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Minutes of the Council meeting held on Monday 5^th July 2010 at

The Pavilion, Vaggs Lane, Hordle.

Present: Vice Chairman: Cllr. Reg Wareham, Cllrs Alan Bollom, Roy Bowring, Mandy Hayes, David Horne, David Ironside, Angela Meads, Alex Pepper, Dave Terry, & Ken Wells.

Also in attendance: Mrs Susan Whitcher – Clerk, District Cllrs. Lovelace & Tinsley and 1 member of the press. .

In the absence of the Chairman, Vice chair Cllr Wareham Chaired the meeting.

1. Apologies for absence. Cllr Smith on holiday

2. Declarations of interest in items on the agenda. None received

3. To confirm minutes of the meetings held on 7^th June 2010. These were confirmed

4. To be received and adopted, committee minutes of

4.1 Planning & Environment - 21^st June. These were received and adopted

4.2 Finance, Policy & Resources - 28^th June. These were received and adopted

4.3 Amenities - 14^th June. These were received and adopted

5. To accept year to date accounts against budget. These were reviewed and accepted

6. To disband working parties and subcommittees of the standing committees and to reconfirm them as working parties and committees to Full council

Community Engagement Strategy action plan subcommittee (FP&R). Made a committee under Full Council

Ashley Lane pedestrian working party (P&E). Made a working party under Full Council

Standing Orders subcommittee (FC). Made a committee under Full Council

7. To end the working party on reviewing the need for a Village Design Statement (VDS) and to agree to set up a new working party to produce the VDS for Hordle Parish to be placed before council first quarter 2011. Proposed Cllr Wareham seconded Cllr Wells. This was unanimously agreed

8. Planning Applications / TPOs / etc.

Responses.

95649 – Response 1. We recommend PERMISSION, for the reasons listed below, but would accept the decision reached by the Planning Officers under their delegated powers.

Agree in line with officers comments.

95737 – Cllr Bowring declared an interest. Response1. We recommend PERMISSION, for the reasons listed below, but would accept the decision reached by the Planning Officers under their delegated powers.

We agree with the officers comments. We see no demonstrable harm.

TPO/10/0288 – Agree to works under the guidance of the arboricultural officer

9. To agree to the proposal as submitted by the HCC for the Ashley Lane Pedestrian Crossing Point.

Cllr Wells proposed and Cllr Ironside seconded. Majority vote 8-2. For - Cllr Bollom, Hayes, Ironside, Pepper, Wells, Terry, Horne, Wareham. Against - Cllr Mead, Bowring. Proposal Agreed

The council agreed to confirm to NFDC that we do not claim ownership of the land to the front of the play park on Ashley Road.

10. To agree funding for the Everton and Tiptoe village signs. Cllr Hayes suggested that we should request NFDC to add to their list of works and not to fund the scheme ourselves. Cllr Wareham agreed to accept this suggestion and the council agreed on an 8 – 2 majority.

11. To agree the replacement of our internal accounting system to Sage. This was proposed by Cllr Bowring and seconded by Cllr Terry and unanimously agreed by council.

12. To receive a proposal from the FP&R committee than this council agrees to the early redemption of the Public Works Loan. This was unanimously agreed by council.

13. To receive a proposal from the Amenities Committee

“This committee recommends this Council to set up a working party to undertake a complete review of its current open spaces and all Council and Council managed buildings. Will consider new sites in view of the increased requirement for open space within the NFDC Core strategy and consider the need for increased capacity by way of improvement or extension or new buildings.

This review will establish

i) how our existing land and buildings and any proposed new sites or building can be best used having consideration to the Parish (Vision) Plan and public views especially those of the end users;

ii) possible sources of funding and project management;

iii) The working party will produce a detailed 5 year action plan for recommendation to the council by the September meeting at the latest.

This was unanimously agreed by council.

14. To review the use of the MUGA following issues of vandalism and public complaints over booking procedure. Cllr Ironside advised for the need of appropriate signage for usage of the MUGA. Cllr Meads suggested that tennis users could book through the office with a notice of bookings being placed in the office window. These two suggestions were unanimously agreed with and to continue the free use of the MUGA.

15. Correspondence received and Clerks report

Correspondance

1. Consultation – NFDC Statement of Licensing Policy. Section 5 – Licensing Act 2003

Consultation begins July 1^st and ends 22^nd September 2010.*

2. Invitation to councillors to the Tiptoe Green Trust open day. 18^th July midday to 4pm

3. Notice of the 2011 census – information booklet.*

4. Community Action Hampshire-action news update.*

5. Business Statement received from a local honey producer wishing to develop the site at Tharme Holdings (off Everton Road) seeks councils views on converting one of the buildings to a one bedroom farm workers cottage.*

Clerks Report

1. Please submit any questions on the new model standing orders to be considered at the clerks forum 20^th July 2010.

2. Follow up to question raised concerning road works to Hordle Lane and Stopples Lane.

The date for Hordle Lane has not yet been fixed but will only run from Stopples Lane to the A337 and so should not affect parking at the school.

