COUNCIL

MINUTES OF THE ANNUAL GENERAL MEETING AND ORDINARY OF THE PARISH COUNCIL HELD ON TUESDAY 8th May 2018 AT 7.30 PM IN THE LIDDELL HALL

COUNCIL MEMBERS

In Attendance Apologies Absent Cllr Attwood √ Cllr Batting √ Cllr Darker √ Cllr Effiong √ Cllr Gaiger √ Cllr Neale √ Cllr Rowland (Chairman) √

ALSO IN ATTENDANCE: Karen Ross (Clerk), Borough Cllr N Robinson and 8 members of the public

APOLOGIES County Council R Vaughn

180501 To elect the chairman for the ensuing municipal year and receive the signed declaration of acceptance of office form Cllr Rowland was elected as Chairman for the ensuing municipal year, on a proposal from Cllr Darker and seconded by Cllr Attwood. All members voted unanimously to accept this resolution

180502 To Elect the vice-chairman for the ensuing municipal year Cllr Neale was elected as Vice- Chairman for the ensuing municipal year, on a proposal from Cllr Rowland and seconded by Cllr Darker. All members voted unanimously to accept this resolution

180503 To appoint members to the following committee and to agree frequency of meetings (the chairman and vice-chairman are ex-officio members of any committee)  Village Green and Leisure Facilities Committee

Cllr Batting Cllr Gaiger Cllr Attwood Cllr Darker Cllr Effiong were voted onto the Village Green and Leisure Facilities Committee. The meetings would remain every other month.

180504 To receive and accept apologies for absence Apologies were received and accepted from Councillor Neale and County Council R Vaughn

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180505 To agree appointments to outside bodies  District Association of Parish and Town Councils  Country Watch  Chineham Incinerator Liaison Panel  Highway Safety Panel  Village Hall Management Committee  Community Safety Partnership  Transport  Speedwatch

The following representatives were selected Basingstoke District Association of Parish and Town Councils Cllr Rowland Country Watch Cllr Batting Chineham Incinerator Liaison Panel Cllr Batting Highway Safety Panel Cllr Batting Village Hall Management Committee It was confirmed that due to the change of status of the Village Hall there is no representative from the Parish Council, however Cllr Batting will continue as liaison between both parties Community Safety Partnership Cllr Neale Transport Cllr Neale Speedwatch Cllr Neale

180506 To approve the following policies: Standing Orders- updated May 2018 Financial Regulations With the following amendment to Item 4.1 now to read  the Clerk, in conjunction with Chairman of Council or Chairman of the appropriate committee, for any items below £1,000 (previously £500) The standing orders and Financial regulations were APPROVED

180507 To confirm the council’s eligibility, as defined in the Localism Act 2011 and SI 965 The Parish Councils General Power of Competence Order 2012, and subsequently adopt the General Power of Competence for the current financial year. The Council confirmed its ability as defined in the Localism Act 2011 and SI 965 The Parish Councils General Power of Competence Order 2012 and adopted the General Power of Competence for the current financial year.

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180508 To consider the amendment to the VGLF Committee TOR to include “The Parish Council devolve a budget of £5,000 for the Committee to spend on projects, Without Full Council approval for the financial year, once this money has been spent any further expenditure must be ratified by Full Council” This was approved

180509 To receive any written requests for Disclosable Pecuniary Interest dispensations from Members There were none

180510 To accept the HALC Terms and conditions The HALC Terms and conditions were accepted

180511 To receive and note the minutes of the Annual Parish Assembly on 27th April 2018 The minutes of the Annual Parish Assembly on 27th April 2018 were RECEIVED and NOTED

180512 To receive declarations of Disclosable Pecuniary Interests relating to items on this agenda There were none

180513 To receive and approve the minutes of the Parish Council meeting held on 10th April 2018 The minutes of the Parish Council meeting held on 10th April 2018 were RECEIVED and APPROVED as a correct record of the meeting.

180514 To receive Chairman’s Announcements Cllr Rowland reported that Communication had been received in relation to the Duck that has appeared. It was agreed that a response should be made asking the resident to leave the Duck where it is.

180515 To note the Clerk’s report This was NOTED and can be found as Appendix A

180516 Public participation standing orders were suspended for this item There were 2 presentations from residents who were interested in filling the vacancy A resident clarified the proposal for the fete parking

180517 To receive reports of representative bodies  Borough Councillors  County Councillors

Borough Councillor Robinson: He reported that the Borough Elections had taken place and the demographics have remained the same An appeal has been lodged against the refusal of the Gypsy Pitch at Dixon Road

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Borough Councillor Rowland Borough Councillor Rowland reported that very little had happened as the elections taken place and that business would commence on Thursday 10th May 2018

County Councillor County Councillor Vaughn was not attendance

180518 To consider matters arising not covered on the agenda elsewhere There were none

180519 To receive the monthly safety report and playground inspection reports (previously circulated) Cllr Attwood reported that he had met with Playground Inspector. Several fixes had taken place. Any further repairs will be discussed by VGLF Committee. The make shift ramp that is in the BMX track will have to be removed due to Health and Safety.

180520 To authorise the requests for payment The payments as listed in Appendix B were approved for payment It was agreed to withhold just under 50% for Builder’s payment until a schedule of works can be produced. The Financial situation was NOTED

180521 To agree the Transfer of £5,000 from Earmarked reserves (Neighbourhood plan) to Allotment Toilet This was AGREED

180522 To agree the opening of Lloyds Bank Account in view of additional charges levied by Metro Bank This was AGREED

180523 To consider responding to the NALC consultation on powers for dealing with unauthorised developments and encampments It was agreed that the Parish Council would respond to NALC supporting the proposal

180524 To consider the installation of a SID sign It was RESOLVED that the Parish Council would join the scheme and rent a SID on a 48 week deployment. Proposed by Cllr Darker and seconded by Cllr Batting. All members voted unanimously to accept this resolution.

