Minutes of the Meeting of theHound Parish Councilheld onMonday 22 June 2009atHound Parish Hall, Woolston Road, Butlocks Heath, Southampton, SO31 5FJ, commencing at7.00pm

PRESENT: Cllr Palframan in the Chair, Cllr West (Vice-Chair), Cllrs Airey, Forder, Hawkins, Jackson, Parker & Mrs Queen. Also present: two members of the public, Sgt Mark O’Hanlon, Mrs Sue Hobbs Parish Clerk and Mrs Zoe Brogan Assistant Parish Clerk.

57. TO RECEIVE AND ACCEPT APOLOGIES FOR ABSENCE

Apologies were received from Cllr McNulty due to work commitments.

(Power used: Local Government Act 1972 s85)

58. TO RECEIVE DECLARATIONS OF PERSONAL OR PREJUDICIAL INTERESTS ON ITEMS ON THE AGENDA

Cllr Mrs Queen declared her interest in item 66 as her nephew co-owns an electrical contracting company, Cllr Airey declared his interest in item 71 as he is Chair of the LAC and Cllr West declared his interest in item 74 as the item was included in the agenda at his request. Cllr Forder declared his interest in item 72 as an allotment holder at Butlocks Heath allotment site.

RESOLVED: That the personal declarations made be accepted.

(Power used: Local Government Act 2000 as amended by the Local Authorities (Model Code of Conduct Order) 2007 Para 12(2))

59. TO RECEIVE RESOLUTION TO SUSPEND STANDING ORDERS FOR NO MORE THAN FIFTEEN MINUTES TO ALLOW MEMBERS OF THE PUBLIC PRESENT TO RAISE QUESTIONS ON ISSUES NOT INCLUDED IN THE AGENDA

A proposal was received, seconded and voted in favour of suspending the meeting for no more than fifteen minutes to allow members of the public present to raise questions on issues not included on the agenda.

RESOLVED: That Standing Orders be suspended for no more than fifteen minutes to allow members of the public present to raise questions on issues not included on the agenda.

PUBLIC QUESTION TIME

The two members of the public present asked for permission to use Butlocks Heathrecreation ground for a charity informal football match as part of The Roll Call annual fund raising event in aid of Naomi House children’s hospice. Members expressed their broad support for the request, the Assistant Parish Clerk highlighted that the pitch was only suitable for under 14 year olds, but as the match was intended to be for eight players per side, it was thought to be suitable for this purpose. Members agreed to waive the pitch fee as the event was for charity. The Parish Clerk asked the members of the public to provide a formal request in writing in future, to enable Members to formally approve the request as an advertised agenda item.

60. TO RECEIVE RESOLUTION TO RESUME STANDING ORDERS

A proposal was received, seconded and voted in favour of resuming the meeting.

RESOLVED: That the meeting be resumed.

61. TO RECEIVE PCSO REPORT

Sgt O’Hanlon attended the meeting in place of the PCSOs and spoke about recent incidents at Dumbleton Copse, RVCP and Station Roadrecreation ground. Some Weston children now attend HambleCommunitySportsCollege and so come through the parish. Sgt O’Hanlon commented that there is not a lot of criminal damage within the parish, although there have been recent incidents of damage to cars. Enforcement work is underway with the Co-operative stores and the Pubwatch scheme will be extended to cover the shops and enable the sharing of information. Problems have arisen where adults have bought alcohol on behalf of under age drinkers.

The traffic problems experienced in Queens View/Station Roadrecreation ground have re-started, but the public appear to be more willing to co-operate and pass on information to the police. Sgt O’Hanlon suggested that lighting should not be installed but CCTV be considered at the TSP, however the Chair advised that Hound Parish Council had decided against such an installation on the grounds that the reproduction at night was poor.

Sgt O’Hanlon also spoke briefly about the problems experienced in the Old Netley/Cunningham Gardens areas, which are covered by the Bursledon PCSOs and commented that the play equipment in the latter area is not particularly challenging for young people. The Bursledon MUGA is due to be completed in the very near future and the flow of young people to use the new facility would be monitored.

