Minutes of the Parish Council meeting held on Monday 7 January 2008 at 7.30pm in the Pavilion Committee Room.
PRESENT: Mr S Godesen (Chairman); Mrs A Archibald; Mr D Clark;
Mr A Fendall; Mrs V Lickley; Mr S Marks; Mr K Nuttall; Mr A Renwick;
Mrs J Savage; Mrs B Waller; Mrs S Wilson.
Before the meeting commenced, the chairman advised those present of the emergency evacuation procedures.
1 TO RECEIVE APOLOGIES FOR ABSENCE
None received.
2 MINUTES
The minutes of the meeting of 3 December had been circulated and were agreed as a true record of the business that took place.
3 TO RECEIVE DECLARATIONS OF INTEREST
No declarations relevant to items on the agenda were made.
4 PUBLIC PARTICIPATION
The chairman invited members of the public to speak. One resident asked members to reconsider the decision to demolish the Pyotts Hill bus shelter as he felt it was a useful structure and should be retained.
5 MONTHLY MONITORING REPORT
The monthly monitoring report was tabled and noted.
6 TO RECEIVE COMMUNICATIONS THAT THE CHAIRMAN WISHES TO LAY BEFORE THE COUNCIL
6.1 The chairman advised that the decision on the post office closure programme is expected later in the week.
6.2 The chairman informed members that the borough council will be holding a workshop on parish plans during week commencing 25 February and would like to know the most convenient date of that week for councillors. Mr Nuttall indicated that he would be able to attend on Wednesday.
6.3 The chairman and Mr Renwick reported on a Strategic Flood Risk Assessment workshop that they had attended earlier in the evening at the borough council. Member identified some additional sites as being at risk of flooding.
7 REPORTS FROM DISTRICT AND COUNTY COUNCILLORS
7.1 Apologies received from Councillor Mrs Still.
7.2 Councillor Marks reported on current issues.
8 MATTERS RELATING TO FINANCE
8.1 Balances at the end of December: Deposit Account: £41840.07
Current Account: £4218.26; Treasury Deposit Account: £131968.65
Petty cash expenditure for December: £43.22
8.2 Total cost of wage and salaries for December: £6047.02.
Minutes of the Parish Council meeting of 7 January 2008 cont:
8.3 The following invoices were approved for payment:
|
Amount £ |
Payee |
Details |
|
55.20 |
R Collins |
Administrative assistance |
|
285.00 |
RBS Property Services |
Installation fees for cottage bathroom |
|
140.77 |
Avoncrop Amenity Products |
Turf supplies |
|
17.99 |
AOL |
Internet Provider fee |
|
155.00 |
Basingstoke & Deane Borough Council |
Cottage Council Tax |
|
27.00 |
SCATS |
Recreation sundries |
|
145.00 |
Society of Local Council Clerks |
Membership renewal |
|
39.26 |
Tesco Fuelcard |
Fuel |
|
569.88 |
A Sewell Ltd |
Installation of security lighting and electrical alterations |
|
1028.13 |
Audit Commission |
Audit fee |
|
50.00 |
E Redmond |
Refund of damage deposit, Lychpit Hall |
|
50.00 |
S Bayliss |
Refund of damage deposit, Lychpit Hall |
|
166.66 |
K Davies |
Pavilion cleaning |
|
100.00 |
C Platts |
Refund of damage deposit, Lychpit Hall |
|
50.00 |
A Reid |
Refund of damage deposit, Lychpit Hall |
|
170.28 |
Hampshire County Council |
Lychpit Hall lease and office & janitorial supplies |
|
56.59 |
Viking Direct |
Office supplies |
|
156.39 |
Avoncrop Amenity products |
Turf supplies |
|
114.04 |
Jewson Ltd |
Parts for machinery & play equipment repairs |
|
15.93 |
T H White |
Tractor spares |
|
50.00 |
|
Cash |
8.4 Members noted the completion of the external audit for 2006/2007. There were no matters arising for attention.
8.5 It was resolved to increase the insurance valuation of the cottage to £200,000, subject to the additional premium being acceptable.
8.6 It was resolved to register for internet banking, after first upgrading the anti-virus subscription to include fraud protection, to permit the direct payment of salaries to bank accounts and to carry out inter-account transfers only,
8.7 It was resolved that the decision to demolish the Pyotts Hill bus shelter should stand. Clerk tabled two quotes in the sums of £450 and £485 for this and it
was resolved to accept the former
Minutes of the Parish Council meeting of 7 January 2008 cont:
8.8 It was resolved to get quotations for some remedial work to the war memorial following a request from the church.
8.9 Members received revised Standing Orders and Financial Regulations following recommendations from the internal auditor.
9 MATTERS RELATING TO CORRESPONDENCE
9.1 Members received details of the borough council’s Access For All Capital Programme and resolved not to submit additional schemes for consideration. Concern was expressed, however, that information given to the planning sub-committee re some of the footpath schemes planned for the village would appear to conflict with the footway holding list. Clerk to check if the Milkingpen Lane scheme has been moved to the rolling programme, as previously thought.
9.2 Details of workshops on various topics being organised by Hampshire Association of Local Councils had previously been given to members. It was agreed to request HALC to provide more venues in the north of the county and to offer the parish council meeting facilities for this.
10 MISCELLANEOUS MATTERS
10.1 Members considered a report prepared by Mr Renwick on a meeting held with borough and county representatives and the police to discuss the issue of travellers. It was resolved to request that the borough council re-opens the transit site at Dummer and to lobby Maria Miller, MP, for a change to the law. (Clerk to liaise with Councillor Mrs Still re the type of changes required).
10.2 Report of the chairman’s picnic working party meeting of 27 November copied to all members. Noted – no action.
10.3 Clerk confirmed that this year’s annual parish meeting will take place on 1 April at the Lychpit Community Hall at 8pm. It was resolved that nominations should be invited via the Basinga for the parish award for voluntary service.
10.4 Mr Fendall reported on his and Mrs Wilson’s attendance at a community development training course entitled “How to ensure that your organisation is meeting the needs of the local community”. Both were agreed that the course did not meet with expectations – Mr Fendall to provide feedback to the organisers.
11 MATTERS RELATING TO COMMITTEES
11.1 PLANNING:
Minutes of the meetings of 26 November and 10 and 19 December tabled and ratified.
11.2 LYCHPIT HALL:
Minutes of the meeting of 21 November tabled and ratified. Clerk stressed the need for completion of the fire risk assessment at the earliest opportunity in view of the implications that the absence of this would have on insurance cover in the event of an incident. Mr Nuttall advised that an emergency action plan would be the subject of an item for the next committee meeting.
NEXT MEETING
The next ordinary meeting will be on Monday 4 February 2008 at 7.30pm in the Pavilion Committee room. Meeting closed at 9.17pm.