Minutes of the Parish Council Meeting held on Monday 11 January 2010 at 7:30pm

in the Pavilion Committee Room.

PRESENT: Mr A. Renwick (Chairman), Mrs V. Lickley, Mr K. Nuttall, Mr T. Fendall,

Mr S. Godesen, Mr S. Marks, Mr N. O’Shea, Mr D. Clark.

IN ATTENDANCE: Mr R. Darley (Locum Clerk), Mrs S. Jackson (Clerk), 1 member of the public and 1 member of the press.

Before the meeting commenced the chairman read the fire regulations. It was noted that these would require updating once the relevant training on the evacuation chair had been completed.

The Chairman opened the meeting by recording thanks to the Councillors for attending the meeting under the current weather conditions and for Mr R. Darley’s continued support. A welcome was also extended to the new Clerk Mrs S. Jackson.

1. TO RECEIVE APOLOGIES FOR ABSENCE
Apologies for absence were received from Mrs A. Archibald, Mrs B. Waller, Mrs L. Kelly & C. Cllr E. Still. Mr R. Darley requested a formal statement be issued to Mrs A. Archibald that her attendance is required at the meeting to be convened on 1 February 2010. ACTION: CLERK

2. MINUTES
The minutes of the ordinary meeting of 7th December 2009 had been circulated and were agreed as a true record of the business that took place. In a discussion, it was agreed in the future to include an agenda item “Matters for Report” to allow Councillors an opportunity to discuss matters arising from the previous minutes. ACTION: CLERK

3. TO RECEIVE DECLARATIONS OF INTEREST
No declarations were received.

4. PUBLIC PARTICIPATION
None.

5. MONTHLY MONITORING REPORT
The monthly monitoring report was tabled and noted. Concern was expressed that the “Agreed Completion Date” column on this report needs to be completed. Mr Clark has been unable to progress with the Land Registry issue due to adverse weather conditions. Mr Renwick confirmed that the email regarding the 30 mph speed limit on Great Binfields Road has been sent. A discussion took place regarding the Memorial trophies & it was agreed that Mrs Lickley would make contact with the relevant clubs in the first instance, with a follow up letter from the Clerk if required. ACTION: MRS V. LICKLEY/CLERK

6. TO RECEIVE COMMUNICATIONS WHICH THE CHAIRMAN WISHES TO LAY BEFORE THE COUNCIL
There were no communications.

Minutes of the Parish Council Meeting of Monday 11 January 2010 cont.

7. REPORTS FROM DISTRICT AND COUNTY COUNCILLORS
Cllr. E. Still had sent her apologies and an email outlining issues relating to a Basing House meeting that she will be attending, the proposed play area at Lychpit and the relevant Land Transfer and an article that she has written for the Basinga requesting that residents contact the Parish Council for grit bins. The Chairman confirmed that he will circulate the attachments from that email.
Cllr. S. Marks referred to the community spirit being shown during the current adverse weather conditions.
Cllr. S. Godesen referred to Borough meetings being cancelled due to the weather conditions and the situation regarding the gritting of roads and pavements. He felt that Borough employees and Highways operatives had done a good job under difficult circumstances and that any criticism should be aimed at Borough/County resources.

8. MATTERS RELATING TO FINANCE

8.1. Balances at the end of December: Deposit Account: £62,435.12
Current Account: £12,128.87
Treasury Deposit Account: £165,967.12
Petty cash expenditure for December: £33.56