Three more staff are due to join the area shortly, being one police officer and two newly recruited PCSOs.

Sgt O’Hanlon concluded his report by advising that the recent National Drugs Week had been successful in identifying areas around Westfield Common, however none of the pubs in the south sector pubs had failed the random checks by the police. The graffiti on the electrical sub-station in Hound Road had been repeated on a sub-station in Hamble Lane and the perpetrator caught.

Cllr Forder enquired if Sgt O’Hanlon thought that graffiti walls were a good idea, to which he replied that they can be counter-productive in some areas. The Chair thanked Sgt O’Hanlon for attending the meeting and for his report.

62. TO RECEIVE BOROUGH COUNCILLOR’S WRITTEN REPORT

Cllr Airey was saddened to report the death of Neil Smith, EBC’s Chief Legal Officer for many years, who was involved in the Queen Elizabeth II Centre for the disabled at HambleValleyCountryPark.

The Considerate Construction Scheme is a voluntary code and scheme which builders can choose to join and the contractors working on the Rotary Court redevelopment have demonstrated their commitment to the scheme. Cllr House had proposed and Cllr Airey had seconded a motion to EBC Cabinet ‘that the Council promotes the national Considerate Contractors’ Scheme to help regulate building site activity, to minimise nuisance and inconvenience to the public arising from development around the Borough’.

63. QUESTIONS TO BOROUGH COUNCILLOR ARISING FROM WRITTEN REPORT

Cllr West enquired if the Velvet bus company had created a new bus route in the parish, to which Cllr Airey replied that a new route to and from EastleighCollege had recently been introduced.

Cllr Jackson spoke about the good communication between the Rotary Court development management, Hound Parish Council and the public and Cllr Parker supported the Health & Safety standards which appeared to be in operation at the site.

64. TO RECEIVE MINUTES OF THE PREVIOUS MEETING HELD ON 1 JUNE 2009

The Chair itemised the minutes for accuracy. It was noted that the cost of pollarding the trees at The Avenue should be included at item 52 as £982.80 plus VAT. A proposal was received, seconded and voted in favour of accepting the minutes, together with the amendment, as a true record of the meeting.

RESOLVED: That the minutes of the meeting held on 1 June 2009, together with the amendment, be accepted as a true record of the meeting.

(Power used: Local Government Act 1972 Schedule 12 Para 41(1)

65. TO RECEIVE THE PARISH CLERK’S PROGRESS REPORT (FOR INFORMATION ONLY)

The Chair noted that each item was numbered for ease of reference and dates of the latest information received were included in the ‘progress to report’ column.

(3) Beach Lane/Netley Castle waterfront – Cllr Parker highlighted that the EBC Engineering estimate could be out of date and the extent of the project would depend on the outcome of the tender process, so items may have to be omitted. The project could start in January 2010, but would depend on the weather conditions at the time.

(4) Tankerville Sports Pavilion – a response had been received from the architect, which members agreed to refer to the Station Road Recreation Ground Working Party meeting to be held on 1 July 2009 and to seek two additional quotations for protection for the Velux© windows, following recent vandalism.

(9) Transfer of EBC functions – Cllr Forder noted that the fencing, bridges and gates at HoundEcologyPark are currently rotten and in need of repair or replacement.

(10) Parish Office frontage – a letter had been received from the contractor advising that it would not be possible to book in the work until planning permission had been confirmed and that a deposit would be required. It was noted that there had been a price increase, which would be referred to a future Council meeting when the planning permission had been received.

(14) Abbey Hall & Hound Parish Hall environmental projects – grant funding applications had been sent to EBC on 19 June 2009.

(24) BT telephone boxes – the Parish Clerk was asked to pursue the progress of this issue.

(27) TSP youth drop-in – Members were advised that this issue would be discussed at the LAC team meeting on 23 June 2009 and would be referred to the Station Road Recreation Ground Working Party meeting on 1 July 2009. A comment was received that access to the building should be restricted to the tea room area only.

