DRAFT

 

New Alresford Town Council

Meeting of Full Town Council

Held at the Alresford Recreation Centre

7.30pm Thursday 26th November, 2009

Page

105

 

Present:  Cllrs. Middleton (Chair), Cattle, Evans, Gentry, B .Jeffs, Mansfield, Phillips, Power, Yeldham. 

 

 

Cllr. Porter.(County), Cllr. E. Jeffs (City), Cllr. S. Cook (City)

 

 

Press: None

 

 

Apologies: Cllr. Read. 

 

874

Declarations of Interest on Agenda Items - Cllr. Cattle declared an interest in Minute 888 and left the room when this matter was under discussion.   Cllr.  Evans, Cllr. Power and Cllr. B. Jeffs declared and interest in Item 885.3.2 and abstained from voting.  Cllr. Middleton declared an interest in Witton Hill.  The property was not under discussion but formed part of the overall planning application comments brought to council for ratification.  Cllr. Middleton abstained from this vote.

 

875

Declarations of Interest Forms - Any forms requiring updating to be given to the office by Monday 30th November for despatch to WCC.

 

876

Minutes of the meeting held on 8th October, 2009

Resolution: To approve the Minutes of 8th October, 2009 as true and accurate.

Proposed: Cllr. Power  Seconded: Cllr. Cattle (AGREED)

 

877

Actions Carried Forward:- All actions are in hand.  

Millennium Trail landowners had been invited to contribute to repairs.  Response awaited.

 

878

District and County Councillor’s Report - Written Reports.

 

878.1

Cllr. J. Porter - It was reported to Cllr. Porter that New Farm Road drains were a disgrace.  JP to chase.  The Salisbury Road trees could not proceed without consensus from property owners. The HCC general principle is that trees remain unless they can be proven to cause property damage.  Additional money is being sought to address this problem.  HCC are being chased to produce a costing for the West Street Improvements.  It is anticipated to be in the region of £200k.

 

878.2

Cllr. E. Jeffs - Cllr. E. Jeffs confirmed that WCC intended to invite local councils to their budget consultations.  NATC were awaiting this WCC consultation invitation.

 

878.3

Cllr. S. Cook - Reported that the residents of Makins Court had convened a meeting to discuss the deficiency in Warden care.  He confirmed that the CPO would be heard at the 9th December cabinet.  He reported that an application had been withdrawn for an office block at the Wilcam site but stated there to be a clear indication for an office block at this location.  The Council house bidding process for the allocation for local houses did not seem to have integrated the necessary loading points for community connection.  The enforcement team had visited the Globe site and the conservation officer would also be reviewing the site.

 

879

Police Report - None

 

880

Public Participation                                         Meeting adjourned

Mr. R. Atkins informed the council that there was a significant delay to the District Auditor coming to a decision.  He accused NATC of causing this delay by refusing to abide to S49 of the Audit Commission (confidentiality clause).  He stated that the delay had been caused because of NATC’s refusal to agree to a document’s confidentiality.  The District Auditor was concerned that NATC had not received this document.  Mr. Atkins stated that Council must seriously consider abiding by S49.  Further to this he stated that he had no idea when Council would get this report as it was approximately 15 pages and he needed to go through it.  If he was right this would have a substantial affect on the precept and could see that no provision had been made for this circumstance. 

Council  -  Comments would be noted.           Meeting reconvened

 

881

Finance 

 

881.1

Payments Resolution: To approve payments for October 2009 of £23,685.33. Proposed: Cllr. Gentry  Seconded: Cllr. Phillips (AGREED).  It was noted that the payments for approval and agreed included:-  a payment to Cllr. Gentry in respect of bollard padlocks in Broad Street; two payments to G. Ingram in respect of plumbing at Arlebury Park and Stratton Bates (Council confirmed that the Clerk had the authority to carry out emergency repairs up to the value of £1,000 without consultation.); adjustments made in respect of the August payment list identified by the internal auditor.  

 

881.2

Budget Year to Date - There was no significant change to the budget. 

 

881.3

PWLB Resolution:  To pay up the 60 year PWL for £1,220 taken out in 1960.

Proposed: Cllr. Gentry  Seconded: Cllr. Yeldham (AGREED)

SB

881.4

Precept Resolution: To accept the departmental and committee budgets totalling £236,800 for incorporation into the precept for the Financial Year 2010/11. Proposed: Cllr. Gentry  Seconded: Cllr. B. Jeffs (AGREED)

 

881.5

Bank Indemnity Resolution:  To approve the giving of the indemnity to Nat. West Bank in respect of cheques received in the name of specified payees. Proposed: Cllr. Gentry  Seconded: Cllr. Cattle (AGREED) Specified payees were identified as NATC/Alresford Recreation Centre/ARC

SB

881.6

Sage Upgrade Resolution:  To upgrade Sage at a cost of £363.37 (incl. VAT & Cover).  To extend support increase no. of staff supported by payroll.

Proposed: Cllr. Gentry  Seconded: Cllr. Power (AGREED)  Cllr. Cattle returned to the meeting.

SB

881.7

Audit Reports

 

881.7.1

 

Internal Audit The internal auditor identified 3 errors in the August Payment list totalling less than £50 which is within the audit tolerance and had been rectified in the October payments.  Quarterly monthly stock checks are undertaken by an independent company monitors shrinkage.  The reported shrinkage had been identified as an over order when starting up.  Additional risk and governance to be reviewed upon insurance quotation for recommended increased insurance cover.

 

881.7.2

External Audit Awaiting a report from the District Auditor.  It was felt that the Audit Commission could have taken this action 2 years ago.  It was considered that confidentiality in respect of this matter particularly relates to the complainant.

