Monxton Parish Council Finance

Monxton Parish Council

NOTICE OF PUBLIC RIGHTS AND PUBLICATION OF ANNUAL GOVERNANCE & ACCOUNTABILITY RETURN (EXEMPT AUTHORITY)

ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2021

Local Audit and Accountability Act 2014 Sections 25, 26 and 27

The Accounts and Audit Regulations 2015 (SI 2015/234)

NOTICE
1. Date of announcement 14 June 2021
2. Each year the smaller authority prepares an Annual Governance and Accountability Return (AGAR).  The AGAR has been published with this notice. It will not be reviewed by the appointed auditor, since the smaller authority has certified itself as exempt from the appointed auditor’s review. Any person interested has the right to inspect and make copies of the AGAR, the accounting records for the financial year to which it relates and all books, deeds, contracts, bills, vouchers, receipts and other documents relating to those records must be made available for inspection by any person interested.
For the year ended 31 March 2021, these documents will be available on reasonable notice by application to:   The Clerk to Monxton Parish Council by email heather.bourner@googlemail.com commencing on
Monday 14 June 2021  and ending on Friday 23 July 2021  
3. Local government electors and their representatives also have:   The opportunity to question the appointed auditor about the accounting records; and The right to make an objection which concerns a matter in respect of which the appointed auditor could either make a public interest report or apply to the court for a declaration that an item of account is unlawful. Written notice of an objection must first be given to the auditor and a copy sent to the smaller authority.   The appointed auditor can be contacted at the address in paragraph 4 below for this purpose between the above dates only.  
4. The smaller authority’s AGAR is only subject to review by the appointed auditor if questions or objections raised under the Local Audit and Accountability Act 2014 lead to the involvement of the auditor.  The appointed auditor is:   PKF Littlejohn LLP (Ref: SBA Team) 15 Westferry Circus Canary Wharf London E14 4HD (sba@pkf-l.com)
  5. This announcement is made by Heather Bourner Clerk to Monxton Parish Council  

Village Hall project wins £25,000 grant from the TVBC Community Asset Fund

We are extremely pleased to announce that Monxton Parish Council with the support of Amport Parish Council has been awarded a grant of £25,000 from the Test Valley Borough Council Community Asset Fund to assist with the rebuild of the Village Hall.

This money can be spent on any aspect of the build, but requires matching funds from the Parish Council, which happily we have available in the bank thanks to the efforts of fund raising by Monxton and Amport villagers over the years. The grant proposal was submitted in November last year and thanks go to a small team with members from both villages.

We are currently awaiting news on a second larger grant from the Community Infrastructure Levy fund and if successful this will enable work to commence on the demolition and rebuilding of the new village hall in the latter half of this year.

Currently the Village Hall is now open for events so please contact the Bookings Secretary if you need to book the facilities.

Monxton Parish Council Minutes

Minutes of the Monxton Parish Council meeting held on Friday 7th May 2021 Via Zoom at 6.00pm.

Present: Cllr M Cleugh – Chairman              

               Cllr H Corroon

               Cllr J Hooper          

               Cllr P Kitson   

               Heather Bourner – Parish Clerk  

              0 Members of the Public

  1. Apologies:

Apologies for absence were received from Cllr C Barbone.

2. Co-Option of new Councillor

Penny Kitson had expressed an interest in becoming a Parish Councillor. Cllr Cleugh confirmed she had previously been an affective Councillor and was currently Chairman of the Village Hall Committee. There had been no other expressions of interest therefore Cllr Cleugh proposed Penny be co-opted to the Parish Council. This was seconded by Cllr Hooper. All agreed.

3.Election of Chairman

Cllr Kitson proposed Cllr Cleugh be returned as Chairman, this was seconded by Cllr Corroon All in favour.  Cllr Cleugh accepted and agreed to sign the necessary declaration.

4.Election of Vice Chairman

Cllr Cleugh proposed Cllr Kitson be elected as Vice Chairman, this was seconded by Cllr Hooper. All in favour. Cllr Kitson accepted and agreed to sign the necessary declaration.

5.Standing orders, financial regulations & Code of conduct

Documents had been circulated to all councillors and were agreed and formally adopted for 2021/22.

6. Declarations of Interest

Cllr Corroon declared an interest in a planning application for his property.

All councillors confirmed no changes were required to register of interest forms.

7.Public Participation.

No members of public were present.

8.Minutes of the Previous Meeting.

The Chairman agreed to sign the minutes of the previous meeting of 13th April 2021 as a true record. All agreed.

