHH Local
Action Group) – Cllr Millar.
6.2 Bursledon and District Community Association – Cllr House and
Cllr Millar.
6.3 Bursledon Infant School Trustees – Cllr O’Sullivan and Cllr
Milne.
6.4 Bursledon Windmill Joint Management Committee – Cllr
Misselbrook.
6.5 CPRE – Cllr Woodhouse.
6.6 EDAPTC (Eastleigh District Assoc. of Parish & Town Councils) –
Cllr Clarke (with Cllr Misselbrook as Deputy).
6.7 Eastleigh Road Safety Committee – Cllr Millar.
6.8 Eastleigh Strategic Partnership (ESP) – Clerk.
6.9 Eastleigh Transition Network (ET Network) – Cllr Millar had
had very little input at these meetings and felt it sufficient for BPC
to withdraw its representative and request that Minutes of meetings be
forwarded to BPC. Clerk to write to ET Network to this effect.
ACTION: CLERK.
6.10 Gravel Extraction Group – Cllr Clarke and Cllr Misselbrook.
6.11 Hamble River Management Committee – Cllr Clarke.
6.12 Hamble School Leisure Facility Management Committee – Cllr
Craig.
6.13 HAT (Hampshire Action Team) – Cllr Millar felt that it
was not necessary to have a representative at this forum and that it
would be sufficient to receive the Minutes. Clerk to write to HAT
to this effect. ACTION: CLERK.
6.14 Pilands Wood Community Association – Cllr Millar.
6.15 QEII Activities Centre – Cllr Craig attends this meeting as
an EBC Councillor and felt that it would be sufficient for BPC to
withdraw its representative and receive Minutes and updates from her.
Clerk to write to QEII Activities Centre to this effect. ACTION:
CLERK.
Clerk to write to all external agencies and advise them of the new BPC
representatives. ACTION: CLERK.
7 Declarations of interest
Cllr Clarke declared an interest in item 27.1.
8 Public session
There were no matters arising.
9 To receive confirm and sign the minutes of the meeting of 28 April
2010
Cllr Allen proposed, Cllr Millar seconded and Members voted unanimously
to approve and sign the Minutes.
10 Matters arising from the minutes of the meeting of 28 April 2010
There were no matters arising.
11 Planning applications received from Eastleigh Borough Council
11.1 Dale Cottage, High Street, Bursledon – Notification of intent
to fell 2no. Cypress trees. Case Officer: Tessa Judd.
Case ref: N/10/67155.
Cllr Millar proposed DO NOT OBJECT, Cllr Woodhouse seconded and Members
voted unanimously in favour.
11.2 Kebun, Greyladyes, School Road, Bursleldon – Notification of
intent to reduce in height by 50% 10no. Mixed Leylandii/Conifers (Group
1) and crown shape mixed Laurel, Holly and Rhododendron (Group 2).
Case Officer: Tessa Judd. Case ref: N/10/67165.
Cllr Millar proposed DO NOT OBJECT, Cllr Woodhouse seconded and Members
voted unanimously in favour.
12 Planning decision notified by Eastleigh Borough Council
12.1 19 Redcroft Lane, Bursledon – Felling of 1no. Apple tree in
rear garden. Case Officer: Tessa Judd. Case ref:
T/10/66933. CONSENT TO TREE WORKS.
The planning decision was noted.
13 Clerk’s report
13.1 The Clerk advised that the annual internal audit had now
taken place and that the financial reports to be forwarded to the Audit
Commission had been prepared for approval at the next Full Council
Meeting.
13.2 The Clerk informed that the parish insurance is due for
renewal on 1 June 2010. An extremely competitive quotation saving
the Parish Council approximately £1,500 had been obtained from a
specialised insurance company. The insurance had been renewed with
this company and the cheque is in this month’s batch for approval.
14 WOODLANDS COMMUNITY COLLEGE/WILDERN TRUST CONSULTATION
Cllr Clarke proposed that the completion of this consultation
questionnaire be delegated to Cllr Millar, with Cllr Millar reporting
back to Council with his reponses. Cllr Moneypenny seconded and
Members voted unanimously in favour. ACTION: CLLR MILLAR.
15 TO CONSIDER DODWELL POND CLEARANCE SPECIALISED QUOTATION
The Clerk informed Members that following the failed attempt to get the
pond cleared by voluntary members of the community, due to the
requirement to have specialist knowledge in pond clearance, due to the
perceived presence of newts in the pond, she had approached D & M River
Restoration and Woodland Management Ltd for a revised quotation, which
totalled £2,060. She pointed out that she had previously sought
quotations from BTCV who had withdrawn their offer of assistance and by
telephone from several other companies, who had been unable to assist.
