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Hamble-le-Rice Parish Council
MINUTES OF THE COUNCIL MEETING HELD ON MONDAY 25 February 2008
AT THE ROY UNDERDOWN PAVILION, COLLEGE PLAYING FIELDS,
BARON ROAD, HAMBLE-LE-RICE AT 7.30 PM
Present: Cllr I M Underdown - Chairman
Cllr M J Davies - Vice Chairman
Cllr M E Atkinson
Cllr T A M Cook
Cllr B Curtis
Cllr Mrs M Blackman
Cllr R Elliston
In attendance: Sarah King - Acting Clerk
Paula Saunderson
Eliot Easterby
APOLOGIES
Apologies have been received from Cllr Ashworth Briggs, Cllr Cross, Cllr Pepper and Cllr House
TO RECEIVE DECLARATIONS OF INTEREST
Cllr Underdown declared personal interests in car parking, as a member of HRSC and as a dinghy permit holder
Cllr Elliston declared personal interests as a member of HRSC, and as a dinghy permit holder
Cllr Davies declared an interest as a member of the Royal Southern Yacht Club
Cllr Mrs Blackman declared an interest as a member of the Royal Southern Yacht Club
TO ACCEPT THE MINUTES OF THE MEETING HELD ON 11 February 2008
Cllr Cook proposed, Cllr Curtis seconded, all agreed and
IT WAS RESOLVED TO ACCEPT THE MINUTES OF THE MEETING HELD ON 11 February 2008
AS A TRUE RECORD
The Chairman proposed, all agreed and
IT WAS RESOLVED TO SUSPEND STANDING ORDERS FOR 10 MINUTES FOR THE PUBLIC
SESSION
At this point Cllr Elliston moved to the public gallery.
PUBLIC SESSION
Ross Elliston raised the issue of the Hamble Post Office that closed on 15.02.08, and the fact that the post box has now also been removed (25.02.08). The Chairman pointed out that there was an agenda item so this point could be discussed then. Cllr Elliston moved back to his seat in the council.
Paula Saunderson praised the Parish Council website, in particular the fact that each meetings minutes were posted on it, and asked would it be possible to post the agendas on prior to each meeting. The Chairman replied that getting the agenda ready was a matter of days and this was a very short timescale to post it on the web but it was being considered. He said that there were lots of plans to improve the website in the future.
Paula Saunderson noted that there is a report on long term parking in the village going to the LAC meeting on 10 April 2008 and suggested that the Council ensure they have a copy of the report prior to the meeting, she is also going to write to them for a copy.
Paula Saunderson asked about the Council elections and was advised that a notice had been placed in the March village magazine giving details on how to apply and also nomination packs will be available from the Parish Council office.
Paula Saunderson noted that the Lifeboat planning permission has been granted approval and wanted to know what was going to happen next. The Chairman stated that while the Council fully supported the lifeboat, the Council’s position as landowners had not changed but they are expecting Hamble Lifeboat to come back to them at some stage to discuss a way forward.
Eliot Easterby declared that he had been speaking to Cllr Underdown but wanted to formally discuss the Scout’s proposals with the Council to assist the Football Club to continue their fixtures and for the Council to approach BP on the Scout’s behalf to discuss the issues of sleepovers at the building. Cllr Elliston wanted to know the ages of the children involved in the sleepovers, the Scout’s child protection policy and what the ratios were of adults to children on these occasions. Eliot Easterby replied that the age ranges were from 8-10 (for cub scouts) and from 10-18 for scouts, they were guided by the Scouting Association’s Child Protection Policy (a leaflet was passed to the Council stating the Scouts Policy) and that the usual ratio was 12-1, they always have plenty of leaders present who are capable of supervising the children. Cllr Atkinson wanted to know the purpose of the sleepovers. Eliot Easterby replied that it was to ‘wean’ the children away from their parents and to allow them to become accustomed to being away from home before they went on a full week’s camp elsewhere. Cllr Curtis wanted to know how many sleepovers were planned in a year. Eliot Easterby replied that it was less than one per month, none at all in the summer, and some at the Victoria Park campsite. Cllr Atkinson raised the question of alcohol and Eliot Easterby replied that they have a zero alcohol policy but have had sometimes had to confiscate alcohol smuggled in by children. Cllr Cook asked about female scouts and sleepovers. Eliot Easterby said that the boys and girls had separate ends of the hall, and that the girls could change etc behind a curtain on the stage. Cllr Curtis raised the issue of Bartletts Field building and what the scouts’ plans were for it? Eliot Easterby replied that they were raising funds towards extending the facilities at the BP building and were very keen to go ahead provided everything could be sorted out satisfactorily. Cllr Curtis wanted to know how many days afloat the scouts had, Eliot Easterby said they were on the water on Friday evenings from Easter (unless it was very early) until the first weekend in Sept, and had training sessions at weekends as well.
