HORNDEAN PARISH COUNCIL
MINUTES OF THE OF THE ANNUAL COUNCIL MEETING
HELD AT JUBILEE HALL ON MONDAY 19th MAY 2014 AT
7.00P.M.
PRESENT: Councillors Mesdames L Evans, S Schillemore, Dr. C Jacobs, I Weekes, and E Tickell
and Cllr Miss J Murray, Councillors H Pickett, J Mach, R Veitch, P Beck, D Evans, B Mowatt, and A
Forbes.
IN ATTENDANCE: Philippa Penfold, Office Services Manager
PUBLIC ATTENDANCE: There were 2 members of public in attendance.
hpc 001/14
ELECTION OF CHAIRMAN
It was RESOLVED that Cllr Mrs L Evans be elected to serve as Chairman of the Council for the
forthcoming year. Cllr Mrs Evans signed her declaration of acceptance of office.
hpc 002/14
ELECTION OF VICE CHAIRMAN
It was RESOLVED that Cllr T Port be elected to serve as Vice Chairman for the forthcoming year.
hpc 003/14
TO RECEIVE APOLOGIES FOR ABSENCE
Apologies for absence were received from Councillors M Burridge and Cllr T Port.
hpc 004/14
TO RECEIVE ANY DECLARATIONS OF INTEREST
There were no declarations of interest.
hpc 005/14
PUBLIC SESSION
The meeting opened to the public at 7.10pm.
Mrs Reynolds questioned why there hadn't been a finance report at the Annual Parish Meeting. She
sought a guarantee that there would be a finance report next year at the annual meeting. Cllr L
Evans said that she could not guarantee that the report would be ready for that meeting. The annual
account would be discussed and approved at a Full Council Meeting.
Cllr D Evans said that the Annual Council meeting must be held in May but that the Financial End of
Year report had to be submitted by the end of June.
Cllr Schillemore reminded Mrs Reynolds that she is welcome to attend any of the public Policy &
Resources (P&R) meetings.
Public session closed at 7.14pm.
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hpc 006/14
TO APPROVE THE MINUTES OF THE COUNCIL MEETING HELD ON 24TH
FEBRUARY, 3RD MARCH AND 14TH APRIL 2014
Members agreed to the re-signing of the 24 February 2014 and 3 March 2014 minutes which had
been incorrectly numbered. The Minutes of the 14 April 2014 were duly signed as true record of
meeting. All agreed and was duly RESOLVED.
hpc 007/14
REVIEW OF DELEGATION ARRANGEMENTS TO COMMITTEES, SUB
COMMITTEES EMPLOYEES AND OTHER LOCAL AUTHORITIES
Cllr L Evans proposed that this item should be deferred to the next P&R meeting for review. All
agreed and was duly RESOLVED.
hpc 008/14
REVIEW THE TERMS OF REFERENCE FOR COMMITTEES
Cllr L Evans suggested that each committee should review their own TOR and submit these to the
P&R committee for review before bringing the final set to council for adoption.
Cllr Beck suggested that the full council should be the final decision making body for the final
version.
Cllr Mach said that the next P&R was not until the end July, and wondered if it would be possible to
merge the Staff committee with P&R. This was not discussed as it was not an agenda item.
Cllr Beck proposed that each committee be tasked to review their TOR for submission to the next
full Council after each committee has met. All agreed and was duly RESOLVED.
hpc 009/14
RECEIPT OF NOMINATION TO EXISTING COMMITTEES AND ELECTION OF
CHAIRMAN TO COMMITTEES
Members agreed that the following Parish Councillors would serve on Committees, and also elected
the Chairman of each committee, and was duly RESOLVED:
Policy & Resources Committee
Cllr D Evans (Chairman) Cllr A Forbes, Cllr J
Mach, Cllr T Port, Cllr Mrs I Weeks, Cllr L Evans
Planning & Public Services
Committee
Cllr P Beck (Chairman) Cllr T Port, Cllr Mrs E
Tickell, Cllr Mrs I Weeks, Cllr B Mowatt, Cllr H
Pickett, Cllr Dr. C Jacobs, Cllr J Murray.