9.Planning

To note the following TVBC decision: None

Resolved: that the planning advisory committee’s approval on the following applications were endorsed:

21/01066/FULLN – erection of -garage with storage above, swimming pool and plant room plus reinstating boundary wall-Monxton Manor – no objections

8.Finance

To note balance in Lloyds bank as at 30/04/21 £31870.50

i)Resolved: that the following payments be approved and cheques signed

TVBC £81.00

BHIB Insurance £284.25

Carl Cafferty £300.00

Clerks salary £112.47 per month and HMRC £28.12 payments by standing order April & May

9.Any other business –

Cllr Cleugh reported on a meeting he had attended along with six other Parish Council to organise a coordinated effort to get Southern Water to deal with the many issues arising around the over pumping and sewage release into the Pill Hill brook. A meeting will be arranged with the CEO of Southern Water at the end of May. Cllr Corroon will take responsibility for the environmental portfolio for Monxton Parish Council and then join this meeting. He will relinquish the Village Hall portfolio to Cllr Kitson

10.Close of the Meeting

The Chairman thanked everyone for coming and closed the meeting.

11.Date of the next meeting

The next meeting will be on Tuesday 13th July 2021, 7.30pm

St Mary’s, Monxton: Annual Meeting

St. Mary’s Monxton Annual Parochial Church Meeting will be held on Sunday 23rd May in the church following the 11.00 a.m. service.  All are welcome to hear the reports of the church during 2020, and to elect Church Council members and offices. There will be vacancies for church wardens for the coming year which leaves our parish church needing to make important decisions for its future. Current proposals to unite our six rural parishes in the present Team with Abbotts Ann, Upper Clatford and Goodworth Clatford will also be discussed.  These last two issues are
likely to have a profound effect on our parish church in the future in the way it is run and in the number of services which will take place.

Monxton Parish Council

MONXTON PARISH COUNCIL

There will be a virtual meeting of Monxton Parish Council (via zoom) at 6.00 pm on Friday 7th May 2021.All Councillors are requested to participate. Members of the public can join the meeting by following the zoom invitation link below, which will also be published on the website. Alternatively, members of the public can e-mail matters for discussion to Heather Bourner Clerk to Parish Councilheather.bourner@googlemail.com

https://us02web.zoom.us/j/82190475410?pwd=a3o4YmFmd3huSnJyaWdHUVcxWDZYdz09

1) Apologies for absence

2) Co-option of new Councillor

3) Election of Chairman

4) Election of Vice Chairman

5) Agree standing orders, financial regulations and code of conduct

6) Declarations of interest and updates to Councillor register of interest forms.

7) Public participation

8) Minutes and matters arising

9) Planning- To note decisions by TVBC -none

To consider recommendations of planning advisory committee-

21/01066/FULLN- erection of -garage with storage above, swimming pool and plant room plus reinstating boundary wall-Monxton Manor – no objections

10) Finance

11) Any other business

12) Date of next meeting 7.30 pm Tuesday July 13th 2021 at Monxton Village Hall

Ascension Service: 13 May

Do join us for an Ascension Day Evening Service

Thursday 13th May 7.00pm

St Mary Amport Churchyard

We’re delighted Bishop David is able to join us and to preach in this simple 45-minute service. We shall be members of the 3 Anna Benefice congregations and 6 Portway congregations. Music will be led by the Anna Benefice musicians.

Some practicalities:

Bring a chair! (some folding chairs available)

Please book in with walkerclive7@gmail.com – this is because we need to be socially distanced, and must limit numbers to about ten per church.

Monxton Parish Council Minutes

Minutes of the Monxton Parish Council meeting held on Tuesday 13th April 2021 Via Zoom at 7.30pm.

Present: Cllr M Cleugh – Chairman                 

               Cllr C Barbone   

               Cllr H Corroon

               Cllr J Hooper              

               Hampshire County Councillor Mrs Zilliah Brooks          

               Test Valley Borough Councillor Mrs Maureen Flood

               Heather Bourner – Parish Clerk  

               0 Members of the Public

Apologies:

Apologies for absence were received from Test Valley Borough Councillor David Coole.

1.WELCOME.

The Chairman welcomed everyone to the meeting. Cllr Cleugh confirmed that Judith Balding had resigned as a Parish Councillor. He thanked her for 8 years of service to the council, in particular in her role as Environmental Representative. A notice to publish the vacancy had been posted to the website and the Village Hall notice board.

2.DECLARATION OF INTERESTS.

Cllr Corroon declared an interest in a planning application for his property.

3.PUBLIC PARTICIPATION.

No members of public were present.

4.MINUTES OF THE PREVIOUS MEETING.

The Chairman agreed to sign the minutes of the previous meeting of 12th January 2021 as a true record. All agreed.

5.VILLAGE HALL UPDATE

The plans for a new Village Hall have been submitted to TVBC along with a completed CIL bid for funding. It is hoped that confirmation as to whether the bid is successful will be received in May or June.