(34) The Avenue trees – the trees were scheduled to be pollarded week commencing 15 June 2009, but this work had yet to be conducted. The Parish Clerk was asked to enquire when this work would take place.

(35) Allotment issues – Councillors asked for a copy of the current allotment rules to be distributed. A query was also received as to the qualifying tenancy date, which was confirmed to be 1 January 2009.

(36) RVCP Remembrance Day service – Cllr Mrs Queen had enquired with the EBC Mayor’s Office, which had confirmed that there would be a service at RVCP in 2009 and that mini buses would be provided for those unable to access the venue on foot. The Parish Office staff were asked to convey this information to the public.

66. TO RECEIVE AND APPROVE PAYMENT OF ACCOUNTS

It was noted that there had been some duplication of accounts which had previously been presented to the Council meeting on 1 June 2009, as per the Financial Director cashbook 1 print out. It was clarified that the account for HCC was in respect of £1000.00 to contribute towards the cost of the Detached Youth Worker and £18.42 for brooms. A proposal was received, seconded and voted in favour of accepting the accounts as presented.

RESOLVED: That the accounts as presented be paid.

(Power used: Local Government Act 1972 Schedule 12 section 151)

67. TO RECEIVE UPDATED INFORMATION AND APPROVE PAYMENT OF ACCOUNT FROM MEETING HELD ON 1 JUNE 2009

The Assistant Parish Clerk explained that the contractor had experienced difficulties in sourcing the parts required to effect the repairs required to the play equipment and that she would be going out on site with the company engaged to undertake regular inspections of all play areas in the near future. Cllr Parker expressed his unhappiness with the playground inspection routine, to which the Assistant Parish Clerk responded there had been teething problems with the new inspection arrangement as it was a new contract which started in April 2009. A proposal was received, seconded and voted in favour of approving the payment of the account from the Council meeting held on 1 June 2009.

RESOLVED: That the account from the Council meeting held on 1 June 2009 be paid.

(Power used: Local Government Act 1972 Schedule 12 section 151)

68. TO RECEIVE AND APPROVE MAY 2009 MONTH END BALANCES FOR HOUND PARISH COUNCIL’S BANK ACCOUNTS (COPIES TO ALL COUNCILLORS 15 JUNE 2009)

The Parish Clerk advised that the May 2009 balance for cashbook 1 was held at £1,000.00, £206,436.78 for cashbook 2, £279.23 for cashbook 3 and £89,906.88 for cashbook 4. It was noted that the interest for cashbook 4 was not made up monthly, but half yearly and therefore the balance was the same as at 30 April 2009. The Chair added that more financial information would be provided at the Special Annual Audit & Accounts meeting to be held on 29 June 2009. A proposal was received, seconded and voted in favour of accepting the cashbook balances as at 31 May 2009.

RESOLVED: That the May 2009 balances for cashbook 1 held at £1,000.00, £206,436.78 for cashbook 2, £279.23 for cashbook 3 and £89,906.88 for cashbook 4, be accepted.

69. TO RECEIVE PLANNING COMMITTEE REPORT FROM MEETING HELD ON 8 JUNE 2009

The minutes and Planning Committee report were received, it was noted that the report appeared to duplicate the information contained within the minutes and it was felt there was no requirement for the report to be produced in future.

70. TO RECEIVE AND DISCUSS FURTHER LEGAL ADVICE REGARDING REMOVAL OF MEMORIAL IN HOUND BURIAL GROUND

The Parish Clerk advised that a further letter had been received from a family member involved in the removal of a memorial in Hound Burial Ground, asking what action Hound Parish Council intended to take against the stonemason. The Parish Clerk had sought advice from HALC and the legal advisor had indicated that ‘a Burial Authority has the power to take proceedings under Article 18 (1) of the 1977 Order but is not obliged to do so. The Article refers to "wilfully interfering with any tombstone or other memorial". The original mason had no right to remove the memorial even though it was not paid for, but this is a matter primarily for the family. The Burial Authority is under no obligation to take action and in circumstances such as this case we would have advised the Authority to take no action. Any action by the family would have to be based on a failure to discharge a statutory duty and we do not consider that this would be a viable claim’. A proposal was received, seconded and voted in favour of accepting the HALC legal advisor’s advice and not to take any further action.