Grounds & Property Committee
Staff Committee
hpc 010/14
Cllr Mrs E Tickell (Chairman) Cllr T Port, Cllr Mrs
L Evans, Cllr R Veitch, Cllr Mrs S Schillemore, Cllr
B Mowatt
Cllr T Port (Chairman) Cllr J Mach, Cllr B Mowatt,
Cllr Mrs E Tickell, Cllr S Schillemore, Cllr A
Forbes, Cllr L Evans
APPOINTMENT OF ANY NEW COMMITTEES
It was agreed that no new committees were needed.
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hpc 011/14
REVIEW OF ADOPTION OF APPROPRIATE STANDING ORDERS AND
FINANCIAL REGULATIONS – TO CONSIDER AND AGREE AMENDMENTS TO
THE FINANCIAL REGULATIONS TO COVER BACS PAYMENTS, AND ORDERS
FOR PAYMENTS BEING SIGNED AT POLICY & RESOURCES COMMITTEE
Add to 6.6 of Finance Regulations:
"If thought appropriate by the Council, payment for certain items may be made by BACS or CHAPS
methods provided that the instructions for each payment are signed, or otherwise evidenced, by two
authorised bank signatories, are retained and any payments are reported to Council as made. The
approval of the use of BACS or CHAPS shall be renewed by resolution of the Council at least every
two years."
Rewrite 5.2:
A schedule of the payments, forming part of the agenda for the meeting, shall be prepared by the
RFO and, together with relevant invoices, be presented to Council or a duly delegated committee.
Policy and Resources is the duly delegated committee. If the schedule is in order it shall be
authorised by a resolution of the Council or duly delegated committee and shall be initialled by the
Chairman of the Meeting. If more appropriate the details may be shown in the Minutes of the
Meeting.
Proposed by Cllr Beck that the Council adopt the current standing orders and the Financial
regulations with the above amendments.
All agreed to revise the regulations for orders for payments and was duly RESOLVED.
BACS payments are already used by the Council but the new wording would provide additional
protection to stop unauthorised payments. All agreed to revise the regulations for BACS payments
and was duly RESOLVED.
hpc 012/14
REVIEW OF ARRANGEMENTS, INCLUDING ANY CHARTERS, WITH OTHER
LOCAL AUTHORITIES AND REVIEW OF CONTRIBUTIONS MADE TO
EXPENDITURE INCURRED BY OTHER LOCAL AUTHORITIES
The Parish Council has no charters and does not contribute to expenditure incurred by other local
authorities.
hpc 013/14
REVIEW OF REPRESENTATION ON OR WORK WITH EXTERNAL BODIES AND
ARRANGEMENTS FOR REPORTING BACK
It was agreed that Members would serve as representatives to outside bodies as follows, and was
duly RESOLVED.
Outside Bodies
Catherington Village Hall Committee
Cllr Mrs E Tickell
Catherington Village Residents Association
Cllr Mrs S Schillemore
Frogmore Lane Residents Association
Cllr A Forbes
Lovedean Village Residents Association
Cllr Mrs S Schillemore and Cllr A Forbes
East Hampshire District Association of Parish
Cllr Mrs L Evans
& Town Councils
Horndean Community Association
Cllr J Mach
Horndean Twinning Association
Cllr A Forbes
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EHDC Community Forum South
South of Butser CTCG
Horndean Business Network
Horndean Older Peoples Enabling Forum
Lovedean Village Hall Committee
Cllr T Port
Chairman or Clerk
Cllr P Beck
Cllr Mrs I Weeks
Cllr B Mowatt
Cllr L Evans asked that a short report should be presented to the Council meeting by the
representative after each meeting attended, except for the South of Butser CTCG who publish their
minutes directly to the Clerk.
hpc 014/14
CONFIRMATION OF ARRANGEMENTS FOR INSURANCE COVER IN RESPECT
OF ALL INSURED RISKS
Members noted that insurance is currently in place but that it will need to be reviewed in June by
Officers. Cllr Mach asked if this should be looked at by P&R before it comes to Council as the next
meeting isn't until 28 July. Cllr L Evans said that the insurance runs until 1st October.