The Clerk provided an update on The Village Hall finance position as follows.

Village Hall Finance Reconciliation

Current account               £10725.79

Savings account              £53828.96

Parish Council held

Village hall fund               £12040.77

Total available                  £76595.52

The Village Hall finances were currently dealt with by The Clerk as no volunteer treasurer could be found. The bank account was operated online by The Clerk as sole signatory. Following a discussion regarding banking arrangements for the Village Hall bank account it was agreed the money should be moved to a Lloyds account for ease and operated alongside the Parish Council account.

The Village Hall bookings clerk had resigned, a replacement volunteer is required. Please contact the Clerk (01264 773976) if you are able to help.

6.PLANNING.

To note the following TVBC decision:

  1. 20/03010/TREEN –reduce pine Springfield, Chalkpit Lane- no objection
  2.  21/02254/TREEN- crown lift Yew tree- St Marys Church – no objections
  3. 21/00075/TREEN- tree works, Monxton Manor-No objections

Resolved: that the planning advisory committee’s approval on the following applications were endorsed:

  1. 21/02254/TREEN- crown lift Yew tree- St Marys Church – no objections
  2. 21/00243/LBWN- Alterations and conversion coach house, Monxton Manor –no objection
  3. 21/00829/TREEN- crown lift yew, thin cotoneaster, Farm Cottage, Green Lane -no objections
  4. 21/00878/FULLN- single story extension, Boundary Cottage- no objections
  5. 21/00880/TELN- application to determine if prior approval required for telecommunications mast- objection

Cllr Hooper asked if the trees on the Village Green were to be cut down. Cllr Cleugh said he believed a road closure is required to fell the trees next to the road so a licence is required attracting an approximate cost of £4000, this will be in addition to the cost of felling the trees. Cllr Corroon said it was important to get the trees down while they were still sturdy enough to climb otherwise the costs will escalate. The responsibility for this lies with the landowner.

7.Revisit VDS or produce Neighbourhood Plan.

Cllr Cleugh reported on a meeting between Parish Councillors and Sarah Hughes from TVBC when the merits of a Neighbourhood Plan were discussed. A Village design statement has been in place for some years which has been adopted by TVBC as a supplementary planning document.

Two areas of concern had instigated the discussions protecting the Village Green and ensuring the village kept its current dark sky at night with no artificial lights being allowed.

Cllr Cleugh said there was simply not the resources available in the village to embark on writing a new plan of either sort and Cllr Hooper said he did not feel a Neighbourhood Plan would not add any value to the Parish. The planning application that had threatened the artificial light concerns had been dealt with satisfactorily.

After further discussion it was unanimously agreed not to create a neighbourhood plan and not to update the Village Design Statement at this point.

8.FINANCE

To note balance in Lloyds bank as at 31/03/21 £28261.09

i)Resolved: that the following payments be approved and cheques signed

Clerks expenses (Feb-April) £28.55

Clerk back pay £57.68

Sarah Dowding (website) £72.22

TVBC (dog bins) £426.43

ICO £35.00(DD)

Clerks salary £106.71 per month and HMRC £26.67 payments by standing order February to March

Clerks salary £112.47 per month and HMRC £28.12 payments by standing order April

ii)Following the resignation of Judith Balding Parish Council bank account signatories needed to be changed. It was agreed the Clerk should be added as a signatory and to set up online bank payments when another signatory would need to authorise any payments to be released. Cllrs Corroon and Hooper agreed to be added to the account as signatories. The Clerk will obtain the necessary forms for completion. In the meantime Judith Balding will continue to counter sign cheques.

iii)Accounts for the year ended 31/03/2021 had been circulated and were agreed. The Clerk will arrange for the audit return to be completed and signed and for records to be reviewed by an internal auditor.

9.ENVIRONMENT & FOOTPATHS

Cllr Balding had provided a final report as follows: –

Lengthsman Scheme 2021

The Lengthsman has started village maintenance and, for his safety, all dog owners are reminded to pick up dog mess and put it either in the bins provided or take it home and put it in their black bin.  In particular dog walkers are asked not to leave poo bags hanging in the hedges along the footpaths!

Environment Agency

Ground water levels have been high for the last few months but are starting to drop

Southern Water

Southern Water has been informed about the APPLICATION NO: 21/00880/TELN – Land North Of Abbotts Ann Road, Monxton. There is no mention in the application that Southern Water’s rising main goes straight through the proposed site. Any disturbance to this main could have catastrophic consequences for the communities of Monxton and Abbotts Ann.

The Pillhill Brook

The Hampshire & Isle of Wight Wildlife Trust supported by the National Lottery Heritage Fund, continue their, ‘Watercress and Winterbournes’, a five-year Landscape Partnership Scheme together with local communities and other organisations to restore Hampshire’s chalk streams including the Pillhill Brook.

