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Minutes of the Council meeting held on Monday 7^th June 2010 at The Pavilion, Vaggs Lane, Hordle.

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

Also in attendance: Mrs Susan Whitcher – Clerk, Mrs Sandy Smith – Minutes Secretary, District Cllrs. Lovelace & Tinsley and 3 members of the public. .

1. To receive apologies for absence

None

2. To receive declarations of interest of items on the agenda

None

3. To confirm minutes of the meetings held on 4^th May 2010.

These were confirmed

4. To be received and adopted, committee minutes of

4.1 Planning & Environment - 17^th May

These were received and adopted with the change in para 9.2.vii. from Heath Road to Hare Lane

4.2 Finance, Policy & Resources - 22^nd March & 24^th May

These were received and adopted with the change on 24^th May from Dave Terry as seconder for Cllr. Wareham as Vice-chair to Peter Smith para 2.

4.3 Amenities - 10^th May

These were received and adopted

5. To review the NFDC proposed transport schemes - Circulated to all councillors prior to the meeting.

Cllr. Wells observed, having reviewed the paper work that the documents supplied seem to contain the relevant details. There was some discussion re the Ashley Lane crossing and the proposed cost of about £13,000. No date has been received yet for the next Transport Forum meeting. The Vaggs Lane/Tiptoe Cross road has not been included in the list of works but will be included for the Hampshire Safety Team to consider. These issues can be raised at the HATS meeting as well as the Transport Forum. The police are willing to receive letters re traffic queries and there was another traffic accident at the Woodcock /Everton Road cross road.

6. To agree the Audit return for 2009/2010 - Circulated to all councillors prior to the meeting.

This was proposed by Cllr. Smith and seconded by Cllr. Wells and agreed unanimously to sign the Audit returns.

7. To agree a request from The Tiptoe Green Trust to forward the money for the purchase of the Tiptoe Green.

It was proposed by Cllr. Smith and seconded by Cllr. Wareham and agreed unanimously that the money will be paid to the Trust’s solicitors on the Trusts behalf by the 15^th June as all the money is due by then. The chairman requested that the sale be completed by 30^th April, 2011.

8. To receive proposals:

Proposal 8.1 In the interests of greater democracy, efficiency and reducing costs this council agrees to:-

8.1.i Abolish its standing committee system with immediate effect.

8.1.ii Meet twice monthly on the first and third Mondays of each month in full council to conduct its business.

8.1.iii Have, in future, all existing sub committees and working parties of standing committees reporting to full council.

It was agreed to amend proposal 8.1.i. to “ Abolish its standing committee system from 1^st July” and 8.1.ii. “Meet twice monthly, usually on the first and third Mondays of each month,in full council to conduct its business.”

Cllr. Ironside gave a short presentation supporting the proposal and this was seconded by Cllr. Hayes. Some

members of the council asked questions. The proposal was then put to the vote and was agreed by a 6:5 majority.

Proposal 8.2. The council agrees to set up a subcommittee to produce a revised and simplified set of standing orders to reflect the way the council works.

This was agreed by a majority of 9 with 2 abstentions. It was then agreed to set up a sub-committee comprising Cllrs Smith, Wareham, Meads, Wells, Ironside and Hayes. Meetings to be arranged.

9. Correspondence received and Clerk’s report.

9.1. Correspondence

9.1.i. New Forest National Park Authority Road Shows to discuss Landscape Strategy and Biodiversity Action Plan – daughter documents of the NFNPA Management Plan

9.1.ii. Letter from the Leader of Portsmouth City Council concerning the abolition of Southsea Town Council

9.1.iii. Safer New Forest News letter available in office plus notification of a community safety event to be held at Tescos Friday 11^th June 10am – 7pm –there will be reps from the Police ,HCC etc.

9.1.iv. Temporary Road Closures to Stopples Lane/Pinewood Road Junction and Hordle Lane from the 14^th June for a period of 3 months ( 2 weeks work) Notices set up prior to the start of work.

    9.1.v. The extension of the Hampshire County Council Hampshire Action Teams – leaflet available with further information. (and on         www.hantsweb.gov.uk)

9.1.vi. Community Action Hampshire - Hampshire action newsletter available in office

9.1.vii. New Forest National Authority Local Development Framework Core Strategy and Development Management Policies DPD Submission to the Secretary of State – 27^th May 2010. Copy of document available in office.

9.1.viii. Hampshire Fire and Rescue Service Plan 2010 to 2013 available in office.

9.ix.. Alzheimers Society newsletter available in office.