180525 To agree the drainage works for the Village Green It was agreed to obtain a second quote and defer this item for discussion at the June meeting. It was agreed to take remedial work in order to facilitate the Fete

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180526 To consider planning applications as listed on the BDBC weekly lists and agree responses There were none

180527 To consider installing a barrier on the Village Green to assist with parking for the Village Fete Cllr Attwood proposed installing a barrier on the Village Green to assist with parking for the Village Fete. It was agreed that Cllr Attwood and Cllr Gaiger would meet will the Village Fete to discuss the installation; this would be financed from Borough Councillor Rowland’s devolved budget. The Parish Council offered their Thanks to Borough Councillor Rowland.

180528 To consider items for the Loddon Valley Link  SID installation  New Councillor  Volunteers for Speed watch  Ducks

180529 To confirm the date for the next meeting as Tuesday 12 June 2018 The date for the next meeting was confirmed as Tuesday 12 June 2018.

180530 Exempt Meeting resolution: To exclude Public and Press in accordance with Public Bodies (Admission to Meetings) Act 1960 and Local Government Act 1972 S100A To consider co-option to fill the Councillor vacancy It was RESOLVED to exclude Public and Press in accordance with Public Bodies (Admission to Meetings) Act 1960 and Local Government Act 1972 S100A. It was RESOLVED That Andy Morgan would be co-opted as a Parish Councillor. Proposed by Cllr Rowland and seconded by Cllr Darker. All members voted unanimously to accept this resolution. It was agreed to ask the other candidates to take an active role in the Parish Council activities such as the working parties or speed watch.

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Appendix A Clerk’s update-For May 2018 meeting Update from previous meetings

Memorial Bench and Plaques These have been ordered

Drainage Work taken place- new agenda item for approval of the remedial works Environment Agency meeting took place. The PC has been advised that no action will be taken as the cost of successful prosecution now would not be pursued due to cost and the length of time that has elapsed.

Allotment Toilet Deposit of 30% to be paid and contract papers signed. Site survey also completed

Correspondence received Poplar close the wall by the oil tank ..children are playing on and in the area where the oil tank was removed in Poplar Close. I really feel this is a site where an accident is waiting to happen. Perhaps the brickwork could be removed which would make way for a parking area which is urgently needed. This would stop cars parking on the green and parking half on the footpath. This will be on the June agenda Path enquiry- Sherfield School I wonder if you could help with an enquiry regarding the footpath that runs through the field at the side of Sherfield School and on through to the golf course. We very often take this footpath but currently cannot see any way of accessing it due to construction works. Is this path not usable any more? Response: The contractor has spoken to County Council and applied for a temporary diversion order. They have a diversion on the footpath which is fairly close to the original path in place. They have put up signs to advise anyone wishing to use the original path during the works taking place to call the school, there is a number in the sign, or if they don’t have a phone there are flags they can wave to get the attention to be escorted. On completion of the works the original right of way will be reinstated with it actually bring a little wider.

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Appendix B Payment requests

FROM ITEM INVOICE NO METHOD OF AMOUNT PAYMENT Staff Mileage April CHQ101617 16.20

Staff Salary May CHQ101623 1094.73

Staff Salary May CHQ101624 216.00

Staff Pension May CHQ101626 258.70

HMRC Tax and NI May CHQ101625 347.36

Inhurst Landscapes Burial Ground work 1711 CHQ101608 9355.50

HALC Training 2680 CHQ101609 48.00

Good Nature Rat Traps 47.33 CHQ101611 291.95

BT Broadband/Phone MX059 XL CHQ101608 45.72

Viking stationery 266910 CHQ101610 43.10

Grass and Grounds Maintenance 2335 CHQ101611 138.00

Happy Drains Drain survey 00043738 CHQ101613 660.00

Viking Stationery 279488 CHQ101614 66.38

Diane Malley Payroll services- 322.17/18 CHQ101618 102.00

Natsol Deposit-Allotment toilet CHQ101619 2408.40

M Bartlett-Bond Allotment Refund CHQ101620 25.00

Phoenix Joinery Memorial bench deposit 1375 CHQ 101622 1920.00

BT Phone services 1061 FO CHQ101621 346.79

Cllr Attwood Expenses CHQ 101627 19.38

A Morgan Expenses CHQ101628 21.60

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Appendix C Financial Situation

April 2018 Monthly Sheet

Balance Bought Forward 86,657.26 Interest 4.18 Precept 41,015.00 LIF Grant 7,796.25 LIF Grant 2,970.00 138,442.69

101092 Staff Mileage 46.65 101093 Staff Salary 216.00 101094 Staff Salary 1,094.73 101095 Hampshire pension Pension 258.70 101096 HALC Affiliation 425.00 101097 HPF Affiliation 60.00 101098 C Ryle Expenses 19.94 101099 Bulpitt Bros Inv 4075-maintenance 145.00 101100 e-mango Website 576.00 2,842.02

Balance as at 30 April 2018 135,600.67

As per Bank statement Current Account 14,523.58 Savings Account 122,541.79 Less unpresented chqs -1,464.70 135,600.67

Unpresented cheqs 101095 258.70 101096 425.00 101097 60.00 101099 145.00 101100 575.00 101616 1.00 1464.70

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