Agenda and minutes

Venue: The Council Chamber, The Grove, 25 St. John's St, Hythe, SO45 6BZ

Contact: Stephanie Bennett, Clerk to the Parish 

Items
No. Item

23/19

Accolade

To present an accolade to:

·         Mrs Jo Fowler

·         Mr Graham Parkes

Minutes:

The Chairman presented a specially commissioned illustration of the Grove to Graham Parkes in recognition of his 28 years of service to the Parish Council before his recent retirement.

24/19

Declarations of Interest and Dispensations

  1. To note any declaration of interest made by Members in connection with an Agenda item. Members to specify the nature of the interest;
  2. To receive any written requests for dispensations for disclosable pecuniary interests;
  3. To grant any requests for dispensation as appropriate.

 

Minutes:

There were no declarations of interest made and no requests for dispensation received.

25/19

Minutes pdf icon PDF 70 KB

To consider and confirm the Minutes of the previous meeting of the Council.

Minutes:

Consideration was given to the Minutes of the Parish Council Meeting held on 9 May 2018. It was agreed to include a note on item 11/19 that only one appointment was made to the Handy Trust rather than the two as per the constitution in order to assist the Handy Trust Board while it considers its review and restructuring.

 

RESOLVED that subject to the amendment above

 

The Minutes of the Parish Council Meeting held on 9 May 2019 be agreed.

 

Councillors requested that the minutes of the meeting to include discussion topics and recognised that this would require improved meeting conduct and potentially increased Minute Clerk resources.

26/19

Crime and Anti-Social Behaviour Update

To receive an update from the police

Minutes:

PCSO Howard Oakley and Sergeant Deborah Holman gave an update on crime and anti-social behaviour. PCSO Oakley reported that there have been very few reports of anti-social behaviour. He assured members that any reports will be dealt with robustly. He stated that crime levels were very low. There was an incident of an attempted break in of a shop on Fairview Parade and they have apprehended suspects.

 

The Shop Watch scheme is to be revamped. Local businesses are encouraged to join. The new scheme will involve using Whatsapp, which will be cost effective and a quick and easy way to share information.

 

A PCSO is due to join the team in the next four weeks. This will help the policing team to be more proactive and visible in the community. A PC is also due to join the team for a short period so we are starting to see an increase in police numbers.

 

PCSO Oakley and Sergeant Holman answered several questions from councillors. The beat for the new PCSO has not been confirmed yet but they would be working alongside PCSO Hope Bonner during their tutoring phase. Cllr Dowd raised increasing reports to councillors about shoplifting. PCSO Oakley responded that a prolific offender had recently been arrested. He also reiterated that the Shopwatch scheme was due to be reintroduced and police were focused on prolific offenders shoplifting large quantities of goods.

 

Cllr A Wade raised a question whether there was an increase in forest fires. The police confirmed that they are anticipating an increase and will therefore be working in partnership with Fire and Rescue and Country Watch.

 

The Chairman asked if the police would be happy to work with a Community Safety Service. Sergeant Holman responded that any partnership work is useful and would be subject to an information sharing agreement.

27/19

Prospect Place and Village Centre Flooding pdf icon PDF 3 MB

a.    To consider a presentation from Mr Ken Endean

b.    To consider the report of the Clerk

Recommendations:

7.1        Adopts the option for increasing the height of the sea wall by 0.50m in a manner that will enable further increases in height with a minimum removal of existing infrastructure;

              7.2     Tasks the Clerk to liaise with NFDC Coastal Engineers Team to seek assistance in developing an increase in sea wall height at prospect Place;

              7.3     Tasks the Clerk to report back to Council on:

·         Resources available to assist the Council;

·         A funding strategy for delivering the preliminary items, the procurement and project management processes, and the construction activity;

·         Any legal issues that might arise due to the covenant.

 

Additional documents:

Minutes:

Local resident, Ken Endean, gave a presentation to Councillors. He spoke on behalf of residents of Prospect Place and surrounding area who are concerned about flood risk.

 

Councillors thanked Ken Endean for his very informative presentation. Consideration was given to the report of the Clerk.

 

            RESOLVED that

 

a)    Council investigates the option for increasing the height of the sea wall by 0.50m in a manner that will enable further increases in height with a minimum removal of existing infrastructure.

 

b)    The Clerk is tasked to liaise with NFDC Coastal Engineers Team to seek assistance in developing an increase in sea wall height at Prospect Place.

 

c)    The Clerk to report back to Council on:

                                     i)        Resources available to assist the Council;

                                    ii)        A funding strategy for delivering the preliminary items, the procurement and project management processes, and the construction activity;

                                   iii)        Any legal issues that might arise due to the covenant.