9.x. Enhancement of the War Memorial Open Space report drafted by Martin Devine (NFDC) and circulated to Officers and Portfolio holder. If no objections proposed timescale 3 weeks.

9.xi. Everton Road Cross roads – Plan received from HCC Peter Critchell showing proposed safety measures. Letter to us and a copy of a letter to a local resident advises that we the parish council will disseminate the details of the scheme to interested parties – P&E committee agenda?

9.x.ii. CAB notification – they are rationalising their contact points.

9.2. Report

9.2.i. Actual expenditure and income vs Budget figures available for your information.

9.2ii. Reminder that any changes to Declarations of Interest forms should be notified to the office for updating to the NFDC records.

9.2.iii. Large amount of work required to review and improve our policies and risk assessments and further work to update and include all documents into our procedures manual indicated by the Internal Auditor on an annual basis.

10. Chairman’s Report

The Chairman reminded councillors that the dates for the CES policy and links with other policies need to be agreed. He also observed that changes need to be monitored and evaluated for their effectiveness.

11. Reports:

1. By representatives on Outside Bodies.

i. Tiptoe Green - all pledges are being called in to finalise the purchase of the Green..

ii. Hordle Community Association – at their AGM it was reported that all the officers agreed to stay in post.They are looking for a site suitable for the Community Centre and for volunteers to help with the running of the Fete.

iii. The Twinning AGM will be held on 18^th June,

iv. The NFALC AGM has been postponed as they are still trying to get agreement between the largest councils and the smaller ones on how it should be run.

v. A meeting will be arranged for the Ashley Lane WP.

vi. Everton Sports & Community Pavilion Management Committee – next meeting 15^th June.

2. By Councillors.

i. Cllr. Horne observed that the Hordle six-a-side football tournament seemed well organised though there was considerable traffic back-up in Vaggs Lane at one point and parking was rather random. He also noted that a police car has been visiting the car park during this evening’s meeting but no-one has got out to look around.

ii. Cllr. Wells informed the Council that a decision re the signs for Everton and Tiptoe should be made at the next FP&R meeting.

iii. Cllr. Bollom raised the issue of large lorries using Farmers Walk and was informed that a letter had been sent to Everton Garden Centre asking for their co-operation in this matter.

iv. Cllr. Hayes mentioned several accidents involving cats being hit by speeding cars along Lavender Road. A street meet was held in Tiptoe organised by the PCSOs and was well attended. Items mentioned were large lorries using Wootton Road and school parking – school will review their travel plan.

                        v. Cllr. Wells will request an update on the proposed HGV survey at Hordle and Woodcock Lanes.

vi. Cllr. Terry raised matter of the signs advertising Hordle Lane Nursery and Cllr. Smith said he had been to the site and advised them to contact NFDC Planning.

vii. Cllr. Meads reported on the most recent developments at the Downton Manor gravel extraction site, she requested NM Sand & Gravel to re-site the dust monitors into the prevailing wind (SW) and stated that she was informed there will be 30 of the largest lorry movements in and 30 out of the site. She also stated that HCC may review their plans for other sites in the area in the light of the current site.

viii. Cllr. Pepper thanked Cllr. Wareham for the Community Association news letter.

ix. Cllr. Wareham reported a partially dismantled vehicle on the highway and reminded councillors that there was a)no reference to virtual pavements in the Highway Code, b)parked vehicles should be facing the direction of the traffic and c)large vehicles parked on the highway should have their parking lights on at night. He suggested that the police could be invited to address a meeting on highway issues and finer points of the Road Traffic Act.

x. Cllr.Hayes enquired as to who was attending the police liaison meetings the Clerk informed her that despite having contacted the police several times for further details she has to date received no response.

xi. Cllr. Smith observed that Golden Hill was now looking really good thanks to Cllr. Bollom, volunteers and Cllr. Terry.

12. Reports by County / District Councillors.

12.1..Cllr. Tinsley sent the council a policing pledge – they can be contacted with any queries. He also reported on the successful Twinning Association Trip but stated that new committee members were required to keep the association going. He warned that NFDC’s funding will be getting harder to access and advised the council to move quickly on any projects.

12.2. Cllr. Lovelace reported a meeting with the police and she will raise the issue of their not getting out of their car to have a look around at the her next scheduled meeting with them. She also noted that Holes Close has been cleaned up.

13. Public session

A member of the public reported an increase in the use and speed along Danecrest, Lavender Road and Hare Lane and pavement parking causing obstruction. There was some discussion on possible steps that could be taken to reduce the speed of vehicles etc.

14.To confirm the next meeting will be held on 5^th July, 2010.

Confirmed

Meeting closed at 9.40 p.m.