DRAFT Minutes of the Parish Council Meeting

Wednesday 19th March 2014

Main Hall, MS Centre, Church Lane, West Parley.

Present: Councillors: John Cullen (Chair); Pat Couper (Vice Chair); Gillian Collingbourne; Stuart Couper;

Geoff Dark; Chrissie Davies; Sheila Gooden; Richard Heaslip; Simon Jordan

In attendance: County Councillor Ian Smith; District Councillor Barbara Manuel; Linda Leeding (Clerk)

1. APOLOGIES FOR ABSENCE. Cllr Kieran Ryan; District & County Councillor John Wilson

2. DECLARATIONS OF PECUNIARY INTEREST. Cllr Jordan Item 15.

3. MINUTES OF THE MEETING HELD ON 19th FEBRUARY 2014.

The minutes had been circulated prior to the meeting and were accepted as an accurate record. (Pages 11108 to 11110)

4. PRESENTATIONS FROM MEMBERS OF THE PUBLIC. None.

5. REPORTS BY DISTRICT AND COUNTY COUNCILLORS.

The meeting was adjourned at 19.32 Hrs for County & District Councillor briefings and reconvened at 19.51 Hrs.

6. CLERK’S REPORT

The report had been circulated prior to the meeting, which included comment about fly tipping, DCC removal of unauthorised Parley Close parking sign, approval of a New Road crossing near Winnards Close and overhanging hedge / dangerous branches.

ITEMS FOR DECISION

7. FIXED ASSET REGISTER

Cllr Cullen informed Cllrs that the Fixed Asset Register lists all Assets owned by the Parish Council and forms part of the external audit. The Clerks keeps this updated, but Cllrs were invited to identify anything absent, namely the Large Recreation Ground sign, 3 Parley Wood signs. Cllr Cullen will undertake a check of all benches. Clerk thereto update register for final approval at April’s meeting.

8. RISK ASSESSMENT

The Risk Assessment document was circulated to Cllrs prior to the meeting following last month’s discussions. Cllrs were invited to comment and acceptance of the document was passed in resolution, proposed by Cllr Jordan, seconded by Cllr Gooden and passed with a unanimous vote.

9. COMMUNITY GRANT APPLICATION FORM AND PROCESS

The Clerk recommended to Cllrs that with the imminent corporate donation, a fair distribution mechanism needs to be in place and therefore the normal Grant Application form had been amended so that local groups can bid for this new funding. This needs to be well publicised through the website, media etc so that all organisations / groups are aware of the procedure. Once the money has been received, the Clerk will send the amended form and preface for addition to the website and other communication channels to be discussed. Cllrs were unanimous to adopt this approach. Cllr Cullen suggested at the same time to remind new groups setting up that the PC will fund the cost of the meeting room for the first 3 meetings.

10. CIRCUS VISIT

The Clerk circulated a document prior to the meeting about other sites where the circus visited. New Milton have them annually however the field used is far away from residential properties. They pay for the land for the days the circus is open (not setting/packing up) A vote showed a mixed opinion, with 4 in favour, 5 against and 1 neutral. The key issues being recreation ground security and proximity to Parley Close. All Cllrs were in agreement to ask residents at the APM for their opinion.

11. ACTIVITY PLAN

Cllr Cullen talked Cllrs through the Activity Plan, which had been circulated prior to the meeting. Cllrs discussed that communication via Facebook page has increased to 60 followers, however the website youth page remains outstanding, Core Strategy is waiting the next phase, tree audit is waiting completion of work with EDDC rangers within Parley Wood, Hedge along Christchurch Road edging the Recreation Ground has been assessed and many plants are dead so suggestion to remove hedge in the autumn and replace with fence to replicate that in front of the Memorial Hall. The verge in front of the Pharmacy is damaged by vehicles parking so neighbour offered to lay special mesh to prevent deterioration whilst allowing grass to grow. If successful, could extend to other verges which would benefit eg Christchurch Road. The Recreation Ground Protection Plan is ready to roll out once CCTV purchased and need to arrange boulder removal for the occasional event. Rugby 7s clear up agreed with the Police and organisers. Footpath audit to be completed by Cllrs by end March. All Cllrs were happy with progress and suggested to ask residents at the APM, what else they’d like to see done within the Parish.

12. CHEQUE SCHEDULE

The Clerk presented the schedule, which had been circulated to Cllrs prior to the meeting, requiring authorisation signature after the meeting. Approval of the schedule was unanimous.

13. PLANNING MATTERS

The meeting was passed over to Cllr Dark, the Planning Committee Chairman, who reported permission on 15 Meadow Close.

