REDLYNCH PARISH COUNCIL ANNUAL PARISH COUNCIL MEETING MINUTES

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1 Redlynch Parish Councillors met on 16 th May 2017 for the Annual Parish Council Meeting at Morgan s Vale and Woodfalls Village Hall at 7:00pm. PRESENT: Cllrs Baker-Beall, Bennett, Blocksidge, Budworth (Chair), Simpson, Stride and Youdan. IN ATTENDANCE: Unitary Cllr Leo Randall, 1 member of the public and Mrs Nicky Ashton (Parish Clerk) 7.00PM PUBLIC QUESTION TIME: There were no public questions or statements TO ELECT A CHAIRMAN: elect Cllr Budworth TO ELECT A VICE CHAIRMAN: elect Cllr Blocksidge ACCEPTANCE OF OFFICE FORMS To receive Cllrs acceptance of office forms unless agreed to be received at a later date: All forms were received apart from Cllr Peacock and members agree to receive his form before the next meeting APOLOGIES FOR ABSENCE - To receive and accept apologies for absence: Apologies were received from Cllr Peacock. accept Cllr Peacock s reason for absence which was due to family commitment DECLARATIONS OF INTEREST - To receive declarations of interest in respect of matters contained in this agenda in accordance with the Localism Act 2011: Cllr Budworth declared an interest in agenda items and and did not take part in discussions or voting (these agenda items were chaired by the Vice Chairman) ADOPTION OF THE MINUTES FOR MEETING HELD ON 14 th MARCH 2017: Redlynch Parish Council accept the minutes of the meeting held on 14th March 2017 as a true record and they were signed by the Chair ADOPTION OF THE MINUTES FOR THE ANNUAL PARISH MEETING HELD ON 11 TH APRIL 2017: Redlynch Parish Council accept the minutes of the Annual Parish meeting held on 11th April 2017 as a true record and they were signed by the Chair CHAIRMAN S ANNOUNCEMENTS: Cllr Budworth pointed out that as there will now only be one meeting a month Cllrs will need to keep a check on correspondence especially from the Clerk CLERKS REPORT: The telephone mast planning application has been refused. Verge next to Lover Green has been raised as an issue with CATG. Road closures for Moors Lane and Black Lane extended until 19 th May. Letter of thanks received from Lover and Redlynch Pre-school for the grant. PAGE 1 OF 5

2 Received an regarding a non-competitive cycling sportive taking place on Saturday 1 st July. The issue raised by a parishioner at the Annual Parish Meeting regarding cyclists not having sufficient time to pass through the traffic lights on Lode Hill has been raised with Downton Parish Council TO AGREE THE TERMS OF REFERENCE FOR THE PLANNING COMMITTEE: dissolve the Planning Committee and future planning applications to be discussed in full council meetings on a monthly basis TO RECEIVE AND APPROVE NOMINATIONS FOR THE PLANNING COMMITTEE MEMBERSHIP: dissolve the Planning Committee and future planning applications to be discussed in full council meetings on a monthly basis TO CONSIDER AND APPROVE NOMINATIONS FOR PARISH COUNCIL REPRESENTATIVES: (a) Morgan s Vale Village Hall Committee (1): reappoint Cllr Blocksidge. (b) Redlynch Village Hall Committee (1): appoint Cllr Youdan. (c) Chalk Pit Management Committee (3): reappoint Cllrs Bennett, Blocksidge and Budworth. (d) Redlynch Playing Fields Association Committee (1): reappoint Cllr Blocksidge. (e) Lover Green Association Committee (1): appoint Cllr Youdan. (f) South Wiltshire Area Board (2): reappoint Cllrs Baker-Beall and Blocksidge. (g) Community Area Transport Group (1): reappoint Cllr Blocksidge. (h) Stockman and Woodlands Charitable Trust (1): reappoint Cllr Bennett. (i) New Forest Consultative Panel (1): appoint Cllr Baker-Beall. (j) North West Quadrant of the National Park (1): appoint Cllr Baker-Beall. (k) Downton Link (1): reappoint Cllr Simpson TO AGREE COUNCILLOR RESPONSIBILITIES FOR 2017/2018: agree Cllr responsibilities as per attached schedule to these minutes TO REVIEW AND AMEND STANDING ORDERS AND FINANCIAL REGULATIONS IF APPROPRIATE: amend Section 19 of the Standing Orders to remove reference to the Chairman of Finance Committee and replace with lead Cllr of Finance and Staffing or the Chairman. There were no amendments required for the Financial Regulations TO REVIEW AND AGREE THE AMENDED ASSET REGISTER DUE TO RECENT BOUNDARY CHANGES: PAGE 2 OF 5

