Minutes of the FULL COUNCIL meeting of Bursledon Parish Council
held on Wednesday, 26 August 2009 at the Village Hall,
Long Lane, Bursledon at 7.00 p.m
Present :
Cllr Millar (Chair)
Cllr Clarke (Vice Chair)
Cllr Holes
Cllr Moneypenny
In attendance: Mrs Jennifer Whittle (Parish Clerk)
8 members of the public
1. Apologies for absence
Apologies had been received from Cllr, Allen, Cllr Craig, Cllr House,
Cllr Lippold, Cllr Milne, Cllr Misselbrook and Cllr Woodhouse.
2. Declarations of interest
There were no declarations of interest.
3. Minutes of the meeting of 22 JULY 2009
Cllr Clarke proposed, Cllr Moneypenny seconded and Members voted
unanimously to agree and sign the Minutes.
4. Matters arising from the minutes of MEETING 22 JULY 2009
There were no matters arising.
5. PCSO’s Report
Bob gave his apologies for the previous meetings they missed, which was
due to their shifts. He said he would like to accept the Clerk’s
suggestion that the PCSOs could consider doing a quarterly report in
future and Members agreed to this course of action. The Clerk
would notify the PCSOs of the date to attend. ACTION: CLERK.
6. Public Session
Diane Andrewes advised that the pond in the Ecology Park in Hungerford
Bottom had dried up and that she could provide the Clerk with some
details of who could help the Parish Council to get this problem
rectified.
7. HEALTHIER HAMPSHIRE – PRESENTATION BY SAMANTHA HUDSON
Samantha Hudson introduced herself and advised that the County Council,
District Councils, the voluntary sector and NHS Hampshire were carrying
out a consultation on how to improve everyone’s health and wellbeing.
They are hoping to tackle things such as obesity, diet, exercise and
look at the ageing population over 85 years old. They will be
looking at health and wellbeing, both mental and physical, education and
income etc. They would like as many people from difference age
groups etc to complete the consultation, in order that they can
hopefully create a health and wellbeing strategy. She asked
Members of BPC to consider whether they could complete a consultation
form collectively or individually and thank them for their time.
ACTION: MEMBERS/CLERK.
8. Planning applications received from Eastleigh Borough Council
8.1 Bourne Gap, Salterns Lane, Bursledon – Creation of basement
under previously approved rear extension and terrace. Case
Officer: Rachel Illsley. Case Ref: C/09/65671.
Members discussed this application and the percentage increase.
Cllr Clarke informed Members that the increase was not too large.
Cllr Moneypenny proposed DO NOT OBJECT, Cllr Clarke seconded and Members
voted unanimously in favour.
9. Planning decisions notified by Eastleigh Borough Council
9.1 Westwoood, Rutland Gardens, Bursledon – Lopping Of Overhanging
Branches Of 1no. Oak – Case Officer: Andrew Giles. Case Ref:
T/09/65332. REFUSE TREE CONSENT
The planning decisions were noted.
10. Finance
10.1 To approve and sign the payments list and bank reconciliation
and to approve the monthly accounts, summary income and expenditure by
budget heading, and balance sheet. (Papers previously circulated to
Members).
Cllr Holes proposed, Cllr Clarke seconded and all agreed to approve and
sign the payments list.
11. MEMBER VACANCY CO-OPTION
Cllr Millar advised that there had been two applicants for the position,
Boma Simon-Hart who had been a Member of Bursledon Parish Council
previously and Jane O’Sullivan. The Clerk advised that she had
invited both candidates to attend the meeting. Cllr Millar invited
Jane O’Sullivan to speak; she introduced herself and informed Members
she was very keen and very committed to making a difference.
Members voted in favour of Jane O’Sullivan. The Clerk informed
Jane O’Sullivan that she would write as soon as possible, to advise her
what was necessary and provide her with the necessary documents.
ACTION: CLERK.
12. BURSLEDON FOOTPATHS – IMPROVING SIGN-POSTING
Cllr Holes advised that he had requested this item to be placed on the
Agenda, as he had been liaising with BROWAPG who were keen to seen
uniformity and clarity in the footpath signs in Bursledon. Members
discussed this matter with Diane Andrewes (who was present) and decided
that it would be nice to have the old style wooden footpath signposts,
but with additional information throughout Bursledon. Cllr Holes
and Cllr Millar said that they would take this matter to the LAC and
request funding and would report back to BPC. ACTION: CLLR
HOLES/CLLR MILLAR.