 

d)    The council to explore the provision of sandbags for residents at Prospect Place as an interim measure.

28/19

Chairman's Announcements

Minutes:

The Chairman announced that the former Chairman, Mrs Maureen McLean, attended a Royal Garden Party. Mrs McLean reported that she had a really nice time and thanked the Council for nominating her. She felt honoured to represent this community.

29/19

Reports by County and District Members

To receive verbal information reports from County and District Councillors on matters concerning the Parish.

Minutes:

Cllr McEvoy previously submitted a written report covering:

·         Cllr Keith Mans is the newly elected HCC Leader and Cllr Charles Choudhary has been elected as Chairman.

·         A cabinet meeting dedicated to considering how HCC can reduce its carbon emissions to zero has been scheduled.

·         An update about HCC programme of energy reduction around street lighting.

·         An update about the use of large commercial vehicles or trailers at Household Waste and Recycling Centres.

·         A reminder that Cllr McEvoy has some money that she can contribute to projects locally that could benefit small groups or clubs.

 

Cllr McEvoy also informed the Council about National Significant Infrastructure Projects that includes the potential port development on the Dibden Bay reclaim. She has brought this to the attention of the Council because the planning process will be different from the last time this contentious proposal arose. She hopes that this Council together with HCC, NFDC and other councils on the Waterside will co-ordinate their representations to achieve the best possible outcome for local residents when ABP does bring forward its plans.

 

Cllr M Wade reported that the new County Council leader will be Cllr Keith Mans.

 

Cllr M Wade reported on the motions that he had put to the County and District Councils. These included a motion to Hampshire County Council to write to the government asking for an interim pension for 1950s born women, who were negatively affected by the change in the pension law. It was unanimously supported across the council. He proposed a motion regarding Climate Change to the District Council. This was received and will be considered by the Environment Overview and Scrutiny Panel.

 

Cllr Dowd had nothing to report.

 

Cllr R Clark reported that as new councillors they were following their induction and training at the District Council and getting to know the officers. Cllr R Clark reported that she is looking forward to putting the learning into action.

 

Cllr A Wade said that he was thrilled to be re-elected to NFDC. Cllr A Wade said that it is an honour to represent Hythe West and Langdown and he will work hard for all residents over the next four years.

 

Cllr A Wade reported that he has been appointed to the Community and Leisure Overview and Scrutiny Panel. He informed Council that the new Cabinet Member for Leisure is Cllr Mark Steele. Cllr Allan Glass from Fawley Parish Council has been appointed Vice-Chairman of NFDC.

 

Cllr A Wade informed members that the New Forest Film Festival is taking place from 8 - 16 June 2019, with many events taking place across the New Forest District. These community events are organised by local businesses to encourage residents and visitor to attend and show their support to this industry and the area. Further information can be found on film festival’s website.

 

Cllr Delemare reported that she has been participating in training sessions and also attended the first formal council meeting at NFDC.

30/19

Reports from Members Serving on Outside Bodies

To receive verbal updates from Parish Councillors who serve as representatives of the Council on outside bodies.

Minutes:

Cllr Kitcher gave a report to Council about the work of the Handy Trust. The Handy Trust are a team of four youth and community workers, providing a full youth support service to young people aged 0-25. Services include delivering weekly drop in sessions to local schools and helping Year 6s transition into secondary schooling. They also offer weekly youth club sessions and free school holiday sessions. The team teach PHSE in the local secondary schools. The Handy Trust offer detached youth work and one to one and group work for information, advice and guidance including support for young parents and young people who are not in education, employment or training. The Handy Trust can be contacted by phone, email or via their facebook page. Cllr Kitcher said that he hoped his report helps Members gain an insight into the work The Handy Trust does in the community.

31/19

Public Forum

  1. Clerk to notify of any written questions submitted by electors attending the meeting
  2. Elector addresses to the meeting

 

Minutes:

Eric Davey (Butts Ash) asked the Chairman if he was aware of a report in the Lymington Times which questioned the Council’s finances.  The Chairman responded that the Conservative election literature had itself accused the Council of mismanagement of its funds and assets.

 

Maureen McLean (Langdown) spoke about police funding and asked if community members would be invited to join the proposed Community Safety Service Working Group, and if so, she would like her name to be put forward. The Chairman responded that decisions about working group membership would be made by the Council.

 

David Twydell (Hythe West) asked how much tax payers money had been spent on Valleydene. The Chairman requested that the Clerk collates this information and confirmed that he would obtain the figures from Hampshire County Council.

