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Minutes of the Annual Council meeting held on Monday 16^th May 2011 at The Pavilion, Vaggs Lane, Hordle.

Present:- Chairman:- Cllr. Peter Smith and Cllrs. Roy Bowring; David Horne; David Ironside; Angela Meads; Alex Pepper; Colleen Sambrook; Marion Still; Janet Taylor; Reg Wareham & Malcolm Warne Holland

Also in attendance Mrs Susan Whitcher – Clerk, Mrs Sandy Smith – Minutes Secretary, 3 members of the public and a member of the press. Apologies were received by District Cllrs. Lovelace and Tinsley. (Cllr Tinsley arrived at item 22.7)

The previous Chairman Cllr. Smith thanked all the councillors for offering their services to the community and formally welcomed everyone.

1. Election of the Chairman of the Council. Chaired by the previous chairman.

Cllr. Ironside was proposed by Cllr. Meads and seconded by Cllr. Warne Holland. Cllr. Ironside was returned unopposed and duly elected as Chairman.

The retiring chairman stepped down and left the meeting.

2. Receive the Chairman’s declaration of acceptance of office

The Chairman signed the declaration of office.

3. Election of the Vice-Chairman of the Council

Cllr. Horne proposed Cllr. Wareham who was seconded by Cllr. Pepper and Cllr. Bowring was proposed by Cllr. Meads and seconded by Cllr. Still, after a show of hands Cllr. Bowring was elected by a 7:3 majority and declared Vice Chairman.

4. Receive the Vice-Chairman’s declaration of acceptance of office

The Vice-Chairman signed the declaration of office.

5. Delivery by councillors of their declarations of acceptance of office.

These have all been received and accepted by the Clerk.

6. Confirmation of the accuracy of the minutes of the last meeting of the Council

These were confirmed and agreed by a 9:1 majority.

7. Review of delegation of Proper Officer to the Clerk

This was proposed and unanimously accepted

8. Appointment of any new committees, confirmation of the terms of reference, the number of members and receipt of nominations to them.

It was agreed to leave this item to a later meeting

9. Review and adoption of appropriate standing orders and financial regulations.

These were unanimously agreed.

10. Review of arrangements, including any charters, with other local authorities and review of contributions made to expenditure incurred by other local authorities.

None

11. Review of representation on or work with external bodies and arrangements for reporting back.

1. Everton Sports & Community Pavilion Management Committee Trustees X2.

2. Hordle Community Association Trustee.

3. Tiptoe Green trustee x2

4. Association of Local Councils in New Forest District (ALCiNFD) X2.

5. Hordle & District Twinning Association.

6. Hordle Allotments Association

7. Trustee of the former Borough of Lymington regalia.

8. Other

It was agreed to deal with these items at a later meeting

12. Review of inventory of land and assets including buildings and office equipment.

This was proposed and unanimously accepted

13. Review and confirmation of arrangements for insurance cover in respect of all insured risks.

The insurance is being reviewed at present.

14. Review of the Council’s and/or employees’ memberships of other bodies.

1. Hampshire Association of Local Councils (HALC) and National Association of Local Councils (NALC) levy

2. Society of Local Council Clerks

3. Other

It was agreed to deal with these items at a later meeting

15. Reviewing the Council’s complaints procedure. Establish the Council’s procedures for handling requests made under the Freedom of Information Act 2000 and the Data Protection Act 1998.

The complaints procedure was accepted but the Freedom of Information Act 2000 and the Data Protection Act 1998 procedures need to be produced.

16. Reviewing the Council’s policy for dealing with the press/media

This will be dealt with at a future date.

17. Setting the dates, times and place of ordinary meetings of the full Council for the year ahead.

After discussion the dates were agreed.

18. Planning Applications / TPOs / etc.

NFDC

96955 – Response - We give our approval

96959 – Response 1 - We recommend PERMISSION, for the reasons listed below, but would accept the

decision reached by the Planning Officers under their delegated powers.

1. We believe the applicant has reached the conditions of the appeals inspector.

97056 – by a 5:4 majority and 1 abstention -– Response 1 - We recommend PERMISSION, for the reasons listed below, but would accept the decision reached by the Planning Officers under their delegated powers.

NPA

96313 - Response 1 - We recommend PERMISSION, for the reasons listed below, but would accept the

decision reached by the Planning Officers under their delegated powers.

96318 - Response 1 - We recommend PERMISSION, for the reasons listed below, but would accept the

decision reached by the Planning Officers under their delegated powers.

