Minutes of a Meeting of Headbourne Worthy Parish Council Held on Monday 12 th November 2018 At Tubbs Hall, Kings Worthy Email: clerk@ headbourneworthy.org.uk Chair: Cllr C Welland Clerk: Jill Judge Present: Cllrs C Welland (Chair), D Barrow, C Clark-Smith, C Duncan, G Vigor-Robertson, G Macpherson, J Rutter Apologies: County Cllr J Porter Clerk: Jill Judge Public attendance: One C/18/054 C/18/055 C/18/056 C/18/057 C/18/058 C/18/059 Apologies Apologies were received County Cllr Porter. City Cllr Rutter would be arriving later as she was attending a meeting at WCC. To receive declarations of pecuniary interests (DPIs) and other significant interests from members concerning specific items on the agenda Item 13 - Planning 18/02349/FUL location adjacent to Kings Worthy Primary School Cllr Welland Chair of Governors 18/02420/TPO Cllr Duncan a neighbour 18/00940/FUL - Cllrs Barrow and Vigor- Robertson neighbours Public Participation A resident from Kings Barton highlighted the community spirit already evident with a resident s association formed, social events taking place etc. With Kings Barton part of the Headbourne Worthy Parish he was keen to be aware of what was happening in the parish and about proposals to extend the number of councillors. City and County Councillor s Reports Cllr Porter was unable to attend the meeting and had sent county reports as attached. Minutes of Meeting of 10 th September a. To approve and sign the minutes The minutes were agreed as a true record of the meeting b. To deal with matters arising not on the agenda All matters were covered by the agenda Kings Barton a. Update community governance review request A letter had been set Ms Lisa Kirkman, Corporate Head of Resources at Winchester City Council, requesting a community governance review to 1 P a g e I n i t i a l D a t e
increase the number of Headbourne Worthy Parish Councillors from seven to twelve. A reply was awaited b. Receive update Kings Barton Forum This item was taken later in the agenda when Cllr Rutter arrived. c. Polling Districts and Polling Places Review This was discussed and the clerk asked to request that two polling stations be added to the parish as follows: To reflect the expanding number of residents a Polling Station for Kings Barton e.g. community rooms that are anticipated to be added to the development To reflect the density of housing in the Nations Hill/Springvale Road a more convenient place to vote e.g. Headbourne Worthy House C/18/060 C/18/061 Mount Pleasant/Nations Hill a. Establishing responsibility for remedial works required The ongoing issue of maintenance of this area was being pursued by Cllr Porter who had identified the appropriate contact within HCC and a priority enquiry had been raised Path between The Dell and Mount Pleasant a. Agreeing Actions to establish ownership The main part of the path was not registered with the Land Registry and thus the owner unknown. To add the path to Hampshire County Councils listing of footpaths permission of the landowner was needed. Cllr Duncan agreed to investigate legal options as to how to resolve this. Cllr Rutter arrived. C/18/062 C/18/062/1 C/18/062/2 The Dell Play Area and Open Spaces Receive Update A Dual-Purpose Litter bin (green) had been installed by Winchester City Council A letter had been sent to Richard Botham, the new Strategic Director, expressing continued dissatisfaction with responses received relating to the S106 agreement and provision of play equipment (ref C18/043/1) City Cllr Rutter had met the new Head of Housing at WCC, Gillian Knight, who was unaware of the parish council s ongoing correspondence and would investigate further. The Parish Council had been made aware that residents had received a letter Children playing in the street from Radian, the tone of which had caused offence to some. The clerk was asked to write to Radian noting concerns but stressing that the safety of children was key to all and the Parish Council, as owners of the play area, would investigate the installation of a Children Playing sign. Review proposals for addition of further play equipment Vita Play (local company) had visited the site for second time meeting the Chair and providing a further quote incorporating ideas from discussion with residents. With no response from Proludic, a further national company, HAGs, had been invited to quote. A representative had met the Chair on site and proposals were awaited. Finally, an on-line quote had been obtained from Play Quest (environmentally friendly equipment). 2 P a g e I n i t i a l D a t e