Cllr Clarke queried whether it was necessary to clear the pond and what
would happen if it were not cleared. The Clerk informed Members
that she had received several complaints about the state of the pond and
although the pond was a village green/open space not owned by BPC, BPC
had been maintaining this pond for many years, with a view to claiming
ownership of the pond to protect it for the community. She
informed that a previous Clerk, John Spiers, had tried to make a claim
for ownership several years ago, but at that time had been unable to
provide sufficient evidence of ownership for the relevant period.
Cllr Millar informed Members that the pond must have maintenance work
carried out, otherwise it and the wildlife in it would be adversely
affected.
Cllr Misselbrook queried whether a grant would be available. The
Clerk informed Members that she had been in discussions with Hampshire
ALC about this matter and that a grant might be available, although
ownership of the pond may be a requirement.
Cllr Woodhouse advised that in 1970 farmers had cleared the pond and she
wondered whether this could happen again. The Clerk informed her
that as pond clearance companies had suggested there may be newts in the
pond whoever cleared the pond must have specialist knowledge to protect
the wildlife.
Cllr Misselbrook said that he was currently in the process of obtaining
a quote for his own pond to be cleared and would be happy to obtain an
alternative quote for Dodwell Pond.
Cllr Clarke felt that BPC should make an updated application to register
the pond. Members felt that this should be done at some time in
the future after the pond had been cleared.
Cllr Clarke proposed that should Cllr Misselbrook’s alternative
quotation not be competitive BPC accepts the quotation provided by D & M
River Restoration and Woodland Management Ltd and instructs them to
carry out the pond clearance in accordance with their quotation of
£2,060, with the Clerk making the Grant Application to Hampshire ALC for
financial assistance, with BPC paying the full cost should this
application not prove successful. Cllr Moneypenny seconded and
Members voted unanimously in favour. ACTION: CLLR
MISSELBROOK/CLERK.
16 COMMUNITY CENTRE CAR PARK SURFACE
The Clerk informed Members that this item had been placed on the Agenda
at the request of the Groundsmen, who had concerns about the condition
of the current surface and the public safety aspect. She advised
that the Groundsmen were currently repairing any holes with cold tar to
avoid accidents happening. Members discussed this matter.
Cllr Millar proposed that BPC should not take any action with regard to
the re-surfacing of the Community Centre Car Park until it was aware of
the outcome in relation to the library discussions regarding the
Community Centre and the Groundsmen should until that time continue to
fill pot holes with cold tar. Cllr Craig seconded and Members
voted unanimously in favour. ACTION: CLERK/GROUNDSMEN.
17 REQUEST TO JOIN THE FAIRTRADE IN EASTLEIGH BOROUGH CAMPAIGN AS
A GROUP MEMBER
Members discussed this request and felt that it was an unnecessary
expense, especially as BPC was not a suitable member and could not
provide adequate support. Cllr Woodhouse proposed that BPC advise
EBC that it does not wish to become a member. Cllr Moneypenny
seconded and Members voted unanimously in favour. ACTION:
CLERK.
18 top allotments
18.1 To discuss site clearance and consider skip quotations.
Mr Price a tenant at the allotment had approached the Clerk, as the
tenants of the allotments had offered to set up a working party to clear
the allotment site of carpets and rubbish (of which there was a high
volume) if BPC would acquire a skip that was able to be lifted by crane
onto the allotment site, as had been done once before. The Clerk
advised Members TJ Waste and Recycling Ltd were the cheapest at £150
plus VAT. Members discussed this matter and felt that BPC should
support the tenants in this regard.
Cllr Craig proposed that TJ Waste and Recycling Ltd were instructed to
place a skip on site and that the Clerk liaises with Mr Price concerning
the tenants’ preferred time for this. Cllr Millar seconded and
Members voted unanimously in favour. ACTION: CLERK.
18.2 Motion by Cllr Millar to create vehicular access in road
frontage. Cllr Millar advised Members that he had placed this
motion on the Agenda, as he would like BPC to make a new vehicular
access into the top allotments on the opposite side of the road from the
Fox and Hounds to allow two or three cars to park on the allotment site.
Members felt that they needed more information relating to planning and
the costs involved and queried whether tenants and residents would
support this application. Cllr Misselbrook queried whether BPC had
received any objections to this suggestion from tenants and the Clerk
advised that she had only spoken to one tenant, who had objected.
Cllr Millar advised Members that he would approach Planning and Highways
at EBC to ascertain an opinion on whether such an application would be
acceptable and would report back to Members. ACTION: CLLR
MILLAR.