 

Dan Poole (Hythe West) said that prior to the election, in his capacity as Parish councillor, he was approached by Viv Carter from Hythe Pier Heritage Association to request that NFDC use one of their free parking days for the HPHA Rock the Pier event in July. Mr Poole confirmed that Colin Read from NFDC was happy to oblige. The Chairman agreed that this request would be added as an agenda item at a future council meeting.

 

Brenda Spearing (Butts Ash) queried why some electoral candidates had declined to add their addresses to the Notices of Election and on the Council’s website. The Chairman explained that the rules of elections had changed which allowed this and a number of councillors across the New Forest had declined to make public their residential addresses. The Chairman confirmed that every member of the Parish Council lives in this parish.

 

Norman Bareham (Butts Ash) stated that there is not a decline in crime, there is a decline in reported crime. He welcomed the police’s stance on partnership working and emphasised the importance of passing intelligence to the police.

 

James Binns (Hythe West) congratulated the newly elected council. He provided details of community safety issues that had been raised to him and recognised the good work of the Handy Trust, Street Pastors, PCSOS and the Parish Council in addressing local issues. Mr Binns offered his help on the proposed working group.

 

32/19

Questions

Councillors to take questions from councillors.

Minutes:

Cllr Kitcher asked if the Chairman was aware that many residents are concerned about what is happening about the skate park in Jones Lane. The Chairman replied that this needs to be looked at but it is a facility that is provided by a charity.

 

Cllr A Wade asked Cllr McEvoy is she had received any feedback from residents about Hampshire County Council’s programme of switching off some street lights between 1am and 4am. Cllr McEvoy replied that she had not received any feedback from residents in this parish. She stated that on Hampshire County Council’s website there is a map which identifies the roads where street lights are turned off. She advised that any problems should be reported to HCC.

33/19

Planning Committee pdf icon PDF 66 KB

  1. To receive and adopt the attached Minutes of the Planning Committee Meeting held on 10 April 2019.
  2. To receive and adopt the attached Minutes of the Delegated decisions (Planning) held on the 30 April 2019.
  3. To receive and adopt the attached Minutes of the Planning Committee Meeting held on 15th May 2019.
  4. Chairman to provide an update on the progress of the Neighbourhood Plan.

 

Additional documents:

Minutes:

The Chairman of the Planning Committee expressed his thanks to the councillors who attended the extra meeting to discuss the delegated planning decisions on 30 April 2019.

 

The Chairman of the Planning Committee provided an update on the progress of the Neighbourhood Plan. A Neighbourhood Planning Group meeting was held on 20 May 2019 where the responses to the Planning Inspector’s questions were considered. The comments of consultees to the Section 16 consultation were received and the responses to the comments were considered, including the advice of the planning consultant, Neil Williamson. The next stage of the process will be if the Examiner recommends that the plan can proceed to referendum.

 

RESOLVED that

 

a)    The Minutes of the Planning Committee meeting held on 10 April 2019 be agreed.

b)    The Minutes of the Delegated decisions (Planning) held on 30 April 2019 be agreed.

c)    The Minutes of the Planning Committee meeting held on 15 May 2019 be agreed.

 

Councillor R Clark reported that a recent briefing at NFDC highlighted the incredible achievement of the Hythe and Dibden Neighbourhood Planning Group.

34/19

Community Safety Service

a.     To reaffirm the policy of the Parish Council to bringing back the Hythe and Dibden Community Safety Service;

b.    To consider the appointment of a Working Group to develop the Hythe and Dibden Community Safety Service.

Minutes:

Council discussed a Community Safety Service. The Chairman provided his overview on the previous service and the increasing challenges facing the police.

 

RESOLVED that

 

a)    The commitment of the Parish Council to the Hythe and Dibden Community Safety Service is reaffirmed.

b)    Funding for the Community Safety Service to be ring fenced from 1st April 2019.

c)    A Working Group to develop the Hythe and Dibden Community Safety Service be set up and only councillors be appointed in the first instance.

d)    The following members be appointed to the above Working Group:

 

Cllr R Clark

Cllr Cullen

Cllr Delemare

Cllr Dowd

Cllr Kitcher

Cllr Lodge

Cllr A Wade

Cllr M Wade

 

e)    The Clerk to prepare a draft Terms of Reference for the Working Group to consider  and adapt and bring to Council for ratification.

35/19

Internal Audit pdf icon PDF 54 KB

a.    To receive the report of the Clerk

b.    To receive the independent final internal audit report for 2018 – 2019.

Additional documents:

Minutes:

Council received the report of the Clerk.

 

            RESOLVED that

 

The independent final internal audit report is confirmed.