Once available all three proposals would be compared and submitted for discussion at January s meeting. Action: Chair/Clerk C/18/062/3 Review arrangements for regular ground maintenance With the grass cutting season now over only essential groundworks would be carried out until the Spring arrived. Three quotes were to be obtained for seasonal cutting commencing March/April 2019. Action: Chair/Clerk It was noted that residents of 5-23 The Dell had been paying Kings Worthy Parish Council tax despite being Headbourne Worthy parishioners and were therefore due refund for this discrepancy. Winchester City Council were reviewing this. Action: Clerk C/18/063/4 C/18/064 C/18/065 Receive Open Spaces update Details of the Watercress Open Space had been lodged with WCC and would be part of the next iteration of the open space assessment. Bus Shelters receive update The Parish Council was awaiting handover of the newly erected bus shelter at Christmas Hill. Skanska were completing relevant safety audit/clearance works and would contact the clerk to arrange a meeting on site. Emergency Planning Receive update Cllrs Welland and Vigor-Robertson had met with Neville Crisp, Traffic Engineer, Winchester City Council and Ray Gardner, Local Highways Engineer, South, Hampshire Highways in January to discuss the junction of Down Farm Lane with Well House Lane / Springvale Road with two main objectives: slowing down cars and trying to direct flood water. Despite initial positive feedback for a new kerb alignment that could provide an opportunity to improve drainage and benefit traffic management, together with the availability of parish council CIL money to aid works, little progress had been made. Latest correspondence suggested that the junction was being looked at as part of the Outer Winchester design with respect to flood mitigation measures. The Chair had contacted Gloria Kwaw, Senior Project Officer, Waste, Planning and Environment, Hampshire County Council expressing both disappointment and frustration at lack of any action. With a flood alleviation meeting scheduled for 13 th November the Chair hoped to pursue this further. Action: Chair Barton Forum update (ref C18/059) Cllr Rutter updated the meeting about the latest Kings Barton Forum that she had attended on 6th November (see also comments in Cllr Porter s report). The new primary school (academy status) was due to be opened in September 2020. Discussion about roads (the adoption of Winchester Avenue), construction traffic and traffic calming, footpaths (to Harestock and The Worthies), cycle routes (Barton Meadows/Stoke Road and into the town centre) continued. A crossing on the Worthy Road at Abbots Barton was also needed as well as dog bins and a post box! The presentation by Paul McCulloch at the Forum and the article that he had written for Current Archaeology about the work he and his team carried out at 3 P a g e I n i t i a l D a t e
the site was noted and it was hoped it would be possible, permissions permitting, to put this on the parish council website. C/18/066 C/18/066/1 Finance Recent Transactions Payments 26 to 36 circulated ahead of the meeting were reviewed and approved Little Rose - 10/8, 30/8 26 150.00 Kings Worthy PC - Remembrance Day Wreath 27 17.00 Bank Service Charge 28 18.00 J Judge - salary - September 29 192.86 HMRC - PAYE - September 30 5.00 PFK External Audit 31 240.00 3rd Winchester Scouts Grant 32 400.00 Little Rose - 14/9, 25/9 33 150.00 PCC of Kings Worthy - Hall Hire - September 34 30.00 J Judge - salary - October 35 192.66 HMRC PAYE October 36 5.20 C/18/066/2 To review budget year to date Circulated ahead of the meeting the receipt of precept payment was noted. A further CIL payment of 6002.45 had been made in respect of the Leaflands development (following agenda publication) taking total CIL funds to 41,420.49. To date there were no significant variations from Budget. It was suggested that the parish council provide funding for bulbs that Mr Chisnell had previously offer to plant at the Watercress Open Space. Clerk to email according. Action: Clerk C/18/066/3 Notice of Conclusion of Audit 2017/18 PFK Littlejohn had completed its review of the Annual Governance & Accountability Return (AGAR) for Headbourne Worthy Parish Council for the year ended 31 March 2018. The external auditor report and certificate (Section 3 of the AGAR Part 3) showing no matters arising from the review and had been published on the parish council s website and placed on noticeboards. C/18/067/4 Budget Planning for 2019/20 The Chair and Clerk had met and reviewed the budget for 2019/20 and proposed no increase in the precept. Indeed, with the number of parishioners increasing the amount per property would appear to decrease. It had been confirmed with Chris Hughes, Team Leader Major Development Implementation that Winchester City Council would ultimately take on the ownership of the open space at Kings Barton (with a view to passing them onto a Parish Council). None of this would happen imminently (CALA will continue to control the land for the foreseeable future) so there was unlikely to be any responsibilities/costs for Headbourne Worthy Parish Council in the 2019/20 financial year. The draft budget did, however, take in account extra newsletters for Kings Barton, a greater insurance premium with increased assets (bus shelter at 4 P a g e I n i t i a l D a t e