The Chairman wanted to clarify the point about the outstanding debts and Eliot Easterby replied that if the proposals they had put forward were agreed then the slate would be wiped clean.
Cllr Elliston asked about separate accommodation for leaders and children, quoting a previous incident when no adults seemed to be present, to which Eliot Easterby replied that at the time of the incident they had Venture Scouts (aged 16-21), this no longer was the case so it would not happen again. Cllr Elliston asked about ‘high jinks’ at Mercury, having seen adults picking children up and throwing them in the river, Eliot Easterby said he was not aware of this happening.
PLANNING
New planning applications as listed below
F/08/62110 - Rear conservatory at 15 Oakwood Way, Hamble-le-Rice, Southampton, SO31 4HJ - 27.02.08 (del JW)
Cllr Cook proposed, Cllr Davies seconded, a majority agreed and
IT WAS RESOLVED TO LEAVE THE DECISION WITH PLANNING OFFICERS
F/08/62112 - 2 storey & single side storey extension, alteration to roof & dormer window at 18 Yorke Way, Hamble-le-Rice, Southampton, SO31 4LQ - 27.02.08 (del NP)
Cllr Davies proposed, Cllr Cook seconded, a majority agreed and
IT WAS RESOLVED TO LEAVE THE DECISION WITH PLANNING OFFICERS
C/08/62068 - Construction of single storey extension at 4 Purbrook Cottages, High Street, Hamble-le-Rice, Southampton, SO31 4JF - 29.02.08 (del NP)
Cllr Atkinson proposed, Cllr Mrs Blackman seconded, a majority agreed and
IT WAS RESOLVED TO LEAVE THE DECISION WITH PLANNING OFFICERS
T/08/62138 - Various tree works at land adjacent to 5 Spitfire Way, Hamble-le-Rice, Southampton, SO31 4RT - 29.02.08 (del BA)
The Chairman proposed, a majority agreed and
IT WAS RESOLVED TO LEAVE THE DECISION WITH THE ABORICULTURALISTS PROVIDED MINIMUM WORK IS CARRIED OUT
U/08/61921 - Certificate of lawfulness for existing use of Donkey Derby Field as car park (up to 28 times per annum), Hamble-le-Rice Parish Council, Memorial Hall, High Street, Hamble, Southampton, SO31 4JE - 29.02.08 (legal)
Cllr Atkinson proposed, Cllr Mrs Blackman seconded, a majority agreed and
IT WAS RESOLVED TO SUPPORT AND ENDORSE THE APPLICATION
F/08/61993 - Construction of detached garage with first floor office space & front facing dormer windows at 110 Hamble Lane, Hamble-le-Rice, Southampton, SO31 4HT - 04.03.08 (del GO)
Cllr Davies proposed, Cllr Cook seconded, a majority agreed and
IT WAS RESOLVED TO LEAVE THE DECISION WITH PLANNING OFFICERS
F/08/62067 - Rear conservatory at 74 Hamble Lane, Hamble-le-Rice, Southampton, SO31 4JS - 04.03.08 (del SD)
Cllr Atkinson proposed, Cllr Mrs Blackman seconded, a majority agreed and
IT WAS RESOLVED TO LEAVE THE DECISION WITH PLANNING OFFICERS
T/08/62159 - Various tree works at Hamble Yacht Services, Port Hamble Marina, Satchell Lane, Hamble-le-Rice, Southampton, SO31 4NN - 04.03.08 (del BA)
The Chairman proposed, a majority agreed and
IT WAS RESOLVED TO LEAVE THE DECISION WITH THE ABORICULTURALISTS PROVIDING THE MINIMUM WORK IS CARRIED OUT
A/08/62152 - Display of 1no Banner sign on pole 4m in height at 34-36 Satchell Lane, Hamble-le-Rice, Southampton, SO31 4HH - 07.03.08 (del JW)
Cllr Davies proposed, Cllr Cook seconded, a majority agreed and
IT WAS RESOLVED TO LEAVE THE DECISION WITH PLANNING OFFICERS WITH THE PROVISO THAT THE SIGN IS REMOVED WHEN THE DEVELOPMENT IS COMPLETED.
To receive and consider any planning correspondence including
None had been received.
Planning Decisions
A full list of recent planning decisions will be available at the next meeting.