13. DEVOLVEMENT OF COUNCIL SERVICES – APPROVE LEGAL QUOTATION &
SEARCH OPTION
The Clerk informed Members that she had circulated the relevant
information from Messrs. Paris Smith with regard to their quotation and
the search options available. Members discussed the
correspondence. Cllr Clarke proposed that BPC instructs Messrs
Paris Smith and also requests them to carry out a Local Authority Search
and Environmental Search on all areas to be adopted. ACTION:
CLERK.
14. DOG BIN – PEEWIT HILL
The Clerk advised Members that the LAC had considered Cllr Craig’s
request for a new dog bin at Peewit Hill and had agreed to contribute
two thirds (£170) and requested BPC to fund one third, amounting to £85
for the installation. The Clerk understood that EBC would absorb
the costs of emptying the dog bin, although this may not always be the
case. Members discussed this. Cllr Clarke proposed that BPC
should contribute £85 towards the installation costs, Cllr Moneypenny
seconded and Members voted unanimously in favour.
15. LAMP POST – HIGH STREET, BURSLEDON
The Clerk advised that there had been some confusion between Members as
to the location of the lamp post, which she believed was next to the
Dolphin, but some Members felt was on the triangle. Cllrs Clarke
and Millar both confirmed that the lamp post in question was next to the
Dolphin and having both inspected the new lamp post felt that it was
really quite acceptable to remain. Cllr Clarke proposed that BPC
do not reposition the old lamp post and leave the new lamp post in
position, Cllr Millar seconded and Members voted unanimously in favour.
Cllr Millar felt that Members could consider whether to take any action
with regard to the old lamp post in the future should they so wish.
16. RECREATION GROUND – MAINTENANCE OF EASTERN BOUNDARY HEDGE/DITCH.
The Clerk advised Members that Captain Kelso a resident of Bursledon
Heights had forwarded BPC a copy of the original deeds between residents
and BPC dated 20 November 1969, in which BPC agreed to maintain the
hedgerow and trees adjacent to the ditch in a tidy and safe condition
and keep the ditch in a tidy and safe condition, clear of obstruction
and weeds. Andrew Chesshire had advised the Clerk that there was
not an actual ditch, as this had obviously been filled with gravel many
years ago. The Clerk had discussed this matter with the Groundsmen
who advised that they could clear the hedge two feet back from the
property boundaries and ensure that there were no obstructions to the
flow of water, but these things would have to be done during the Winter
months, when ground work was not so busy. Cllr Millar proposed
that BPC should approach Diccon at EBC to get the Community Services to
carry out this work, Cllr Clarke seconded and Members voted unanimously
in favour. ACTION: CLERK.
17. RECREATION GROUND – DOGS TO BE KEPT ON LEADS
Motion by Councillor Moneypenny – Cllr Moneypenny explained to Members
that she is aware that several dog owners let their dogs out of their
cars, off of their leads and let them foul the recreation ground and do
not pick up after them. She was concerned that she had received
several complaints, including from the Assistant Groundsman about the
level of dog fouling on the recreation ground and requested BPC to place
signs on the Recreation Ground advising that dogs should be kept on
leads.
The Clerk advised Members that she had received correspondence from EBC
advising that they were going to be applying for a Dog Control Order
covering all land open to the air within the Borough and to which the
public have access. The proposed Order will make it an offence for
a person in charge of a dog which defecates on the land to fail to
remove the faeces. If BPC has any objections they should let EBC
know, failing which BPC will have a further opportunity to comment on
the proposed Order prior to its commencement.
Cllr Clarke was against notices being placed on the Recreation Ground
with regard to dogs being kept on leads, as he felt that if there were
too many signs people generally tended to ignore them. He felt BPC
should get the Dog Warden to inspect BPC facilities more regularly.
Cllr Millar walked his dogs off the lead all the time and felt that it
was a small proportion of dog owners who were disrespectful and did not
collect their dog waste. Cllr Moneypenny disagreed and felt the
level of dog waste left on the recreation ground was unacceptable and
represented a problem not only for the groundsmen, but for the football
teams, the cricket team, parents and children using the recreation
ground. The Clerk agreed, as she had received many complaints.