Christmas Hill, noticeboard at Barton Farm and planned play equipment), additional monies to be added to the flood reserve together with general rises in costs. A finalised version for approval including monies for the Village Design Statement would be presented in January and the precept agreed. Action: Chair/Clerk C/18/065 Planning a. New applications to agree responses Date Rec d Number Address Description Comments by 09/10 18/02349/FUL The Grove Day Services Hinton Fields Kings Worthy Demolish former day care centre and erect eight detached dwellings with associated access, parking and landscaping. (A Kingsworthy application but may have impact on the parishioners of Headbourne Worthy) 19 Nov The application was discussed with its proximity to the parish s catchment primary school noted. It was agreed that no comment be submitted. 17/10 18/02420/TPO 4 Middle Orchard Beech: -lift canopy on side of 4 middle orchard only [by 1 meter] to 4 meters no branches larger than 50mm to be removed. Reason, more light to garden is required. The application was noted and agreed that no comment be submitted. 12/09 18/02148/FUL Kings Worthy Foundry We are short on space and hope to be able to use an area of land (currently redundant) owned by ourselves, to place a 20ft shipping container (or similar) to use as secure and sheltered storage 12 November It was agreed to OBJECT with the proposed shipping container not in keeping with the rural setting of Headbourne Worthy and to ask if the applicant considered a permanent structure for storage that would be more in keeping? In addition, the Parish Council would request that if the planning office was minded to approve this application that it be considered by the planning committee. b. To note recent decisions Date Rec d Number Address Description Decision 30/8 18/02049/TPO 1 St Nicholas Rise T1 Sycamore. Cut back from building to give 2m clearance & crown lift to approximately 3m over lawn area Application permitted c. To note decisions awaited Date Rec d Number Address Description Decision 06/09 18/02090/FUL Land Adjoining La Croix Mortimer Close 20/8 18/01978/FUL Land at St Swithuns Development of a single detached dwelling on land to the rear of La Croix, Mortimer Close Car Park with landscaping and new access from Worthy Road Decision awaited Decision awaited 5 P a g e I n i t i a l D a t e
Church London Road 19/4 18/00940/FUL Land East of Down Farm Lane Headbourne Worthy Proposal: The development of four detached family homes, garages, formation of a new vehicular access road onto Down Farm Lane together with hard and soft landscaping and all other associated development works. Decision awaited It was understood that the applicant appealed against non-determination (as the time period had expired) following the consultation response from Strategic Planning (ref September parish council meeting minutes C/18/047) which indicated that the application as likely to be refused. d. Enforcement to note any enforcement matters No update e. Village Design Statement update Cllrs Welland Vigor-Robertson planned in meet in the New Year to discuss. As noted above (C/18/067/4) monies would be included in the 2019/20 budget to cover associated costs. Kings Worthy Parish Council were investigating a Neighbourhood Plan and it was suggested that Headbourne Worthy Parish Council contact them for further detail. Action: Chair C/18/066. C/18/067 C/18/067/1 C/18/067/2 C/18/068 C/18/053 General amenities Lengthsman Scheme Update The lengthsman team had visited and whilst there had been some confusion over timings works had been completed. A tree blocking the path close to the igas (A272) site was noted. Cllr Vigor- Robertson would report this on line. Action:Cllr Vigor-Roberston Communications to receive updates Newsletter The Autumn newsletter was being prepared and would be delivered by the Scouts during the weekend of 1 st December. Website No specific update. Recruitment of New Clerk An application had been received. Cllrs Welland, Duncan and Vigor-Robertson would co-ordinate to arrange a suitable interview date. Items for next agenda and date of next meeting/agree dates for 2019 and time Next agenda playground equipment review Dates for 2019 Meetings were agreed as followed at St Mary s Church Rooms at the new time of 7.30pm Monday 14 January Monday 11 February Monday 11 March 6 P a g e I n i t i a l D a t e
Monday 13 May Monday 10 June Monday 8 July Monday 9 September Monday 14 October Monday 11 November Monday 29 April Annual Parish Meeting at St Swithuns Church. (to be followed by a short parish council meeting) No meetings August or December. The meeting closed at 9.30 pm Signed. Date 7 P a g e I n i t i a l D a t e