TO RECEIVE A REPORT ON VANDALISM/CRIMINAL DAMAGE/GRAFFITI
None reported formally however Cllr Curtis reported that his own vehicle had been vandalised overnight on Westfield Common, he had reported this to the police.
The Acting Clerk said she had been told of a damaged seat down at the dinghy park, close to the Blue Star Boats Kiosk by the Foreshore Warden but had not yet received the written report on this.
TO RECEIVE THE FOLLOWING REPORTS/RECOMMONDATIONS/QUOTATIONS
Meeting re Hamble car parking/TRO’s/BP car parking area:
It was pointed out that in the draft agreement from Eastleigh Borough Council (EBC) relating to the Pay & Display car park on the Foreshore, clause 5 stated that the ‘car park shall be used only as a car park’ and the Parish Council needed to consult with the Borough Council before using it for other purposes; this could mean that events such as Hamble Week or one off markets could be under threat. Who has control over what happens in the car park was discussed and as landowners the Parish Council should not need to consult but just notify.
IT WAS RESOLVED THAT THE CLERK IS TO WRITE TO EBC STATING THAT ALTHOUGH THE CAR PARK IS TO BE USED PRIMARILY AS A CAR PARK THE PARISH COUNCIL HAS FINAL DISCRETION OVER ANY OTHER USE AND THEY WILL NOTIFY EBC ACCORDINGLY.
BP Car park: It was noted that the wording on the drawing of the car park had been changed from ‘Potential long term stay village parking’ to ‘Area for village parking’. Cllr Blackman said that people were unaware that the car park can be used by the public, once signs are in place it should be used more. Cllr Atkinson asked whether charges are to be applied to the car park. Cllr Curtis asked whether the Council could ask BP to fund the cost of the signs, the Chairman replied there was no harm in asking. After further discussion
IT WAS RESOLVED TO ASK WAYNE BAILEY TO CHECK THE LEVELS ETC IN THE CAR PARK AND TO CHECK ON PARKING REGULATIONS, TO ASK BP FOR FUNDING TOWARDS THE COST OF THE SIGNS AND TO WAIT FOR WAYNE’S RESPONSE BEFORE CONFIRMING THE DOCUMENT.
Scouts/Hamble Club FC: The Chairman said the working party had a meeting with Hamble Club FC to discuss their requirements on 18.02.08. Cllr Davies gave a short report of the meeting including that it would not now be economic for the football club to complete the work required at the Scout HQ to enable them to finish the season there. Details of a proposal from the Scouts to resolve their current problems with Hamble Club FC was given to all councillors prior to the meeting and a letter regarding communication between the groups’ leaders/officials. It was agreed that the Hamble Club FC could cope with the situation as it is at present although it is having a knock-on effect on the rest of the league and 2 complaints had been received from other teams who are struggling to fit all their home matches in. Hamble Club FC would prefer to have their own facilities and are happy to work with the Parish Council to try to organise new premises. Item 1 on Eliot Easterby’s letter was agreed, and the Council had already instigated a safety check regarding the floodlights and are waiting for a safety certificate or a specification of work required from P&R Electrical before they can be connected up to the external power supply. Items 2-5 are now irrelevant as the football club is not now going to use the facilities this season. Item 6 was agreed, that Hamble Club FC licence for shared use of the Scout HQ building would not be renewed. Items 7 and 8 were discussed by the Council and it had been confirmed that all disputed arrears would be written off as part of this agreement.
IT WAS RESOLVED THAT THE COUNCIL WILL NEGOTIATE WITH BP REGARDING ALLOWING SLEEPOVERS AT THE BP BUILDING, AND THAT AT A MUTUALLY CONVENIENT TIME, ELIOT EASTERBY, A REPRESENTATIVE FROM HAMBLE CLUB FC AND ONE OF THE PARISH COUNCILLORS WILL MEET AT THE PREMISES TO ALLOW THE FC TO REMOVE ANY ITEMS WHICH BELONG TO THEM, INCLUDING ANY ITEMS RELATING TO THE SHOWERS.
Cllr Elliston raised the question of where any potential new portacabins would be located. The Chairman replied that this had not been decided yet but most probably on the edge of the sports field or possibly in the car park, as the Scout’s lease is purely for the building. It was finally agreed that the Scouts would provide details of their Child Protection Policy, risk assessment etc and that any alleged debts outstanding for the Hamble Club FC would be written off in full and payments from the Hamble Club FC to the Scouts would cease immediately. The football club are to be advised that they should start seeking funding for the new premises from various sources possibly including, the Fields in Trust charity (formerly the Playing Fields Association), National Lottery and developers contributions (via the Parish Council) amongst others. These proposals to be implemented only if all relevant parties agree in writing, letters to be sent to Hamble Club FC and Hamble Sea Scouts to confirm details of the agreement.