The Environment Agency has given Southern Water permission to start over pumping at East Cholderton in to the Pillhill Brook. 

For safety reasons, please DO NOT allow children or dogs to go in to the Brook until further notice.

Footpaths Report

The footpaths representative had provided a report as follows: –

No problems reported via e-mail link from the Parish Council website.

All Monxton footpaths have been walked at least once since the last Parish Council meeting, most walked more often.

Recent drier weather has dried out most footpaths, some of which had become extremely wet and rutted due to the bad winter weather.

It has been agreed with Hampshire Countryside Services and Kurt Morton, that he will replace the broken stile on Footpath 6 at Manor Farm with a new one. 

10.SUNNYSIDE

Cllr Barbone had nothing to report.

11.Traffic Monitoring

Cllr Hooper provided a full report of data recovered from the speed watch camera positioned at Sunnybank.  He said the volume of traffic movements through the village was a huge concern. He said he had been able to gather telephone numbers from vans and lorries driving without care in the village and had telephoned companies to complain. He intends to carry out a traffic survey before the next meeting to establish the volume of lorries passing through the village.

12.Borough & County Councillor Reports.

HCC Mrs Zilliah Brooks reported: –

Hampshire Libraries have confirmed a ‘fines holiday’ which will be in place until Tuesday June 1 2021, to allow time for customers to safely return all overdue items with no fines applied. Items returned after this time will still be subject to overdue fines. Customers can still pay outstanding charges online, by calling 0300 555 1387 or at any of the county’s libraries, using cashless payments where possible.

Cllr Brooks confirmed this would be her last meeting as HCC for Monxton. She thanked all Councillors for the work to support their community. Cllr Cleugh thanked Cllr Brooks for her continued support and wished her well for the future.

TVBC Councillor Maureen Flood reported as follows

Markets make a welcome comeback for 2021 –The monthly Artisan markets are back for 2021 – Andover High Street local produce and crafts on the third Sunday of each month starting from 18 April.

The indoor pop-up craft market returns in the Chantry Centre on 24 April & 25 May.

TVBC Car Parking Charges –Charging is due to resume on April 12th when the next review of lockdown restrictions is due and non-essential shops are scheduled to re-open. If for any reason the restrictions stay in place then TVBC will not re-introduce charging until non-essential shops are allowed to re-open. There are no increase in charges, it will remain £1 for up to 2 hours in the town centre car parks. Free from 4pm to 8.30am and on Sundays and bank holidays.

Recycling in Test Valley –Test Valley Borough Council is currently limited in terms of what it can collect in brown bins as the Hampshire recycling facilities that process the waste are unable to deal with some of the materials recycled in other local authority areas, such as thin plastics. But that looks set to change thanks to the Environment Bill, currently going through parliament, which seeks to level up recycling rates right across the country. It is looking increasingly likely that from early 2023 residents will be able to include glass, thin plastics such as pots, tubs and trays, and Tetra Pak-style cartons in their recycling bins. And in further good news, the council anticipates that it will be able to offer a weekly food waste service.

Southern Water –Concerns have been raised by several parishes regarding the over pumping on Pill Hill brook and the volume of tanker movements, Cllr Hooper added that these amounted to 13% of the traffic in Monxton daily. These tankers are causing lots of damage to verges and private property. Cllr Cleugh said the sewer pipes were badly damaged and required replacement. TVBC Maureen Flood said she will try to organise a joint meeting of those parishes affected and involve the local MP so a permanent solution to the problem can be found.

13.Any other business –

Following the resignation of Cllr Balding a councillor is required to take on the environmental portfolio. Cllr Cleugh and Barbone will lead on this until a replacement is agreed.

14.CLOSE OF THE MEETING

The Chairman thanked everyone for coming and closed the meeting.

15.DATE OF THE NEXT MEETING

An AGM is required to be held in May. A short meeting will be held on Friday 7th May via zoom for this purpose.

The next meeting will be on Tuesday 13th July 2021, 7.30pm

MONXTON PARISH COUNCIL

CASUAL VACANCY FOR A COUNCILLOR

Notice given under Rule 5 of the of the Local Elections (Parishes and Communities) (England and Wales) Rules 2006

  1. There is a vacancy on the Parish Council caused by the resignation of Judith Balding
  • A by-election to fill the vacancy will be held if, not later than 4 May 2021, ten electors for the parish give notice in writing, claiming such an election be held, to the Returning Officer.  If no such notice is given the Parish Council will fill the vacancy by co-option

3     The address of the Returning Officer is –

                                              Test Valley Borough Council

                                              Council Offices

                                              Beech Hurst

                                              Weyhill Road

                                              Andover

                                              SP10 3AJ

Notice given this 12th day of April 2021