Cllr Millar proposed that BPC obtain a dog bag dispenser to place next
to the dog bin by the Pavilion as this should resolve the problem.
Cllr Clarke seconded and Members voted unanimously in favour.
ACTION: CLERK.
18. RECREATION GROUND – WASTE BIN NEXT TO PRACTICE GOAL POST
The Clerk informed Members that this was a request from the Groundsmen,
as the youths tended to drop their litter when using the practice goal
post. Cllr Millar proposed that BPC should obtain a new litter bin
to be placed next to the practice goal post. Cllr Clarke seconded
and members voted unanimously in favour. ACTION: CLERK.
19. DEVELOPERS’ CONTRIBUTIONS – YOUTH SHELTERS
The Clerk had circulated to Members a request from Diccon Bright at EBC
that BPC consider installing some youth shelters on its facilities.
Cllr Clarke said he was against this, as previous youth shelters had
been vandalised. Cllr Millar said they had been vandalised on
several occasions by attempting to burn them down, then the sides had
been beat them down with dragons teeth and replaced and vandalised again
and removed again and finally the shelter had been removed due to health
and safety. Cllr Millar proposed that BPC does not install any
youth shelters on parish facilities. Cllr Moneypenny seconded and
Members voted unanimously in favour.
20. TOP ALLOTMENTS FENCING – PLANNING
The Clerk advised that the Planning had responded to BPC’s application
to advise that a fence would not be allowed along the roadside of Kew
Lane or Hungerford at the allotments, but one could be erected along the
footpath and next to the Pocket Park. Cllr Millar felt that a
fence was not necessary along the Hungerford Road boundary. The
Clerk also felt one was not needed on the Pocket Park boundary.
Cllr Millar advised Members that he had suggested putting a fence away
from the roadside on the Kew Lane boundary, but the Clerk had advised
against fencing any of BPC’s land out, as this may have costs
implication at a later date, should anyone try to claim uninterrupted
possession. Members agreed. Cllr Millar proposed that BPC
obtain quotation for a 1.8m high fence along the footpath boundary and
plant thorny plants along the rear boundary with a low level wire fence
around them until they are established. The Clerk advised that BPC
had erected a wire fence along part of the footpath boundary in 2007,
which had immediately been vandalised. Members requested her to
obtain advice from fencing contractor on what would be more resilient
and obtain quotes. ACTION: CLERK.
21. BOTTOM ALLOTMENTS – FENCING
The Clerk advised Members that a tenant had requested that BPC consider
fencing these allotments to protect tenants’ stock from rabbits and
deer. Members discussed this and felt that it was the tenants’
responsibility to protect their own stock from pests by erecting wire
fencing/netting.
22. ALLOTMENT AGREEMENTS – REVISIONS
The Clerk advised that she and the Groundsmen would like to improve the
allotment Tenancy Agreements to specifically refer to NO large trees
being planted; wire fencing around individual plots only; no rubbish to
be left on site (particularly carpets, pallets, wood etc) and tenants
must cultivate one-third of their plot(s) by April each year, as are
requirements of other allotments in the area. Cllr Clarke proposed
that BPC make the necessary amendments to the current Tenancy Agreement
to be approved by Cllr Millar (as Chair representing Members) and
approved and signed by tenants when renewing their tenancies. Cllr
Millar seconded and Members voted unanimously in favour. ACTION:
CLERK.
23. OFFICE PC UPGRADE
The Clerk informed Members that she had placed this item on the Agenda,
as it was not a necessary to replace the office PC, but the computer
programmer had recommended a new PC to make it faster and more
efficient. Cllr Clarke proposed to replace the stolen laptop with
a superior one with a larger screen and to use the old office desktop as
a back up PC, with the Clerk to identifying a good make and model and
getting three like for like quotations and purchasing the cheapest.
Cllr Moneypenny seconded and Members voted unanimously in favour.
ACTION: CLERK.
24. GRANT APPLICATIONS
24.1 Hamble Community Sports College – The Clerk had obtained the
information requested by Members from Hamble and Hound PCs. Cllr
Clarke proposed not to make a grant. Cllr Moneypenny seconded and
Members voted unanimously in favour. ACTION: CLERK.