Recreation Councillor/Head Groundsman’s Report
BP Ground
Main pitches are not being used due to the Scout/Football club problems.
A pitch has been marked out for boys to play football on as they do not require changing or shower facilities.
Mount Pleasant
Generally ok.
Top pitches are suffering due to the increased number of games being played on them as a result of the problems at BP ground.
There is the possibility that a lower pitch can be marked out, the holes are in place for the goal posts.
Play equipment is ok.
Pavilion needs decorating internally.
The Head Groundsman recommends that we paint the external brick work as it would make cleaning off graffiti easier.
Skate Ramp - not in use, the Head Groundsman is unsure as to the current plan
2 quotations have been received
Proludic - a combination of 3 pieces of skateboarding equipment inc surfacing £57,835.50 + VAT
Wicksteed - 1 x half pipe (smaller than original) no surfacing £15,481 + VAT
However, awaiting response from Paul McLeod relating to what the young people actually want as, in the past, facilities have related to a minority group resulting in under or little use of the equipment - this time they are asking for a range of smaller equipment to suit a wider range of ability. Paul McLeod has been contacted to come back with information asap.
RUP
Planters to stop cars getting onto the pitch are delivered, the Head Groundsman is waiting until he has completed the work at the allotment before starting on the planters. The planters are to be concreted into place.
Pavilion generally ok but some window painting is required.
The Head Groundsman has one quote for £580 (2 others should be sought, suggest Richard Scott & P&L who both advertise in village magazine)
Sports facility is being well used.
Graffiti has not been too bad of late.
Allotments
The allotments are nearly ready for rotovating.
The Head Groundsman is working with Eastleigh on the permission for the tree work.
Equipment
The replacement mower has been budgeted for.
No other issues with equipment need to be raised.
Staff
The Head Groundsman reports that he has no matters he would like to raise, that all staff are currently in good health.
The matter of how the money from the parking machine on the foreshorecollected and counted was raised, it seems that the foreshore warden and Richard feel that it could be handled in a more effective way than they have currently been asked. Cllr Curtis suggestion would be that we ask them for a proposal on how they think it could be carried out.
Cllr Curtis went through the report highlighting certain items. Mount Pleasant Pavilion possibly needs painting, this was discussed and it was felt that unless some sort of clear coating was used to protect the brickwork and make removing graffiti easier then painting would not be approved. It was agreed that contractors would be used to carry out the work, rather than using the groundstaff.
When the matter of emptying the Pay & Display machine in the foreshore car park was raised, the Chairman stated that the Council always welcome suggestions for improved efficiency but any proposal regarding the machine, it should be primarily the responsibility of the Foreshore Warden (and the Groundsman), not the Head Groundsman, Clerk or Assistant Clerk. Cllr Davies said that the problem of running out of tickets (particularly over busy weekends) should be resolved as the Council loses revenue if the machine is out of action. It was agreed to pass this to the Head Groundsman for consideration.
The Acting Clerk reported that rotovating work on the allotments was due to commence this week, once a tractor-mounted rotovator had been sourced. 2 allotments had already been let to people who were very keen to start work (both sites have already been dug over!) and once the work to rotovate had been completed letters would go out to people on the waiting list offering them an allotment.
TO RECEIVE REQUEST TO REVIEW EDITORS FEE RE VILLAGE MAGAZINE
Cllr Elliston asked did the Council make a profit out of the Village Magazine, it was thought that only 90% of the costs were covered by revenue received and the other 10% was funded by the Parish Council. A free ¼ page advertisement would work out at £15 per issue if bought over 10 issues or £20 for a one off advertisement. It was noted that the previous editor was initially happy to do the work free of charge for the good of the village but was eventually paid and was reimbursed for paper and ink etc. The Chairman reminded the Council that 3 quotes are to be obtained for printing the Magazine. Following discussion including how much time was actually spent on editing the magazine particularly with the new format
IT WAS RESOLVED THAT THE EDITOR WOULD GET A RAISE TO £80 PER ISSUE
AND THAT THE CLERK WOULD OBTAIN 3 QUOTES FOR PRINTING.
TO CONSIDER THIS COUNCIL’S VIEW ON A MONTHLY PRODUCE MARKET BEING HELD IN HAMBLE
Paul Lewis was unable to attend this meeting but it was hoped that he will attend the meeting on 10.03.08.