36/19

Annual Return pdf icon PDF 2 MB

To consider the report of the Clerk

Recommendations:

Members are recommended to approve Section 1 Annual Governance Statement 2018/2019 (Chairman and Clerk to sign at meeting)

Members are recommended to approve Section 2 Accounting Statements 2018/2019 (Chairman to sign at meeting) and the explanation of variances on Annual Return

 

 

 

Minutes:

Consideration was given to the report of the Clerk.

 

RESOLVED that

 

a)    Section 1 Annual Governance Statement 2018/2019 is approved and was signed by the Chairman and the Clerk of the Council.

b)    Section 2 Accounting Statements 2018/2019 is approved and was signed by the Chairman and the Clerk of the Council.

c)    The explanation of variances on the Annual Return is approved.

37/19

Committee Membership pdf icon PDF 127 KB

To consider appointments to the following committees:

a.    Planning Committee (1 appointment)

b.    Neighbourhood Planning Sub Committee (1 appointment)

Minutes:

            RESOLVED that

 

a)    Cllr Marshland is appointed to the Planning Committee to replace Cllr R Clark.

b)    Cllr Marshland is appointed to the Neighbourhood Planning Sub Committee.

38/19

Schools Liaison External Bodies

a.    To consider offering school liaison councillors to local schools

b.    To nominate liaison councillors to local schools

Minutes:

Consideration was given to whether the council wishes to offer school liaison councillors to local schools.

 

            RESOLVED that

 

a)    The Council agrees to offer school liaison councillors.

b)    The appointment of school liaison councillors to be coordinated by the Clerk via email.

39/19

Councillor Information Technology pdf icon PDF 448 KB

a.    To consider the quote from the Council’s IT provider for the provision of 11 Ipads, 5 Ipens and 11 cases with keyboards;

b.    To suspend Standing Order18 (d) that requires three quotes to be sourced; purchasing the technology from the Council’s IT provider includes set up of each Ipad and officer training for support;

c.    Contract Computers, Network & Maintenance Ltd for the provision of the required IT equipment for a total cost of £4,574 ex VAT.

Minutes:

Consideration was given to the quote from the Council’s IT provider for the provision of 11 iPads, 5 iPencils and 11 cases with keyboards.

 

RESOLVED that

 

a)    Standing Order 18 (d) that requires three quotes to be sourced is suspended; the technology to be purchased from the Council’s IT provider which includes set up of each iPad and officer training for support.

b)    Computers, Network & Maintenance Ltd is contracted for the provision of the required IT equipment for a total cost of £4,574 ex VAT.

40/19

Oak Road car park pdf icon PDF 157 KB

To consider the report of the Clerk

Recommendations:

It is recommended that the members consider the requests of New Forest District Council (see 5.1 - 5.5) and indicate which responsibilities they agree to adopt.  It is also recommended that the Council thank the District Council for their assistance in this ongoing issue.

 

Minutes:

Councillors considered the report of the Clerk. Consideration was given to the requests of New Forest District Council.

 

            RESOLVED that

 

a)    The Council agrees to adopt the following Maintenance Responsibility for the foot route between Beaulieu Road and Oak Road car park:

i)             Regular litter picking and inspections of the foot route

ii)            Maintenance of the grassed area

iii)           Removal/overpainting of any graffiti

iv)           Repair of any damaged section of fence

41/19

Saint John the Baptist Churchyard pdf icon PDF 606 KB

a.    Clerk to report on the responses of the Parochial Church Council to the questions posed by Council at its 24 April 2019 meeting

b.    To consider the request from the Parochial Church Council ‘Notice of Intention to apply for a Closure Order’

Minutes:

The Clerk reported on the responses of the Parochial Church Council to the questions posed by Council at its 24 April 2019 meeting. Confirmation has been received that there are no vacant family graves in the churchyard and the Hobart family do not wish to reopen their vault. The Parochial Church Council’s ‘Notice of Intention to apply for a Closure Order’ was considered.

 

            RESOLVED that

 

The Parochial Church Council be informed that the Council has no objections to the closure of the burial ground.

42/19

Finance Regulations pdf icon PDF 221 KB

To consider and adopt the reviewed Financial Regulations

Minutes:

RESOLVED that

 

The Financial Regulations for the Council be agreed.

43/19

Finance 2019-2020 pdf icon PDF 44 KB

a.    To receive the bank reconciliation report for April 2019

b.    To receive the accounts for payments April 2019

Additional documents:

Minutes:

Consideration was given to the bank reconciliation report for April 2019 and the Schedule of Payments for the period 1 April 2019 to 30 April 2019.

 

RESOLVED that

 

a)    The bank reconciliation report for April 2019 be noted.

b)    The accounts for payment as detailed totalling £65,791.14 be agreed and paid.