Ref: 3/14/0086/FUL 12/12A Dudsbury Crescent, West Parley

PROPOSAL: An Extension to To Erect a Conservatory

Cllrs discussed the application and offer no objection to the conservatory.

Ref: 3/14/0085/HOU 51 Chine Walk, West Parley

PROPOSAL: Single Storey Front and Rear Extension

Cllrs discussed the application and felt it was not out of character with the road, and was not overdevelopment of the plot so offer no objection to the extension.

Ref: 3/14/0109/HOU 200 New Road, West Parley

PROPOSAL: Extension to the rear of the Property. Increasing the width of the Dormer to the Front Elevation to Create an Extra Bedroom

Cllrs discussed the application and felt the plot could accommodate the extension and there were no issues with overlooking.

Ref 3/14/0149/HOU –200 New Road, West Parley

PROPOSAL: Detached double car port

The Clerk raised the additional application for a detached double car port, which properties either side have added and therefore a precedent on the road has been set. Cllrs were in agreement that no objection to either application be offered.

The meeting was returned to the Chairman.

ITEMS FOR INFORMATION

14. MEDIA ISSUES: News for March

Cllr Cullen talked through a News Planner, to show what news should go to which publication, and when. This should mean all Cllrs can share the responsibility for timely communication. Items included are: Cllr Dark’s 15 year volunteering & 500th tour of Streetwise, Operation Elliot where Cllr Collingbourne’s daughter is fundraising for this charity. All Cllrs were reminded to send articles and pictures to the webmaster for inclusion on the website. Cllr Cullen suggested that it should be raised at the APM, to ask residents if WPPC is communicating too much or not enough. Clerk to send Webmaster’s email to Cllr Collingbourne.

15. PARLEY SPORTS CLUB LEASE UPDATE

Before leaving the room, Cllr Jordan read a short statement explaining his position regarding the Club’s refurbishment, commitment to both the Council and the Club, along with his frustrations regarding the time to renew the lease and possible perceptions. Cllr Cullen thanked Cllr Jordan for the statement and Cllr Jordan left the room at 20.55hrs.

Cllr Heaslip, Chair of the PSC Sub Committee confirmed that the committee has discussed the conditions of the lease in detail and are yet to see a final draft lease. Two areas still need to be resolved regarding a mortgage on the lease and the lease or licence over the playing fields. On both of these, the Clerk is seeking advice from Keith Mallett, Head of Legal Services EDDC. The Club have missed out on a grant because of the fields on licence so confirmation of correct approach needs to be sought and any restrictions included in the lease if both covered in one legal document.

Cllr Jordan returned to the room at 21.09 hrs and Cllr Cullen reassured Cllr Jordan that the Council was in support of the proposal, understands the frustrations and recognises all the work undertaken to date.

16. COUNCILLORS LEAD AREAS

Cllr Mrs Couper confirmed volunteers cut turf to plant 250 wildflowers in the Rec for the WW1 centenary. The additional planters finalised and Chris Evans (S&SEiB judge) confirmed West Parley did very well to achieve a Silver in its first year.

Cllr Couper confirmed earlier discussions regarding the hedge on roadside of the Recreation Ground was predominantly dead, and suggested installing the fence but not removing the shrubs until the autumn. Work continues in Parley Wood until end March, and 3 oaks recycled to create path edges. Opening ceremony suggested to raise awareness of improvements made and increase use.

Cllr Jordan explained how the Sports Club has created links with Bournemouth University, both for funding and facilities, along with sharing many successes of the various sporting teams, details of which will go onto the website. The Big Lunch is scheduled for 1st June and meeting held to discuss plans, with all roles allocated and support from WAVE fm for advertising and the Club support their charity of ‘Cash for Kids’.

Cllr Gooden confirmed distribution of new Coffee morning posters, which continues to have good attendance. Lunch club is approximately 20.

Cllr Cullen explained the content for the Annual Parish Meeting (APM) and the Clerk asked if consideration be given for a speaker. Cllr Mrs Couper suggested Chris Evans of South and South East in Bloom (S&SEiB) as may encourage more residents to take part. Cllr Cullen informed Cllrs of his attendance at the Community Governance Review meeting on Tuesday 24th March.

17. DATE OF NEXT MEETING

The date of the next meeting was set as Wednesday 16th April 2014 at 19:30 hrs (7.30pm) at the Main Hall, MS Centre, Church Lane, West Parley.

There being no further business the meeting closed at 21.26hrs.

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