TO RECEIVE THE CLERKS REPORT ON THE FOLLOWING MATTERS ARISING
4023 – Meeting with Southern Water Cllr Atkinson asked why Southern Water appeared to be ignoring the Council’s suggestion to route the new pipe along the Foreshore
IT WAS RESOLVED THAT THE ACTING CLERK WRITES TO SOUTHERN WATER REQUESTING CLARIFICATION OF THIS POINT.
4010 – CCTV systems Nothing further to report
4021 – Allotments As per the Recreation Councillor’s/Head Groundsman’s report
4022 – Access to Mercury Mound A Planning Officer has contacted the Chairman for further information to enable negotiations regarding an agreement with MDL to progress, which would include improved access to Mercury Mound.
4019 – Noise from Coopervision It is believed that this problem has been solved, however Cllr Pepper has the details to report to the Council
4066 – Hamble Lifeboat The Chairman reported that at the LAC meeting on 21.02.08 planning permission to build the new lifeboat station had been granted, however the Council’s views had not changed. The Lifeboat Trustees will need to come back to the Parish Council if they wish to progress their proposals. Cllr Curtis raised the possibility of one building combining the Blue Star Boats Kiosk, the toilet block and the lifeboat station.
TO NOTE THE CLERKS REPORT ON THE FOLLOWING MATTERS ARISING
4049 – Resurfacing of dinghy park This is now scheduled for the week after Easter, i.e. 25/26/27 March.
4067 – Closure of High Street Post Office – The Chairman said he had spoken to the Post Master who had no real information for us. Cllr Mrs Blackman said her husband had already written letters of complaint to Royal Mail, a copy had been sent to the Parish Council. It was thought that a new pillar box is to be installed in the area by the bus stop in the Square, although no dates have been given for this work and permissions from various utility companies would be required. The Chairman proposed, and it was carried unanimously
IT WAS RESOLVED THAT THE COUNCIL OBJECT IN THE STRONGEST POSSIBLE TERMS
RE THE REMOVAL OF THE EXISTING POST BOX BEFORE A NEW ONE
WAS INSTALLED AND IT WAS NOT CONSULTED ON THE BEST LOCATION
4068 – Parish Website
4069 – Proposed boundary change
4070 – Footpath encroachment
4024 – Hamble-Warsash ferry
4025 – Grant to St Andrew’s Church
4026 – Drainage on CPF pitch 2
4027 – Parking re Westfield Common lozenge
4028 – Rabbit control
4029 – Kicking wall
4030 – Replacement skateboard facilities
4031 – Harbour Authority governance review
4032 – Former Petters Slipway
4033 – Head Groundsman’s report
Nothing to report on any of the above
To close the following minute
The Chairman proposed, all agreed and
IT WAS RESOLVED TO CLOSE THE FOLLOWING MINUTE
4048 – schedule of meetings
TO AUTHORISE THE CLERK TO DEAL WITH CORRESPONDANCE RELATING TO COUNCIL MATTERS:
Sea Scouts request to hold Hamble River Raid – Cllr Elliston was concerned about the beer tent, drink problems etc in the village and felt it should be stated very strongly to the Scouts that the beer tent would only be allowed under very strict guidelines relating to sale of alcohol, tidying up afterwards etc.
The Chairman proposed and it was voted unanimously
IT WAS RESOLVED TO GRANT THE REQUEST TO HOLD THE RIVER RAID PROVIDING THE NORMAL HPC REQUIREMENTS ARE MEET, BUT TO EMPHASISE THE COUNCILS VIEWS ON THE OPERATION OF THE BEER TENT
Invitations to the RAF Yacht Club Commodore’s Cocktail Party have been received and the Vice Chairman and the Clerk are to attend on the Council’s behalf.
It was noted that 2 complaints have been received from football clubs regarding the lack of facilities (due to the issues between the Scouts and Hamble FC).
The Churchyard accounts were noted
EXEMPT BUSINESS:
The Chairman proposed, all agreed and
IT WAS RESOLVED THAT IN VIEW OF THE CONFIDENTIAL NATURE OF THE BUSINESS ABOUT TO BE DISCUSSED THE PUBLIC AND THE PRESS BE EXCLUDED
Donkey Derby Field Nothing to report
BP Amenities Discussion on how to proceed
Emergency item The Chairman used his powers to add this agenda item. Following discussion Cllr Curtis proposed, Cllr Davies seconded, all agreed and
IT WAS RESOLVED TO GIVE A WRITTEN APOLOGY AND REIMBURSE ANY EXTRA BANK CHARGES
The meeting closed at 21.55 hrs