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Sherfield Park Parish Council (SPPC) Full Council Meeting Held at Sherfield Park Community Centre at 7.30Pm on Wednesday 10Th October 2018

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Sherfield Park Parish Council (SPPC) Full Council Meeting Held at Sherfield Park Community Centre at 7.30Pm on Wednesday 10Th October 2018 Sherfield Park Parish Council (SPPC) Full Council Meeting held at Sherfield Park Community Centre at 7.30pm on Wednesday 10th October 2018 IN ATTENDANCE APOLOGIES ABSENT Councillors: Cllr. Bowyer ✓ Cllr. Gordon ✓ Cllr. Vaux ✓ Cllr. Goodenough ✓ Cllr. Alvares ✓ Cllr. Rouse ✓ Cllr Christmas ✓ In attendance: S. Vaux (Clerk) taking the minutes, and 5 members of the public. Agenda Issue Actions Item 101801 To receive and accept apologies of absence from Parish councillors Cllrs Bowyer & Alvares sent their apologies. Cllr Bowyer was on holiday in Canada, and Cllr Alvares had Scout Group leadership commitments. Cllr Vaux acted as Chair for this meeting. 101802 To receive any declarations of interest relevant to items on this agenda No declarations of interest relevant to items on this agenda were received. 101803 To sign as a correct record, the minutes of the full council meeting held on 12th September 2018 The Council resolved to sign the minutes as a correct record, of Acting the full council meeting held on 12th August 2018 with one Chairman correction. The clerk was asked to confirm the dates and particulars of for his training seminars and include these in the Action Log. They are: Finance – 21st November; and Budgeting – Postponed following HALC staff changes. Date yet to be confirmed. Signed by Chair………………… 101804 Matters Arising from the Full Council meeting of 12th September 2018. The Chairman noted that whilst the up to date Standing Orders have been added to the website they and other recent Clerk procedural documents still need to be distributed to councillors The Chairman noted that a draft Action Log has been created All/Clerk and distributed to Councillors for comment prior to adoption at the next meeting The request for clarification by the Chairman of Finance of procedures for hiring consultants has yet to be received. This Cllr Gordon item (091810) will therefore be added to the Action Log. Clerk 101805 To Receive Chairman’s announcements. The chairman advised that she has received an update from the CCG that Chineham Medical Centre is investigating re-siting as the present building is too small to provide all the services that the doctors feel are necessary. The redeveloped Chineham shopping complex is one location being explored, but the move is unlikely to take place for 3 – 5 years. We received a copy of a letter from Sherfield on Loddon Parish Council to Basingstoke and Deane Borough Council (BDBC) about the administration of Section 106 funding locally, asking for our support. The Chairman will investigate this further with Cllr Bowyer S-o-L and our borough councillors before the council decides on any possible action. Cllr Bowyer has informed the Vice Chair and Clerk that she intends to stand down as Chairman in January 2019. Therefore the election of a new chair will therefore take place at the Clerk January meeting, together with any appropriate reshuffling of other roles within the council taking place at the same time. 101806 Public Participation session: There were no matters raised by the public. 101807 To receive reports from Outside bodies: Apologies were received from Cllr Miller of BDBC, and Cllr Still HCC/BDBC. Mr Levine, the SPCA chairman, provided a comprehensive report on SPCA activities which is attached as Appendix 1. Signed by Chair………………… 101808 To report on progress in the development of the Parish Office. A report was presented by the Clerk as an agenda paper with the following updates noted: 1. 4Ds advised 9th October that the new Wheelchair access door should arrive by 12th October and that modifications to the office entrance will go ahead during the week commencing 15th October. 2. Whilst Croudace have confirmed agreement with the revised routing of the broadband connection we are still waiting for BDBC agreement. The Clerk is pursuing. The following actions were agreed: 1. It was resolved that the Parish will purchase flooring (without a door mat) from Southern Flooring for a cost Clerk of £1074 inc VAT. The work will go ahead as soon as 4Ds vacate the site. 2. The list of office items presented in the agenda for purchase MCD (cost £1,117) and Viking, were confirmed with the exception of an error in pricing and type of conference chairs chosen, which it was agreed should be amended. This increases the cost of items to be purchased from Viking will rise from £542 to £825. Clerk & These will be scheduled for delivery in the week after Working Party the floor coverings are installed. It was also resolved that 3 venetian blinds costing £84.24 plus postage would be purchased from Blinds 2 Go. Prop: Cllr Gordon. Sec: Cllr Vaux 101809 To note the current financial situation & sign the bank Statements The current