 

882

Grants  Cllr. Cattle left the meeting. (See Minute 874 Declarations of Interest)

Resolution: To approve a grant of £300 to the Alresford Bowling Club

Proposed: Cllr. B. Jeffs Seconded: Cllr. Phillips (AGREED). 

SB

883

Stratton Bates

 

883.1

Car Park - Barratts had completed the Car Park and Council wished to publicly thank them for a job well done.  The demarcation of bays had been completed and again council thanked the company for a job well done.

 

883.2

Pavilion - The pre-school replies indicated that there was not a sufficiency of place within the Alresford boundary.  Jackie Porter to contact HCC to ask them to reassess pre-school shortage in light of these pre-school responses.  The project could not proceed beyond this point without financial probity.   The Clerk was asked to review past minutes to ascertain whether the responsibility for this project had been passed to a working party or remained the responsibility of the Recreation Committee

MP

884

Committee Reports

 

884.1

 Environment

 

884.1.1

 Traffic Wardens - A meeting had been arranged for midday 14th December with WCC to discuss extra coverage and associate costs.

RG/ JC

884.1.2

 SLR - Resolution:  To purchase 6 additional SLR brackets at a cost of £360.00

 Proposed:  Cllr. B. Jeffs  Seconded: Cllr. M Phillips (AGREED)

BG

884.1.3

 Perins Car Park Waste Bin - Resolution: To purchase a black and gold waste bin for the Perins Car Park at a cost of £300 (incl. installation). Proposed: Cllr. B. Jeffs  Seconded: Cllr. Phillips (AGREED)

 WCC to pay for the emptying of this waste bin

BG

884.1.4

 Extension of 30 mph speed Limit - Resolution:  To ratify the extension of the 30 mph speed limit in The Avenue.  Proposed: Cllr. Cattle  Seconded; Cllr.  Phillips (AGREED)

BG

884.1.5

 Allotments - Resolution: To approve the expenditure of £3000 for clearance of the new allotment site.

 Proposed: Cllr. Cattle  Seconded: Cllr. Gentry (AGREED)

BG/ SB

884.1.6

 West Street Update - See County Cllr. Porters report - Item 878.1

 

885.2

Tourism  - Resolution:  To supply and level top soil in bed next to river bank and supply and restake support boards at the Soke. Proposed: Cllr. Power   Seconded:  Cllr. Mansfield (AGREED) 

Clerk to write to HCC in respect of claiming recompense in respect of storm damage to the Soke Drive exacerbated by a blocked gully..

BG/ SK

885.3

Planning - Cllr. Middleton declared an interest in Witton Hill. Cllrs. Evans, Cllr. B. Jeffs & Cllr. M Power declared an interest in 43 West Street.  (See Minute 874 - Declarations of Interest)

 

885.3.1

Resolution: To agree planning comments. Proposed:Cllr. B.Jeffs  Seconded:Cllr. Gentry (AGREED)

 

885.3.2

Resolution: To request HCC to take enforcement action for the removal of the steps installed in front of 43 East Street.  Proposed: Cllr. Phillips Seconded: Cllr. Gentry (AGREED)

BG

886

Alresford Recreation Centre

 

886.1

Resolution:  To approve an annual maintenance contract at a cost of £554 in respect of the refreshment facility chilling/cooling equipment. (REJECTED)  Council agreed that instructions on how to efficiently run this equipment were required.

Resolution: To approve a one off site visit to educate/summarise how to efficiently run chilling /cooling equipment at a maximum cost of £100. Proposed: Cllr. Power Seconded: Cllr. Mansfield (AGREED)

SB

886.2

Resolution: To approve the repair of the central heating to the bar and upper conference room. Proposed: Cllr. Power Seconded:  Cllr. Evans (AGREED).  As this is an emergency the Clerk has the authority to approve repairs to the value of £1,000 and Council agreed that should this expenditure exceed this amount ratification to proceed would be sought via email.

SK/ SB

886.3

Resolution: To approve the following terms in respect of the use of the ARC kitchen.  

(a)       Use of the kitchen is allowed provided that the food is not being sold or contributes to a commercial operation; in which case a 10% levy of the proceeds will be charged in respect of catering.

(b)                                         Where the hire of the hall is less than the weekend function rate and outside caterers are employed; a 10% levy will be charged in respect of the catering costs.

(c)                                         Sporting fraternity using outside caterers will incur a levy of 10% on the catering cost.

(d)       Self-catering and outside catering in respect of one off functions will incur no additional charge provided that the food is not being sold.

(e)                                         The ARC will reserve the right to deny catering use where it impinges on or restricts the ARC staff catering operation.

Proposed: Cllr. Power Seconded:  Cllr. B. Jeffs (AGREED) 

ARC

887

Outside Bodies

 

887.1

Town Trust  Nothing to add to the attached minutes.

 

887.2

Alresford and District Partnership - Council was directed to a website link to the report on Dunster which it was felt would be of interest to Alresford

 

887.3

Alresford Society  Nothing added to the attached report

 

888

Meetings

 

888.1

Calendar of Meeting 2010 -2011.  Resolution: To approve the 2010 - 2011 calendar Schedule with the proviso that an additional Recreation Meeting is held.  Proposed Cllr. Evans  Seconded: Cllr. Yeldham (AGREED).   To accommodate the additional Recreation meeting and to ensure that it takes place prior to the commencement of the sporting season.  The July meeting would be cancelled and meetings would be held in June and September.   It was acknowledged that Planning meetings may need to take place in December.

SK

888.2

Next Meeting: To be held at 7.30pm on Thursday, 15th January, 2010 at Alresford Recreation Centre

 

 

Meeting Closed 9.05

 

 

 

 

 

Chairman’s Signature…………………………………….Date…………………….