NFDC Trees

11/0128 – We will agree to the arboriculturalist’s decision.

19. To receive the monthly payment schedule

Cllr. Wareham declared an interest in item 15 of the schedule. It was accepted and signed by two councillors on the bank mandate.

20. To receive and confirm the bank reconciliation.

The Chairman confirmed the bank reconciliation.

21. Correspondence received

1. Letter from HCA requesting no charge for the use of the recreation ground and pavilion for the Rock on the Park event Sunday 12^th June as this is a non profit/non fundraising event.- add to next meeting’s agenda

2. Letter from a resident of Firtree Crescent, Hordle regarding the inconsiderate parking of a van opposite her house.

3. Concern from a resident in Charnock Close regarding poor service of herbaceous maintenance. The Clerk met with the complainant who was intransigent concerning the maintenance works. The Clerk suggests maintaining a height of about 5feet and the council agreed to this.

4. Complaint of dangerous access at Heather Close, Everton. The Clerk was instructed to write a letter requesting the land owner to trim back the hedging to improve visibility.

5. Grant request form Victim Support to be added to next agenda.

22. Clerks Report

1. Insurance quotes – awaiting 2 further quotes.

2. Fence/hedge adjacent to the Scout Hut – have spoke with the chairman of the scout group who is for the fence renewal but not keen on a hedge – would have to take any decision to committee for agreement.

3. Spoken with WI trustee who has confirmed agreement to the fence/hedge along our shared boundary if maintenance is the parish council responsibility.

4. Play park update – proposal to access developer’s contribution has been acknowledged by Martin Devine.

5. Bank mandate to be updated by all Cllrs. Clerk will produce a letter of introduction for councillors.

6. War memorial fence – agreement on reinstating 3 front posts to correct entrance.

7. Pedestrian crossing – awaiting bollards – complaint that the path barriers are preventing access to mobility scooters.

8. Loss of two regular bookings Wed eves and Thurs afternoons.

9. Tiptoe fete – 6^th August – attendance/stall. Cllrs. Warne Holland and Ironside will attend.

10. Everton football club tournament May 28^th/29^th

Membership of an adult section (over 16’s). This was acknowledged.

Request to site a tent over night for the tournament to prevent damage to nets. This was agreed to.

11. Projector has a magenta tint – service?

12. Meeting with NFDC re VDS maps issues. Meeting requested with Clerk by Ken Wells and Cllr. Warne Holland

13. Consultation on Planning for Travellers Sites ends 6^th July 2011

14. Bus service review Consultation ends 31^st May 2011. Clerk to produce a response which she will circulate for responses –please acknowledge.

15. Co option for vacancy at Everton Ward. Clerk instructed to proceed.

23. Chairman’s Report

The Chairman thanked the previous Chairman and Vice-Chairman for their previous service to the Council. He is proposing a familiarising session for councillors suggesting Tuesday 24^th at 7.pm. The Clerk will attend.

24. Councillors reports and questions

1. Cllr. Wareham informed new councillors that they could have a Hordle PC e-mail address instead of their personal e-mail address.

2. Cllr. Horne reported that Tiptoe School warning was covered by undergrowth and the light by the play park is not working. He also reminded councillors to return their election expense forms to NFDC

3. Cllr. Pepper noted that the tennis season was starting but there was no net. The Clerk informed her that last year’s agreement was to put up the net for bookings to avoid it being vandalised. To be reviewed at next meeting.

4. Cllr. Meads observed that there was a proliferation of notices advertising Hordle Lane nursery and that there was a severely overgrown hedge opposite the shops. The Clerk informed her it belonged to the NFDC housing dept.

25. Reports

1.) Reports from committees and working parties

i. VDS Cllr. Warne Holland reported that problems have arisen that need to be resolved before further progress is made and they hope to meet with both authorities to help resolve these.

2.) Representatives on outside bodies

i. Cllr. Wareham informed the council of the Community Association AGM 17^th May at 8.00pm

26. Reports by County/District Councillors.

Cllr. Tinsley offered to chase queries and problems up if he was contacted.

27. General Public Session

A member of the public raised the badly overgrown hedges along Everton Road and another member of the public observed that the traffic was gridlocked when 2 buses coming from opposite directions stopped by the WI Hall bus stops. The Clerk will chase up Phase 2 of the pedestrian crossing at Ashley Lane

28. To confirm the next meeting will be held on 6^th June at the Pavilion, Vaggs Lane Hordle

Meeting closed at 8.55 p.m.