24.2 Home-Start Eastleigh. Members had asked the Clerk what grant
was made last year. The Clerk confirmed the grant was declined in
2008. Cllr Holes proposed not to make a grant. Cllr
Moneypenny seconded. 3 Members voted in favour and Cllr Millar
abstained. ACTION: CLERK.
25. Correspondence
25.1 SLCC had written to advise that their “Working With Your
Council” course, which usually takes one year, is available as a two day
crash course in September and October (with Clerks being required to
complete projects on their own following the training events). The
Clerk advised Members that the fee for this course had been set aside in
the budget and should Members agree, she would like to consider
attending. Members approved. ACTION: CLERK.
25.2 HCC had written to advise that Manor Farm, Botley location
nature reserve declaration has now been sealed. Public notices
will be displayed on the Parish notice board.
25.3 EBC had written advising that a new Project Feasibility
Manager for the potential Strategic Development Area N/NE of Hedge End
had been appointed. They had asked for clarification on how best
to communicate with BPC and the Clerk will respond advising that email
would be best, in order to keep Members briefed. Cllr Millar, as
Chair, asked the Clerk to request them to attend a Parish Council
meeting to introduce them. ACTION: CLERK.
25.4 EBC has sent their Planning Obligations Supplementary
Planning Document which will be filed in the Parish Office for Members
wishing to view this document.
26. Clerk’s report
26.1 Following the burglary the Village Hall Charity Trust had
arranged for the Parish Office to be inspected, in order to update
security measures by fitting alarms to the building, window bars etc.
BPC’s claim is currently being processed with Allianz.
26.2 Wildern FC had assisted BPC by marking football pitch and
re-assembling goal posts in Digger’s absence. Having spent many
hours in doing these tasks, the Clerk had waived the pitch fees for two
matches to compensate them. Members approved.
27. Chairman’s report
Discipline:
I would appreciate it if Councillor’s would stay till the end of a
meeting unless they are feeling unwell.
You were elected by the local Electorate to manage the affairs of the
Parish Council, so you are duty bound to stay to the end and ensure the
Parish Council’s business is conducted in the interest of the Parish as
a whole.
Agenda’s:
The agenda’s are getting far too long, which in turn are causing
Councillors and the Clerk to stay on far too late.
It is my intention to conduct as much of the agenda by E-mail in future.
Therefore Councillors will be expected to answer questions, inquiries
etc. And keep others informed.
These E-mails will be kept on file and can be scrutinised by members of
the public were necessary. If an item requires a financial
decision, this will be mentioned by the chair at the meeting, so the
public are aware of what is being spent and on what.
Further to my report are as follows:-
If we are to conduct business through E-mail, it would be essential that
you ALL read your E-mails and reply promptly.
The other thing that came out of the last meeting, was, The Clerk needs
to know BEFORE the agenda’s go out if you are to be absent from a
meeting, to ensure we are going to be Quorate on the night.
Also the frequency of Parish Meetings. It seems that most of our
neighbours meet once a Month or every 4 weeks. I would like you to
consider this and give me you recommendations. If we are to change
the meetings then we shall have to amend the constitution at a Full
Parish Council meeting.
Cllr Moneypenny felt that meetings were too regular, as there was always
a poor attendance rate with Members arriving late, as much as leaving
early. Cllr Clarke felt there were too many meeting, especially
during the holiday period, when there was an extremely low attendance
rate. Cllr Millar proposed that Members discuss this matter
outside of the public meeting, together with dealing with items by
email. Cllr Clarke seconded and Members voted unanimously in
favour. ACTION: CLLR MILLAR.
28. Councillors’ Questions
Cllr Moneypenny asked if BPC could write to EBC to request that the
green power supply boxes on the roadsides at Lowford Hill, Long Lane and
Dodwell Lane could be repainted, as they have been vandalised by
graffiti. ACTION: CLERK.
Cllr Moneypenny queried whether there had been any further news on the
Mallards Moor planning. Cllr Millar confirmed there was no news.
29. Exempt Business
29.1 Planning Enforcement. The items were noted.
29.2 Staff Appraisals.
29.3 Staff leave.
29.4 Assistant Clerk (Revised) Contract for approval.
The meeting closed at 9.05 pm.