19 TO CONSIDER PARISH TRANSPORT REQUIREMENTS
The Clerk informed Members that this item had been placed on the Agenda
at the request of the Assistant Groundsman who currently used his
private van for BPC business. He had been finding the level and
nature of the waste to be transported from the Pilands Wood Play Areas
unacceptable, especially as he had to clean the inside of van out
afterwards. He was also concerned that his insurance did not cover him
for commercial use of the van.
Cllr Woodhouse queried whether the cost of removing high levels of
litter had been included in EBC’s schedule of costs relating to the
devolvement of this area. Cllr Millar advised that Street Scene at
EBC dealt with this and had specifically apportioned the costs involved.
However, he felt that as they had a large specialised team they were
probably able to carry out this task more cost effectively. Cllr
Clarke said that he had been Chair at the time of the devolvement and
these costs had been included, but he wondered whether there was a more
cost effective way to remove the litter from the site.
Cllr Millar informed Members that BPC had at the time of devolvement
intended to hire or purchase a pick up to enable the Groundsmen to carry
out their additional duties more effectively.
Cllr Holes proposed that BPC gets a quotation from EBC to collect the
litter bagged by the Assistant Groundsman from site and places an
article in the Newsletter advising the public that this is considered to
be vandalism and of the great cost being incurred by BPC to remove this
waste. Cllr Craig seconded. 8 Members voted in favour.
Cllr Millar abstained. ACTION: CLERK.
20. TO CONSIDER REQUEST BY EBC FOR JOINT FUNDING OF BURSLEDON
FOOTPATH SIGNAGE
The Clerk advised Members that she had received an email from EBC
requesting her to ascertain whether BPC would consider making a 50%
contribution of £2,100.00 towards repairing and replacing footpath signs
throughout Bursledon and also to ascertain whether BPC would then be
willing to take over responsibility for the signs afterwards, with
financial support from EBC where possible.
Cllr Holes advised Members that this quotation had been obtained by EBC
as a consequence of a request from BROWAPG to make all the footpaths
signs throughout Bursledon uniform, as there were currently several
styles. He reminded Members that BPC had previously discussed and
supported BROWAPG’s request.
Cllr Woodhouse felt that even though she was staunchly in favour of
making cost cuts, BROWAPG had put forward a valid case for replacing the
signs; she queried whether BPC could write to BROWAPG to ask if they
were able to do any fund raising to cover these costs. Cllr Clarke
felt that under the current financial constraints BPC should not be
funding any unnecessary projects and proposed that BPC should write to
the LAC at EBC thanking them for their contribution towards this project
and advising that BPC felt unable to contribute during the current
climate, but would like the LAC to set aside these funds for 6 months
while BPC tried to seek alternative funding for the £2,100 via BROWAPG.
Cllr Millar seconded and Members voted unanimously in favour.
ACTION: CLERK.
21 COMMUNITY SUPPORT GRANT APPLICATIONS
21.1 Hampshire Association for Care of the Blind - £ 95.50.
Cllr Millar proposed to make a Section 137 grant of £95.50 to Hampshire
Association for Care of the Blind. Cllr Allen seconded and Members
voted unanimously in favour. ACTION: CLERK.
21.2 Swanwick, Bursledon and Warsash Regatta - £500.00. Cllr
Holes felt that even though BPC was trying to make cost cuts, it should
be supporting projects that have a positive impact on the community; he
said this was a very community based event that had been supported by
BPC for years. ACTION: CLERK.
Cllr Holes proposed to make a S137 grant of £500.00 to the Swanwick,
Bursledon and Warsash Regatta. Cllr Millar seconded. 8
Members voted in favour. Cllr Clarke abstained. ACTION:
CLERK.
22 BROWAPG REQUEST FOR AN INTERPRETATION BOARD FOR THE MAUSOLEUM
Members discussed this request and felt that more information needed to
be provided by BROWAPG.
Cllr Moneypenny proposed that BPC should write to BROWAPG advising that
BPC supports the request in principle, but was like to be provided with
a design specification and costings, in order that Members can make a
decision. Cllr Millar seconded and Members voted unanimously in
favour. The Chair requested that this item be placed on a future
Agenda when BROWAPG had provided this information. ACTION:
CLERK.
23 MOTION BY CLLR WOODHOUSE TO DISCUSS WAYS TO REDUCE BPC COSTS
Cllr Woodhouse informed Members that she had made the following motion
at the Annual Assembly, which had been deferred to this meeting:
“What is best for parishioners?