Works programmed for Stopples Lane have been pulled off this year’s list; a local order for some patching works will be raised in due course.

3. We have finally received the completed Scout Hut Lease. (and the solicitors fees).

4. Notice received of the NFALC AGM on 30^th September 2010 at 7.30pm. Prior to this a meeting to be held at Council Chambers, Lyndhurst on 29^th July 2010 at 7.30pm to present the full details of the proposals for a new association.*

5. We have received notice of the NFDC Leisure, Culture & Youth Matters Portfolio Holder Decision regarding the war memorial open space – request for developers contribution. Final notice from non portfolio holders to be received by the 9^th July 2010. If none received access to developers contribution will be agreed.

6. Notice of 2 planning applications going to NFDC committee on the 14^th July 2010 at 9am– Land rear of 19A-27 Heath Road and 316 Everton Road.

7. Cricket out field – advised not to cut this week as no grass growth. Councillors advised to check site and advice office of concerns.

8. HPC tent requested for Everton Fete 17^th July and Tiptoe Green open day 18^th July. Cllr Wells advised he would be available to attend both dates and Cllr Hayes will be at the Tiptoe Green open day.

9. Boilers to the pavilion have been checked and serviced. Boiler to changing room will need additional ventilation and adjustments to temperature control.

10. Trees – more trees with TPO’s on council land are becoming the subject of works from adjoining properties. This further raises the need to undertake an in house survey of our trees. This will be undertaken by the clerk and the handyman and will necessitate time away from the office.

*information available in office

16. Chairman’s Report The chairman advised the members of the dates for the village fetes and requested councillors to make the clerk aware of their ability to attend. Everton 17^th July, Tiptoe 7^th August & Hordle 4^th September. Cllr Wareham has designed a draft copy of an information booklet giving information about the parish council which can be produced for distribution at the fetes. Cllr Wells advised that this information could also be used to mount on the display boards.

17. Reports

17.1 Representatives on outside bodies

Cllr Pepper attended the Twinning AGM. New chairman, secretary and treasurer have been elected. There are over 120 members of the twinning association.

Cllr Ironside advised that the Everton pavilion management committee AGM is coming up and they are looking for a new chairman. Tiptoe Green is now owned by the trust with its open day coming up.

Cllr Hayes advised that Sway Parish Council were to donate £500 to the Tiptoe Green Trust. The St Barbes display of village history at Tiptoe was very good. She has requested the use of the HCA gazebo for the Tiptoe Fete – Cllr Wareham to raise it at the HCA meeting on the 20^th July.

Cllr Terry (HCA) advised that the next festival committee meeting was soon and could he request the council to consider the fee for the use of the recreation ground for the Hordle fete. Cllr Wareham advised that this could go on the next agenda.

17.2 Councillors

Cllr Wells advised of the changes to concessionary fares and a meeting to be held at Lyndhurst. Cllr Wareham reminded councillors of the change from NFDC control to HCC.

Cllr Horne requested the clerk to put up a time table at the bus stop.

Cllr Meads asked for information on the proposed play park redevelopment. The clerk advised that the proposed time scales were for design and public consultation in September with start date for implementation in December.

Cllr Bollom was concerned that the whole length of Vaggs Lane was not resurfaced. He was advised that it was only the top end that had been proposed.

Cllr Hayes - problems of parking at tiptoe school, advised that school was to review its travel plan in consultation with local residents on the 21^st July. She also reminded the council that the playing fields association can provide grant assistance.

18. Reports by County/District Councillors

Cllr Lovelace reported on the successful police drugs operation ‘Mercury’ and that on Sunday police were in Hordle Village talking to youths.

Cllr Tinsley advised that he had spoken with Hordle Nursery regarding the ad hoc signs, confirmed the war memorial developers contribution bid and advised that £13,268 out of the £15,000 estimated to the works to provide the Ashley Lane pinch points has been secured. He has also applied to the HCC councillor for grant funds towards the Hordle playpark. Reminded the council to consider using developers contribution funds when planning projects.

He attended the Tiptoe exhibition by the St Barbe Museum and reminded council that the exhibition was also to attend at Hordle and Tiptoe

19. Public Session - None

21. To confirm the September meeting to be held at Everton on Wednesday 8^{th -} Agreed

22. To confirm the next meeting will be held on 19^th July 2010 at Hordle Pavilion

Meeting closed 8.50pm