Cllr Beck proposed that Officers seek new insurance quotes to be brought to P&R in July prior to
them being presented to Council. All agreed and was duly RESOLVED.
hpc 015/14
REVIEW OF THE COUNCILS AND/OR EMPLOYEES’ MEMBERSHIPS OF OTHER
BODIES
Members reviewed the current list of the Council’s membership of other bodies. The following list
was agreed and duly RESOLVED:
Outside Bodies
Hampshire Association of Local Councils (HALC)
Society of Local Council Clerks (SLCC)
Campaign for Protection of Rural England (CPRE)
Hampshire Playing Fields Association
Agreed
Agreed
Agreed
Agreed
Cllr Schillemore said that subscription to HALC had been updated last year to a higher level of
subscription but not sure that benefits had been seen.
Cllr D Evans said all councillors should have the password to HALC.
ACTION: Office to renew the password for the HALC website and issue to all Councillors.
hpc 016/14
REVIEW THE COUNCIL’S COMPLAINTS PROCEDURE
Members accepted and noted the current Council Complaint procedure. Cllr D Evans suggested
that this should be reviewed at the next P&R meeting. All agreed and was duly RESOLVED.
hpc 017/14
REVIEW THE COUNCIL’S PROCEDURES FOR HANDLING REQUESTS MADE
UNDER THE FREEDOM OF INFORMATION ACT 2000 AND THE DATA
PROTECTION ACT 1998
Members accepted and noted the current Council Procedure for handling requests made under the
Freedom of Information Act 2000 and the Data Protection Act 1998.
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Cllr Forbes asked if we should charge for onerous requests. Cllr L Evans said that it was possible to
charge.
hpc 018/14
ESTABLISH A COUNCIL POLICY FOR DEALING WITH THE PRESS/MEDIA
This needs to be done and it was proposed that P&R should review this. Cllr Mach said that the
procedure adopted last year needs to be put in place in the interim. All agreed and was duly
RESOLVED.
hpc 019/14
DATES, TIMES AND PLACES OF ORDINARY MEETINGS OF THE FULL
COUNCIL FOR THE YEAR AHEAD
Members received and considered the schedule of meetings for the forthcoming Council year May
2014 – 2015. All agreed and was duly RESOLVED.
Cllr Schillemore commented that she thought that the Carol Service was too early in December.
hpc 020/14
ANNUAL RETURN FOR THE YEAR ENDED 31 MARCH 2014 AND
AUTHORISATION OF THE ACCOUNTING STATEMENT AND ANNUAL
GOVERNANCE STATEMENT
Cllr D Evans said it had not been possible to present the annual return to Members at this meeting
due to a software problem in the office. He assured Members that it would be ready by the 9th
June.
hpc 021/14
INTERNAL AUDIT REVIEW
The Council received and considered the report of the internal auditor, and agreed responses to the
actions in the report. See attached
hpc 022/14
BANK MANDATES AND SIGNATORIES FOR ACCOUNTS
Members agreed to defer this item until the new Executive Officer is in post.
hpc 023/14
TO RECEIVE AND APPROVE THE ORDERS FOR PAYMENT
Members received and approved the orders for payment
Cllr Schillemore asked on first page why there was so many payments to BT. Cllr L Evans explained
that these were final bills.
Cllr L Evans noted that the list should be numbered on agenda, but all agreed that list 1 should be
signed, and was duly RESOLVED.
hpc 024/14
WARNER GOODMAN ‘PEACE OF MIND’ LEGAL SERVICE
Members discussed whether to continue with the ‘Peace of Mind’ legal service from Warner
Goodman. They noted that the cost includes half day training for Members and Officers. All agreed
to continue with this service and was duly RESOLVED.
ACTION: Officers to investigate if the training could be arranged on site.
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hpc 025/14
USE OF DEVELOPERS CONTRIBUTIONS FOR THE FORTHCOMING YEAR
Cllr L Evans outlined the need to agree projects for CIL to enable the drawdown of contributions.
CIL works in a different way to the S106 developer contributions scheme.
Cllr Mach suggested that a list of projects put together in October should be revisited at a full
Council meeting. Cllr L Evans suggested this could be done by a working party. Cllr D Evans
agreed that this should be done by working party, and commented that this is also needed for the
budget next year. All agreed and was duly RESOLVED.
ACTION: Cllr L Evans to look at available dates for working party.
hpc 026/14
TEMPORARY SKATEPARK AT FIVE HEADS RECREATION GROUND FOR
AUGUST 2014
Cllr Mach suggested that a new permanent skatepark should be given the go ahead. Cllr Veitch
said paper had previously been put together, but consultation needed to be done first before a
company is agreed on to do the work.