financial situation midway through the financial year was noted. Bank Statements were reconciled and signed Cllrs Gordon by the Finance Committee Chair and Chairman. Details are & Vaux attached as Appendix 2 below. The Finance Chair advised that there will be a limited need to Finance reallocate funds at the Finance committee meeting to be held Committee on 24th October due to expenditure on the Parish office. Signed by Chair………………… 101810 Requests for Payments: A total of £6,339.81 in payments were authorised, including payment of grants for refurbishment of the Community Centre’s Cllr Gordon main hall floor (£2,976), to support the youth club (£1,392.30) Clerk and to support the new Scout Group (£500). Full details are shown in Appendix 3 below 101811 To receive and update on proposed Speed watch/traffic calming measures – verbal report from Cllr Alvares In Cllr Alvares’ absence Cllr Rouse explained that: 1. Speedwatch Training continues to be delayed by lack of police resources. The council’s existing mobile equipment cannot be used without formal police training. 2. Cllr Alvares has consulted with Mr Morgan of the Borough Council and been advised that they are able (subject to demand) to deploy basic automatic speed monitoring/warning equipment on behalf of the parish. This would cost £160 per month per speed warning unit, without the Parish needing to man/maintain the equipment, with an additional £90 charge each time a unit is moved/battery changed. 3. Longer term similar but more sophisticated units could be bought by the parish if it so wishes. Further investigations into the cost and operation of our own units are suggested. 4. Short term it was resolved that under the Road Traffic Regulations Act 1984 Section 7 and under the Local Government & Rating Act 1997 Section 31, that Sherfield Park Parish Council should hire two Speed Monitoring/Warning units from BDBC for a month on trial to start to develop data on traffic behaviour. These will be deployed in Gaiger Avenue and at the western end of Rockbourne Road. It was also resolved that Cllrs Alvares and Rouse would continue their options Cllrs Rouse & appraisal of available equipment and bring further Alvares recommendations to the council, if possible to the next Clerk meeting. Prop: Cllr Rouse, Sec: Cllr Christmas 101812 To receive an update on the Parish’s Emergency plan – verbal report from Cllr Alvares In Cllr Alvares’ absence, Cllr Rouse explained that he and Cllr Alvares have consulted widely to prepare the draft plan, which is now in its 4th iteration and has been circulated informally to councillors for comment. Signed by Chair………………… It was therefore resolved that a short term working group be set up to complete the plan. Councillors involved will be Cllr Rouse, Clerk & Cllr Christmas, Cllr Alvares and Cllr Bowyer (for links with BDBC). Working It was felt that appropriate non-councillors should be invited to Group join including the SPCA, the Community Shop and suitably skilled, experienced and interested members of the public. An invitation to non-Councillors to take part should be posted on parish website, on SPPC notice boards and using other appropriate electronic media (FB groups etc). Prop: Cllr Gordon; Sec: Cllr Christmas 101813 To consider and approve a resolution to update Lloyds Bank signatories It was resolved to ask the bank to remove Howard Perkins and Cllrs Vaux & Karen Ross from the Parish’s list of authorised signatories. A Gordon letter confirming this was signed by Cllrs Vaux & Gordon, and Clerk the Clerk, as required by the bank. 101814 To review and adopt terms of Reference for a Parish Council Policies and Personnel Working Group. It was resolved to adopt the draft Terms of Reference presented to the Council. Membership of the Working Group will be agreed at the January meeting when the Council reshuffle takes Clerk place. The Terms of Reference will be posted on the Council’s website. Prop: Cllr Rouse Sec: Cllr Gordon 101815 To consider whether and how “Light-up Sherfield Park” will be run this Christmas. After extensive discussion it was resolved that the Parish would continue to operate a “Light up Sherfield Park” (LUSP) scheme, in a streamlined form: • Two competitions only – one winner voted by adults and one winner voted by children • To award ‘lucky dip’ prizes to an adult and child voter • In response to residents’ feedback, to extend the voting Clerk & period to after Xmas to enable more people to take part. Working Prop: Cllr Vaux Sec: Cllr Rouse Group It was agreed that a working group comprising Cllrs Christmas (Group Chair), Rouse & Goodenough, and the Clerk will develop a simpler competition as soon as possible with the goal to advertise it initially in the November edition of the Loddon Link. The group would welcome support from the SPCA to work together on this initiative. Signed by Chair………………… 101816 To receive a brief update on the activities of the Open Spaces Working Group – Verbal report from open spaces working group chairman following their meeting on 9th October.
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