I propose that we need to make economical changes to BPC’s housekeeping
arrangements. In these changing times whilst families have had to
tighten their belts, unfortunately Council Tax bills have not. Are
we not behind with the times? Are we not giving our parishioners
good value for money?
I am very uncomfortable about the confidential approach to the handling
of our accounts. I would like to see proper transparency in our
Parish Council accounting.
If we as a Parish Council can make cost cutting changes successfully,
whilst also ensuring a good service from us the Parish Council for our
parishioners, then we would be in a stronger position to approach HCC
and EBC and ask them to make savings for our parishioners as well.
If Parish Councillors are in agreement to this proposal to reduce our
expenditures, I would like to put forward some thoughts I have and ask
the Chairman to open the floor for all Councillors to discuss possible
savings in our housekeeping over future years. Just a thought –
less can be more”.
She queried whether she had the support of Members before she proceeded
any further with this item. Cllr Moneypenny felt that Members had
demonstrated their support during this meeting, when cost cuts had been
demonstrated. Cllr Holes felt that the Finance Working Party had
where possible allowed the minimum budget for projects, except where
there were necessary running costs such as staffing, insurance etc and
that it was really for the Finance Working Party to investigate
budgeting methods, other than the Clerk and Members making cost cuts
throughout the year, as was the case with the insurance premium
mentioned previously.
Cllr Clarke said that he resented the implication that the finance
budget was not being managed correctly, which it was and that some
spending made by the Council this evening was questionable; he felt that
each item should be considered on merit, whilst looking at the budget
available and servicing the community, which on the whole BPC does.
Cllr Woodhouse felt that parish councils had very little power, apart
from representing the community and she felt that the council tax rate
for this was high compared to previous years; she felt that BPC and EBC
should be forced to cut their costs and that BPC could do this by not
making any grants. The Clerk advised that BPC had a legal
obligation to provide a grant application facility.
Cllr Misselbrook felt that Cllr Woodhouse needed to make a proposal, as
there was nothing currently on the table for Members to consider.
Cllr Woodhouse was unsure what proposal she wished to make.
Cllr Clarke proposed that BPC continues to have an awareness of the
current financial climate and continues to represent the community and
offer good value. Cllr Craig seconded and Members voted
unanimously in favour. ACTION: ALL STAFF AND MEMBERS.
24 chairman’s statement
Cllr Misselbrook thanked Cllr Millar for his commitment and dedication
during his term as Chairman to BPC; he said that all Members appreciated
the support received from Cllr Millar and that although he hoped Cllr
Millar had more spare time to go caravanning, he was glad he will remain
on the Council to offer support.
Cllr Misselbrook advised that his main goal during his chairmanship was
to improve communication between BPC and the community and to be more
responsive to serving the community and to increase efficiency in doing
this.
He felt that the Parish Plan was an important process and hoped that BPC
could encourage more youths to be involved in this process and shape
their own future; he would like more youths to be seen to be working
with the Council, rather than against it.
He would also like to offer the Clerk more support in her role and hoped
that Members would join him in doing so. There were matters in the
past that the Clerk had dealt with, which he felt she should not have
been obligated to have done so.
25 FINANCE
25.1 To approve and sign the payments list and to approve the
monthly accounts, summary income and expenditure by budget heading, and
balance sheet. (Papers previously circulated to Members).
Cllr Allen proposed to approve and sign the payments list and to approve
the monthly accounts, summary income and expenditure and balance sheet.
Cllr Clarke seconded and Members voted unanimously in favour.
Cllr Millar advised that he would like to be removed as a bank signatory
for BPC. Cllr Clarke advised that he was happy to be added to the
list of signatories. ACTION: CLERK.
26 Correspondence
26.1 Andrew Madsen had emailed to thank BPC for the kind grant
made to Community Centre at Lowford.
26.2 Bursledon Lunch Club had emailed to thank BPC for the kind
grant made to them.
26.3 Paris Smith Solicitors had written to advise that the
registration of the Pilands Wood Play Areas into BPC’s ownership had now
been completed.
26.4 DCK Beavers Ltd have written to notify BPC of their revised
scales. The letter will be filed in the Parish Office for anyone
wishing to view the same.
Cllr Allen left the meeting.
The meeting was temporarily suspended by the Chairman, in order that the
landowner of the Viewpoint could approach Members prior to Exempt
Business.
27 Exempt business
27.1 Viewpoint – this item was deferred until the next meeting.
27.2 CCTV at Lowford – to consider the status of the CCTV.
27.3 Planning Enforcement. The planning enforcement notices
were noted.
The meeting closed at 10 pm.