Cllr L Evans said that it was too late to consider a temporary skatepark for this year. Cllr Murray said
last year’s skate ramp became unsafe and unpleasant for local residents. Cllr Tickell said that after
the skatepark had been used it was completely wrecked by antisocial behaviour so she was
doubtful that the company would rent it again to HPC. A permanent skatepark was being considered
as part of playground review by the Grounds & Property Committee.
Cllr A Forbes proposed that a temporary skatepark should not be provided this year. All agreed,
with one against, and was duly RESOLVED.
hpc 027/14
TO CONSIDER AND AGREE TO AN AMENDMENT TO THE GALES S106
AGREEMENT ON AFFORDABLE HOUSING
The Gales development includes 13 affordable homes. The Management company need to change
the description of the flats as described in S106 legal agreement associated with the planning
permission. Cllr L Evans has tried to obtain a copy of the draft agreement but has not been able to
as yet.
Cllr L Evans proposed that Council agree to a change of wording of the description to "low cost
home ownership". Proposed by Cllr Veitch and all agreed that the Chairman and the Proper Officer
are given authority to sign the agreement on behalf of the council. All agreed and was duly
RESOLVED.
Mrs Reynolds requested to speak to the Council. Councillors agreed to stand down Standing
Orders. Mrs Reynolds commented on the lack of parking on the site. Cllr L Evans said that the issue
under debate was not to do with the parking.
Standing orders were reinstated at 8.55pm
hpc 028/14
ARMED FORCES DAY CEREMONY
A report had been previously circulated to Members with details of the arrangements for Armed
Forces Day, which was duly noted by Councillors.
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hpc 029/14
REPORT ON THE PROPOSED EXPENDITURE FOR THE RE-DEDICATION OF
THE WAR MEMORIAL AND AGREE ANY EXPENDITURE NOT COVERED BY
GRANTS
Cllr L Evans proposed that the expenditure over and above the grant money received would be
taken from Events budget. All agreed and was duly RESOLVED.
Cllr Schillemore updated Councillors regarding photos which will be taken during the ceremony by
Cllr Veitch from above the Indian takeaway in the Square. Invitations will be printed and sent out
shortly.
hpc 030/14
MINUTES OF THE POLICY AND RESOURCES MEETING HELD ON THE 28TH
APRIL 2014
The Agenda should read 28th April not the 28th March 2014. The P&R Minutes of the 28th April were
noted.
hpc 031/14
GROUNDS & PROPERTY COMMITTEE RECOMMENDATIONS
The Council considered the following Grounds & Property committee recommendations:
a)
Upgrade to path at Hazleton Common
That Contractor 3 be appointed and to accept option 2 of quote 3 at a figure of
£13,800, and that an application for funding for s106 Developer Contributor
(Environmental Improvements) should be made accordingly to EHDC.
All agreed and was duly RESOLVED.
b)
Repairs to Lith Lane
i)
That subject to the quote for the works being reasonable, an invoice for a
1/5th share of the cost of repair should be forwarded to each of the three
householders and the owner of the woodland who use Lith Lane to access
their properties with a request for payment within the validity period of the
quote.
Cllr D Evans asked what a ‘reasonable’ cost would be. Cllr Tickell said it would be a
few hundred pounds. All agreed and was duly RESOLVED.
ii)
That on full payment as set out in 1 above, the company that gave the quote
should be instructed to carry out the work having due regard to the fact that
Lith Lane lies within the Catherington Lith Local Nature Reserve which is also
a SINC.
All agreed and was duly RESOLVED.
Mrs P Penfold left the meeting at 9.15pm.
hpc 032/14
TO AGREE TO EXCLUDE THE PUBLIC AND PRESS, IN THE VIEW THAT
PUBLICITY WOULD PREJUDICE THE PUBLIC INTEREST BY REASON OF THE
CONFIDENTIAL NATURE OF THE BUSINESS OR ARISING OUT OF THE
BUSINESS ABOUT TO BE TRANSACTED
It was RESOLVED that the public and press be excluded for the next part of the meeting.
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The minutes from these items are held separately as confidential minutes in the Parish Office.
The meeting closed at 9.30pm
……………………………………………
Chairman
……………………………………………
Dated
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