3 reviewed the Asset Register and remove the listed assets within Hamptworth and Nomansland as now transferred to Landford Parish Council TO REVIEW THE RISK ASSESSMENTS DUE TO RECENT BOUNDARY CHANGES AS AGREED IN THE MARCH MEETING (MIN. REF a(ii)): It was agreed that Cllr Simpson and the Clerk review the Risk Assessments and present to Council in a future meeting for approval TO REVIEW AND AGREE THE INSURANCE POLICY RENEWAL AND INSURABLE RISKS FOR 2017/2018: accept the insurance policy renewal from Zurich and agreed the insurable risks TO AGREE THE COUNCIL S ANNUAL MEMBERSHIP OF WALC AND NALC AT A COST OF : agree the Annual hip of WALC and NALC TO APPROVE LIGHTER TOUCH AS THE COUNCILS INTERNAL AUDITORS FOR 2017/2018: appoint Lighter Touch as the internal auditor for 2017/ TO RECEIVE AND APPROVE THE FINAL QUARTER AND YEAR END BANK RECONCILIATIONS FOR 2016/2017: approve the final quarter and year end bank reconciliations ASSET GRANT To approve the application received from Morgan s Vale and Woodfalls Village Hall: approve the Asset Grant application LEASE FOR LOVER AND REDLYNCH PRE-SCHOOL To agree approval of a Tenancy at Will document upon expiry of the current lease: approve the use of a Tenancy at Will Agreement upon expiry of the current lease. A review of the Agreement will take place at the end of this sitting Council (in 4 years time). The Agreement to include a clause that it can be broken by either side with 1 months notice (Cllr Bennett abstained) LEASE FOR LOVER GREEN To receive an update regarding the request received to transfer the lease to Lover Community Trust and for an agreement in principle: Cllr Blocksidge informed members that after receiving legal advice a new lease would need to be agreed with Lover Community Trust and not a transfer. Concerns raised regarding future Council representation on the management committee for Lover Green have been addressed however there are still some outstanding issues which require clarification. agree in principle to a new lease subject to certain conditions being agreed (Cllr Bennett abstained) COMMITTEE MINUTES AND RECOMMENDATIONS: (a) Assets, Amenities and Finance Cllr Budworth: (i) To approve the minutes of the last meeting held for this committee on 28 th March PAGE 3 OF 5

4 approve the minutes for the meeting held on 28 th March and these were signed by the Chair (abstentions from Cllrs Stride and Youdan as not present) (b) Planning (i) To note the minutes of the meetings held on 14th, 28 th March, 11 th and 25 th April acknowledged receipt of the minutes for these meetings PLANNING APPLICATIONS To agree recommendations for the planning applications as listed in the schedule below (i): agreed the recommendations as detailed in the schedule MONTHLY PAYMENTS - To approve the following payments listed in the Schedule below (ii): approve the payments as listed in the schedule DATE AND VENUE OF NEXT MEETING 13 th June 2017 at Morgan s Vale and Woodfalls Village Hall starting at 7.15pm. With no further business the Chair closed the meeting at 9.05pm. (i) SCHEDULE OF PLANNING APPLICATIONS APPLICATION NO. LOCATION AND APPLICATION DETAILS ON NFNPA/WC WEBSITE 17/00298 Cumbria, Church Hill, Lover, SP5 2PL - Single storey extension; roof alterations; replacement shed; demolition of existing garage. 17/ Apple Tree Close, Redlynch, SP5 2JG Construction of rear extension and new pitched roof to garage. PLANS RECEIVED MEMBERS DECISION accept the decision reached by the National Park Authority's Officers under their delegated powers but to note concerns regarding height of roof line and potential impact on light for neighbouring property. accept the decision of the planning officer but to raise concerns regarding PARISH COUNCIL RESPONSE REQUIRED BY 15 th May 2017 (extension agreed) 22 nd May 2017 PAGE 4 OF 5

5 17/02825 Halcyon, 9 Valley Close, Woodfalls, SP5 2LZ Replace existing flat roofed front porch with larger, single storey, flat roofed front porch. 17/00342 Land At Langley Wood Nature Reserve, Hamptworth Road - Resurfacing of 25m section of existing track and car park. proposed balcony being a possible invasion of privacy on neighbouring property (Cllr Blocksidge abstained). recommend Approval. recommend Approval (Cllr Bennett abstained). 23 rd May th May 2017 (ii) SCHEDULE OF MONTHLY PAYMENTS FOR APPROVAL PAYABLE TO AMOUNT VAT TOTAL DETAIL The Community Training Seminar Heartbeat Trust Community First Staff Training Wiltshire Association of Staff Training Local Councils Morgan's Vale & Hall Hire Woodfalls Village Hall Mr D Browning Nomansland Reading Room Asset Grant S J Butt & Sons Ltd Besomer Well Stable Structures Redlynch Village Hall Asset Grant The Play Inspection Company Annual Play Inspections P P Young Conversion works to Woodfalls telephone box P P Young Repairs to play equipment Mr D Huckfield Website renewal Mrs N Ashton Reimbursement for purchase of traffic cones, stationery and travel costs. ASG Maintenance Ltd Grass cutting ASG Maintenance Ltd Grass Cutting - cemetery Landford Parish Council Boundary Change payment Redlynch Village Hall Hall Hire Wiltshire Council Annual Waste Collection Lover and Redlynch Pre Local Community Grant School Staffing Costs Staffing Costs PAGE 5 OF 5