RESOLVED: That Hound Parish Council accepts the advice received from the HALC legal advisor and takes no further action.

71. TO RECEIVE, DISCUSS AND RESOLVE TO ACCEPT ADAMS HENDRY CONSULTING LIMITED RESPONSE ON BEHALF OF STAGE TO HAMPSHIRE MINERALS & WASTE CORE STRATEGY (COPY TO ALL COUNCILLORS 8 JUNE 2009, RESPONSE REQUIRED BY 26 JUNE 2009)

The document was discussed and it was clarified that the response was to comment about reducing the level of extraction and not about the identification of specific sites. Concern had previously been raised that the report was orientated towards removing Hamble Airfield from the list of preferred sites, which could be to Hound’s detriment. A proposal was received, seconded and voted in favour of accepting the report, with one vote received against and one abstention, as being Hound Parish Council’s response to the Hampshire Minerals & Waste Core Strategy.

RESOLVED: That the Adams Hendry Consulting Limited report is accepted as Hound Parish Council’s response to the Hampshire Minerals & Waste Core Strategy.

72. TO RECEIVE AND DISCUSS ASSISTANT PARISH CLERK’S LETTER TO ALLOTMENT HOLDERS RE: MEETING WITH ALLOTMENT HOLDERS AND ALLOTMENT WORKING PARTY MEMBERS

Further to recent discussions regarding the allotment rules and revised charges, the Assistant Parish Clerk asked for permission to hold a one-off meeting with allotment holders to discuss these ongoing issues. Members felt it would be simpler to write to allotment holders to seek their views about the existing rules and how they could be improved and that a copy of the rules be sent to Members. A proposal was received, seconded and voted in favour of the Allotment Working Party meeting being held before the letter is sent to the allotment holders.

RESOLVED:Thatthe Allotment Working Party meeting is held before the letter is sent to the allotment holders.

73. TO RECEIVE AND DISCUSS PROPOSED TRAFFIC REGULATION ORDERS AT POUND ROAD/HAMBLE LANE/WOOLSTON ROAD/HOUND WAY AND TO LEGALISE DISABLED PARKING BAYS AT MONKS ROAD (RESPONSE TO EBC REQUIRED BY 25 JUNE 2009)

The Traffic Regulation Order (TRO) plans were distributed to members at the meeting and a proposal was received, seconded and voted in favour of raising no objection to the TROs at Pound Road/Hamble Lane/Woolston Road/Hound Way and to legalise disabled parking bays at Monks Road. However, concern was raised regarding a motor home being parked in a designated disabled parking space at Monks Road and it was highlighted that this issue should be brought to EBC Transport & Engineering’s attention.

RESOLVED: That no objection to the TROs at Pound Road/Hamble Lane/Woolston Road/Hound Way and to legalise disabled parking bays at Monks Road, but that concern was raised regarding the motor home parked in a designated disabled parking space at Monks Road.

74. TO RECEIVE AND DISCUSS CLLR WEST’S REQUEST TO PARK CHARITY VAN FREE OF CHARGE IN HOUND PARISH HALL CAR PARK

Cllr West explained that he worked for Oxfam and that the depot would soon be closing in Southampton and asked for permission to park the collection van in the Hound Parish Hall car park. After some discussion regarding the difficulties experienced by hall hirers to use the car park and that the Deputy Parish Clerk was seeking a quotation to mark out the middle section of the car park to maximize the space available, a proposal was received, seconded and voted in favour of permitting Cllr West to park the collection van in the Hound Parish Hall car park for a trial period of three months until September 2009.

RESOLVED: That Cllr West is permitted to park the collection van in the Hound Parish Hall car park for a trial period of three months until September 2009.