8.2. Total payroll cost for December: £4,728.99

8.3. The following invoices were approved for payment:

Cheque No	£ Amount	Payee	Details
Direct Debit	14.99	AOL	Internet service provider
Direct Debit	166	Basingstoke & Deane Borough Council	Cottage council tax
Direct Debit	46.45	Tesco Fuelcard	Petrol
Direct Debit	Nil	Southern Electric	Electricity for Lychpit Hall
Direct Debit	Nil	Southern Electric	Rec Sports Pavilion
Direct Debit	Nil	Southern Electric	Workshop
Direct Debit	Nil	Southern Electric	Pumping Station
Direct Debit	205	British Gas	Lychpit Hall
1206	251.56	Nova Park Associates Ltd	Bookkeeping services
1207	706.93	ArcPath Ltd	Irrigation service contract for Bowls Club 2010/11
1208	25	Neil Stroud	Caretaking at Lychpit Hall
1209	15	PJH Window Cleaning Services	Window cleaning
1210	127.64	Shaw & Sons Limited	Minute paper and minute binder
1211	325.11	Aces Electrical Services	Lychpit Hall - electrical inspection and some repairs
1212	20.87	Scats Countrystores	Paint, bolts and brush
1213	1,134.49	Hampshire County Council	Street lighting - energy and maintenance
1214	50	Mr Organ	Damage deposit refund - Lychpit Hall
1215	100	S Munnelly	Damage deposit refund - Lychpit Hall
1216	50	R Lovelock	Damage deposit refund - Lychpit Hall

Minutes of the Parish Council Meeting of Monday 11 January 2010 cont.

1217	50	N Stone	Damage deposit refund - Lychpit Hall
1218	711.9	Hampshire County Council	Pension payment
1219	581.7	HM Revenue & Customs	PAYE/NI - salaries
1220	50	S Shaw	Damage deposit refund - Lychpit Hall
1221	126.76	Viking Direct	3 printer cartridges
1222	46.08	Buildbase	Architrave, bolts, brushes, paint
1223	187.08	Mrs K Davies	Cleaning
1224	1006.25	Audit Commission	External auditor fee
Total	5998.81

8.4. Members received and noted a letter from the Audit Commission dated 1 December 2009 proposing that responsibility for the audit of the Parish Council (External Auditor) should be transferred from Alun Williams to Wayne Rickard and agreed to this.

8.5. Members received and noted the External Auditor’s letter dated 18 December 2009 concerning the satisfactory completion of the audit of the Parish Council accounts for the year ended 31 March 2009. Agreement was proposed by Mr T. Fendall and seconded by Mr S. Godesen.

8.6. It was noted that the funds in the Corporate Markets account had been rolled over for a further two months and the Chairman confirmed the interest rate remained the same at .41%. It was also noted that some funds had been transferred into the current account prior to transfer to another bank.

8.7. A discussion took place regarding the provision of £1,000 for the SOLVE campaign to assist with initial printing and miscellaneous costs. It was agreed to go ahead with this provision, on the basis that this is a reserve that has been set aside and will pay out against invoices if required. This was proposed by Mr T. Fendall & seconded by Mr K. Nuttall. Mr S. Godesen agreed to make Mrs K. Tuck aware of this. ACTION: MR S. GODESEN

8.8. A discussion took place regarding both the provision of yellow lines as a parking restriction in The Street (below St. Mary’s Church) and the setting aside of funds to cover the cost of advertising this in the press. Some Councillors felt that the current parking/road situation in this area acted as a natural traffic calming feature. They also felt that Parish Council money should not be spent on this as it was a Borough Council matter. It was agreed that further action remains with the Borough Council.

9. MATTERS RELATING TO CORRESPONDENCE
There were no matters relating to correspondence.

10. MISCELLANEOUS MATTERS

10.1. It was proposed and agreed that the Parish Council store archive material (as detailed by Mr R. Darley) at the Winchester Public Records Office subject to any retention of documents information. It was agreed to place this on the Monthly Monitoring Report. ACTION: CLERK/MR R. DARLEY

Minutes of the Parish Council Meeting of Monday 11 January 2010 cont.

11. MATTERS RELATING TO COMMITTEES

11.1. A discussion took place regarding the proposal to set up a Winter Committee to address issues arising from the severe weather. Messrs N. O’Shea and S. Marks agreed to look at the placement of grit bins in the parish & to make recommendations to the next Planning Committee Meeting. It was agreed that the Planning Committee should have executive authority to act on these recommendations.
ACTION: MESSRS N. O’SHEA & S. MARKS

11.2. The minutes of the Planning Committee meetings held on 30 November and 14 December 2009, circulated prior to the meeting, were received and decisions ratified.

There being no further business, the meeting closed at 20:56

Signed……………………………….…………. Date……………………..